Previous > Searching for and Adding Employees
To add a new employee select Actions > Add Employee in the Employees page.
The TYPE of employee selected does not affect eligibility in EaseCentral, it's for ACA purposes only. If hours are not entered for employees, the ACA tool will use the employee TYPE when calculating the number of Full-Time employees, and when generating 1094-C and 1095-C forms and form outputs.
LOCATION can be used to determine plan eligibility.
Below are the recommended fields when adding or importing employees into EaseCentral. For additional information about each field please read further for more detailed information about each field.
- SSN, if known
- Birth Date, for rate purposes
- Address, if known
- HR Manager
- EID, We recommend updating this to the employee's SSN
- Type, Required for ACA eligibility tracking purposes. Hours entered in to the ACA module will be calculated for Variable-Hour, Part-Time and Seasonal employees
- Any additional company organization groups that are used like Job Class, Division, etc.
- Hire Date, for benefit effective date purposes for new hires
- Scheduled Hours, this will be required if the plans are set up a minimum Scheduled Hours eligibility rule
- Pay Cycle, to show the appropriate per-pay period deductions
- Compensation, may be used for salary-based benefit calculations or for ACA affordability calculations
- Compensation Type, may be required for ACA eligibility tracking
- Email, to notify employees of their login information
For groups using ACA small-group rates, the BIRTH DATE will be used to calculate the rate for all family members.
Certain fields, like SSN, BIRTH DATE, and ADDRESS must be completed by a broker, company administrator, or employee in EaseCentral before the employee can complete their enrollment. If SSN is not entered, employees will be required complete it.
MANAGER and HR MANAGER will be used for reporting and organization chart purposes if companies are using Advanced HR features.
EID will be used to identify the employee for importing purposes. The system will assign an EID but this can be edited to match an employee's SSN or payroll ID #.
If company Organization Types are set up in the Company > Profile page, LOCATION, DIVISION, DEPARTMENT, JOB TITLE, and/or JOB CLASS can be assigned to employees. Any combination of these types can be used to enforce plan eligibility rules.
HIRE DATE is used to determine an employee's new hire enrollment waiting period.
SCHEDULED HOURS PER WEEK can determine plan eligibility. If any plan includes a minimum SCHEDULED HOURS for eligibility purposes, the SCHEDULED HOURS PER WEEK entered into an employee's Employment profile will be used to determine eligibility. If the employee has a Variable-Hour Employee TYPE on their Profile > Employment page the SCHEDULED HOURS PER WEEK field will be automatically be calculated based on the average hours entered in the ACA > Employees page for the prior measurement period.
Note: If SCHEDULED HOURS PER WEEK are updated for a full-time, benefit-eligible employee to make them part-time and not benefit-eligible, please make sure to terminate any enrollments in the Employees > Benefits page prior to updating SCHEDULED HOURS PER WEEK so this update formally terminates all appropriate employee enrollments and documents in the change in the Reports > Manage Changes reports page.
The number of REMAINING PAY PERIODS entered is used to calculate an employee's per pay period contribution for plans that use annual elections like FSA Health Care, FSA Dependent Care, and Health Savings Account type plans. EaseCentral will take the annual amount elected and divide it by the REMAINING PAY PERIODS entered in this field. If a Pay Schedule is entered on the Company > Profile > Pay Schedules page this field will not be available. EaseCentral will take the annual amount elected and divide it by the amount of pay periods remaining in the year according to the Pay Schedule.
Compensation is used for reporting and to calculate coverage amount for salary-based benefits. Compensation should be entered annually if the COMPENSATION TYPE is selected as Salary and as an hourly amount if the COMPENSATION TYPE is selected as Hourly. A START DATE or effective date of the salary will always be required. If the employee has a salary change, and END DATE should be added to the previous salary by selecting Edit. Then the new compensation should be added by choosing Add Compensation.
The PAY CYCLE selected will be used to calculate the per pay period contribution displayed to employees when they elect coverage.
For companies using the Onboarding feature the employee's ONBOARDING STATUS will display whether the employee has completed the onboarding requirements. If the employee needs to re-enter their onboarding information the Reset option can be used so the next time the employee logs in they will be prompted to complete onboarding steps.
