Overview
This procedure shows how to:
- 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 for the Schedule ID with a Process Status of Prepared, Notified or Re-enter in order to enter dependents the Perform Election Entry page.
Add a dependent to CHRS
Step 1: Navigate to Menu > Benefits > Manage Automated Enrollment > Participant Enrollment > Perform Election Entry.
Step 2: Enter the Ben Admin Schedule ID. If you do not know the Schedule ID, click the lookup button.
Step 3: Enter the Empl ID.
Step 4: Click the Search button.
Step 5: Click the Dependents/Beneficiaries tab.
- The Dependent/Beneficiary component opens.
The Dependent/Beneficiaries Currently on Record section shows dependents already entered for the employee in CHRS.
Step 6: Click Change/Add Dependent Data to add a new dependent.
Step 7: To add a dependent,
- Click the Plus (+) button.
- Click Edit Name
Step 8: Enter the dependent’s First Name and Last Name and then click the OK.
Step 9: Click the Address tab.
Step 10: 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 11: click the Personal Profile tab.
- Enter the dependent’s
- Date of Birth
- Relationship to Employee
- Gender
- Marital Status
- Note that 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.
The Smoker and Smoker As of Date checkbox and field are not used in CHRS.
Example: An employee becomes divorced effective 3/21/23.
- The spouse has benefits coverage through 3/31/23.
- Effective 4/1/23, the former spouse is no longer eligible for benefits coverage. In Update Dependent/Beneficiary, in the Personal History section, insert an effective-dated row to change the spouse dependent to be an ex-spouse dependent effective 4/2/23. If you were to change the spouse to be an ex-spouse in Update Dependent/Beneficiary, in the Personal History section, effective 3/21/23, the former spouse would lose their benefits coverage through 3/31/23, which is not correct.
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 12: 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 Perform Election 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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