[HR] How to update HR Benefits for Annual Enrollment

This guide outlines the best practices and steps for updating multiple employee benefit rates after an open enrollment period.

• If updating all employees after Open Enrollment: Start in the HR Benefit Code form.
• If updating select employees: Start in the HR Resource Benefits form.

This procedure ensures benefit rates are accurately updated and validated before being posted to Payroll (PR).

Step 1: Update Benefit Codes and Push Rates to Resource Benefits

1. Open the HR Benefit Code Form

1. Go to HR > Benefit Code.
2. Select the Benefit Code that needs new rates or effective dates.

2. Move Old Rates

1. Navigate to the Deduction/Liability Codes tab.
2. From the menu bar, select:
   1. File > Move New Rates to Old
3. Two pop-up messages will appear:
4. Popup 1: Confirm New Rate to be updated to Old Rate → Click Yes.
5. Popup 2: Rates have been moved → Click OK.

3. Add New Rates

Tip: The effective date determines which rate is applied when adding this benefit to a Resource.

Important: The Updated (Y/N) box should remain empty at this point. This is correct.

4. (Optional) Adjust Employee Benefit Options

If some employees have changed their benefit elections:

• You can update their information in the HR Resource Benefits form now or wait until after Step 1 is complete.
• You’ll perform an audit in Step 2 to confirm all updates before pushing data to PR.

5. Update Resource Benefits

1. In the HR Benefit Code form, go to:
   1. File > Update Resource Benefits
2. The HR Benefit Update form will open.
3. Enter:

• Benefit Code to update
• Check Include Inactive Resources if needed
• Check Only Update Matching Rates (recommended to leave at default)

1. Confirm the pop-up message:

“New rates updated to HR Resource Benefits.”

After completion, the Updated (Y/N) box will now show Y (Yes), indicating the new rates have been moved to Resource Benefits.

Close the HR Benefit Code form.

Step 2: Verify Data in HR Resource Benefits Form

1. Open HR Resource Benefits

Everything in this step ensures your data is accurate before updating Payroll.

2. Verify Employee Data

• Switch to Grid View.
• Filter by the Benefit Code you updated.
• Confirm the Active box is checked for all applicable employees.

3. Confirm Updated Rates

• Select the Deduction/Liability Codes tab.
• Review the updated Rates.
• Ensure the Update PR box is checked.

Note: The Effective Date shown on the Info tab is not the same as the one entered in HR Benefit Code.

This field is only used to indicate when the benefit becomes active for that employee/dependent.

If the benefit is defined as an ACA health plan, the Effective Date will also appear on the ACA Coverage History tab.

Once data is verified and complete, close this form.

Step 3: Push Benefit Rates to Payroll (PR)

Timing is critical.

Do not complete this step until:

For example:

If new rates are effective January 1st, don’t run the update until:

• The final pay period of the previous year is closed, or
• The Payroll Processing form for that period has been run.

1. Open HR Update Benefit/Salary to PR Form

2. Create a New Batch

1. Click New Batch.
2. Check the box Post Benefits to PR.
3. Enter:
4. Effective Date (only updates changes effective on/before this date)
5. Benefit Code to be updated
6. Click Update.

You should now see Resources populate in the grid.

3. Review and Finalize

• Review the Resources listed.
• To remove any employee from the update:
  1. Enter their Resource ID in the HR Resource # field and click Remove.

Once you’re satisfied with the data:

Benefit rates are now successfully updated in Payroll.

Summary Checklist

1. Step Task Completed
2. Move old rates, add new rates in HR Benefit Code 
3. Update Resource Benefits      
4. Verify rates and active status in HR Resource Benefits   
5. Post new rates to Payroll (PR) 
6. Validate and process batch     

Best Practices

• Always back up data before processing rate updates.
• Keep a record of all rate changes and effective dates.
• Run updates only after payroll periods are confirmed closed/open as appropriate.
• Verify results in both HR and PR modules before finalizing payroll.