Background
This article shows Benefits Administrators how to update dependents by using the Update Dependent/Beneficiary component.
- Use the Update Dependent/Beneficiary component to add and/or change dependent data in lieu of using a BAS event to change dependent data with the Perform Election Entry and the On Demand Event Maintenance components.
- Changing dependent data on this component does not automatically impact benefit eligibility for the dependent.
- Create or use an existing BAS event to run the employee through Ben Admin to determine if dependent changes impact benefits eligibility and enrollments.
Navigation: click the NavBar Icon,
Navigation
Step 1: Click the Navbar button.
Step 2: Navigate to Menu > Benefits > Employee/Dependent Information > Update Dependent/Beneficiary.
Step 3: Search for the employee.
- Enter search criteria.
- Select the Include History option.
- Click Search.
- The Update Dependent/Beneficiary component opens to the Name page.
Update existing dependents
- To edit a dependent:
- Use the arrow buttons to locate the record.
- Select the appropriate tab to update information.
- To add or edit details, complete the Name, Address, and Personal Profile tabs.
- For new dependents, the Effective Date defaults to the BAS event date.
- Update the Effective Date if needed:
- This is the date the dependent record becomes active.
- Default is the current system date when a new row is added.
- The Effective Date cannot be later than the BAS event date that will be used to enroll the dependent in a plan.
- Verify that Format Type = English.
- Click Edit Name to enter the dependent’s name. The Name page opens.
Update Dependent/Beneficiary pages are described in the following table.
| Name | Dependent’s name |
| Address | Contact information |
| Personal Profile | Demographics, relationship to employee, and Dependent/Beneficiary Type (determines benefit eligibility) |
| CSU Dependent | • Edit/print the
Affidavit of Parent Child Relationship (for Recognized Child
dependents)* • Edit/print the Domestic Partner Dependent Certification form* • Record receipt of supporting documents for a Domestic Partner dependent • Enter or change the tax status of a Domestic Partner dependent (if not added via eBenefits ESS) *Requires the employee to have submitted the form electronically via an eBenefits Self Service transaction. |
Add a Dependent
Step 1: 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.
The Dependent/Beneficiary ID auto-increments. Do not change this value.
Step 2: Enter the First and Last Name for the new dependent, then click OK.
Step 3: 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. Do not change the Dependent/Beneficiary Type.
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 Save button to save entered dependent data.
For a detailed explanation of the field terms, see the Field Type Legend in Appendix F.
| Field |
Function |
Definition |
|---|---|---|
| Name | System Display | This field contains values entered in the First Name, Middle, and Last Name fields and places them in PeopleSoft's standard name format. PeopleSoft's standard name format is [lastname],[firstname] [middle name/initial]. |
| Person ID | System Display | This field contains the unique employee identification number assigned by the system when an employee is hired. This definition is maintained by the California State University System, Office of the Chancellor. |
| Dependent/ Beneficiary ID |
System Populated | The system assigns the dependent ID. You can change it, although you can’t have duplicate IDs for dependents of the same employee. |
| Effective Date | Required | The system enters the current system date in this field, and this date is carried through to all pages of the component. You can change this date, if necessary, however in the first row of data for this dependent, the effective date must be the same on all of the pages in this component. |
| Format Type | Required | This field contains the name of the Country that determines the format of the dependent name. When working with names, the Country you select for the Format Using field may change the fields shown. You will then enter the dependent’s name using PeopleSoft's standard name format. |
| Name | System Populated | This field displays the dependent’s name as <Last>, <First>, Middle. When USA is selected, PeopleSoft will format the information you enter and populate the Name field. |
| Prefix | Campus Optional | This field contains the prefix for the dependent name. Examples of a prefix include Mr., Mrs., and Dr. Select the appropriate value from the drop-down list box. |
| First Name | Required | This field contains the first name of the dependent. The name should be entered in mixed case and allows up to 30 characters. Enter only alpha characters; commas and periods can negatively affect name formats for reports. |
| Middle Name | Campus Optional | This field contains the middle name or initial of the dependent. This should be entered in mixed case and allows up to 30 characters. Enter only alpha characters; commas and periods can negatively affect name formats for reports. |
| Last Name | Required | This field contains the last name of the dependent. This field should be entered in mixed case and allows up to 30 characters. Enter only alpha characters; commas and periods can negatively affect name formats for reports. |
| Suffix | Campus Optional | This field contains the suffix to the dependent’s last name. |
| Display Name | System Populated | The first name and last name are displayed in the Display Name field. |
| Formal Name | System Populated | PeopleSoft formats the first name, last name, and prefix and displays them in the Formal Name field. |
| Name | System Populated | The first, last and middle name are displayed in the Name field. |
For a detailed explanation of the field terms, see the Field Type Legend in Appendix F.
