The Life Event Change Enrolment Process

Purpose

As an employee enroled in Flexible Benefits for Great Britain (GB FlexBens), you can make life event changes to your Flexible Benefits choices, outside of the annual enrolment period via Employee Self Service (ESS).

For employers, this process enables your employees to alter their benefits packages to reflect life events that occur during the benefits year.

Prerequisites

Employee

The reason you wish to change your benefits choices (marriage, promotion, birth of a child, and so on) is an agreed life change event, as determined by your organisation’s Flexible Benefits rules.

Outside of the annual enrolment period, when you use ESS to view your current benefits selections, you can only make changes to these plans using Life Event Change Enrolment. This is only possible after the Benefits Administrator has created an adjustment reason for your life event change.

Employer

To be able to create an adjustment reason using infotype Adjustment Reason (0378), prior customizing in the Implementation guide must have been carried out, under Start of the navigation path BenefitsAdministration Next navigation step FlexibleAdministration Benefits AdjustmentReasons Define Adjustment Permission End of the navigation path .

This graphic is explained in the accompanying text.

Further general prerequisites for the Life Event Change Enrolment Process are detailed under Life Event Change Enrolment .

Process Flow

Within the process flow for Life Event Change Enrolment, the Benefits administrator must create adjustment reasons for the particular employee life event(s) and allow the employee to make his or her life event adjustment change using ESS. The GB FlexBens process for this type of enrolment will obviously reflect your organisation’s particular requirements. An example of a generalised GB FlexBens Life Event Change Enrolment process is described below.

Following selection of benefits during annual enrolment, an employee experiences a life event as defined by the organisation’s Flexible Benefits rules.
The Benefits Administrator creates an appropriate adjustment reason for the employee by maintaining the infotype Adjustment Reason (0378). This allows the employee to change the benefits plans that may require amendment because of the life event.
Using the Flexible Benefits ESS service, the employee checks his or her eligible benefits and submits the desired changes to the appropriate plans, made necessary because of the life event.
After an employee has submitted his or her benefits changes via ESS, the changes are automatically active in the GB FlexBens system.

This graphic is explained in the accompanying text.

The full range of functions available to employees when using the FlexBens ESS service is described in Flexible Benefits Enrolment Administration , under Features .
If applicable, the Benefits Administrator checks the employee’s benefit plan modifications.
If available in ESS, the employee prints a statement of his or her amended benefit package.
The employees’ master data and compensation and benefits statement are automatically updated in the GB FlexBens system after the enrolment process is completed.
The Benefits Administrator submits employees’ amended benefit choices to the respective benefits providers.

Result

Following Life Event Change Enrolment:

All eligible employees with designated adjustment reasons have amended their benefits choices for the remainder of the benefit year via ESS.
Benefits providers have been informed of the requested changes to existing benefit plans required by the organisation, and have confirmed the costs of these changes.

Example

An organisation implements the Additional Funding Scheme and a married female employee with children chooses the following benefits package during annual enrolment:

Selected Benefit Plan	Benefit Option Selected	Annual Value (GBP)
Holiday	Buy 7 Days	538.44
Private Medical Insurance	Employee + Family	545.00
Additional Life Insurance	Two-Times Salary	114.40
Health Screening	Full Female	280.00
Dental Insurance	Employee + Partner	118.80

	Total Value of Choices	1,596.64 GBP
	Total Value of Flex Fund	2,000.00 GBP
	Difference	+403.36 GBP

The surplus amount of GBP403.36 is returned to the employee as a salary adjustment. and her selected benefits plans are activated from the start of the new benefits year. She therefore receives a monthly salary adjustment of GBP403.36 / 12: GBP 33.61 .

The employee is divorced during June of the benefits year in question, which is considered a lifestyle event in the flexible benefit rules of her organisation. As a result, adjustment reasons are created by her Benefits Administrator for the benefit plans directly affected by her divorce. Using the ESS Life Event Change Enrolment process, she decides to change her private medical insurance to Employee + Children at a cost of GBP315.00, and her dental insurance to Employee Only at a cost of GBP59.40. Therefore, after this subsequent enrolment, her benefits package is as follows:

Selected Benefit Plan	Benefit Option Selected	Annual Value (GBP)
Holiday	Buy 7 Days	538.44
Private Medical Insurance	Employee + Children	315.00
Additional Life Insurance	Two-Times salary	114.40
Health Screening	Full Female	280.00
Dental Insurance	Employee Only	59.40

	Total Value of Choices	1,307.24 GBP
	Total Value of Flex Fund	2,000.00 GBP
	Difference	+692.76 GBP

The surplus amount of GBP692.76 remaining after Life Event Change Enrolment has been completed will be paid to the employee, unless the rules of the Flexible Benefits scheme dictate otherwise. Therefore, for the remainder of the benefits year, she now receives a monthly salary adjustment of GBP692.76 / 12: GBP 57.73 .