Maintain benefits (form)
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
Click Human resources > Common > Workers > Workers. Select a worker, click Personal information, and then click Benefits.
Use this form to enroll workers and their dependents and beneficiaries in benefits and to remove them from benefits.
If the Payroll - USA configuration key is selected, you can also use this form to maintain payroll information that is related to the benefit for the worker. In Payroll, garnishments and tax levies are handled as if they were benefits.
Important
Sensitive personal information is displayed in this form. Be sure to set up security permissions for this form in a way that does not put your workers’ personal information at risk.
Tasks that use this form
Enroll and remove benefits for workers
Worker and position payroll tasks
Garnishment and tax levy enrollment tasks
Tip
This form is used for a single worker at a time. To enroll or remove benefits for more than one worker at the same time, see Enroll multiple workers in a benefit at the same time or Maintain benefit expiration dates.
Navigating the form
The following tables provide descriptions for the controls in this form.
Buttons
Button |
Description |
|---|---|
Add |
Enroll the worker in a new benefit. Note If AX 2012 R2 or AX 2012 R3 is installed, when you click the down arrow on the Benefit field, you must select Eligibility processed to see the list of benefits that the worker is eligible to enroll in, or Eligibility bypassed to see the list of benefits that bypass eligibility processing that the worker can be enrolled in. |
Remove |
Remove the selected benefit from the worker. Note You cannot remove a benefit when the coverage end date is in the future. You must change the coverage end date to a date that is earlier than the current date, and then remove the benefit. |
Maintain versions |
View or modify the effective dates for the selected benefit. If the Payroll - USA configuration key is selected, you can also maintain payroll information that is related to the benefit for the worker. |
Garnishment and tax levy rules |
Open a form where you can set up the rules for processing any garnishments and tax levies that you enroll the worker in. This control is available only if the Payroll - USA configuration key is selected and the garnishment enhancement hotfix is installed. The garnishment enhancement hotfix may have been installed automatically if you installed a different hotfix that shares dependencies with the garnishment enhancement hotfix. |
Current records |
Click the icon to display the following options:
Note These options are available only if you are viewing just the current versions. |
Edit |
Modify the selected dependent or beneficiary information for benefit. |
Maintain personal contact information |
Open the Personal contacts form, where you can add personal contact information for a worker. |
Tabs
Tab |
Description |
|---|---|
Dependents |
Maintain contact information for dependents. |
Beneficiaries |
Maintain contact information for beneficiaries. |
Payroll details |
Maintain payroll information for the benefits that a worker is enrolled in. This control is available only if the Payroll - USA configuration key is selected. It is not available if the Payroll impact field in the Benefit elements form is set to None for the benefit plan. For more information, see Benefit elements (form). |
Payroll limits |
Maintain deduction and contribution limits for benefits. This control is available only if the Payroll - USA configuration key is selected. It is not available if the Payroll impact field in the Benefit elements form is set to None for the benefit plan. For more information, see Benefit elements (form). |
Garnishment details Tax levy details Garnishment and tax levy details |
Maintain information about a garnishment or a tax levy. These tabs are available only if the Payroll - USA configuration key is selected, and if the benefit is a garnishment or a tax levy. The separate Garnishment details and Tax levy details tabs are available only if the garnishment enhancement hotfix is not installed. The combined Garnishment and tax levy details tab is available only if the garnishment enhancement hotfix is installed. The garnishment enhancement hotfix may have been installed automatically if you installed a different hotfix that shares dependencies with the garnishment enhancement hotfix. |
Fields
Fields |
Description |
|---|---|
Type |
The name of the benefit type, such as medical or parking. |
Payroll category |
The payroll category that is assigned to the benefit type. Different types of benefits require different payroll settings. The payroll category determines which payroll settings are displayed in this form. To simplify setup, settings that do not apply to the payroll category are not displayed. The payroll category is set in the Benefit elements form. For more information about this field, see Benefit elements (form). This control is available only if the Payroll - USA configuration key is selected. |
Benefit |
The benefit plan and option. |
Enrollment start |
The first date when the benefit option for the selected plan is available to workers. Note This control is not available if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. |
Enrollment end |
The last date when the benefit option for the selected plan is available to workers. Note This control is not available if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. |
Coverage start date |
The first date when the benefit option for the selected plan is available to workers. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. |
Coverage end date |
The last date when the benefit option for the selected plan is available to workers. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. |
Dependents
Fields |
Description |
|---|---|
Covered |
If this check box is selected, the dependent is covered under the benefit. Note To change the coverage option, select the dependent, and then click Edit. |
Name |
The name of the dependent or beneficiary. |
Relationship |
The relationship of the dependent or beneficiary to the worker. |
Beneficiaries
Fields |
Description |
|---|---|
Designated |
If this check box is selected, the beneficiary is designated to the benefit. Note To change the designated option, select the dependent, and then click Edit. |
Percentage |
Enter the percentage of the distribution that the beneficiary receives. The total percentage for all primary beneficiaries must equal 100 percent. Also, the total percentage for all secondary beneficiaries must equal 100 percent. |
Payroll details
The controls in this table are available only if the Payroll - USA configuration key is selected.
