Configure HR Benefit Codes in Vista

Benefit codes that you set up in Vista are the benefit plans that employees can elect in the portal.

1. In Vista, configure benefit types in the VA Custom Field Combo Boxes form.
   1. Go to Viewpoint Administration > Programs > VA Custom Field Combo Boxes.
   2. On the Grid tab, in the ComboBox Type column, select BenefitType.
      On the Info tab, the Description is the title that displays in the portal and on the Benefits Codes in Vista. For example, Benefit Types.
   3. On the Items tab, add, edit, or delete benefit types as needed. Benefit types allow you to group similar benefits together in the portal.

      To add a benefit type, enter the name of the benefit category in DatabaseValue. For example, Medical.

      Note: The DatabaseValue is what the portal displays in the benefits portal settings, not the DisplayValue. The DisplayValue is what shows for the field in Vista.
2. Configure benefit codes in Vista. Go to Human Resources > Programs > HR Benefit Codes.
3. On the Grid tab, select the Benefit Code you want to set up, then open the Info tab.
4. In the Benefit Type dropdown field, select the applicable benefit type for this benefit code.

   The list of benefit types pull directly from the benefit types you set up in the VA Custom Field Combo Boxes form.

5. Enter the Plan Name, which is what employees will see in the portal.
6. Enter information in the remaining fields as needed, and select the Update PR checkbox.
7. On the Benefit Options tab, define benefit options for each benefit code. Benefit options represent the different coverage levels and rates within a benefit plan (for example: single, single & spouse, or family coverage for medical benefits).
   1. On the Benefit Options tab, enter different choices available within this benefit code.

      The Description for a benefit option is what displays in the web portal. If a code has only one option, the Description does not display and employees will enter an amount or percentage for the option during open enrollment.

   2. To restrict the number of dependents per benefit option, use the Max Dependent Count and Min Dependent Count columns.
   3. To set a maximum percentage that may be entered for each benefit option, enter a value in the Max Percentage column.
8. On the Deduction / Liability Codes tab, associate a rate with each benefit option.
   You should have only one deduction code per benefit code and option. If a benefit code has multiple deductions associated with it, those deductions are added together in the portal, which can render inaccurate values.

   For example, if you have deduction codes called 401k and 401k Catch Up, set these up as distinct benefit codes with different benefit types so that employees can elect and allocate to both benefits.

   1. For plans with options that have an employee cost associated (Deduction Code), verify that each option has a Frequency and an amount in the New Rate column. In the portal, this information displays in the My Contributions section for a benefit.
      Note: Codes display in the portal as long as they have a deduction or a liability assigned.
   2. Liabilities display in the portal if they are entered for an option with a Frequency Code, and you have enabled the portal setting Show Employer Costs on Benefits Selection Page (Step 3).
      Note: Frequency Code descriptions display with benefit codes in the portal. If you would like to change how these display, see Override Frequency Code Labels for Benefits.
   3. Define rates and effective dates for each benefit option. New Rates display in the portal unless the Benefits Admin has approved a window with an effective date before the effective date entered on the Deduction/Liability Codes tab.

      The portal uses the effective date of the benefit window (configured in the portal settings) to determine which rate to display to an employee.

   Tip: Deduction and liability codes are set up in Vista PR Deductions/Liabilities. Deduction codes determine employee contributions, and liability codes determine employer contributions.

   Make sure that the Method for how the deduction or liability is calculated (amount-based versus rate of gross/net, for example) aligns with how the benefit should display in the portal (dollar amount versus percentage, for example). Mismatches can cause benefits to display incorrectly.

9. Make sure the Updated YN checkbox is selected for all benefit options.
10. To add notes to a benefit code, open the Notes tab, and enter your text.
11. To add attachments to a benefit code, select the Attachments icon (paperclip) in the toolbar of HR Benefit Codes.