Prefer a visual tour to learn more about this feature?
Click the link to check out the Employee Navigator University Class Structure course*
*You will need to be registered in our EN University to access the course. If you haven't already registered, please check out our EN University article to learn how to register.
How to Add a Class:
- Go to the Settings tab> Class Structure
- Choose Edit on the Default to either update the name to match your company classifications and to verify the correct payroll frequency.
- Choose Add a Class if you need more than 1 class.
- Enter a name for your class (ex: Executive, administrative)
- Choose the Payroll frequency. This is how we will calculate the per pay costs for an employee who is enrolled in benefits. However, if you are going to set up payroll groups, the per pay calculations will be based off of those settings.
- Keep it simple if at all possible.
- Do not use class to differentiate between Full-time and Variable Hour/Part-time for ACA eligibility. See additional ACA article on classifying employees.
Customizing the Employee Experience: The rules engine is simple in its application and powerful when combined with the plan set-up and document library. It allows benefits, documents, eligibility and costs to be assigned by “classes” of employees. For example, if you owned a pizza stand at a resort, you may want to offer health insurance to your year-round employees and not to your seasonal staff. You may also want to charge the office staff and the restaurant staff different amounts for the health insurance. Furthermore, you may to distribute the state alcohol guidelines brochure to the waiters and bussing staff. This can all be accomplished by creating one health plan and making the employee elements drive the plan operation. All you need is the data to drive the engine.
The Rules Engine Needs Employee Data: The rules engine combines data in the employee record with the rule and then “calculates” or runs the rule. Think of the rules engine as a simple mathematical equation, all of the values need to be present in order for it to function properly. If you do not include one of the rule elements in the employee record, the rule will not “work” for the employee. So, if you wanted to make the health plan eligibility rule work, you would need to categorize each employee as either a year-round or seasonal. If you did not want to assign all of the classes to all of the employees, you could just assign each employee in the year-round division since they are the only ones eligible for the benefit. Companies that do not have benefit variations must use the “all employees” class to make the benefit calculation work, and you still need assign each employee to the “all employees” class.
Rules Engine Data Elements: The basic rules engine elements are: class, department, division and office. When you add one of these elements to BOTH the “company class structure” and the employee record, the rules engine works. Using the example above, you would need to create 2 classes of employees (year-round and seasonal) to make the health plan work, two divisions (office staff and restaurant staff) to make the contribution variations and multiple departments (wait staff, bus staff, cooks, etc.) to show different documents in the document library. By assigning employees to each of these groups, the rules calculation will function properly.
Basic Rule Triggers
- Is the employee eligible for the plan?
- What is the entry date? (Date of hire)
- What is the waiting period? (30, 90, etc. days)
- When do the benefits end?
- Are Employee contributions the same for everyone?
- Is the Life insurance benefit the same for everyone?
- Who should see the Document?
- Are there Age Banded rates?
Advanced Rules: Within the system, you can also configure customizable sets of employee data to create dynamic classes. For example, if you needed to provide seasonal employees in NY with a special state notification, you could create dynamic class of employees who are both seasonal employees and live in New York and use this rule when loading the state notification document. Dynamic classes can also be based on single elements such as exempt or non-exempt employees.
Dynamic Class: These are used to create rules based on multiple data elements such as employees in “Division 1” who reside in State “A” as well as creating age banded rates. For more information on this type of configuration, see Configuring Rules for Dynamic Classes.
Benefit Variations: The most common use of the rules engine allows you to make certain employees eligible, or ineligible, for benefits; however, it can also be used to create benefits for classes. You could set-up a life insurance benefit of $25,000 for the cooks and $50,000 for the owners. The advanced rules can also be used for to identify smoker cost variations, age based benefits, etc. The only limitation to the rules engine is your ability to gather and assign employee data elements.
By default, HR Users will have access to all class structures. To limit HR User access to select Classes, click Update in the Access Control column next to the class and select the HR User(s) who should only have access to those classes.
If an HR user only has access to certain classes, then they will not be able to access the ACA tab. We are not able to support the ACA tab with limited class access because company data will not be accurately reflected.
Can I delete classes?
No, you can't delete classes. You can inactivate classes you don't want to use by clicking 'edit' next to the specific class and uncheck the box next to Active.