Benefits (form)

  • Article

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

Click Human resources > Common > Benefits > Benefits. In the New group, click Benefit. Select the plan and option and then click Create benefit.

If you are using a version of Microsoft Dynamics AX earlier than Microsoft Dynamics AX 2012 R2, see Benefit elements (form) for information about the benefits form.

Note

This form is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.

After you have set up benefit elements, you can use this form to maintain benefits so that you can assign them to workers.

Tasks that use this form

Set up benefits: Use this topic with versions of Microsoft Dynamics AX earlier than AX 2012 R2.

Benefit setup tasks: Use this topic with Microsoft Dynamics AX 2012 R2 or AX 2012 R3 if the Payroll - USA configuration key is selected.

Create a new benefit: Use this topic with Microsoft Dynamics AX 2012 R2 or AX 2012 R3 if the Payroll - USA configuration key is not selected.

Maintain benefit expiration dates: Use this topic with Microsoft Dynamics AX 2012 R3 or with cumulative update 6 for Microsoft Dynamics AX 2012 or a later version of AX 2012 R2.

The following tables provide descriptions for the controls in this form.

Buttons

Button

Description

Benefit

Create a benefit.

Note

If the Payroll - USA configuration key is selected, benefits may be included in the disposable income definitions that are used when garnishment and tax levies are calculated. When you create or delete a benefit, consider whether the disposable income definitions should be updated. For more information, see Garnishment and tax levy setup tasks.

Benefit elements

Open the Benefit elements form, where you can maintain benefit types, plans, and options.

Maintain versions

Open the Maintain benefit versions form, where you can assign benefit periods to the benefit. For example, you might have a version for each year that the benefit is offered.

Enrolled workers

Open the Enrolled workers form, where you can view the workers who are currently enrolled in the benefit. You can also use a filter to view workers who were previously enrolled in the benefit or workers who are signed up for future enrollment.

Mass benefit enrollment

Open the Mass benefit enrollment form, where you can enroll multiple workers in the benefit at the same time.

Mass benefit expiration

Open the Mass benefit expiration form, where you can take the following actions:

  • Expire a benefit and the enrollments for all affected workers.

  • Extend the expiration date of a benefit and the enrollments for selected workers.

  • Expire benefit enrollments for selected workers.

  • Extend benefit enrollments for selected workers.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 6 for AX 2012 R2.

Update benefit rates

Update the benefit rates for the workers who are enrolled in the benefit.

If the Rate source field in the Maintain benefits form for a worker is set to Custom, the deduction or contribution and the related basis for the benefit are not updated.

Tip

The first 10 enrolled workers who have custom rates are displayed in the Payroll details custom rates area of the form. To view all enrolled workers who have custom rates, click &More.... You can also highlight a worker name in this list to view details about the worker, or click the worker name to open the Worker form.

This control is available only if the Payroll - USA configuration key is selected and either Microsoft Dynamics AX 2012 R3 or cumulative update 7 or later for AX 2012 R2 are installed. It is not available for garnishments or tax levies.

Create eligibility event

Create an event that lets you determine which workers are eligible for the selected benefit:

  • Event – Enter a name for the event.

    It is helpful to use a naming scheme that causes similar events to be sorted together on the Eligibility events list page. For example, the open enrollment events might be OE plus the year, such as OE2013, OE2014, and OE2015.

  • Description – Enter a brief description of the event.

  • Event type – Select the type of event to create.

  • Coverage start date – Enter the date that eligibility for the event is based on.

  • Enrollment period start date – Enter the first day of the period when a worker can sign up for benefits.

  • Days to enroll – Enter the number of calendar days in the enrollment period.

For more information, see Eligibility event details (form).

Add

Remove

Add an eligibility override or an earning code to this benefit, or remove the selected eligibility override or earning code from this benefit.

When you add an eligibility override, the selected worker is eligible for the benefit, even if the eligibility rule determines that the worker is not eligible. When you add an earning code, earnings that are related to the code are used when deductions and contributions for the benefit are calculated for payroll.

Note

Earning codes are available only when the Payroll - USA configuration key is selected.

Add all earning codes

Add all earning codes to this benefit.

When you add an earning code, earnings that are related to the code are used when deductions and contributions for the benefit are calculated for payroll.

Note

This control is available only if the Payroll - USA configuration key is selected.

Link

Description

&More...

  • From the Enrolled workers area, open a form where you can export a list of workers who are enrolled in the selected benefit.

  • From the Payroll details custom rates area, open a form where you can see the records for custom rates that are currently active or that are scheduled to become active.

    Note

    This area is available only if the Payroll - USA configuration key is selected and either Microsoft Dynamics AX 2012 R3 or cumulative update 7 or later for AX 2012 R2 are installed.

Fields

Field

Description

Payroll category

Select a payroll category for the benefit type. Different types of benefits require different payroll settings. The payroll category determines which settings are shown on the Plans page of this form. To simplify setup, settings that do not apply to the payroll category are not available.

Note

This control is available only if the Payroll - USA configuration key is selected.

Type

Plan

Option

A benefit is a combination of a benefit type, plan, and option:

  • Type – The benefit type contains a set of related benefit plans, such as medical or parking.

  • Plan – The specific benefit that a provider is contracted to offer, such as the preferred provider plan from Humongous Insurance.

  • Option – The option that is assigned to the benefit plan. Options are typically coverage levels for the plan, such as “employee-only” or “employee and spouse.” Benefit options are assigned to benefits when they are created.

Benefit plans, types, and options are set up and maintained in the Benefit elements form.

Effective

Expiration

The effective and expiration dates determine the date range when the benefit is available to workers:

  • Effective – The first day that the benefit was or will be available to workers.

