Benefits Administrator Enrolment Transaction HRFBN0001

Use

The Flexible Benefits for Great Britain (GB FlexBens) Enrolment Transaction HRFBN0001 is used by Benefits Administrators to enrol eligible employees into Flexible Benefits plans. As a Benefits Administrator, you use this transaction to activate the following for employees:

Core benefits plans
Standard benefits plans

You use transaction HRFBN0001 to enrol eligible employees’ core and standard benefits, before the annual (open) enrolment period starts. This transaction is also used to create the additional benefits offers that are made available to employees during annual (open) enrolment.

This transaction is also used to maintain employees’ Flexible Benefits plans throughout the benefits year. For example, you use transaction HRFBN0001 to offer benefits plans for enrolment and/or amendment during the benefits year, via Life Event Change Enrolment .

Integration

The enrolment transaction HRFBN0001 is integrated with the Employee Self Service (ESS) scenario for GB FlexBens. All benefits plans that you enrol for employees using this transaction will then be available via ESS for individual employees to display or amend, depending on the nature of the benefits plan and the rules of your particular Flexible Benefits scheme.

Prerequisites

You must ensure that the following configuration steps have been performed before running the enrolment transaction HRFBN0001:

This graphic is explained in the accompanying text.

To enable eligible employees to enrol in the GB FlexBens system, you must have already defined and configured the core benefits and/or standard benefits that you wish to offer to employees. Initially, the Benefits Administration framework is created in Customising, under Benefits Administration Basic Settings ; and under Benefits Administration Flexible Administration .
You must have previously maintained the specific benefits plans and plan options for each required benefits plan in the customising steps under: Benefits Administration Plans .
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. You create adjustment reasons in customising, under Benefits Administration Flexible Administration Benefits Adjustment Reasons .

Features

The GB FlexBens enrolment transaction HRFBN0001 has a number of features designed to assist you, as the Benefits Administrator, with enroling employees into Flexible Benefits plans. These features are outlined below:

Employee Selection

You can select the employees you wish to enrol in your Flexible Benefits system using the features in the selection group box. Using Direct selection , you can select individual employees for enrolment by specifying either the employee’s personnel or national insurance number. The Selection set option enables you to select groups of employees for enrolment, according to benefit area or to pre-determined first and second program groupings.

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).

Using the Add and Replace options in this group box, you can maintain your selection set list as required. This is displayed in a list format on the left hand side of the screen. You can alter the format of this list using the Views option in the menu bar above this list.

Enrol Group Box

When you select an employee or group of employees (for example all employees assigned to a specific benefits area) for enrolment, the employee/employee group name appears in the enrol group box. The date of the enrolment is automatically defaulted to the current system date.

Offer Selection

This group box displays the Flexible Benefits plan categories available to the selected employee(s). To enrol employees in specific benefits plans, you must first select the desired plan category and then choose the Get offer option. The available Flexible Benefits plan offers belonging to the selected plan category are then displayed in the enrolment offer group box immediately below.

Benefits Plan Enrolment

The enrolment offer group box displays all available benefits plan offers for the benefits plan category you have selected in the offer selection group box above. From the list of offers, you must enrol for your employees all of the core and standard benefits your organisation is offering in the open enrolment. Additionally, you use this transaction to create additional annual (open) enrolment offers available to the selected employees using ESS during the annual enrolment period.

To enrol employees in a specific benefits plan, double click on the relevant plan. A GB Flexible Benefits enrolment dialog box appears, listing all the possible benefits options that are available for the selected plan. You must choose the desired option(s) for the plan and accept your choices. You must follow this same procedure for each benefits plan you wish to enrol, on behalf of your selected employees.

There are a number of additional features of the enrolment offer group box:

The current enrolment status for each of the benefits plans is displayed in the Status column
Using the Costs option, you can display a detailed cost overview for your selected benefits plan
You can generate a list of processing errors that have occurred during the enrolment process by choosing the Error list option

Stop participation in period indicator

You set this indicator if the employee wishes to stop participating in the plan. The plan is delimited for the period in time specified in the dialog box. This indicator is only active if the deletion of plans is allowed, depending on the adjustment permissions set up in Customising.