T4 Dental Benefit Process Overview

T4 Dental Benefit Process Overview

GOAL: To provide a wholistic overview of the changes and process to follow after the deployment of T4 Dental Benefit patch. 

IMPORTANT NOTE: As of Patch 46 release (Ticket 86227), logic is inserted into HRP that will upon generating T4/T4A have the system review the Employee Level benefit tables for configured values automatically. 

If there is no setup, the value of Dental Benefit Code = 1 will be assumed as per CRA the Box cannot be blank.

• If a value does exist, then the value must be 1,2,3,4 or 5 (as NULL was removed, as per CRA)

PROCESS OVERVIEW

Board Control > Benefits > Benefit Coverage > Benefit Type Code = Dental

[GROUP LEVEL] 

GOAL: To define under Board Level Benefit Type Codes whether this Type Code is a Dental Benefit and the associated coverage code

New Field: “Dental Benefit?” = Y/N radio box   [MANDATORY FIELD]

New Field: 'T4 Dental Coverage Code' = 1,2,3,4,5   [UNLOCK & MANDATORY FIELD IF “DENTAL BENEFIT?” = YES]  Note: This is greyed out if “Dental Benefit?” = No.

New Field: 'T4 Dental Coverage Code Description' = Description for 1,2,3,4,5 Code

1. No Dental Coverage
2. Employee Only
3. Employee, Spouse and Dependent
4. Employee and Spouse
5. Employee and Dependent

IF “Dental Benefit?” = No à then don’t trickle down into Employee Level T4 Dental Coverage Code field

POPUP YES/NO MESSAGE UPON SAVING **Every time the T4 Dental Benefit Code = 1/2/3/4/5 is configured/changed and Saved****

MANDATORY RESPONSE ‘YES/NO’ MESSAGE = “T4 Dental Benefit Code has been changed. Do you want to apply the change to all employee records with this benefit?”

YES – Everyone Updates

NO – No Employee level change, only updates the Group Level record

Note: This will update all records where Active at any point throughout the duration of the Board Control Coverage Code. 

Benefit > Benefits > EID

[EMPLOYEE LEVEL]  

NOTE: Employee Group Level is setup first, for each group – this is automatically populated under all Employees group by group as per Group level configuration.

The field at the Employee level must be editable so that it can be overridden on a per Employee basis, should need be. 

IMPORTANT NOTE: Dental Benefit Codes need to be Effective from 12/31/YYYY – what ever is open Dec 31 of the T4 Issuance is what will show on T4

PAYROLL > YEAR END > T4 ENTITY MAINTENANCE 

NOTE: Box 45 is not required to be visible or configured under T4 Entity Maintenance as the Box 45 (T4) and Box 15 (T4A) fields are automatic and will show under the appropriate T4 Forms. 

PAYROLL > YEAR END > T4 & T4A GENERATION > GENERATE T4 FORMS

PAYROLL > YEAR END > T4 & T4A GENERATION > GENERATE T4A FORMS

Rules to govern Default Value for T4 Dental Coverage Code field (T4 Level)

IF T4 Dental Coverage Code EXISTS à Report this value on T4

IF T4 Dental Coverage Code is NULL; 

IF Benefit Plan = OTIP, COWAN, NONE / NULL (Staffing > P&A) – default T4 Dental Coverage Code value = 1 

Staffing > Position & Assignment > Benefit Plan

IF T4 Dental Coverage Code EXISTS + IF Benefit Plan is anything but NULL/NONE (OTIP or COWAN)

1. Take T4 Dental Benefit Coverage Code 
2. On T4 Pre-List: Warning Message generated = “Box 45: Benefit Plan selected in Position and Assignment but T4 Dental Coverage Code also configured.”