Benefits Administration
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Welcome Page |
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Introduction to Benefits |
Agency Responsibilites
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Overview
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Central Responsibilities
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Overview
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Inquiries
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Employee Data Summary |
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Dependent/Beneficiary Summary |
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Benefits Summary (Pay Dedns) |
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Benefits Summary (Pl DedCalc) |
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Text File |
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Test |
Welcome to the Benefits Administration CBT!
To navigate through this CBT, either click the links on the Side Navigation Menu on the right hand side of your screen, or press the Next button at the bottom of each page.
To begin learning about Benefits functions, click Introduction on the Topic Menu.
**To resize the left-hand navigation frame, you can place your cursor just on the right side of up/down scroll bar until you get a double horizontal arrow. You can make the navigation window skinny or wider, by holding your left mouse button down and moving your mouse left or right, depending on your needs.(Firefox browser users may not have this capability.)
MAJOR CHANGES TO Benefits Administration: Version 8.0-8.9
Navigation has changed.
INTRODUCTION TO BENEFITS
To fully benefit from the information covered in this Computer-Based
Training (CBT) you should have completed the Introductory CBT.
The Introductory CBT will teach you how to navigate through the menus
and pages and introduce you to the basics of adding, updating, and maintaining
data in PeopleSoft.
If you have not already done so, please review the Introductory CBT before
proceeding with the Benefits CBT.
NOTE: For more information on all available
State of Kansas Benefit options, please visit the State of Kansas Employee
Service Center http://www.accesskansas.org/employee/
and select the Benefits links or go to Kansas Health Policy Authority
(http://www.khpa.ks.gov/OpenEnrollment07/benefits07.htm).
Please consider that if Regulations, Bulletins, laws, etc. change, some
of these scenarios may not be up-to-date. Continue to monitor the regulation
changes that affect benefits entry and apply those changes to the following
scenarios if applicable.
For the most up to date information (including new or revised Regulations
and Bulletins), please check the following websites:
SHARP Customer Services (http://www.da.ks.gov/sharp/)
Division of Personnel Services (http://www.da.ks.gov/ps/)
Accounts and Reports (http://www.da.ks.gov/ar/)
Kansas Health Policy Authority (http://www.khpa.ks.gov/OpenEnrollment07/benefits07.htm)
After completing this CBT, you should be able to:
Understand which responsibilities the Agency and Central Benefits are
responsible for.
Understand Benefits deductions, eligibility, and benefit record numbers;
enter deductions into SHARP.
Understand KPERS Retirement elections and eligibility; enter elections
into SHARP.
Understand KPERS Group Term Life elections; enter elections into SHARP.
Know where to view health benefits, dependents, flexible spending accounts,
deferred compensation, health savings accounts, optional group life, and
KPERS Buyback information.
AGENCY RESPONSIBILITIES
Overview
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Agencies are responsible for:
Benefit Program Participation
KPERS Retirement
KPERS Group Term Life
These functions are located under the Benefits Section:
The Benefit Program Participation table, along with KPERS Retirement and Group Term Life are located under Benefits>Enroll in Benefits
AGENCY RESPONSIBILITIES
Overview - Using Dates in Benefits
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Some important notes about using dates in Benefits.
When applicable, the Coverage Begin Date field indicates the day that
the Benefit Coverage will begin (e.g., Group Health Insurance). You can
find this field on the benefits pages.
The Deduction Begin Date field indicates the first day of the pay period
that the Benefit Deduction will begin. This field is found on the benefits
pages.
Effective Dates for Starting and Ending a Benefit Deduction
Starting a benefit deduction – In the Deduction Begin Date field
on the Benefits page, enter the first day of the payroll period in which
the deduction should begin. However, if benefit deductions should start
immediately, enter the actual date of hire for new hires in the middle
of a pay period. Click the Elect button and enter the Benefit Plan.
Ending a benefit deduction – In the Deduction Begin Date field on
the Benefits page, enter a new effective dated row with the first day
of the payroll period in which the deduction should no longer be taken.
The is generally the first day of the payroll period following the day
the employee last worked in an eligible position (do not use the employment
termination date). Click the Terminate button (the Benefit Plan field
should be blank).
AGENCY RESPONSIBILITIES
Benefit Program Participation
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You will go to the Benefit Program Participation page when you need to view or update information relating to an employee’s eligibility for benefits.
Some important things to remember:
Incorrect information may affect an employee’s benefits eligibility.
Do not change fields when an employee terminates, retires, goes on leave
without pay, or returns from leave without pay.