| Field |
Function |
Definition |
|---|---|---|
|
Dependent/ Beneficiary ID |
System Display | This field contains the dependent’s ID number. This ID distinguishes the dependents/beneficiaries entered and applies all information associated with that dependent when they are enrolled in benefit plans. |
| Name | System Display | This field contains values entered in the First Name, Middle, and Last Name fields and places them in PeopleSoft's standard name format. PeopleSoft's standard name format is [lastname],[firstname] [middle name/initial]. |
| Effective Date | Required | This is the date the address information is effective. |
| Same Address as Employee | Conditional | Select if the dependent has the same address information as the employee, and then select the employee's address type that matches the dependent’s address. If selected, you don’t need to complete any of the address fields. |
| Address Type | Conditional | This field can be selected if the dependent if the “Same Address as Employee” box is checked. |
| Country | Required | This field contains the country of the dependent’s home address. The country selected determines the format and name of the remaining address fields on this page. |
| Address 1 | Required | This field contains the home address of the dependent. The address is stored in mixed case and allows up to 30 characters. |
| Address 2, 3 | Campus Optional | These fields contain additional home address information. These are stored in mixed case and allow up to 30 characters. These addresses are for informational purposes only. These fields are not used in any of the delivered reports. |
| City | Required | This field contains the city of the dependent home address. The city is stored in mixed case and allows up to 30 characters. |
| County | Campus Optional | This field contains the county in which the dependent’s home address is located. The county is stored in mixed case and allows up to 30 characters. This field is for informational purposes only. |
| Postal | Required | This field contains the zip code in which the dependent home address is located. The postal code is formatted based upon the Country entered. For example, if the Country is listed as Canada, then an alphanumeric combination of 6 characters is accepted as the postal code. |
| State | Required | This field contains the state in regard to the dependent’s home address. The name of this field is updated dynamically based on the country selected. For example, if CAN is selected as the country code, then the field is called Province. |
| County | Conditional | This is the country for the address used. |
| Same Phone as Employee | Conditional | Select if the dependent has the same phone information as the employee and then select the employee phone type that is the same as this dependent. If selected, you don’t need to complete any of the phone fields. A dependent can have the same address as the employee but a different phone number |
| Phone | Campus Optional | This field contains the primary telephone number for the dependent. The system automatically formats the phone number based on the standard phone number format for the Country indicated for the address information. Do not use spaces when entering a phone number. |
| Phone Type | Conditional | This field can be selected if the dependent if the “Same Phone as Employee” box is checked. |
For a detailed explanation of the field terms, see the Field Type Legend in Appendix F.
| Field |
Function |
Definition |
|---|---|---|
|
Dependent/ Beneficiary Name |
System Display | This field contains values entered in the First Name, Middle, and Last Name fields and places them in PeopleSoft's standard name format. PeopleSoft's standard name format is [lastname],[firstname] [middle name/initial]. |
| Person ID | System Display | This field contains the dependent's ID number. This ID distinguishes the dependents/beneficiaries entered and applies all information associated with that dependent when they are enrolled in benefit plans. |
| Dependent/ Beneficiary ID |
System Display | This field contains the dependent's ID number. This ID distinguishes the dependents/beneficiaries entered and applies all information associated with that dependent when they are enrolled in benefit plans. |
| Name | System Display | This field contains values entered in the First Name, Middle, and Last Name fields and places them in PeopleSoft's standard name format. PeopleSoft's standard name format is [lastname],[firstname] [middle name/initial]. |
| Relationship to Employee | System Display | This field contains the relation of the dependent to the employee. The Relationship field determines which benefits the dependent is eligible for, particularly for health benefits in which coverage codes are selected for the plan. |
| Date of Birth | Required | This field contains the dependent’s date of birth. This value is used by PeopleSoft to calculate the person's age. The age of a dependent may then be used to determine benefit eligibility and premiums. |
| Date of Death | Not Used | CSU currently does not use this field. |
| Medicare Entitled Date | Campus Optional | This field contains the date when the dependent is entitled to Medicare. |
| Birth Country | Campus Optional | This field contains the dependent’s country of birth. Depending on the country selected, other fields may display for data entry. |
| Birth State | Campus Optional | This field contains the state in which the dependent was born. The name of this field is updated dynamically based on the country selected. For example, if CAN is selected as the Birth Country, then the field is called Province. |
| Birth Location | Campus Optional | This field contains the location in which the dependent was born. |
| Effective Date | Required | This is the date the Personal Profile information is effective. |
| Relationship to Employee | Required | This field contains the relation of the dependent to the employee. The Relationship field determines which benefits the dependent is eligible for, particularly for health benefits in which coverage codes are selected for the plan. |
| Dependent Beneficiary Type | Required | This field contains the type of dependent. The DepBenef Type determines which benefits the dependent is eligible to be enrolled or assigned. |
| Gender | Required | This field contains the gender of the dependent. |
| Marital Status | Required | This field contains the marital status of the dependent. The default value for this field is Single. |
