How to Process a Personnel File

The Personnel Import feature allows for mass updates to the BenTek application for employee and/or retiree personnel information. The import reduces manual data entry into BenTek. During the personnel import process the user must verify the data that will be inserted into BenTek.

Upload Options include:

  • Automated Transmission from client
  • Manual Upload to Secure FTP
  • Browse Upload from Personnel Import module

The following steps should be used to upload personnel files and complete the Personnel Import process:

From the BenTek Menu, under Benefits Administration, select Personnel Import.

Select an option from the Import Group drop-down.

Select if the file is a salary file or not.

If you are importing a salary file, you will need to specify the Salary Type and Time Period.

Select one or more personnel files to be compared against BenTek by checking the box within the Actions column. Personnel data can be sent in one or multiple files if necessary.

Once the file(s) has been selected, click "Run" to begin the personnel import process.

An alert will periodically refresh to display the current processing operation. This alert will disappear once the process has completed.

Administrators also have the option to complete the personnel import separately for Employee Groups such as retirees. This option appears as a drop-down and will only appear when applicable.

Processing Records

After BenTek has processed the file, the page will display the results in a list on the left hand side.

BenTek displays the results into a minimum of four items:

  • New - Employee records that are not currently in BenTek.
  • Returning - Employee records that are currently in BenTek (terminated), but are being sent on the personnel file (active/retired).
  • Termination - Terms represent any employee record that is no longer being sent on the file or is sent with a termination date. BenTek will require an employment/retirement termination date to be entered if the record is still active in the system.
  • Changes (employee personal/job changes) – BenTek requires verification of updates before they are saved into the system. Some fields can be set up to save automatically when requested by clients. If an employee displays changes related to benefit eligibility (ex. changes in status, location, job, etc), administrators are required to update benefit classification if the change impacts benefits eligibility or plan level. Administrators will have the option to update the job information as well as change the benefit classification if necessary.

The number in parenthesis next to each item represents the total number of records that need to be reviewed. A default of twenty employee records will be displayed for each item, if applicable. Once a record is approved or denied, it will be removed from the list. The number in the parentheses of the tab name will also decrement by one.

Administrators will also have the option to cancel the existing process via the "Cancel Import" button.

If a record was the last displayed, a new list of twenty employees or a message stating that all employees have been reviewed will be displayed. When all tabs display zeros, the process can be completed.

Import Results

Specific fields and actions corresponding to the selected tab appear within an employee’s record. If the user tries to expand a record that a different user is reviewing, an alert will appear to inform that the record is locked for viewing. The alert will identify the administrator who currently has the record expanded. If the record is locked, the user may still view the record, but will be unable to select an action for the record.

Each tabbed section will require an administrator to select a course of action for all records listed within the tab.

Optional "Go To Record" Selection (Yes/No) – Selecting "Yes" will allow administrators to review/edit employee records and approve changes, which will allow verification that the data was saved in BenTek.

New Status

Click the arrow next to an employee's name to expand the record. All records must be expanded to review and complete any action. All fields populated with data display information loaded from the Personnel file. The following required fields must be populated in order to save the new hire record to BenTek:

Demographic Information:

  • First Name
  • Last Name
  • SSN (cannot be changed)
  • Gender
  • DOB
  • Complete Address

Job Information:

  • Hire Date
  • Job Start Date
  • Full/Part Time status
  • Salary

Benefit Class Information:

  • Benefit Class
  • Class Start Date
  • Allow New Hire

Most of the required fields will be populated with data from the personnel file; however, any required fields not populated must be added during this process to save the record to BenTek. Once all data is verified, the Administrator can approve the record. The approved record will be removed from the list. If the record appearing in the New Status tab should not be added to BenTek, the Administrator can select "Deny". This will eliminate the record from the list.

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 Affordable 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.

Benefit Class Setup

When adding a new Benefit Class, a new dialog window will appear for administrators to apply the benefit eligibility waiting period and select default benefits when the following criteria have been met:

  • There are no currently active benefits.
  • The Benefit Class Start Date is within the current plan year.
  • The Benefit Class is eligible to receive default benefits.
  • There is a related job status already in the system.

In the Waiting Period section, select "Yes" in all instances where the employee is newly eligible and subject to the initial eligibility waiting period according to the corresponding effective date as displayed for each coverage below. By selecting "No", all benefits will reflect an effective date based on the benefit class start date.

The Available Coverages section lists coverage options available to the employee. The Default column indicates those coverage options that are default benefits. Select "Yes" within the Available Coverages section to activate default benefits, which will auto-enroll the employee in the coverage options identified in the Default column. Selecting "No" will prevent default benefits from being activated and will require the employee’s record to be updated manually for certain default benefits.

If a default benefit is no longer offered after its effective date, the system will automatically set a termination date when the benefit is elected. The termination date will match the date in which the default benefit ceases to be offered.

Returning

Click the arrow next to an employee's name to expand the record. All fields populated with data in both sections of the employee record have been updated from the Personnel file. The following required fields must be populated in order to update the returning record in BenTek:

Demographic Information:

  • First Name
  • Last Name
  • SSN (cannot be changed)
  • Gender
  • DOB
  • Complete Address

Job Information:

  • Hire Date
  • Job Start Date
  • Full/Part Time status
  • Salary

Benefit Class Information:

  • Benefit Class
  • Class Start Date
  • Allow New Hire

Once all data is verified, the Administrator can select New Benefits or Old Benefits.

New Benefits: A new benefit class is required. The employee will be required to wait the new hire eligibility waiting period to elect new benefits. The Default Benefits waiting period option selection dialog will appear if a new Benefit Class is added which is eligible for Default Benefits.