Do not change fields if the employee receives a pay increase or decrease
unless the percent FTE changes. Salary changes that occur during the year
will automatically update following open enrollment.
The Benefit Program Participation page is located at Benefits>Enroll in Benefits>Assign to Benefit Program
You will search for your employee by typing their Employee ID and clicking Search.
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The employee record will pull up and look like this if just viewing. Open the Glossary for field definitions.
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AGENCY RESPONSIBILITIES
KPERS Retirement Elections
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When additions or changes are required for a benefits eligible employee you will add a KPERS Retirement Election.
KPERS provides a defined benefit pension plan for KPERS eligible employees. Mandatory membership generally begins after one year of service (Kansas Police and Fire employees are immediate members). If a new employee is a current KPERS participant and has not withdrawn funds, enter the date of hire. If not a current participant, enter a date that is the first day of the pay period following a year from the hire date. Enter the appropriate KPERS code, which is P for most employees.
Navigate to Main Menu>Benefits>Enroll in Benefits>Retirement Plans
Open the Glossary for field definitions.
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AGENCY RESPONSIBILITIES
KPERS Group Term Life
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When a benefits eligible employee is hired, the Group Term Life election is added in Retirement Plans.
Benefits eligible state employees have group term life insurance coverage which provides an insured death benefit of 150% of the employee’s annual rate of compensation. The State of Kansas, as the employer, pays the entire cost of coverage. Benefits eligible state employees also have long term disability insurance coverage. Disability income benefits provide a monthly benefit based on 60% of the employee’s annual rate of compensation. The State of Kansas, as the employer, pays the entire cost of the coverage. The cost is included in the group term life benefit.
Navigate to Main Menu>Benefits>Enroll in Benefits>Retirement Plans
Open the Glossary for field definitions.
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CENTRAL RESPONSIBILITIES
Overview
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Kansas Health Policy Authority is responsible for entering information
for:
Health Benefits
Dependent Data
Flexible Spending Accounts
Primary Jobs Table
Health Savings Accounts
ING and Payroll are responsible for entering information for:
Deferred Compensation
KPERS is responsible for entering information for:
Optional Group Life
KPERS Buybacks
CENTRAL RESPONSIBILITIES
Health Benefits
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When you need to know what health benefits elections an employee has made, you can view them by going to:
Main Menu>Benefits>Enroll in Benefits>Health Benefits
KHPA staff enters medical, dental, and vision elections in SHARP. The County field is used to determine which medical plans an employee is eligible to elect. Therefore, it is critical that agencies update the County field in Personal Information when an employee’s address change includes a change in county of residence. For specific instructions on how to update an employee’s address, refer to the Workforce Administration and Compensation CBT.
Open the Glossary for field definitions.
CENTRAL RESPONSIBILITIES
Dependent/Beneficiary Data
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When you need to know who the dependents and beneficiaries are for an employee, you can view them by going to: Main Menu>Benefits>Employee/Dependent Information>Update Dependent/Beneficiary KHPA staff enters dependent data. Agencies should never delete a Dependent or Beneficiary without consulting KHPA staff. Agencies may view dependent information for health benefits. Agencies may enter Beneficiary information for savings bonds – see Payroll CBT for more information. The effective date for a dependent or beneficiary should be the first day they became a dependent or beneficiary of the employee or the employee's hire date, whichever is later. |
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CENTRAL RESPONSIBILITIES
Flexible Spending Accounts
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When you need to view flexible spending account enrollment or health savings account enrollment for an employee, you can view them by going to:
Main Menu>Benefits>Enroll in Benefits>USA-FSA Benefits
The State of Kansas offers the KanElect Flexible Benefits Program (an Internal Revenue Code Section 125 plan) for the benefit of its employees. KanElect allows employees to pay for group health insurance, unreimbursed health care expenses, and dependent care expenses with pretax dollars. KHPA staff enters Flexible Spending Account elections into SHARP.
Open the Glossary for field definitions.
CENTRAL RESPONSIBILITIES
Deferred Compensation
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When you need to view the deferred compensation information for an employee, you can view them by going to:
Main Menu>Benefits>Enroll in Benefits>Savings Plans
Deferred Compensation is a voluntary defined contribution established by the State to help employees supplement their KPERS retirement income. ING, the plan’s administrator, interfaces Deferred Compensation election information into SHARP.
The After Tax Investment box are not used since all State of Kansas savings plans are before-tax. In addition, the Rollover Options, Investments, and Dependent/Beneficiaries boxes are delivered but are not used by the State of Kansas.
Open the Glossary for field definitions.
