The Unum Sync is a 2-way operational process whereby EN & Unum are kept in sync. There are 2 types of files that are transmitted back & forth and because this is not a fully automated process, it is the licensee's responsibility to establish the Sync connection and frequency. Our recommendation would be to establish a process during the Implementation Process and the following frequencies are our best practice recommendations:
1) Employment termination file - at minimum, this file should sent to Unum on a monthly basis
2) Existing coverage file -
- If there is existing coverages at time of implementation - a sync file should be requested to pre-load these enrollments
- Ongoing sync file should be imported into EN at minimum on a monthly basis
- Before activating Open Enrollment
1. Outbound employment termination file sent to Unum
This file is often referred to as a Termination file. EN identified that the core requirement was to notify Unum of employment terminations so the policy could be converted to direct bill or terminated. Please remember that failure to process timely termination files could result in terminated policies still being on billing statements and EN and Unum enrollment data being out of sync.
A termination file can be generated from the Third Party Apps "General Operations" page (Benefits>Third Party Apps> General Operations). Access detailed instructions are available in our Processing Terminations with the Unum Link App article.
2. Inbound Existing Coverages Sync file - FROM Unum
Support for this file was added in October 2016. This file is often referred to as a Full Existing Coverage Sync file and may be requested from the group’s UNUM Implementation specialist upon first implementation of an account WITH existing coverages as well as on monthly basis to ensure that Employee Navigator and plane.biz are kept in sync.
Once received, the enrollment file may be uploaded directly into the respective company on EN via the “Import Employees and Enrollments” link available on the company home page (aka EN's standard import tool). For more information on Importing UNUM enrollments, please refer to Import Options. Failing to sync prior to an enrollment may result in enrollment errors as well as inaccurate enrollment records on both EN and plane.biz
**Please note that the Unum Sync is ONLY supported if it is managed by the licensee. EN does not manage these files on behalf of our licensees, we only provide a tool and guidance to manage this process.
Importing Inbound Sync File Instructions
Use the Thirdparty Group Enrollments Template to import Group Accident (GAcc), Enhanced Group Critical Illness (EGCI), and Group Hospital Indemnity (GHI) enrollments.
Use the Thirdparty Individual Only Enrollments Template to import Individual Short-Term Disability (ISTD) and Whole Life (WL) enrollments.
What are you importing? Set to Third Party Enrollments
What type of enrollment? Set to Collective when importing Group Accident (GAcc), Group Critical Illness, and Group Hospital Indemnity (GHI). You should choose Individual when importing Individual Short-Term Disability (ISTD) or Whole Life (WL). Please note that Collective & Individual are 2 different templates so you should separate if you have both types of plans offered.
Carrier should always be set to Unum
1. Ending Coverage - If you need to end coverage for an active employee, use the Collective or Individual template with full enrollment details with the "End Coverage Date" column populated. When importing the file, on the Options page, be sure to select "Third Party Enrollments" from the drop-down for the question "What are you importing?". Please note you can not combine Collective & Individual on 1 report when ending coverage - they still must be imported separately as they have 2 different back-end processing types.
2. Import Order matters - The import file must list the Employee first, followed by the spouse (if applicable) and then children (if applicable). Files that do not adhere to this order may see dependent lines skipped upon import. You will not see an error message if a dependent enrollment is skipped. Unum does not always provide Sync files in the required order, so the licensee may need to sort the file before import.
3. Update Payroll Calendars as necessary - Once receive your existing coverage file from Unum, 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. Please remember, Third Party Apps do not support the "Customize Deduction Date" tool.
4. The carrier is the system of record for 3rd Party App enrollments - all benefit effective dates, end dates, benefit amounts and deductions are calculated at the carrier and then passed to EN to store on the employee record. If a sync file contains enrollment details which differs from that on EN, EN will replace the existing enrollment record with the information on the sync file. ** The Broker/Reseller should process periodic termination files on an ongoing basis to ensure that UNUM is aware of all terminated policies initiated on EN and accounts the termination updates when processing a full sync file. If not, an ee’s terminated coverage could possibly be reverted to an active status once a sync file is imported.
4. Updating Individual Dependent Only Enrollments – A licensee can create a new dependent only enrollment in an individual product by including a line for the dependent on the import file. However, in order to update or change an existing dependent only individual enrollment we must always include a row for the Employee on the import file.
Example 1: Employee is not enrolled in Whole Life. Dependent has a Whole Life enrollment with a $5,000 benefit that already exists in Employee Navigator. The broker needs to update the dependent benefit amount to $10,000. The import file must include a zero dollar Employee line like we see below.
When choosing an Employee effective date please use their associated dependents earliest enrollment start date. This may not always be the same as the start date of the dependent enrollment you are updating. If we had two Whole Life child enrollments, one enrollment with a 1/1/2017 start date and one enrollment with a 6/1/2017 start date, we would use 1/1/2017 as the Employee effective date even if we were updating the 6/1/2017 child enrollment.
Example 2: Employee and dependent are both enrolled in Whole Life and we need to update the cost of the dependent enrollment only. The import file must include the Employee but we will use the true Employee enrollment data (including start date) like we see below.
Failure to include an Employee line when updating an existing dependent individual enrollment will result in a duplicate dependent enrollment and incorrect deduction amounts on payroll deduction reports