The NEW HIRE ENROLLMENT STATUS option will display whether the employee completed their new hire enrollment requirements. If the employee needs to re-enter their new hire enrollments, the Reset option can be used so the next time the employee logs in they will be prompted to complete their new hire enrollment requirements.
ENROLLMENT STATUS identifies whether an employee has not started, is in progress or has completed their enrollment based on the Progress Report settings on the Benefits page.
BENEFIT COST FACTOR can be entered if the total rate or employer's contribution can be calculated based on a percentage or factor of the total rate or employer contribution. This field can be used if an employer's contribution varies based on an employee's FTE status or if the total rate varies based on a plan RAF factor.
If an employee's benefit effective date should be different than the effective date calculated by new hire waiting period, the actual benefit effective date should be used in the BENEFIT ELIGIBLE DATE field. The BENEFIT ELIGIBLE DATE would be used in circumstances when employee statuses change from part-time to full-time or when an effective date override needs to occur.
If an employee's benefit effective date should be different than the effective date calculated by new hire waiting period, the actual benefit effective date should be used in the BENEFIT > BENEFIT ELIGIBLE DATE field. The BENEFIT ELIGIBLE DATE would be used in circumstances when employee statuses change from part-time to full-time or when an effective date override needs to occur.
UNLOCK ENROLLMENT DATE is used only if a company wants to lock down the site to employees who are not enrolling as a new hire or during open enrollment. Employees will not be able to make election changes due to a qualifying event on or after the date entered. Employee access can also be locked or unlocked for each employee on a mass basis by configuring the settings on the Plans > ACTIONS > Open/Lock Enrollment Dates page.
Employee's Previous Coverage would be typically entered by the employee and accessed here.
Employee or family member Medicare Coverage elections would also also entered by employees and accessed here.
Guarantee Issue Amounts are enforced based on plan rules, however if Guarantee Issue Amounts vary based on an employee's previous election status or separate open enrollment rules the specific Guarantee Issue amount that applies to an employee at a point in time can be entered. For example, if the employee enrolled under Guarantee Issue as a new hires, and they are allowed to elect an additional $10,000 during open enrollment, the additional allowed amount can be entered into the Guarantee Issue Amounts field.
Voluntary Worksite benefits like Critical Illness plans may calculate employees’ costs based on their age at the time they initially enroll and that cost does not change as the employee ages. If the plan uses the Original Effective Date option to calculate rates, employees enrolled will need to have their Original Effective Date entered in their Profile > Coverage page for the appropriate Plan Type. The plan will then always use the employee’s age as of this Original Effective Date going forward. If normal waiting period rules doesn't apply this field should be left blank.
EMAIL addresses are used for login purposes and will serve as the employee's username.
If an employee does not have an email address, a USERNAME can be entered for the employee. The username must be unique for each employee within a company. MOBILE PHONE should be entered for the employee if he/she has a mobile phone number. Employees can log into EaseCentral by using their mobile phone number by clicking Log in with mobile phone. After entering in their mobile number they will receive an access code and will complete the login process by entering their code. If employees have forgotten their login information, they can receive login instructions by clicking I'm unable to log in on the login page and entering their email address.
For employees who do not have an email address or a mobile phone number, a password can be automatically generated using the Reset Password option. The password will display and should be noted and communicated to the employee in a secure manner. Note: If an employee already has their password and is logged in they will be disconnected from the current session and will need to log in.
The LAST LOGIN date will be tracked for each employee and display.
Demographic and work related changes will be stored in the History > Employee History section. This information can be edited for ACA historical reporting purposes. As an example, if an employee went from Full-Time to Part-Time this change can be manually added or edited in this page. New history can be added in the Actions menu.
Election History will also be stored in this page. Enrollment History can be added and edited in this page for ACA purposes as well to accurately reflect when employees enroll or terminate coverage.
Only changes manually added in this section can be edited or deleted. System generated history will remain view only.
Notes can be added for each employee and accessible by any administrator of the company portal.
If an employee is a Company Administrator and should have access to add, edit, or view employee and enrollment information, please contact your broker who can assign Company Administrator access.
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