Group Enrolment Transaction for Core Benefits Plans HRFBN0012

Use

Organisations implementing Flexible Benefits for Great Britain (GB FlexBens) normally provide a core range of Flexible Benefits plans for their employees. These plans cannot be changed by employees during the benefits enrolment period.

The Group Enrolment Transaction HRFBN0012 is a batch program which allows the Benefits Administrator to pre-enrol core benefit plans for large numbers of employees before annual (open) enrolment commences.

Some core benefits plans must be pre-enroled for your employees, as GB legislation dictates a minimum value of holiday entitlement per employee, per year. Therefore, the Benefits Administrator should run this report to ensure that all employees have been enroled in these mandatory core plans.

This graphic is explained in the accompanying text.

The Group Enrolment Report (RPUFBNGRPENROL) integrates both transactions HRFBN0012 and HRFBN0013.

Integration

The Benefits Administrator can also use transaction HRFBN0001 to pre-enrol employees. However, using transaction HRFBN0001, only individual employees can be enroled, and not in a batch procedure.

Prerequisites

During GB FlexBens implementation, you must:

This graphic is explained in the accompanying text.

Configure all your required benefits plans as core benefit plans, in the Benefits Administration IMG, under: Flexible Administration → Standard Selections , for each of your benefits plan types.
Configure eligibility for each core benefit plan you define, in the Benefits Administration IMG, under: Flexible Administration → Programs → Employee Eligibility .

Features

Selection Screen

Key Date Group Box

You select the date for which you wish to run the enrolment transaction HRFBN0012 in this group box. You can select either the current system date or specify your own key date.

Selection Group Box

Use this group box to select your employees for the group enrolment. You can determine the on-screen selection criteria for this report by choosing the Further selections option located above the Key date Group Box, and specifying your required selection criteria using the tool provided.

Additional Data Group Box

You can further refine your selection criteria using benefit area and program groupings, in the Additional Data Group Box.

This graphic is explained in the accompanying text.

Program grouping is a means of identifying a group of employees with common characteristics in order to determine the benefits program available for that group (macro-eligibility) on a high level. The GB FlexBens system sorts employees into first and second program groupings during processing, according to the corresponding feature.

The program grouping to which an employee belongs is stored in infotype General Benefits Information (0171).

Plan Carry Forward Group Box

You set the Copy From Previous Year indicatorto determine whether employees' Flexible Benefits selections are carried forward from the previous benefits year or not.

If you set this indicator, the Group Enrolment transactionHRFBN0012will copy Flexible Benefits core plan selections from the previous to the current benefits year, when you carry out group enrolment for your employees.

Enrolment Screen

The screen GB Flexible Benefits Group Enrolment: Core Plans is generated after you have chosen your selection criteria and ran transaction HRFBN0012. There are a number of extra options you can choose on this screen, in addition to performing batch enrolment for core benefits plans. These are as follows:

Preview plans

Use this option to display a listing of all benefits plans that the currently selected personnel number will be enroled in, in the current session of this transaction (after you have selected the Enrol option).

Enroled core/standard plans

Use the Enroled plans option to display an overview of the currently enroled core and standard benefits plans for your selected employee.

Total enroled plans

This option allows you to display all currently enroled benefits plans for your selected employee, including:

Core Plans

Standard Plans

Any other types of benefits plans currently enroled

Error List

You can also generate a listing of errors during your run of transaction HRFBN0012, using the Error list option.

Activities

Choose the Group Enrolment Transaction for Core Benefits Plans by selecting transaction HRFBN0012.

The group enrolment selection screen for core benefits appears.

In the Group Box Key date , select the key date for which you wish to run the group enrolment transaction

In the Group Box Selection , specify your required selection criteria.

In the Group Box Additional selection , specify any further selection criteria you require.

Execute transaction HRFBN0012.

The screen GB Flexible Benefits Group Enrolment: Core Plans is displayed.

Select your required employees for each benefits plan you wish to enrol and choose Enrol .

Result

The GB FlexBens system enrols each selected employee in the relevant core benefits plans and sets a processing status for each employee, indicating whether enrolment was successful or not. You can then use the Error list function to display all errors associated with this transaction run.

Example

This graphic is explained in the accompanying text.

For the GB FlexBens plan Standard Health Screening, before annual (open) enrolment opens for employees, the Benefits Administrator runs this report to enrol this core benefit plan for all eligible groups of employees. Following this group enrolment process, during annual enrolment, employees can then view the Standard Health Screening core plan via Employee Self-Service (ESS) as an already enroled core benefits plan. They cannot change the plan options for this pre-enroled Standard Health Screening plan using ESS.