Insurance coverage

Security

The Affordable Care Act mandates that employers who provide a self-insured health plan must report the covered employee as well as any spouse or dependents also covered by the plan. Insurance coverage records let you record this required information for self-insured plans.

Before you can add a spouse or dependent on an insurance coverage record, the person must first be set up as an employee contact. This makes the person available for selection in the Covered Family Members table. For each family member covered, either a Social Security number or date of birth is required.

Create an insurance coverage record

In the Navigation pane, highlight the Payroll/Human Resources > Employees > Records > Insurance Coverage folder.
Click . The New Insurance Coverage window opens.
Select the Employee the insurance coverage applies to.
Enter a Description of the insurance coverage.
Enter the date the insurance coverage Begins and the date coverage Ends.
If the plan associated with the insurance coverage is a self-insured plan, mark the Self-Insured checkbox.
The Employee Covered checkbox is marked by default. If the employee is not covered by the plan but the employee's family members are covered, clear the checkbox.
If the insurance coverage is COBRA coverage due to termination or a change from full-time to part-time status, mark the COBRA checkbox.
If you marked the Self-Insured checkbox and the employee has family members who are included in the coverage, use the Covered Family Members table to list those covered. For each covered family member, enter the following:
1. In the Family Member column, select the contact record of the covered family member.
2. In the Coverage Begin column, enter the date that insurance coverage for the family member begins. Leave this field blank to use the same coverage begin date as the employee. If you leave the field blank and the employee's coverage begin date changes, the change is applied to the dependent's coverage begin date as well.
  Note
  You can enter multiple coverage dates for the same dependent on a single insurance coverage record. This handles the case when a dependent may have been removed from coverage temporarily and then reinstated within the employee coverage period. Coverage dates cannot overlap.
3. In the Coverage End column, enter the date that insurance coverage for the family member ends. Leave this field blank to use the same coverage end date as the employee. If you leave the field blank and the employee's coverage end date changes, the change is applied to the dependent's coverage end date as well.
  Note
  You can enter multiple coverage dates for the same dependent on a single insurance coverage record. This handles the case when a dependent may have been removed from coverage temporarily and then reinstated within the employee coverage period. Coverage dates cannot overlap.
Save your changes.

Insurance Coverage Record ID

Record #

The system-generated record number for the insurance coverage record. The number is generated when the record is initially saved.

Employee

The employee the insurance coverage record is associated with.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Description

A description of the insurance coverage record.

Begins

The date the employee's insurance coverage begins.

Ends

The date the employee's insurance coverage ends.

Self-Insured

If this checkbox is marked, indicates the coverage is for a self-insured plan.

Employee Covered

If this checkbox is marked, indicates the employee is covered by the insurance.

COBRA

If this checkbox is marked, indicates the coverage represents COBRA coverage.

Covered Family Members table

Use this table to list the employee's family members who are included in the insurance coverage. You will need a contact record for each family member.

Family Member

The contact record for the covered family member.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Relationship

Displays the family member's relationship to the employee from the contact record.

Birth Date

Displays the family member's date of birth from the contact record.

Coverage Begin

The date that insurance coverage for the family member begins. Leave this field blank to use the same coverage begin date as the employee. If you leave the field blank and the employee's coverage begin date changes, the change is applied to the dependent's coverage begin date as well.

Note

You can enter multiple coverage dates for the same dependent on a single insurance coverage record. This handles the case when a dependent may have been removed from coverage temporarily and then reinstated within the employee coverage period. Coverage dates cannot overlap.

Coverage End

The date that insurance coverage for the family member ends. Leave this field blank to use the same coverage end date as the employee. If you leave the field blank and the employee's coverage end date changes, the change is applied to the dependent's coverage end date as well.

Note

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes for the selected insurance coverage record.

Double-click a row in the pane to drill down to its record in the Note window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Human Resources\Import HR Insurance Coverage.xls

Common accesses available on insurance coverage records

Access	A user with this access can...
Change	Use the mass change action on insurance coverage records.
Custom Fields	Create and edit custom fields for insurance coverage records.
Data	Have read-only access to insurance coverage records from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete insurance coverage records.
Edit	Edit insurance coverage records.
Export	Export insurance coverage records from ActivityHD.
Import	Import insurance coverage records into ActivityHD.
New	Create new insurance coverage records.
Read	Have read-only access to insurance coverage records.
Report	Run reports with insurance coverage record information.
Report Designs	Create and edit report designs with insurance coverage record information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to insurance coverage records.
Shared Filters	Create and edit shared filters on insurance coverage records.
Visible	View the Insurance Coverage folder in the Navigation pane.

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