HOW TO SYNC EXISTING COVERAGES
The Colonial Life Operations Sync is a 2 - step process:
Send Census - This step is no longer required as of 10/30/2017. Existing users will notice the option has been removed from the Colonial Operations Sync page.
1. Process an enrollment refresh and import of existing Colonial Coverages - Occurs outside of Employee Navigator
2. Import Existing Coverages back into Employee Navigator
The sync should be used upon first implementation of an account WITH Existing Coverages as well as on a monthly basis to ensure that Employee Navigator and Harmony are kept in sync. The monthly maintenance schedule should be established by you and your Colonial Life rep and is often driven by the client's specific billing cycle.
*NOTE! If you will be syncing existing Colonial enrollments, you must sync the data PRIOR TO activating Open Enrollment. Colonial sync is deactivated once an Open Enrollment season is activated.
Refresh / Import Existing Colonial Coverages - Occurs outside of Employee Navigator
Step 1 of 2. In order to get updated existing coverages to load in Employee Navigator, the Colonial Life coordinator on the account needs to perform a Import of Existing Colonial Benefits each time the account is refreshed in Harmony. This step should be completed in Harmony prior to step 2.
Import from Colonial
Step 2. Once step 1 is completed by the Colonial Life Account Coordinator, "Import from Colonial" should be selected in the respective company on EN. Please note that this step does not update demographic information tied enrolled employees and/or dependents. It only updates the existing coverages so the employee can see them during the enrollment flow or in their benefit summary. This sync will also update the Payroll Deduction report appropriately
Once this process is complete, you will want to review the Sync Request Logs to troubleshoot any issues that may have arisen during the Sync process.
What is the "Disparities" drop-down?
In simple terms, the disparities is when we are choosing to not update any elections that were made in the last 7 days, 14 days, 30 days, etc. with the existing coverage file. When selecting a number of days for disparity you are choosing not to make changes from this date back the number selected. This is done to prevent recent applications that may of not had time to be processed at Colonial Life from being removed in Employee Navigator with the import. The suggested disparity selection is 30 days but you may increase or decrease based on the circumstances of the account. Please consult with your Colonial life coordinator to confirm if there is risk that business has not had sufficient amount of time to process.
The purpose of this file is to simplify the process by which you send employment terminations over to Colonial. Employee Navigator recommends running the Termination File for a specific month (Aug 1 - Aug 31) and securely sending that excel file to your Colonial rep for processing. You could also consider giving your Colonial rep admin access so they can log-in and perform this step monthly on your behalf.
1. Once you import from Colonial, review the oldest policy start date and build your company payroll calendars back to that calendar year. Doing so will ensure that the payroll deduction calculations are correct.
2. Employee Navigator has added functionality that will look to see if EN OE site = active, if yes, the "Import from Colonial" button in the Colonial Sync process will be deactivated. The reason we changed this functionality was because if you synced during OE, the current existing coverages would actually get pushed into an "open" status rather than a "current" status.