They are not available if the Payroll impact field in the Benefit elements form is set to None. For more information, see Benefit elements (form).
Fields |
Description |
|---|---|
Paid by |
Select the legal entity that pays for the selected benefit for this worker. This is usually the same legal entity that the worker is employed by and that pays for the worker position. For more information, see Positions (form). |
Position |
This field is typically left blank. Select a position for this field only when the total costs for the benefit must follow a specific position. The deductions and contributions for the selected benefit are processed together with the pay for the position that you select. Union dues are one example of a benefit that would be assigned to a position. If you do not select a position, the deductions and contributions for the benefit are split between all the positions that the employee is currently assigned to. The deductions and benefits are split by using the same distribution as the earnings for those positions. For example, suppose that a worker has two positions, with 70 percent of the earnings coming from the first position, and 30 percent coming from the second position. In this case, the deductions and contributions for the benefit are split the same way, with 70 percent coming from the first position and 30 percent coming from the second. Note This field is not available for garnishments or tax levies if the garnishment enhancement hotfix is installed. The garnishment enhancement hotfix may have been installed automatically if you installed a different hotfix that shares dependencies with the garnishment enhancement hotfix. |
Calculation priority |
The order that deductions and contributions for the selected benefit are calculated in, relative to other benefits. The deductions and contributions for the benefit that has the lowest calculation priority number are calculated first, starting with 0 (zero). The numbers do not have to be consecutive. When multiple benefits have the same number, the calculations for those benefits are completed in alphabetical order. The calculation order is important when the result of the calculation for one benefit is used in the calculation for another benefit. This is especially likely for garnishments and tax levies. The calculation priority is displayed in the last column in the list of all benefits that are assigned to this worker, which makes it easy to see and adjust the priorities, and also to make sure that they are in the correct order. You might have to expand the width of the benefit list to make the column visible. Note Your legal advisors should help you determine the correct calculation priority for all benefits. |
Deduction priority |
The order that deductions for the selected benefit are made in, relative to other deductions. The deduction for the benefit that has the lowest deduction priority number is made first, starting with 0 (zero). The numbers do not have to be consecutive. When multiple benefits have the same deduction priority, the deductions for those benefits are made in alphabetical order. The default value for this field is set in the Benefit elements form. For more information about this field, see Benefit elements (form). Note Your legal advisors should help you determine the correct deduction priority for all benefits. |
Rate source |
Select Custom if the value in the Deduction or Contribution field differs from the value in the Amount or rate field in the Benefits form, or if the option that is selected in the Basis field differs from the option that is selected on the benefit. Otherwise, select Benefit.