  • Expiration – The last day that the benefit was or will be available to workers. If there is no expiration date, click the calendar icon, and then click the Never button.

Eligibility rules

Field

Description

Eligibility

The method that determines which workers are eligible for the benefit:

  • All workers are eligible – The benefit is included in eligibility processing, but eligibility rules are not enforced for the benefit. All workers are always eligible.

    When you select this method, any worker who is included in an eligibility event can enroll in the benefit after the event is processed, but not at any other time. This lets you restrict enrollment in the benefit to appropriate enrollment periods, without otherwise limiting eligibility for the benefit.

  • Rule based – User-defined eligibility rules are enforced for the benefit. Select the rule type to use in the Rule type list.

    This method is used for most benefits.

  • Bypass eligibility process – The benefit is not included in eligibility processing. Any worker can be enrolled in the benefit at any time. You do not have to process an eligibility event before you enroll a worker in the benefit.

    This method is usually used for garnishments and tax levies.

Rule type

The rule type that is assigned to the benefit. Rule types are created and maintained in the Benefit eligibility policy rule types form.

Note

This field is available only if the Eligibility field is set to Rule based.

Eligibility overrides

You might want to enroll an employee in a benefit, even though that employee does not meet the usual eligibility criteria. For example, you might have a negotiated agreement to provide a benefit that is usually available only to managers to a particular non-management worker. When you add the worker to the eligibility override list for the benefit, that worker is eligible for the benefit without regard to any other eligibility criteria.

Field

Description

Name

Personnel number

The name and personnel number of the worker who has a benefit eligibility override.

Override start

Override end

The first and last date when the worker is eligible for the benefit based on the override.

Payroll details

Note

The controls in this table are available only if the Payroll - USA configuration key is selected.

They are not available if the Payroll category field is set to None. For more information, see Benefit elements (form).

Fields

Description

Frequency

The payroll calculation frequency that is used to determine the pay periods that the selected benefit is calculated in.

Payroll calculation frequencies and pay periods are defined in the Payroll calculation frequencies form.

Basis

Select the option to use with the value in the Amount or rate field to determine the amount to deduct or contribute for the benefit. The amount is calculated only in the pay periods that are determined by the payroll calculation frequency. Earnings are included in the calculation only when the earning code for the earnings is listed on the Earning basis FastTab, and when the required parameters are set up in the Earning codes form.

  • Fixed amount – Deduct or contribute the specified amount. Earnings are not considered in the calculation.

  • Percent of earnings – Apply the specified percentage to all included earnings.

  • Productive hours – Apply the specified percentage to included earnings that are designated as Productive.

  • Earning hours – Multiply the specified rate by the number of hours that are associated with included earnings that have a unit of measure of Hours.

  • Regular portion of all pay – Apply the specified percentage to the base part of all included earnings. The base portion is determined by the value in the Base definition field:

    • Not applicable – 0%

    • Base time – 100%

    • Time and a half – 66.6666%

    • Double time – 50%

  • Regular hours – Apply the specified rate to included earnings that have a unit of measure of Hours and a base definition of Base time.

  • Regular earnings – Apply the specified percentage to included earnings that have a base definition of Base time.

  • Total hours – Multiply the specified rate by the number of hours that are associated with included earnings that have a unit of measure of Hours in the Earning codes form.

Note

The value in this field is used as the default value in the Maintain benefits form for each worker who is enrolled in the selected benefit.

Amount or rate

Enter the amount or rate to use with the value in the Basis field to determine the amount to deduct or contribute for the benefit.

  • If the basis for the deduction is Fixed amount, enter the amount to use as the payroll deduction or employer contribution for the selected benefit.

  • If the basis for the deduction is Percent of earnings, Regular portion of all pay, or Regular earnings, enter the percentage of the worker’s included earnings or pay to use as the payroll deduction or employer contribution for the selected benefit.

  • If the basis for the deduction is Productive hours, Earning hours, Regular hours, or Total hours, enter the hourly rate for the payroll deduction or employer contribution.

The value in this field is used as the default value in the Deduction or Contribution field in the Maintain benefits form for each worker who is enrolled in the selected benefit.

Note

This field is not available when the payroll category that is assigned to the benefit type in the Benefit elements form is Retirement.

Calculation rate

The variable rate structure that is used to calculate employer contributions to a retirement plan.

Note

  • This field is available only when the payroll category assigned to the benefit type in the Benefit elements form is Retirement.

  • Rate structures are defined in the Contribution calculation rates form.

Earning basis

Note

The controls in this table are available only if the Payroll - USA configuration key is selected.

They are not available if the Payroll category field is set to None. For more information, see Benefit elements (form).

Field

Description

Earning code

Only earning lines that have an earning code listed here can be included when deductions and contributions for this benefit are calculated.

In addition, the Basis setting on the Payroll details FastTab, in combination with the parameter settings in the Earning codes form, are also used to determine whether a specific earnings line is included in the calculation.

Caution

If the basis is Fixed amount, the earning codes listed here do not affect the amount of the deduction. However, if no earning codes are listed, and if the basis in the Maintain benefits form is changed from Fixed amount to any other value, the calculated deduction for the benefit for that worker would be zero. Therefore, we recommend that you enter appropriate earning codes for every benefit.

Description

A description of the earning code.

Workers’ compensation

Note

The controls in this table are available only if the Payroll - USA configuration key is selected.

They are available only when the payroll category is Workers' compensation. For more information, see Benefit elements (form).

Fields

Description

State

The state where this workers’ compensation plan applies.

A separate workers’ compensation benefit is required for each workers’ compensation plan that your organization subscribes to.

See also

Benefit elements (form)

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