| Marital Status Date | Required | This field contains the date of the dependent’s displayed marital status. The date a dependent’s marital status changes can have an impact on benefits eligibility and enrollment. For example, the system will flag benefits eligibility if the dependent daughter of an employee becomes married while covered on the employee’s benefits. |
| Student | Campus Optional | This checkbox, when selected, indicates the dependent is a student. This checkbox is interrelated with determining the dependent’s eligibility for benefits enrollment. For example, some benefit plans allow employees to carry dependents beyond a specified age if that dependent is a student at a college or university. |
| Disabled | Campus Optional | This checkbox, when selected, indicates the dependent is disabled. |
| Smoker | Not Used | CSU currently does not use this field. |
| Student As of: | Campus Optional | When adding a new dependent, enter the As of date for the individual's student status. When an individual undergoes a subsequent change in status, the effective date for the change is recorded and the system no longer uses the As of date. This field is critical for determining eligibility for benefits enrollment. |
| Disabled As of: | Campus Optional | When adding a new dependent, enter the as of date for the individual's disability status. When an individual undergoes a subsequent change in status, the effective date for the change is recorded and the system no longer uses the As of date. This field is critical for determining eligibility for benefits enrollment. |
| Smoker As of: | Campus Optional | CSU currently does not use this field. |
| Occupation | Campus Optional | This field contains the occupation of the dependent. |
| National ID Type | System Populated | This field contains the type of National ID in use. The default value for this field is PR-Payroll ID, associated with ‘USA’ as the Country entered. |
| Description | System Display | This field contains a description of the type of National ID that was entered. This field will default based on the Country entered. The default value for this field is Social Security Number. |
| National ID | Required | This field contains the national ID of the dependent. The format of this field is based on the value selected in the Country field. For example, if USA was entered as the Country, the nine-digit social security number would be entered in the National ID field. |
| Country | Conditional | This is the country that issued the dependent’s national ID. |
| National ID Type | System Populated | The system populates this field automatically with the default value that was established for this country on the National ID Type Table page. You can select another valid type. |
| Description | System Display | This is the description for the National ID Type. |
| National ID | Enter the dependent’s national ID number. The system automatically checks the format of your entry against the default format that you entered on the National ID Type Table page | |
| Primary ID | Required | Select if the national ID is the dependent’s primary ID. If this is the only data row for this person, the system selects the check box by default. You can override this default. The dependent can list more than one National ID; however, only one can be selected as the Primary ID. |
For a detailed explanation of the field terms, see the Field Type Legend in Appendix F.
| Field |
Function |
Definition |
|---|---|---|
| Plan Type | Campus Optional | This field contains the benefit plan type for which the riders/orders mandate coverage for the specified dependent. |
| Start Date | Campus Optional | This field contains the date when the court-ordered benefit will become or became effective. |
| Sequence | Campus Optional | This field contains a number which prioritizes court orders/riders if more than one order/rider takes effect on the same day. The number indicates which court orders take precedence over others. Enter a value of 1 if there is only one court order taking effect on that particular day. |
| Status | Campus Optional | These radio buttons allow you to select whether the court order is Active or Inactive. This is most often used to void a court order before the end date takes effect. If Inactive is selected, the system will not enforce any stipulations of the court order entered. |
| Exception Type | Campus Optional | This field indicates whether this is a Court Order, Spousal Waiver, or Neither. Select court order if an order exists that grants the dependent the right to receive benefit coverage. |
| State | Campus Optional | This field contains the state in which the court order applies. |
| End Date | Campus Optional | This field contains the date when the court ordered benefit will end. When the End Date occurs, the system will not enforce any stipulations of the court-ordered benefit. For example, PeopleSoft will not cease benefits on an End Date for a dependent who has a medical coverage mandated by a court order. |
| Court Order Number | Campus Optional | This field contains the official Court Order Number as issued by the state. |
| Comment | Campus Optional | This field contains any comments: as specified by the issuing court, that indicate any circumstances behind the court order, and/or that clarify the court order's intended function. |
For a detailed explanation of the field terms, see the Field Type Legend in Appendix F.
| Field |
Function |
Definition |
|---|---|---|
|
Phone Type |
Campus Optional | This field contains the type of phone number you are recording. Each phone number you record must have a unique phone type. For example, you can record one phone number for the phone type of Home and another phone number for the phone type for FAX |
| Phone | Campus Optional | This field contains the alternate phone number provided for the dependent. The format of the phone number depends on the country selected on the Address page. To ensure the system uses PeopleSoft's standard format for phone numbers, enter all numbers without formatting or spaces. When you tab out of the field, the system will automatically format the value entered according to the country on the Address page. |
| Field |
Description |
|---|---|
| System Display | Fields that contain values that are key fields, which 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. |
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