This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Basis |
Select the option to use together with the value in the Deduction or Contribution field to determine the amount to deduct or contribute for the benefit. The amount is calculated only in the pay periods determined by the payroll calculation frequency that is assigned to the benefit in the Benefits form. Earnings are included in the calculation only when the earning code for the earnings is listed in the Benefits form for the benefit. Note
|
Deduction |
Enter the value to use together with the value in the Basis field to determine the amount to deduct for the benefit. The amount is calculated only in the pay periods determined by the payroll calculation frequency that is assigned to the benefit in the Benefits form. Earnings are included in the calculation only when the earning code for the earnings is listed in the Benefits form for the benefit. Note
|
Contribution |
Enter the value to use together with the value in the Basis field to determine the amount of the employer contribution for the benefit. The amount is calculated only in the pay periods determined by the payroll calculation frequency that is assigned to the benefit in the Benefits form. Earnings are included in the calculation only when the earning code for the earnings is listed in the Benefits form for the benefit. Note
|
Notes |
If you change the default values for any payroll fields in this form, it is a best practice to enter an explanation in this field. |
Payroll limits
The controls in this table are available only if the Payroll - USA configuration key is selected.
The Payroll limits FastTab may contain a set of payroll limits for contributions, for deductions, or for both, depending on the value in the Payroll impact field in the Benefit elements form.
Fields |
Description |
|---|---|
Limit amount |
Enter the maximum amount that can be deducted from a worker’s pay or contributed by the employer for the selected benefit. If there is no maximum amount, leave this field blank. The default amount for this field is set in the Benefit elements form. |
Limit end |
The last day in the current limit period. This date is determined for you. When the current limit period ends, this field automatically resets to the end of the new limit period. |
Limit period |
Select the period that the deduction or contribution limits apply to. For example, if the Limit amount is 1200.00 and the Limit period is Year, when the cumulative deductions or contributions for the benefit reach 1200.00, no additional amount is deducted or contributed for that benefit for the rest of the year. The limit period is calendar-based. A fiscal calendar is not supported for these limits. The default amount for this field is set in the Benefit elements form. |
Remaining |
The amount that can be deducted or contributed for the benefit in future pay periods before the end of the limit period is reached. Caution The amount is automatically updated during each pay run. The field can also be changed manually. Because no change history is kept, we recommend that you do not change this field unless you are absolutely required to do this. |
Garnishment details
The controls in this table are available only if the Payroll - USA configuration key is selected.
They are not available if the garnishment enhancement hotfix is installed.
The garnishment enhancement hotfix may have been installed automatically if you installed a different hotfix that shares dependencies with the garnishment enhancement hotfix.
If you need more information about any of these fields, contact your legal advisors.
Fields |
Description |
|---|---|
Garnishment type |
Select one of the following options:
Important When a worker has multiple garnishments, the garnishments that have the same type and the same calculation priority are grouped together when the amount to be deducted from the worker’s pay is calculated. Garnishments that have a different garnishment type or a different calculation priority are not included in the multiple garnishment group. In a multiple garnishment group, the garnishment that is first in alphabetical order is considered the first garnishment in the group. The disposable income definition, maximum withholding percent, and multiple garnishment method for the first garnishment are used for all the garnishments in the group. If any of the other garnishments in the group have a different value in any one of these fields, their value is ignored. |
Case number |
The case number or reference number that is assigned by the court. |
Limit method |
Select one of the following options:
|
Disposable income definition Maximum withholding percent |
If the state that issued the garnishment requires any changes to the federal rules for defining the worker’s disposable income, select the disposable income definition for this garnishment, and then enter the maximum withholding percentage that is provided in the court order. Otherwise, leave these fields blank. These fields are available only when the Limit method is Calculate disposable income. |
Alternative limit |
The maximum amount that can be deducted from a single pay statement for the garnishment. This field is available only when the Limit method is Use alternative limit. |
Administrative fee |
If the deduction for the garnishment plus the deduction for the administrative fee exceeds the worker’s disposable income limit, the deduction for the garnishment is reduced by this amount. This guarantees that the total deduction does not exceed the worker’s disposable income limit. This field does not cause the administrative fee to be deducted; it just sets the amount by which to reduce the garnishment deduction. To deduct the administrative fee, you must create a benefit for the administrative fee and assign that benefit to the worker. Caution The amount in this field must be the same as the amount in the Amount or rate field for the administrative fee benefit that you assign to the worker. If the two amounts differ, the amount that is deducted from the worker’s pay for the garnishment could be incorrect. |
Multiple garnishment method |
Select the option to use if the amount of the deduction has to be split among multiple garnishments of the same type. This happens when the combined amount of the deductions exceeds the maximum amount that is allowed for garnishments of that type:
Important If the court order doesn’t specify which method to use, check with your legal advisors for clarification. Typically, if the orders have the same type but are from different states, the laws in the state where the employee works apply. For example, a worker who is located in Washington has three support orders — two from California and one from Idaho. The rules for Washington apply to all three orders. If the worker in Washington had two support orders from California and a creditor garnishment from Idaho, the support orders would use the California rules and the creditor garnishment would use the Idaho rules. |
Tax levy details
The controls in this table are available only if the Payroll - USA configuration key is selected.
