This article shows campus benefits officers how to record dependent comments.
Background
The CHRS Benefits Record Dependents Comments User Guide provides a high-level overview of how to record comments for a dependent in CHRS PeopleSoft. Use the dependent comments page to enter objective comments about a dependent. Objective comments that you make about dependents are for your use only; they are not used by CHRS.
Dependent comments can be entered into CHRS once the dependent is entered into CHRS for the employee.
Record Dependent Comments
Step 1: Click the NavBar button.
Step 2: Navigate to Menu > Benefits > Employee/Dependent Information > Record Dep/Ben Comments.
Step 3: Search for the employee.
- Enter the Empl ID. If you do not know the Empl ID, you can enter other information such as Name, Last Name, or Department.
- Select Include History.
- Click on the Search button.
The Record Dep/Ben Comments page opens.
Step 4: Complete the Record Dep/Ben Comments fields:
- Click lookup icon for the Dependent/Beneficiary ID and select the dependent.
- Enter the Comment Date or accept the default, which is the current system date.
- Enter the Action Date. This is the date on which the comment becomes or became effective.
- Enter your first and last name in Comments By.
- Enter the comments that are applicable for this Dependent/Beneficiary.
Step 5: Click Save.
Step 6: Optional: Add subsequent comments for each Dependent/ Beneficiary.
- Click the Plus button to insert a new row
- Repeat the procedure starting from step 4.
Appendix A: Record Dep/Ben Page Field Definitions
For a detailed explanation of the field terms, see the Field Type Legend in Appendix B.
| Field |
Function |
Definition |
|---|---|---|
| Name | System Display | This field contains the employee’s name. |
| Organizational Relationship | System Display | This field contains the organizational relationship. For Base Benefits, this value should always be Employee. |
| ID | System Display | This field contains the unique employee identification number assigned by the system when an employee is hired. |
| Benefit Rcd Nbr | System Display | This field contains the Benefit Record Number the employee is attached to for benefits. |
| Payroll Status | System Display | This is the payroll status from job. This field is also known as the employee status (Empl Status). |
| Dependent/ Beneficiary ID |
Required | This field contains the dependent/beneficiary's ID number. This ID distinguishes the dependents/beneficiaries entered and applies all information associated with that dependent/beneficiary when they are enrolled in benefit plans. |
| Comment Date | Required | This is the date on which the comment is being made/keyed. |
| Action Date | Conditional | This is the date on which the comment becomes or became effective |
| Comment By | Conditional | This is your name or the name of the person providing the information. |
| Comment | Conditional | This field contains the notes you wish to add about the dependent/ beneficiary. |
Appendix B: Field Type Legend
| Field Legend |
Description |
|---|---|
| System Display | Fields that contain values that are key fields, that default from other pages, and other display-only values. Fields marked as System Display cannot be changed. |
| System Populated | Fields containing values that default based on your user settings or when other values are selected. System Populated indicates that the field defaults, but that it can be changed. By definition, all fields that are populated by the system are required; the list of fields next to each screen shot reflects this. |
| Required | Fields that are either required by PeopleSoft to save the data or required by CSU according to business process. These fields are not populated and require entry by the user. |
| Conditional | Fields that may require entry depending on specific information. Use of these fields is situational rather than campus specific. |
| Campus Optional | Fields that can be used at the discretion of a campus and are not required. |
| Not Used for this Procedure | Fields that are not used due to the procedure itself. For example, the Termination Date is not used in a hire procedure and contract numbers are not used except in the case of Temporary Faculty. For these fields, a brief definition is provided. |
| Not Used | Fields that are not used at all by CSU. For these fields, no definition is provided. |