This job aid shows campus benefits officers how to override employee benefits eligibility to change Benefits Administration Eligibility field values.

Override Impacts

Employees in the following situations cannot use eBenefits Life Events, Open Enrollment nor New Hire/Newly Eligible Enrollments employee self service (ESS) in CHRS. Benefits staff must work with the employee to do manual benefit enrollments via a paper enrollment form and the On Demand Maintenance page. Note that this list includes employees in override benefit programs.

• Employees with Benefits Primary Job (BPJ) on unpaid leave due to EE being in an interim position (EE is not really on leave - this is just how it is entered in PS)
• Employees in override benefit programs (benefit program ends in an O)
• Employees truly on unpaid leave of absence in BPJ (EMPL_STATUS = L-Leave of Absence)
• Employees on a short work break in BPJ (EMPL_STATUS = W-Short Work Break)

Benefit Eligibility Overrides must be removed when no longer valid, including when the employee terminates campus and/or CSU employment. Benefits Eligibility Overrides are not automatically removed by the system.

Before you can override an employee’s eligibility, you need to do these things:

• Ensure that your campus is the one with the employee’s benefits primary job for when the override will be effective.
• Have a Workforce Administrator create a Data Change/Update BenEligCnfig Job Data row for that employee.

Step 1: Verify the employee’s Benefits Primary job. For details see: Verify Benefits Primary Campus job aid.

• What to do next:
  • If you are working from the employee’s primary benefits campus, go to the next step.
  • If you are not at the employee’s primary benefits campus, STOP. Inform the employee which campus is the primary benefits campus and contact the Benefits team at that campus to give them a heads up.

Step 2: Ask an HR administrator to insert and save a Job Data effective dated row for the employee. Give the following information:

• Effective Date
  • Must be the start of the benefits eligibility override.
• Action
  • Data Change
• Reason
  • Update BenEligConfig
• On the CSU Job page, set the *PPT Status field to 'NO PPT."

Step 3: Wait for the HR Administrator to confirm the entry of the new effective dated row.

• You cannot proceed until the Data Change/Update BenEligConfig Job Data row is entered and saved.

Use this procedure to create an eligibility override or to modify an existing override by adding a value to an existing override after the Data Change/Update BenEligConfig Job Data row is entered and saved.

Step 1: Click the Navbar button.

Step 2: Open the menu.

Step 3: Navigate to the CSU Eligibility Override page.

• Menu > Benefits > Manage Automated Enrollment > Events > CSU Ben Admin Elig Override > CSU Eligibility Override

Step 4: Enter search criteria for the employee.

Step 5: Check the Include History check box.

Step 6: Click Search.

Step 7: If the search returns only one row, the CSU Eligibility Override pages opens. Otherwise, select the employee's benefit primary job row as of the applicable effective date to continue.

1. Enter the override data:
2. Set Status to Active
3. Select the override Eff Date
   • The only effective dates available are dates for which there is an effective dated Data Change/Update BenEligConfig Job Data row is entered and saved   by the HR administrator in the Preparation for eligibility override procedure.
4. Enter Overrides to the Eligibility fields as needed.
   • There are three possible ways to override an employee’s benefits in Oracle/PeopleSoft using the custom Override Eligibility functionality. Review the options below and determine your best use.
     1. Override Eligibility Field 1 and 3 values. An example for use is as an interim workaround when the custom PeopleCode is not setting Eligibility Field 1 and 3 to the correct setting, and the employee’s job(s) in CHRS meets all benefit program eligibility settings, including FTE. o Note that, if you override Eligibility Field 1 that you must also enter an override value for Eligibility Field 3, and visa versa.
     2. Override Eligibility Field 5 from blank to AFTERTAX to present medical benefit plans for voluntary enrollment.
     3. Place the employee into an Override Benefit Program. This is the most common override.
        1. Example: CHRS campus A shares an AB211 Benefit Program employee with an HR9.0 campus. The CHRS campus is the Benefits Primary Job campus, and the employee’s CHRS Job Data FTE is 0.20 and is also .20 at the HR9.0 campus. In this example, the CHRS employment record does not meet the FTE requirement for benefit plan eligibility, thus the employee must be enrolled into an override benefit program that has no FTE requirements.
        2. Example: Use to support Peace Officers Research Association of California (PORAC) Overrides where former peace officers have moved from union code R08 into a management union code and chose to remain in the POR Medical Benefit Plan.
        3. Example: Use for job code 2358 lecturers with summer quarter appointments when the lecturers worked less than full time in Winter or Spring quarters and are not truly benefits eligible. Override the employee into the NBO Override Benefit Program.
   • For information about eligibility fields, see: Eligibility Config Fields Cheat Sheet.
5. Enter a comment.

• Note that other Eligibility fields might be populated if the employee already has an existing override.

Step 7: Click Save.

• CHRS generates an OVR event.
• CHRS also generates MSC BAS events if the override is for a retroactive effective date.

Step 8: Process the OVR event and any MSC BAS events created by the override process using On Demand Event Maintenance.

• Guidelines:
  • You can delete MSC events that are created for the same effective date as the OVR event.
  • You can delete the OVR event to process the changes if you are using another BAS event for the same Effective Date (example: OE or Life Event).
  • IMPORTANT: Waive any plan type that you do not want to enroll the employee into.
• For steps on entering and finalizing events with On Demand Event Maintenance, see the following job aids:
  • Enter Employee Benefits with ODEM
  • Finalize BAS Events with ODEM

Step 1: Click the Navbar button.

Step 2: Open the menu.

Step 3: Navigate to the CSU Eligibility Override page.

• Menu > Benefits > Manage Automated Enrollment > Events > CSU Ben Admin Elig Override > CSU Eligibility Override

Step 4: Complete Preparation for eligibility override. See Preparation for eligibility override

Step 5: Enter search criteria for the employee.

Step 6: Check the Include History check box.

Step 7: Click Search.

• If the search returns only one row, the CSU Eligibility Override pages opens. Otherwise, select the applicable employee employment record number to continue

Step 8: End the override.

1. Click the Plus button to add a row.
2. Select the override end Effective Date.
3. Clear the eligibility field values.
4. Set the applicable Status option (see Notes below).

****NOTES****

• End all overrides: Clear all override eligibility fields. Set Status to Inactive.
• End one override but keep other overrides active: Clear the one eligibility override field to be ended, such as Elig Fld 5 if it was set to AFTERTAX. Leave the other eligibility fields populated, such as Elig Fld 6 remains at AB2O. Set Status to Active.

Step 9: Click Save.

End of Article