Updating an Employee's Benefits Class

A step-by-step guide and best practices on how to update an employee's benefits class.

 OVERVIEW

Class can be updated in two different places - and is dependent on if you've applied our Org Units and Allocations enhancement to your Namely site or not. 

  • Update in HRIS if you've applied the enhancement.

  • Update in Namely Payroll if you have not yet applied this enhancement.

In both instances, you may want to process an Administrator Change to ensure the employee is offered the proper benefit rates for their employee class, after they're assigned to their new class.
 

UPDATING CLASS IN HRIS

Refer to this video: Add Class to Individual Employees (vimeo.com)

  1. Go to the employee's profile >  Manage (next to the Class field) > Add Record.  

  2. Enter a Start Date and select a Class.

  • If the new class assignment makes the employee eligible for benefits, select whether the waiting period should be based on the class’ effective start date instead of the employee’s hire date.

  • If the new class assignment makes the employee ineligible for benefits, select whether existing plans should be terminated.

  1. Click Save.   

Important Notes on Class Updates and Assignments in HRIS:

  • An employee can only have one active class per subsidiary assigned to them at a time.

  • Classes can have start dates that are backdated or future-dated.

    • If a new assignment is future-dated, any current active assignments will be automatically end-dated to prevent overlapping class assignments.

  • Back-dated assignments can’t be saved without an end-date to prevent overlapping with the current assignment.

  • You can have gaps in class assignments—for example, one assignment ending on December 1 and the next one beginning on February 1; however, If gaps are present, the class’ corresponding demographic record in Payroll will be marked as Incomplete.                                     

  • An Incomplete class record will result in the employee receiving an error message if they attempt to enroll in benefits.

UPDATING CLASS IN NAMELY PAYROLL

  1. Go to the employee's profile in Namely Payroll.

  2. Click Demographic tab

  3. Click Edit to edit an existing record. Click Add if you're adding a new record then select an option from the drop down menu for required fields.

Note: The system will not allow you to add a previous Demographic record. If you need to add a past demographic record, edit the current active demographic record so it reflects the past demographic information. Then, add a new Demographic record with the current information.

 

Once the employee has been re-classified in Namely HR and Namely Payroll, process an administrator change within the enrollment wizard to apply the employee’s new class to their active enrollments as required. For a step-by-step guide on the administrator change process in Namely, refer to Administrator Change Process Guide.