Overview
This article shows benefits administrators how to use the On Demand Event Maintenance component to do the following tasks:
- Add a dependent to CHRS.
- Enroll the dependent into benefits plans.
- Enter the CSU permitting event code.
Before you start
You must have an open BAS event with a Process Status of Prepared, Notified or Re-enter in order to enter dependents the On Demand Event Maintenance page.
Navigation
Step 1: Click the Navbar button.
Step 2: Navigate to Menu > Benefits > Manage Automated Enrollment > Events > On Demand Event Maintenance.
Add or Edit a Dependent
Step 1: Enter the Empl ID and then click Search.
- An open BAS event for the Schedule ID with a Process Status of Prepared, Notified or Re-enter appears.
Step 2: Click the Election Entry button.
Step 3: Click the Dependents/Beneficiaries tab.
Step 4: Click Change/Add Dependent Data. The Dependent/Beneficiary page appears.
Step 5: To add a new dependent:
- If this is the first dependent for this account, click Edit Name.
- If there are other dependents, click the Plus (+) button in the Dependent/Beneficiaries area, then click Edit Name.
You can edit an existing dependent by selecting the dependent with the arrow buttons.
Step 6: Enter the First and Last Name for the new dependent, then click OK.
Step 7: Click the Address tab.
Step 8: On the Address page, enter the dependent’s address.
- If the dependent’s address is the same as the employee, select on the Same Address as Employee checkbox.
- If the dependent’s phone is the same as the employee, select the Same as Employee checkbox.
Step 9: Click the Personal Profile tab.
Step 10: Enter the following information
- Date of Birth
- Relationship to Employee
- Gender
- Marital Status
- The Smoker and Smoker As of Date checkbox and field are not used in CHRS.
The Dependent/Beneficiary Type automatically populates based on the selected Relationship to Employee.
The As of Date fields for Marital Status, Student and Disabled only appear on the initial dependent row. Be sure to enter the correct As of Date on the initial row.
- If you are updating the Relationship to Employee field for a dependent, click the Plus (+) button in the Personal History section to insert a new current row.
- If changing the Relationship to Employee from a Spouse or Domestic Partner to an ex-spouse or ex-domestic partner, see Update Dependent to Ex.
Important: Make sure that you have updated the employee’s Marital Status in the Modify a Person component if applicable before you generate enrollment forms, especially if the enrollment form contains employee’s Marital Status.
Step 11: Scroll down to enter the dependent’s Social Security Number (SSN) in the National ID field if known, and then select the Primary ID checkbox.
Riders/Orders
If applicable, enter Riders/Orders information.
- While dependent Riders/Orders are in effect, employees eBenefits Employee Self Service are not able to drop the dependent from benefit plans.
- You will see a warning message if you try to drop covered dependents with QMSCO orders.
Step 1: Click the Rider/Orders link to enter court orders for required benefit plan coverage, such as Qualified Medical Child Support Orders (QMCSOs).
Step 2: Enter a Riders/Orders row for each plan type where the orders apply. Use the ‘+’ button to add additional rows for required plan types.
Step 3: Click OK when you are finished.
Important: Do not delete QMSCOs when ending or inactivating.
| Field | Description / Instructions |
|---|---|
| Plan Type | Click the Look up Icon and select the applicable plan type. Required field. |
| Sequence Number | Start at 1 on the first row entered, then increase by 1 for each subsequent row. Required field. |
| Start Date | Enter the court order/rider start date. Required field. |
| End Date | Enter the court order/rider end date. Optional field, but recommended to enter. |
| State | Enter the state for the court that issued the order/rider. |
| Status | Select the applicable court order status. If Inactive is selected, the system will not enforce any stipulations of the court order. |
| Exception Type | Use the drop-down list to select the applicable court order type. |
| Court Order Number | Enter the court order/rider number. |
| Comment | Up to 254 characters for applicable comments. Must be objective, not subjective. |
| OK | Click the OK button to save the court order/rider information. Repeat for each plan type that requires a court order/rider row. |
Step 4: Click OK.
Step 5: (Optional) If you are entering a registered Domestic Partner, you must fill out the Domestic Partner section on the CSU Dependent tab. The information entered into the Domestic Partner section prints on the Dental Enrollment form.
- Tax Dependent – Select if the registered domestic partner is a tax dependent of the employee.
- Tax Year – Enter the tax year using YYYY format if the registered domestic partner is a tax dependent of the employee.
- Certificate on File – Select that you have reviewed and approved the registered domestic partner’s supporting documents.
- Certified By (Officer) – Enter your name.
Step 6: Click the OK button to save entered dependent data. You are returned to the BenAdmin Data Entry page.
Add Dependents to Benefits Plans
Step 1: Click the Dependents/Beneficiaries tab to enroll the dependents onto the applicable benefit plans.
Step 2: Click Enroll Dependents for the applicable benefit plan.
Step 3: Click Enroll All to enroll all dependents (You might need to remove ineligible dependents afterward) or click the Plus (+) button to add each dependent separately.
- Click the Minus (-) button to remove dependents.
- Do not delete dependents with active QMSCOs in effect.
- You can change the employee’s benefit plan within a plan type when they have an active QMSCOs in effect.
Enter Permitting Event Codes
Step 1: Click the CSU Perm Event tab to enter the permitting event code.
Step 2: If enabled, click the View All link to see all plan types that require permitting event codes.
- Code – select the applicable permitting event code.
- Life Event Date – The Life Event Date needs to be the date of the actual qualifying benefit event. Update this date as needed.
- HBO Rec’d Date – Set to the date that the employee submitted his/her benefit elections.
Step 3: Ensure all permitting events codes are entered for each plan type listed.
Step 4: Click OK.
If the dates entered on the CSU Perm Event page for any plan type are more than 30 days in the past or future from today’s date, the following warning message appears for each plan type. Ensure that the dates entered are correct and click the OK button.
Step 5: Click Save. The BAS event will run through the nightly CSUBAS processing.
End of Article
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