Printing Letters 

Prerequisites

You have collected COBRA events immediately prior to printing letters to ensure that the list of qualified beneficiaries is up‑to‑date.

Procedure

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       1.      From the SAP Easy Access menu, choose Human Resources ® Personnel Management ® Benefits ® COBRA ® Letter Generation.

       2.      Specify the period during which the COBRA events for which you want to generate letters occurred.

       3.      Specify the set of employees (and thereby their qualified dependents) for whom you want to generate letters.

For the selection, you can use either personnel numbers, the criteria in the General benefits information area, or the selection buttons at the top of the screen.

       4.      Indicate whether you want to generate letters for new events only or for events processed previously in the selected period:

- Choose Take events from collection buffer if you want to generate letters for new events.

- Choose Repeat letter generation for events processed before to reprint COBRA letters.

       5.      Choose Execute.

A list of qualifying events per employee is displayed. To display the details of an event, including the dependents affected, select the event and choose Display event, or double-click on the event.

For the events Divorce and Legal separation, remove from the list of dependents that have lost regular coverage any children who will be covered with the employee rather than with the employee's former spouse under COBRA. The same applies to the children of a domestic partner in the case of a separation (if your organization recognizes this as a qualifying event).

For information on how to process former spouses (and, if applicable, former domestic partners) that appear in the list of dependents, see Processing Divorces and Legal Separations.

       6.      To print letters, select the COBRA events that you want to process and choose Letters.

       7.      If you use SAPscript forms, define your print parameters and choose Print.

Printing Letters in the Background

Carry out steps 1 to 4 as described above and then choose Program ® Execute in background.

Result

·         Letters are printed for all selected events. Events for which forms are successfully printed are marked OK. If errors occur, choose Events or Letters to display the error log. To display more information about an error from the log, double-click on the message.

Forms with SAPscript template

The print request is sent to the SAP System spool to be printed on the printer you specified.

Forms with Office template

The forms are printed on the default printer set on the PC on which you are running the current session.

·         COBRA-Qualified Beneficiary records (infotype 0211) are automatically created with the notification date, and the relevant Health Plans and/or Flexible Spending Accounts records are delimited in the background according to the appropriate termination rule for the plans. For more information on how plan records are processed, see Termination of Participation in Regular Plans.

If you are reprinting forms, a new notification date is stored on the COBRA-Qualified Beneficiary records that were created on your first print attempt.

·        Records of dependents of COBRA-qualified beneficiaries (table T74AB) are created and the processed events are deleted from the internal buffer (table T5UDB).