Old Benefits: The Administrator has to select which benefit class should be reactivated or if a new benefit class needs to be created. If an existing benefit class is reactivated, the job information also needs to be verified. Once necessary information has been added, the Administrator may click "Old Class" or "New Class" so the record is saved in BenTek properly.

When either option is selected, the record will be removed from the list. Administrators can select "Deny" to remove records from the Returning tab and prevent them from being saved into the system.

If the employee is being reinstated without a break in service or with a date other than the standard eligibility waiting period, the record may need to be manually updated. To utilize that option, the record should be denied during the Personnel Import process.

An alert will appear if a benefit class to be reinstated conflicts with a current or future benefit class. The alert will display the conflict and advise the user to review the employee's record and manually remove the conflicting benefit class. Once removed, the desired benefit class can be reinstated through the Personnel Import.

Termination

The Termination page allows the user to review terminated employees from the personnel file. If there are no terminated employees listed, a message will be displayed stating there are no terminated employees or all have been reviewed.

Click the arrow next to an employee's name to expand the record. All fields populated with data in both sections of the employee record have been updated from the Personnel file. The following required fields must be populated in order to save the termination:

Demographic Information:

  • First Name
  • Last Name
  • SSN (cannot be changed)
  • Gender
  • DOB
  • Complete Address

Job Information:

  • Hire Date
  • Job Start Date
  • Full/Part Time status
  • Salary (For Retirees, only the Begin Date field is required)
  • Termination date
  • Cobra Event (reason for termination)
  • Job End Date

Once all data is verified, the Administrator can click "Term. All" or "Status Only".

Term All: Employment, coverages, and all covered dependents will be terminated.

Term Status: Employment will be terminated, but coverages will remain active.

When either option is selected, the terminated record will be removed from the list. If a record appearing in the Terms tab should not be terminated, the Administrator can select "Deny". This will remove the record from the list.

Changes

The Changes tab allows the user to review any discrepancies with an employee's record currently stored in BenTek alongside the employee's information that is imported from the personnel file. If no employee has discrepancies that need to be addressed, BenTek will display a message stating no changes are pending. Three columns are displayed: Field which contains the name of the discrepancy, BenTek which contains the current value in BenTek and Personnel which contains the value on the personnel file. The user simply clicks on the radio button next to which value to keep.

Click the arrow next to the employee's name to expand the record. All fields that do not match will appear on the screen and the Administrator is required to select which value is correct and should be maintained in BenTek (BenTek data or Personnel data).

Once the correct value is selected, the Administrator can click the "Approve" button.

Based on client configuration, the Changes section will include Demographic (Full Name, Address, Marital Status, Phone Number, Gender, DOB, etc.) and Personnel date (Hire date, Job start/end date, Job Title, Department, Union, Location, Salary, etc.).

Option 1

If all information listed under the Personnel column is correct, the Administrator should ensure that all values listed under the Personnel column have been selected and then click the "Approve" button.

Option 2

If all the information listed under the Personnel column is incorrect, the Administrator should click "Deny" to retain current BenTek information.

Option 3

If some (not all) information is correct under BenTek and Personnel, the Administrator should select the correct values and click the "Approve" button.

Adding a New Job

If a record displays new job information, the Administrator must determine if a new job should be created or if the job information can be replaced.

A new benefit class does not need to be created if the employee will not be eligible for new or different benefits. However, a new job may be added if the Administrator wishes to retain job history in BenTek.

A new benefit class must be created if the employee is eligible for new benefit options.

Option 1

If a new job should be saved, the Administrator should click in the Job Selection drop-down and select "Add A New Job".

A new job start date is required. If the benefit class will remain the same, the Administrator can click the "Approve" button. All new job data will be saved to BenTek while retaining history of the previous job.

Option 2

If a new job should be saved and a new benefit class is required, the Administrator must complete the steps in Option 1. However, prior to clicking the approve button, the Administrator should click the "New Benefit Class" button.

The administrator must select the new benefit class, enter a Class Start Date (date when new benefits should begin), and "No" for the Allow New Hire option will be preselected. Click the "Approve" button to save the new job and benefit class.

If the new benefit class overlaps the date range for a current benefit class, an alert will appear to inform the user that the current benefit class, along with any current plan that will not be included in the new benefit class, will be terminated as of the start date for the new benefit class. Click the approve button to have the new benefit class saved in BenTek or click the cancel icon to close the new class and return to the Changes tab.

Option 3

If the information being transferred on the personnel file is incorrect and a new job should not be added to the employee record, the Administrator should click Deny in the Actions box. This will retain the current information in BenTek.

Salary File

The Salary File option is designed to process salary updates. Administrators can update calendar year, plan year, or job salaries and determine if the update should apply to current or future (next) for employees. If employee records do not appear on the file, they will not be updated.

The following steps should be used to upload Personnel files and process them for salary updates:

Select Personnel Import from the Menu.

Select the desired Import Group.

Slide the Salary File option to the right (the check mark).

Administrators are required to select the Salary Type and Time Period.

Select the appropriate file under the Personnel Files section.

Click "Run" to begin the import process.

Calendar Year is defined as January 1st through December 31st.

Plan year is defined by the Client as their benefits plan year, and can be any time period other than January 1st through December 31st (Example: July 1st through June 30th).

BenTek will only update records in an active status.

If the file is processed for a future year and employee records do not have a job or benefit class set for that year, only the current salary type will be updated.

If one personnel file needs to be utilized to update both annual salary fields and job salaries, the personnel import must be completed two separate times to update the different fields appropriately.