Benefit Record Number – Updates starting today, 10/26/16

posted Oct 26, 2016, 2:53 PM by Peyri Herrera
For HR, Benefits, and Payroll staff at Preliminary, Group 1 and Group 2 Districts only

From MITI: Currently, there is an effort underway in MITI to programmatically change the Benefit Record Numbers on employees who are in Preliminary, Group 1 and Group 2 districts, so that the Benefit Record Number changes from 0 (zero) to whatever the district number is. This change will only go into effect for employees who work in a Preliminary, Group 1 or Group 2 district, and who do not work in another district. This will bring the HR and Benefits data in line with the rest of the system, and it will go a long way in preventing future issues with benefit enrollments and payroll errors.

In order to do this, MITI must address a number of items. One of those items is open Ben Admin events. Late last week, Preliminary, Group 1 and Group 2 districts were contacted by MITI regarding their respective open events. This was done as a means to give the districts a chance to address any open hire or termination events. When the process is run to change the Benefit Record Numbers, any open events for the impacted employees will no longer be available for processing. It is important to remember that, once this change is put into effect, any events that are generated after that point, either manually or through Job Data changes, will function normally.

If you encounter a situation where an employee needs to be enrolled in benefits, and a hire (HIR) event is not available, please use a manual administrative (ADM) event to complete the enrollments. The date logic that your district has in place will still apply.

If you encounter a situation where an employee needs to be terminated, and a termination (TER) event is not available, you can now create a manual TER event. All the steps to create a manual event apply, except that the BAS Action will be TER. The date logic that applies to a TER event created from Job Data will also apply to a manual TER event, so please be aware of the Event Date that is entered on the BAS Activity Table. (For districts that have variations on termination events, such as June Terminations (TRJ), those will not be made available as manual events.)

Here are a few other important notes:
  • Employees who have jobs in Preliminary, Group 1 and Group 2 districts, and who also have jobs in another district/other districts, will not be impacted by this change. Employees who are in this category will be addressed manually by MITI. 
  • If you have already created a manual paysheet for an impacted employee for the November off-cycle payroll, MITI will reach out to you with further instructions for what to do. 
You will be notified again as to when the Benefit Record Number change will take place for your district.