Enter the resource (defined in HR Resources) for whom you are defining benefits.

Enter the dependent’s sequence number. If defining benefits for the employee, this number should be 0 (zero). The description for dependent sequence number ‘0’ will be “Same as Resource Number”.If defining benefits for an employee’s dependents, this number should be the number assigned to the dependent in HR Resource Dependents.

Enter the code (defined in HR Benefit Codes) that identifies the benefit this employee is qualified for.

Enter the employee’s identification number for this benefit, up to 20 characters.

Smoker checkbox on the HR Resource Benefits form, Info tab

Select this checkbox if this employee/dependent is a smoker.

Leave this box unselected if this employee/dependent is a non-smoker.

Employer Cost of Benefit field on the HR Resource Benefits form, Info tab

For resources where the Dependent Seq # field has a value of 0 (zero) only, specify what portion of cost of this benefit is paid by the employer, up to 10 digits and 2 decimals.

Benefit Is Part of a Cafeteria Plan checkbox on the HR Resource Benefits form, Info tab

Select this checkbox if this benefit is part of a cafeteria plan.

Leave this checkbox unselected if this benefit is not part of a cafeteria plan.

Cafeteria Plan Amount field on the HR Resource Benefits form, Info tab

For benefits that are part of a cafeteria plan, specify the amount that the employee pays for this benefit, up to 10 digits and 2 decimals.

Enter the name of the primary beneficiary for this resource/benefit, up to 30 characters.

Specify how this beneficiary is related to the resource (e.g. spouse, son, daughter, etc.), up to 30 characters.

Enter the name of the secondary beneficiary for this resource/benefit, up to 30 characters.

Specify how this beneficiary is related to the resource (e.g. spouse, son, daughter, etc.), up to 30 characters.

Enter the date this employee or employee’s dependent is eligible for the specified benefit. Initially defaults the employee’s hire date (specified in HR Resources) unless the benefit code has an eligibility restriction, in which case, the default is based on the hire date plus the eligibility period.

Optional. Use to enter reminder date for an important action related to this benefit for this employee/dependent.

Select this checkbox if this benefit is active for this employee/dependent. This checkbox will automatically be selected if you used the HR Benefit Initialization feature, and the ElectiveYN checkbox in HR Benefit Groups was left unselected.

Leave this box unchecked if this benefit is not active for this employee/dependent. This checkbox will automatically be left unselected if you used the HR Benefit Initialization feature, and the ElectiveYN checkbox in HR Benefit Groups was selected.

Effective Date field on the HR Resource Benefits form, Info tab

Indicate the date on which this benefit becomes active for this employee/dependent.

If this benefit code is active for this resource and has been defined as an ACA health plan, then a date entered here also automatically populates the Effective Date field on the ACA Coverage History tab.

Expiration Date field on the HR Resource Benefits form, Info tab

Enter the date on which this benefit will expire for this employee/dependent. This date does not affect any calculation and the system uses it for warning and reporting purposes for benefit expiration.

If this benefit code is active for this resource and has been defined as an ACA health plan, then a date entered here also automatically populates the Expire Date field on the ACA Coverage History tab.

Select this checkbox if this benefit will be reinstated for this employee/dependent. Reinstatement date is specified below.

Leave this checkbox unselected if this benefit will not be reinstated for this employee/dependent.

Enabled only when the Reinstate This Benefit option is checked.

Indicate when this benefit will be reinstated for this employee/dependent.

For Dependent Seq #0 only: enter the Deduction or Liability code (from PR Deductions/Liabilities) that applies to this benefit.

This field will default any deduction and/or liability codes that were set up for the benefit code in HR Benefit Codes. Existing codes may be deleted or additional codes added as necessary.

This field is display only, indicating whether this is a Deduction (D) or Liability (L) type.

This field displays the benefit option that applies to this resource.

Enter a valid benefit option (from HR Benefit Codes) for this employee.

Display only, the description of this deduction or liability as defined in PR Earnings Codes or PR Deductions/Liabilities.

