How to Change an Employee's Benefit Class
The following steps should be used to change a current benefit classification.
Terminate Current Benefit Class
Locate the employee via the Find Employee search bar.
Within the Benefit Class Information section, click the Edit icon next to the current benefit class.
Enter an End Date.
Click the Save icon.
After clicking the Save icon, an alert may appear if the employee has any coverages that will be affected by the termination of the benefit class. Coverages that are active or set to be active on or after the benefit class end date will be terminated when the benefit class is terminated.
Click "Continue" to proceed with the benefit class termination.
Once saved the terminated Benefit Class will appear as shown below:
Add Another Benefit Class
This function should be used in the following instances:
- Change in Coverage Eligibility and/or Benefit Level
- Change in Job
If an employee record requires updates due to either of these above named instances, a new benefit class must be added. In the case where an employee has a change in job, the job record must also be updated.
Do not use the Edit icon to add a new benefit class. The Edit form will only allow you to change the existing information within the current benefit class, not the actual class option. Please click the "plus" ( + ) button if an employee needs to be moved to a different type of classification. If the classification was entered in error, please click the Remove icon. This will delete the benefit class from the system.
Within the Benefit Class Information section, click the plus ( + ) button.
Select the desired Benefit Class from the drop down options.
Enter the Start Date (benefit effective date).
Provide an End Date, if known. Otherwise, leave the End Date blank.
Select "Yes" or "No" from the Allow New Hire drop-down box (if applicable).
Click the Save icon.
An alert will confirm that the record has been saved.
When adding a new hire to BenTek, the Date of Hire should always be used to populate the Benefit Class Start date to ensure the appropriate waiting periods are calculated (this is especially true under the Afforable Care Act). If the new benefit class selected qualifies the employee for benefits as a new employee and permits New Hire enrollment, the Allow New Hire drop down box will appear after the End Date field. Select "Yes" to allow the employee to access the New Hire Orientation module, or select "No" to deny access to the module.
If no dates are entered, the New Hire Begin and End dates will be auto-populated upon saving based on the Benefit Class start date and new hire eligibility rules established during implementation. The Administrator also has the option to enter the New Hire Begin and End dates. In both scenarios, these dates establish the time frame in which the employee may access the New Hire Orientation module.
If you are adding a new benefit class to an employee record due to a job change, you will also need to terminate the employee's existing job record and then add a new job record that pertains to the new benefit class. Please see the Status Changes chapter for details.