Creating a New Life Event

You can create a new life event workflow code, modify a predefined code, or modify a code that you created.

After you save the life event workflow code, the Code is read-only and you cannot modify it. If you are editing a predefined life event code, you cannot change the value in the Code field.

To create a life event workflow code:

1. Click (Back Office).
2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens.
3. Select the Codes tab and click Add Life Event. The Add Life Event form opens.
For this option Define this information

Life Event Name

The name of the life event workflow code. Required

Code

The code for the life event workflow. Required

To modify a life event workflow code:

• Select the life event and click Edit in the Action column.

To remove a life event workflow code:

• Select the life event and click Remove in the Action column.

Specifying General Settings

To specify general settings for the workflow, use the General tab in the Add Life Event form. For example, you can specify the required documents, effective date, and the window length for the enrollment.

• In the Add Life Event form, select the General tab.
For this option Define this information

Doc Required

Whether supporting documents are required for the life event. For example, if the life event code is for the birth or adoption of a child, the employee might need to upload a birth certificate or adoption papers during the life event enrollment.

If you select Yes, the Specify Document(s) list displays. Document options that display in the list are set up in the Enrollment Options form.

Select the document to use and click . The document name displays below the list. You can specify as many documents as necessary. You can click to delete a selection.
Window Length

The number of days from the Effective Date during which an employee can complete the life event enrollment.

Days to Notify

The number of days from the date of the life event itself that the employee must notify the employer of the life event to be eligible for the life event enrollment.

Initiated By

Who can initiate or assign the life event (Sponsor/Client, Employee, Either).

If you select Sponsor/Client, an administrator assigns the life event in the Life Event form only.

If you select Employee or Either, you must also set up the components the employee can access in EP in the Employee Portal Components tab.

• If you select Employee, the employee assigns the life event in EP only.
• If you select Either, an administrator can assign the life event in the Life Event form or the employee can assign it in EP.

Source of Effective Date

How the system determines the effective date for the life event when coverage changes (Date Notified, Life Event Date, Use Benefit Rule).

• Coverage for the employee might be affected by the rules in the benefit plan itself. For example, if a selected benefit plan does not allow mid-month enrollment, coverage might be delayed, even if you specify Life Event Date.
• If a benefit rule should determine the effective date for the life event, you must set up the benefit rule for the clients.

When Use Benefit Rule is selected in this field, the Eligibility Date Used From Override field displays. This field can be used a selected date in place of the benefit rule's eligibility date.

ACA Workflow

Optional. Select this option to indicate that this life event is used for an ACA workflow.

Calculate End Date from Life Event

Optional. Select this option to calculate the end date for coverage from the date of the life event.

Override Offer Type Rules by Payee ID

Optional. This option only displays if Use Benefit Rule is selected in the Source of Effective Date field. When the option is selected, eligibility is overridden from benefit rules or group benefit plans at the Offer Type level for selected Payees. Select which date is used in the Eligibility Date Used From Override field.

Selecting Offer Type Rules

To select and view the offer types included in the life events workflow, use the OFFER TYPE RULES tab. You can also view what the employee can do during the enrollment in the Actions Allowed panel. The actions vary depending on the offer type.

To view offer rules:

1. In the Add Life Event form, select the Offer Rules tab.
2. Under Codes Assigned, select an assigned code.
3. Select the OFFER TYPE RULES tab.
4. Select an Offer Type. The offer type displays below the list, and the offer type's settings display in the Actions Allowed panel. These settings show the enrollment options that are allowed for the employee for the offer type in the life event enrollment.

Selecting Forms

To select the Welcome, Summary, and Confirmation forms to use in the life event workflow, use the Process tab in the Add Life Event form.

The forms you select in the Welcome, Summary, and Confirmation lists override the forms that are set up in the benefit enrollment workflow that is being used as the basis for the life event workflow. For example, if you do not select a Welcome form, no welcome form displays in the life event workflow, even if one is set up in the original benefit enrollment workflow.

To select the forms to use in the workflow:

1. In the Add Life Event form, select the Process tab.
2. Select the Welcome form to use. This form is optional.
3. Select the benefit Summary form to use. This form works in conjunction with the Confirmation form and is required.
4. Select the Confirmation form to use. This form is required.
5. If needed, select Approve every employee enrollment for this Life Event. To use this option, you must set up a global approvals policy. .

Selecting Notifications

To select the notifications to use for the life event workflow, use the Notifications tab in the Add Life Event form.

The notifications you select override the notifications that are set up in the benefit enrollment workflow that is being used as the basis for the life event workflow. If you do not enable a notification for the life event workflow in this tab, it is not sent, even if it is set up in the original benefit plan workflow.

You must set up notifications before they can be assigned to a life event workflow. The notification's template must have the Workflow Type Life Event selected, and must be set up with recipients to display in the table and be available for life events.

To select notifications:

1. In the Add Life Event form, select the Notifications tab.
2. In the Enabled column, select each notification to use for the life event workflow. You can select as many as needed.
Option Description
Notification Template The name of the notification template.
Type The Trigger Type specified in the notification template.
Condition The Trigger Condition specified in the notification template.
Days

If the Type is Time-based, the number of days applied to the Trigger Condition in the notification template displays. Otherwise, the table displays N/A.
Recipients The Notification ID for the notification recipient record attached to the notification.

Selecting Clients for Notifications

To apply notifications to clients, use the Client List tab in the Add Life Event form.

To make notifications available to clients:

1. In the Add Life Event form, select the Client List tab.
For this option Define this information
Apply to All Clients

Whether the life event available in the Life Event form is available to all clients at the system level.

Apply to Selected Client(s)

Whether the life event is available to a specific client or a selected list of clients. If selected, the client selection settings display.

Select a client from the Available Clients panel and use the arrows to move it to the Selected Client(s) panel. You can add as many clients as needed. Selected clients can access the life event in the Life Event form.

You can use the Search box to search for a specific client.
Override Existing Code

Whether the life event code is meant to replace an existing code. For example, you might create an alternate Birth life event code with different settings that are intended for a specific client. In such a case, select Override Existing Code and select the existing Birth code to override for the client selected from the list.

2. Click Create Code to save the life event. The life event displays in the table and is available for administrators to select when initiating a life event record in the Life Event form.

Initiating a Life Event in the Employee Portal

If you want the employee to be able to initiate the life event in EP, select the components the employee can access in the Employee Portal Components tab in the Add Life Event form.

Note:  The Initiated By option in the General tab must be set to either Employee or Either for the life event available in EP.

You can add as many components as needed and use Search to find a specific component in the list. The available components are:

• Address
• Contact Info
• Direct Deposit
• Emergency Contacts
• Personal Info
• Tax Withholding

To enable employees to initiate a life event in the employee portal:

• Select the components to include from the Available Components panel and use the arrows to move them to the Selected Components panel.

Editing a Workflow Code

After you create and save a life event workflow code it displays in the table, where you can click Edit to modify it.

The Audit tab displays in the Edit Life Event form if you edit the workflow code. This tab displays any changes that were made.