Annual (Open) Enrolment

Use

As the employer, within Flexible Benefits for Great Britain (GB FlexBens), you provide two main types of benefits plans for your employees:

  • Core benefits

  • Standard benefits

As an employee, before the next benefits year starts, your organisation will open some or all of your existing Flexible Benefits for you to make changes for the coming benefit year. This is typically a two-week to three-month period, and is known as annual, or open enrolment. You use Employee Self Service (ESS) for this annual enrolment process.

Annual enrolment usually closes a number of weeks before the effective start date of your benefit choices. After this time, your organisation will review, approve, and register your benefits choices with the relevant provider.

An organisation sets the enrolment period from October 1 to November 30 in the current year, for employees to change their benefits package for the next benefit year, which runs from January 1 to December 31 of the following year.

Integration

Several existing international Benefits infotypes are integrated when you process enrolment for different plan types in GB FlexBens:

  • All health plans are integrated with the infotype Health Plans (0167).

  • All insurance plans are integrated with the infotype Insurance Plans (0168).

  • All miscellaneous plans are integrated with the infotype Miscellaneous Plans (0377).

  • Flex fund is integrated with the infotype Credit Plan (0236).

  • More specifically for GB FlexBens, the Holiday Plan is closely integrated with the infotype Absence Quotas (2006), the Company Car plan is integrated with the infotype Company Car (0442), and the Pension Plan is integrated with the infotype GB Pension Funds (0071).

Prerequisites

As an employer, you must ensure that the following prerequisites are met before offering GB FlexBens annual enrolment to your employees:

  1. To enable eligible employees to enrol in the GB FlexBens system, your organisation must have already defined and configured the core benefits and/or standard benefitsit wishes to offer its employees. Initially, the Benefits Administration framework is created in Customising, under Start of the navigation path Benefits Administration Next navigation step Basic Settings End of the navigation path; and under Start of the navigation path Benefits Administration Next navigation step Flexible Administration. End of the navigation path.

  2. You must have previously maintained the specific benefits plans and plan options for each required benefit plan in the Customising steps under Start of the navigation path Benefits Administration Next navigation step Plans. End of the navigation path.

  3. Your Benefits Administrator must have previously enroled all eligible employees in the core and standard benefits plans offered by your organisation, using either the enrolment transaction HRFBN0001 or the group enrolment transactions HRFBN0012 or HRFBN0013. The Benefits Administrator must also have created the benefit offers available to employees during annual enrolment using this transaction.

  4. You must have previously created an adjustment reason for the annual enrolment, as in GB FlexBens all enrolment is considered a life event change, including annual enrolment.

  5. You create adjustment reasons in the Customising, under Start of the navigation path Benefits Administration Next navigation step Flexible Administration Next navigation step Benefits Adjustment Reasons End of the navigation path.

  6. Before an employee can use ESS for annual enrolment, a General Benefits Information record (infotype 0171) must exist for the employee and the employee's SAP user identification must be entered on the infotype Communication (0105).

  7. If you wish to make enrolment and confirmation forms for annual enrolment available through this ESS service, you need to set up form printing using SAPscript templates.

  8. For more information, see the Benefits Administration Implementation Guide (Start of the navigation path Flexible Administration Next navigation step Form Setup End of the navigation path).

Features

The key feature of annual enrolment is that you are able to change your benefit selections before the commencement of the next benefits year. Any changes made after the annual enrolment period is closed must be handled by theLife Event Change Enrolmentprocess.

For the new benefit year, some organisations may offer benefit packages which are different from the previous ones. Thus, you will normally be required to reselect benefits annually, even if your benefit package remains unchanged. For annual enrolment, you can use ESS to check your current benefit package, and any new benefits that you have become eligible for.

To read about the features of GB FlexBens Annual Enrolment in more detail, see The Annual Enrolment Process .

See also:

Benefits Administrator Enrolment Transaction HRFBN0001