This job aid shows Benefits Officers how to enroll employee benefits options with On Demand Event Maintenance (ODEM).

• Campuses that use view-only eBenefits must enroll employees’ benefits using ODEM.
• Campuses that have full eBenefits must sometimes enroll employees’ benefits using ODEM when employees turn in paper forms.
• After enrollment, you must finalize the event.

Step 1: Open the CSU Benefits Administrator tile.

Step 2: Navigate to On-Demand Event Maintenance.

Step 3:  Enter search criteria and then click Search.  

If the search returns one result, the On-Demand Event Maintenance page opens. Otherwise select an employee to continue. All employee records roll up to the Benefit Record 0

Step 4 Optional:  If the activity is Pending, do the following:  

1. Click Schedule/Prepare Activity.
2. Click OK.

Step 5 Optional: If there are multiple pending activities:

1. Click Show Activities.
2. Select the activity to process.
3. Click OK.

• Process BAS events in the correct order, based on date, the event priority, and event ID, to minimize reprocessing.

Step 6:  Click Election Entry.

• The BenAdmin Data Entry interface opens.

Use this procedure add a dependent to the employee record. Dependents must be in the employee record before you can add them to benefit options.

If you are not adding new dependents, skip to: Enter Benefits Enrollment Options.

Step 1: On BenAdmin Data Entry interface, Open the Dependents/Beneficiaries tab.

Step 2: Click Change/Add Dependent Data.

Step 3: Click the Plus button in the Dependent/Beneficiary ID section.

Step 4: Edit Name

Step 5: Enter the dependent’s name

Step 6:  Click OK

Step 7: Open the Address Tab

Step 8: Enter the dependent’s address.

• If the dependent lives with the employee, check the Same Address as Employee box. Otherwise, click Edit Address.

Step 9 Optional:  If you click Edit Address, complete the Address fields:

1. Address #1
2. City
3. State
4. Postal

Step 10: . Enter the dependent’s phone number.

• If the dependent lives with the employee, click the Same as Employee check box. Otherwise, complete the Phone Type and Telephone number fields.

Step 11: Open the Personal Profile tab

Step 12:  Enter the Date of Birth.

Step 13:  Select the Relationship to Employee.

Step 14 Optional:  Select a gender.

Step 15 Optional:  Enter the Social Security Number.  

Step 16: Click OK

• You have added the new dependent to the employee record.
• IMPORTANT: When you add or remove dependents you might need to update the enrollment code when you Enter Permitting Event Codes.
• What to do next: Enter Permitting Event Codes.  

Use this procedure to remove a dependent from a benefit.

Step 1:  On BenAdmin Data Entry interface, Open the Option Election tab.

Step 2: Scroll to find the Plan Type to remove the dependent from

Step 3:  Click the Minus button to remove dependents from the benefit.

Step 4: Click OK

Step 5 Optional:   Remove the dependent from other benefits if applicable.

Step 6: Click OK

• You have removed an employee from a benefit.
• IMPORTANT: When you add or remove dependents you might need to update the enrollment code when you Enter Permitting Event Codes.
• What to do next: Enter Permitting Event Codes.

• Use this procedure to change the elective benefits options that the employee has requested.
• Be sure to scroll down to review all the benefits.
• If you need to add, remove, or update dependents, see CHRS Benefits Update Dependent Information User Guide for instructions.

Step 1:  Update the Option Code.

When you select the code, the description is updated.

IMPORTANT: Carefully select the correct benefit option for the employee and the number of dependents.

• For example, Kaiser has three options:
  • 83: Employee Only
  • 84: Employee + 1
  • 85: Employee + Dependents

Step 2:  If you are adding dependents to this benefit, enroll new dependents for the benefit.

• If the dependent is not in the employee record, go to: Add a Dependent to the employee record.
• Use the enrollment method that is appropriate to the situation:
  • Click Enroll All to enroll all dependents to the benefit or
  • Click the Plus button to add a dependent individually.

Step 3:  Repeat steps 1 - 3 for any benefit plans that need to be updated.

Step 4:  Click OK

Step 1:  Open the CSU Perm Event tab.

Step 2:  Enter the Permitting Event Codes for each plan types:

1. Click View All (if enabled)
2. Select the permitting event code
3. Enter the Event Date
4. Enter the HBO Rec’d Date

• Code – Use the Look Up Icon to select the applicable permitting event code for the displayed Plan Type.
  • To prevent the transaction from transmitting to CalPERS, use these codes:
    • 610 prevents transmitting medical plan changes to CalPERS
    • 61 prevents transmitting dental plan changes to CalPERS
• Event Date – Enter the date of the actual qualifying event. Update this date as needed.
• HBO Rec’d Date – Enter the date that the employee submitted the benefit elections.

Step 3: Click Ok

What to do next: To finalize benefits after you complete the enrollment navigate to Finalize BAS Events with ODEM.

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