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CENTRAL RESPONSIBILITIES
Optional Group Life
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When you need to view the optional group life information for an employee, you can view them by going to: Main Menu>Benefits>Enroll in Benefits>Life and AD/D Benefits Benefits eligible employees may elect to purchase optional group life insurance coverage through additional payroll deductions. KPERS and/or the current contracted vendor interfaces and/or enters election information in SHARP. Beneficiaries of this life insurance are recorded in the KPERS system, but are not maintained in SHARP. Beneficiaries information for Optional Group Life is stored in the KPERS system. Therefore, the beneficiary page is not used by the State of Kansas. |
CENTRAL RESPONSIBILITIES
KPERS Buybacks
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When you need to view information on an employee’s KPERS buyback, you can view it by going to: Main Menu>Benefits>Enroll in Benefits>Savings Plans KPERS enters Buyback Retirement elections into SHARP. The Rollover Options and Investments boxes are delivered but are not used by the State of Kansas |
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CENTRAL RESPONSIBILITIES
Primary Job Flags Maintenance
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Primary Job Flags Maintenance page is used to identify the Benefit Record Number for each Employee Record Number. Also, it identifies if the Employee Record is to be considered the primary job for the specified Benefit Record Number.
Agencies should monitor the Primary Job Flags Maintenance page for their employees who are on concurrent positions. Please report incorrect data to Benefits Staff at the Division of Personnel Services.
The Primary Job Flags Maintenance page is located at Benefits>Maintain
Primary Jobs>Maintain Flags 
For any benefit record number, only one job can be designated as the primary job. Changing an employee’s Primary Job indicator, Include for Eligibility Flag, and/or Include for Deductions Flag can change an employee’s benefits eligibility.
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The Benefit Record Number field is used when an employee has more than one Employment Record Number. The Benefit Record Number indicates which position is responsible for benefits. The position with the matching Employment Record Number and Benefit Record Number is responsible for benefits.
The Employment Record Number and Benefit Record Number should always match in the following situations:
Multiple non-benefits eligible positions (GEN).
Multiple positions with different benefits eligibility. For example,
if an employee is benefits eligible on Employment Record 0 (PT1), the
Benefit Record Number should be 0. If the employee is not benefits eligible
on Employment Record Number 1 (GEN), the Benefit Record Number should
be 1.
Multiple positions with a different job status (active and terminated).
For example, if a benefits eligible employee is active on Employment Record
0, then the Benefit Record Number is 0. If the same employee has terminated
on Employment Record 1, then the corresponding Benefit Record number is
1.
If an employee is active on multiple positions in the same agency and both positions are benefits eligible, the Benefit Record Number can be lower than the Employment Record Number. For example, the Benefit Record Number could be 0 for Employment Record 1.
The Benefit Record Number can never be higher than the Employment Record Number. For example, the Benefit Record cannot be 1 for an Employment Record 0.
INQUIRIES- EMPLOYEE DATA SUMMARY
The Employee Data Summary is helpful information when determining benefits eligibility. It summarizes all of an employee's job, personal, and employment data.
It is helpful to look at this employee-specific data when responding to employee benefit questions.
Main Menu>Benefits>Employee/Dependent Information>Review HR/Job/Payroll Data
INQUIRIES- DEPENDENT/BENEFICIARY SUMMARY
Run the Dependent/Beneficiary Summary when you need to know what dependents or beneficiaries are listed for an employee.
This page displays the name and employee ID for the employee from data in the Administer Workforce pages. It then displays the identification number and name for the dependent/beneficiary (from the Dependent/Beneficiary – Name/Address page). You’ll also see the type of relationship (dependent or beneficiary) as well as the specific family relationship.
Main Menu>Benefits>Employee/Dependent Information>Review Dep/Ben Summary
INQUIRIES- BENEFITS SUMMARY
The Benefits Summary - Benefit Enrollment Summary tab displays deduction information on all benefit plans in which an employee is enrolled. For each benefit plan, the Plan Type, Election, Benefit Plan, Participation/Coverage, Coverage Begin Dt will display.
Main Menu>Benefits>Review Employee Benefits>Current Benefit Summary (Benefit Enrollment Summary tab)
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INQUIRIES- BENEFITS SUMMARY
The Benefits Summary - Benefit Deduction Summary tab displays deduction information on all benefit plans in which an employee is enrolled. For each benefit plan, the Plan Type, Plan, Pay End Date, Class, Coverage Base, and Last Deduction amount will display.
Main Menu>Benefits>Review Employee Benefits>Benefits Summary (Benefit Deduction Summary tab)
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