Select this checkbox if this deduction or liability is employee-based (i.e. specific to this employee). Deduction or liability must have a Calculation Category of E (Employee) or A (Any). If this deduction or liability was assigned a frequency code (in HR Benefit Codes), this box defaults as checked. Deduction/liability will be calculated after all Federal, State, Local, Insurance, and Craft/Class based deductions and liabilities have been processed.

Leave this checkbox unselected if this deduction or liability is not employee based.

For employee-based deductions/liabilities only.

Enter the frequency code (from HQ Frequency Codes) that indicates how often this employee-based deduction or liability is calculated (i.e. always, weekly, monthly, yearly, etc.). Deduction or liability must have a Calculation Category of E (Employee) or A (Any). Defaults the frequency assigned to the deduction or liability in HR Benefit Codes, if applicable.

For employee-based deductions or liabilities only.

Specify the processing sequence (1-9999) for this deduction/liability. This will be the order in which the deduction or liability will be calculated for this employee. Employee deductions that calculate as a rate of net should be set up last.

If you initialized benefits (HR Benefit Initialization) or added them manually, the processing sequence defaults to 1. May be overridden.If you add deductions and/or liabilities manually, the processing sequence defaults as null. May be overridden.

If overriding the standard calculation specified for this deduction/liability (in PR Deductions/Liabilities), indicate what kind of calculation override applies:

• N-Calc Amount - Use the calculated amount

• R-Over Std Rate/ Amt - Use the standard method, but override the rate

• A-Over w/ Fixed Amt - Override the calculated amount with a fixed amount

If the deduction/liability code has a 0.00000 value in the New Rate and Old Rate fields (in HR Benefit Codes), this field defaults to N-Calc Amount and the Rate/Amount field defaults as 0.00000. If there is a rate in either the New Rate and Old Rate fields in HR Benefit Codes, this field defaults R-Over Std Rate/ Amt and the Rate/Amount field defaults based on the Effective Date field.

Display only, the Rate/Amount #1 specified for this deduction or liability in PR Deductions/Liabilities.

If you elected to override the standard calculation for this deduction or liability, enter the rate or fixed amount to use for this employee.

If the deduction/liability code has a 0.00000 value in the New Rate and Old Rate fields (in HR Benefit Codes), the Override Calculation field defaults to N-Calc Amount and this field defaults as 0.00000. If there is a rate in either the New Rate and Old Rate fields in HR Benefit Codes, this field defaults R-Over Std Rate/ Amt and this field defaults the rate based on the Effective Date field. For more information on the Effective Date field, click here.

If overriding the standard calculation, enter the override limit here. If limit is 0.00, then when updated to PR, the Override Standard Limit option in PR Employee Deductions and Liabilities will be set to N (unchecked), and the Limit will be set to 0.00.

Enter a valid vendor for this deduction or liability. The vendor specified here will override the vendor specified for this deduction or liability in PR Deductions/Liabilities.

Enter the AP transaction header description. This entry overrides the standard deduction/liability description if a separate transaction is created for each employee.

Initially defaults the GL company defined for the HR company’s PR company. May be overridden.

Use only if you want to override this deduction/liability’s standard GL account.

Enter the GL account to credit for this deduction/liability. Must be a valid account (with subledger type blank) set up in GL Chart of Accounts for the GL Co# specified to the left of this field.

Select this checkbox if this deduction/liability information is ready to be updated to PR. When benefit information is updated to PR, this deduction/liability information will be updated to the PR Employee Deductions and Liabilities (PRED) table.

Leave this checkbox unselected if this deduction/liability information is not ready to be updated to PR.

Enter the earnings code (from PR Earnings Codes) that applies to this benefit (e.g. 401(k), Cafeteria Plan, Subsistence, etc.).

This field will default any earnings codes that were set up for the benefit code in HR Benefit Codes. Existing codes may be deleted or additional codes added as necessary.

Enter the processing sequence number (0-255) for this earnings code. When running PR Post Auto Earnings, this number will be used to determine the order in which this earnings code should be calculated for this employee.

This field displays the benefit option that applies to this resource.

