ESS New Hire Enrollment

We use ESS for Annual Enrollment and are in the process of adding New Hire Enrollment. Currently the Annual Enrollment process for loading records is done by the HRIS team. The Benefits group typically runs their own BN100s, Bn102, etc throughout the year. What is the process for moving the pending record from New Hires over to active? Is it the same as Annual? (BS531, BN531, BN532) Please share any tips, tricks, or guidance on how the New Hire enrollment is handled! Thank you!!!

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Infor Lawson Human Resources Group - Discussion

Comments

unknown

The process would be the same if you are pending the new hire elections. However, you may want to consider immediate update instead of pended on your new hire ESS enrollment. The challenge (at least for us) with pending them is determining when to load them to active. We give new hires 30 days to enroll and we start a new group of new hires at least every two weeks. That doesn't give us any good date to run the process. If we do it 30 days from their hire date, we would likely end up pulling in any elections from the group who started 2 weeks ago.

We find it much easier just to do the immediate update option and not have to worry about loading elections. The only small drawback is if a new hire changes their mind after submitting their elections, they cannot go back in and fix it. They would have to come to us to make a change. We hire over 500 people per year and only have that happen a handful of times.

Hope this helps!

slivak

I agree with Emily's suggestion: make the new-hires immediate.

I'll just add one thing, make sure you communicate clearly to your new folks that you hire during open enrollment that they will need to enroll TWICE: once for their new-hire benefits effective THIS YEAR and again for Open Enrollment for benefits starting NEXT YEAR. Especially if they elect health care or dependent care flex spending accounts, since they can't roll over from year to year.

unknown

Thank you both for the feedback. This is exactly the info I need to know as we get the New Hire Enrollment setup. I like the idea of having the new hire elections be immediate. Our benefits team was concerned about the timing of moving things over so having them be immediate will solve that problem. Do either of you experience issues with new hires elections coming through and throwing the payroll process into Error? Some benefits are effective day 1 but since the EE has 30 days to make elections the effective date of the benefit & deductions could be in the past. If payroll is in the middle of processing do the newly created deductions cause problems?

unknown

I haven't run into that but our benefits are all effective on the 1st of the month after 30 days of employment. That means their enrollments are almost always done before payroll runs for their first deduction. It might be challenging but you could probably set up a test scenario to see if that would cause an impact to payroll.

megan-dwyer

We use ESS for our annual benefit enrollment process, but want to start using it for new hires and qualifying events also. I would love to talk with you to get guidance / information on setting this up in the system. Thank you!

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unknown

Does anyone know how the New Hire event is triggered? For Annual Enrollment, you create the event and the enrollment period and roll it out to everyone. For Life Events, the employee can initiate the event themselves. But for Work Events (like New Hire or Newly Eligible), I don't want to go in and manually create the enrollment events. Does anyone know how the system triggers those?

Robert Canham

@vuustal The New Hire event is date driven based on the rules you have defined on BS05.1. That screen lets you set the number of days they can enroll and what date to use for counting those days from. Then, when the employee accesses the New Hire Enrollment bookmark, it checks the date against the number of days they're allowed and lets them in or denies it as appropriate.

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