Enrolling Dependent-Beneficiary Lesson


This lesson shows how to add dependents and beneficiaries to employee benefit plans.


Steps:

  1. Click the NIS State of Nebraska link.

    Step 1
  2. Click the Human Resources/Payroll - Agencies link.

    Step 2
  3. Click the Benefits Administration link.

    Step 3
  4. Click the Attach Dependent/Beneficiary to Plan link.

    Step 4
  5. Enter the employee's address book number in the Employee Identification field in the header.  

     

    Enter "4874666" into the Employee Identification field.

    Step 5
  6. Click the Find button.

    Step 6
  7. Click the Select button.

    Step 7
  8. If there are dependents listed in the grid, be sure to look for the one you want to enter. If he/she already exists in the grid, there is no need to create a new/duplicate record. Write down the number in the Dep./Ben. Address field and use it for any further entry involving this dependent/beneficiary.

     

    Note: Enter a separate row for each dependent/beneficiary and each Plan ID to which he/she is to be attached. For example, a person may be the dependent for medical, dental and vision insurance AND the beneficiary for 4 different life insurance plans = 7 rows in the grid for this dependent/beneficiary.

    Step 8
  9. If the dependent/beneficiary is not listed in the grid click the Row button.

    Step 9
  10. Click the Dep/Ben Entry menu.

    Step 10
  11. Click in the Gender field.

    Step 11
  12. Enter the gender for the dependent/beneficiary in the Gender field.

     

    Note: If the dependent/beneficiary is a trust, assign it a Male gender and use the date the trust was initiated or today’s date.  

     

    Enter "F" into the Gender field.

    Step 12
  13. Press [Tab].

    Step 13
  14. Enter the birthday of the dependent/beneficiary in the Date of Birth field.  

     

    Enter "8/17/1968" into the Date of Birth field.

    Step 14
  15. Complete the School Attending field if the Full Time Student field has a Y

     

    In this lesson, since the Full Time Student field has an N we do not need to complete this field.

    Step 15
  16. Click the OK button.

    Step 16
  17. Notice that the system has assigned an Address Book number for this dependent/beneficiary in the Address Number field.

     

    Write down this number for further reference.

    Step 17
  18. In the Alpha Name field enter their name using ALL CAPS with their last name followed by their first name (ex. LASTNAME, FIRSTNAME).  

     

    Enter "KENT, LOIS" into the Alpha Name field.

    Step 18
  19. Click in the Tax ID field.

    Step 19
  20. In the Tax ID field enter the dependent/beneficiary’s social security number.

     

    Note:

     

    When entering a newborn dependent/beneficiary for whom a social security number has not yet been assigned, enter “NEWBORN”

     

    When entering a trust or estate that has not yet been issued a number, enter “TRUST”

     

    When the employee does not know the dependent/beneficiary social security number, enter “PENDING”

     

    When the dependent/beneficiary does not allow use of their social security number, or they are unable to provide it, use “UNAVAILABLE”

    Step 20
  21. Enter "999010003" into the Tax ID field.

    Step 21
  22. Click in the Business Unit field.

    Step 22
  23. In the Business Unit field enter the employee's Home Business Unit.  Use the Visual Assist tool if necessary.  

     

    Enter "65025009" into the Business Unit field.

    Step 23
  24. Click the Mailing tab.

    Step 24
  25. In the Mailing Name field enter the dependent/beneficiaries name in ALL CAPS with their first name followed by their last name (ex. FIRSTNAME LASTNAME).

     

    Note: This field is very important and must be entered accurately as this is what is used by the vendors to create benefit ID cards.  

     

    Enter "LOIS KENT" into the Mailing Name field.

    Step 25
  26. Click in the Address Line 1 field.

    Step 26
  27. Enter the dependent/beneficiary's street address in the Address Line 1 field.  

     

    Enter 1234 Main Street" into the Address Line 1 field.

    Step 27
  28. Click in the City field.

    Step 28
  29. Enter the city in the City field.

     

    Enter Lincoln" into the City field.

    Step 29
  30. Press [Tab].

    Step 30
  31. Enter the state in the State field.  

     

    Enter "NE" into the State field.

    Step 31
  32. Press [Tab].

    Step 32
  33. Enter the zip code in the Postal Code field.  

     

    Enter "68508" into the Postal Code field.

    Step 33
  34. Press [Tab].

    Step 34
  35. Press [Tab].

    Step 35
  36. Enter the county in the County field.  

     

    Enter "Lancaster" into the County field.

    Step 36
  37. Click the OK button.

    Step 37
  38. Click the Cancel button.

    Step 38
  39. The dependent/beneficiary you added is displayed in the Dependent/Beneficiary Name field. 