They are not available if the garnishment enhancement hotfix is installed.
The garnishment enhancement hotfix may have been installed automatically if you installed a different hotfix that shares dependencies with the garnishment enhancement hotfix.
If you need more information about any of these fields, contact your legal advisors.
Fields |
Description |
|---|---|
Tax levy type |
Select one of the following options:
Important If a worker has multiple state or local tax levies, select Use alternative limit in the Limit method field. A worker should not have more than one federal tax levy. |
Case number |
The case number or reference number that is assigned by the court. |
Limit method |
Select one of the following options:
|
Income exempt from levy |
The amount of the worker’s income that is exempt from the tax levy, based on IRS publication 1494 and applicable state requirements. For most states, this field is 0.00. For more information, contact your legal advisors. |
Alternative limit |
The maximum amount that can be deducted from a single pay statement for the tax levy. This amount should be provided by your legal advisors. This field is available only when the Limit method is Use alternative limit. |
Administrative fee |
If the deduction for the tax levy plus the deduction for the administrative fee exceeds the worker’s disposable income limit, the deduction for the tax levy is reduced by this amount. This guarantees that the total deduction does not exceed the worker’s disposable income limit. This field does not cause the administrative fee to be deducted; it just sets the amount by which to reduce the tax levy deduction. To deduct the administrative fee, you must create a benefit for the administrative fee, and assign that benefit to the worker. Caution The amount in this field must be the same as the amount in the Amount or rate field for the administrative fee benefit that you assign to the worker. If the two amounts differ, the amount that is deducted from the worker’s pay for the tax levy could be incorrect. |
Multiple garnishment method |
Select First in, unless your legal advisors direct you to select a different option. Tax levies are typically satisfied in the order in which they are received. |
Garnishment and tax levy details
The controls in the following table are available only if the Payroll - USA configuration key is selected and the garnishment enhancement hotfix is installed.
The garnishment enhancement hotfix may have been installed automatically if you installed a different hotfix that shares dependencies with the garnishment enhancement hotfix.
If you need more information about any of these fields, contact your legal advisors.
In this section, the word garnishment implies both garnishments and tax levies, unless otherwise specified.
Fields |
Description |
|---|---|
Type |
Select one of the following garnishment types:
All garnishments that have the same type use the same rules to calculate the required deductions. For more information, see Garnishment and tax levy rules (form). The Combined garnishments type is used when the final garnishment deductions are calculated. Do not select this type when you enroll a worker in a garnishment benefit. Instead, set up this type in the Garnishment and tax levy rules form when a user is enrolled in more than one garnishment. |
Case number |
The case number or reference number that is assigned by the court. |
State |
The state that a tax levy is from. This field is available only for state and local tax levies. It is not available for any other garnishment type. |
Administrative fee |
The amount of the administrative fee for this garnishment. For all garnishment types except support orders, this amount is just for your information. This amount does not change the amount of the deduction for the garnishment. It is not deducted from the worker’s pay or charged to the creditor. To deduct the administrative fee from the worker’s pay, you must create a benefit for the administrative fee, and then enroll the worker in that benefit. The amount that is deducted for the fee is determined by the benefit, not by the amount in this field. For support orders only, the amount that you enter in this field might reduce the amount of the deduction for the garnishment. If the amount in this field plus the deduction for the garnishment is more than the worker’s disposable income limit, the deduction is reduced by the amount in this field. For more information about administrative fees, see Garnishments, tax levies, and administrative fees. |
See also
Garnishment and tax levy rules (form)
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