Enter a valid benefit option (from HR Benefit Codes) for this employee.

Enter the payment sequence (0-255) for this earnings code.

You will only need to enter a payment sequence here if you want these earnings posted to a specific payment sequence in each pay period. Leave this field blank if all pay sequence numbers are eligible to have these earnings calculated (i.e., 401(k) earnings to be added to all subject earnings regardless of Pay Seq#).

If you want to override the standard Payroll department assigned to this employee in HR Resources, enter the appropriate PR department (from PR Departments) here. This field defaults from the Department field in HR Resources.

If you want an Insurance Code posted with these earnings, enter the appropriate insurance code (from HR Insurance Codes) here. This field is typically left blank for negative 401(k) type earnings. This field defaults from the Ins Code field in HR Resources.

Initially defaults the GL company defined for the HR company’s PR company. May be overridden.

Enter the appropriate rate or amount for this earnings code. The system checks to see what rate (old or new) to default from the HR Benefit Codes form based on the Effective Date field on the Info tab of this form.

Enter 0.00 if not overriding the standard annual limit established for this earnings code (in PR Earnings Codes), or enter an amount as an override annual limit for this employee. If setting up for a 401(k) or Cafeteria Plan, this amount should be negative.

Enter a valid frequency code (from HQ Frequency Codes) to indicate which automatic earnings will be active in the pay period.

Check this box to override the standard pay period hours specified in PR Pay Period Control when calculating benefits based on this earnings code. Override hours are entered to the right of this field.

Leave this box unchecked to use the standard hours specified in the PR Pay Period Control program for the group and pay period.

Enter the number of hours to post for this earnings code. Entry here will override the standard hours specified for the payroll group and pay period in PR Pay Period Control.

Select this checkbox if this earnings information is ready to be updated to PR. When benefit information is updated to PR, these earnings will be updated to the employee’s automatic earnings (PR Automatic Earnings).

Leave this checkbox unselected if this earnings information is not ready to be updated to PR.

Effective Date field on the HR Resource Benefits form, ACA Coverage History tab

Defaults from the Effective Date field on the Info tab when:

• The benefit code in the Benefit Code field is defined as an ACA health plan in HR Benefit Codes,

• The Active checkbox in the Important Date Information section of the Info tab is selected, and

• A date is entered in the Effective Date field in the Important Date Information section of the Info tab.

To enter a date manually, enter the date that ACA coverage was effective date in MM/DD/YY format. Entering or editing a date in this field does not update the Effective Date field on the Info tab.

Expire Date field on the HR Resource Benefits form, ACA Coverage History tab

Defaults from the Expiration Date field on the Info tab when:

• The benefit code in the Benefit Code field is defined as an ACA health plan in HR Benefit Codes.

• The Active checkbox in the Important Date Information section of the Info tab is selected, and

• A date is entered in the Expiration Date field in the Important Date Information section of the Info tab.

To enter a date manually, enter the date that ACA coverage expired, in MM/DD/YY format. Entering or editing a date in this field does not update the Expiration Date field on the Info tab.

Notes field on the HR Resource Benefits form, ACA Coverage History tab

Defaults to "System Generated" when dates default into the Effective Date and Expire Date fields.

You can enter or edit notes in this field as desired as it is used for informational purposes only.

Series 2 Code drop-down on the HR Resource Benefits form, Info tab.

Select the code that represents the acceptance status for this resource. Status must have applied to this resource for one or more months of the calendar year. For detailed information each of the listed codes, see the Instructions for Forms 1094-C and 1095-C available from the IRS (www.irs.gov).

• 2A - Employee not employed during the month
• 2B - Employee not a full-time employee
• 2C - Employee enrolled in coverage offered
• 2D - Employee in a section 4980H(b) Limited Non-Assessment Period
• 2E - Multi-employer interim rule relief
• 2F - Section 4980H affordability form W-2 safe harbor
• 2G - Section 4980H affordability federal poverty line safe harbor
• 2H - Section 4980H affordability rate of pay safe harbor
• 2I - Non-calendar year transition relief applies to this employee