     

    You can add additional dependents/beneficiaries by following the previous steps (Row, Dep/Ben Entry, etc).  

     

    In this lesson we are not going to add any additional dependents / beneficiaries.

    Step 39
  40. Click in the R L field.

    Step 40
  41. In the line for the dependent/beneficiary enter the relationship (spouse, child, parent, trust, other) to this dependent/beneficiary in the R L field.  Use the Visual Assist tool if necessary.  

     

    Click the Visual Assist tool.

    Step 41
  42. Click the S Spouse option.

    Step 42
  43. Click the Select button.

    Step 43
  44. Click in the Plan ID field.

    Step 44
  45. Enter the Plan ID in the Plan ID field.  This needs to be the same Plan ID as the employee.  Use the Visual Assist tool if necessary.  

     

    Enter "MED0431B" into the Plan ID field.

    Step 45
  46. Press [Tab].

    Step 46
  47. If there is an option for the Plan ID enter it in the Add Opt field.  Use the Visual Assist tool if necessary.  

     

    Click the Visual Assist tool.

    Step 47
  48. Click the 2PA option.

    Step 48
  49. Click in Select button.

    Step 49
  50. If the plan being attached is a Life Insurance plan, the DB Ty (Type) and Ben % fields must both be entered.

     

    For the DB Ty field enter P for Primary Beneficiary or S for Secondary Beneficiary, or use the Visual Assist tool.

     

    In the Ben % field enter the appropriate percentage (e.g. 100) to indicate the amount this dependent receives of the death benefits from this plan.  

     

    Since this Plan ID is for medical coverage and not life insurance we do not need to complete these fields.

    Step 50
  51. Click in the Effective Date field.

    Step 51
  52. In the Effective Date field enter the same date as entered for the employee; the first date of the payroll in which you want the deduction to be effective. This depends on each agency’s pay cycle.

     

    Note: If this dependent is a NEWBORN, enter the date of birth in the Effective Date field. This will give immediate coverage information (medical, prescription, etc.) for a NEWBORN.

     

    Note: If the employee is not enrolled in the plan to which you are trying to attach a dependent/beneficiary, you will receive an error message. Either ensure you have the correct code for the plan in which the employee is enrolled, or make sure the employee is actually enrolled in the plan to which you are trying to attach dependents/beneficiaries (Click Form, Enrollment Overrid to review the employee's Plan ID. Click Cancel to return to the Attach Dependent/Beneficiary to Plan window.)

    Step 52
  53. Enter "6/15/09" into the Effective Date field.

    Step 53
  54. To attach another plan to this or another dependent/beneficiary scroll back to the left.  

     

    Click in the Scroll Bar.

    Step 54
  55. If you are attaching another plan to this or another dependent/beneficiary click in the Dep./Ben. Address field of the next blank line and enter their address book number.  Then complete the appropriate fields for the line (R L, Plan ID, etc).  

     

    Click in the Dep./Ben. Address field.

    Step 55
  56. Enter "4874819" into the Dep./Ben. Address field.

    Step 56
  57. Press [Tab].

    Step 57
  58. Enter "S" into the R L field.

    Step 58
  59. Press [Tab].

    Step 59
  60. Enter "DEN0213B" into the Plan ID field.

    Step 60
  61. Press [Tab].

    Step 61
  62. Click the Visual Assist tool.

    Step 62
  63. Click the 2PA option.

    Step 63
  64. Click the Select button.

    Step 64
  65. Press [Tab].

    Step 65
  66. Press [Tab].

    Step 66
  67. Press [Tab].

    Step 67
  68. Enter "6/15/09" into the D B field.

    Step 68
  69. Click the Scroll Bar to scroll to the left.

    Step 69
  70. Click in the Dep./Ben. Address field.

    Step 70
  71. Enter "4874819" into the Dep./Ben. Address field.

    Step 71
  72. Press [Tab].

    Step 72
  73. Enter "S" into the R L field.

    Step 73
  74. Press [Tab].

    Step 74
  75. Enter "LIF0046B" into the Tax ID Number field.

    Step 75
  76. Press [Tab].

    Step 76
  77. Press [Tab].

    Step 77
  78. Enter "P" into the Plan ID field.

    Step 78
  79. Press [Tab].

    Step 79
  80. Enter "100" into the Add Opt field.

    Step 80
  81. Press [Tab].

    Step 81
  82. Enter "6/15/09" into the D B field.

    Step 82
  83. When you are done entering and attaching plans to ALL the employee’s dependents/beneficiaries, click the OK button. (The screen will not change.)

    Step 83
  84. Click the Cancel button to finish the process of attaching plans to the employee’s dependent/beneficiaries.

    Step 84
  85. Click the Close button.

    Step 85

You have successfully completed this lesson.

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