Create a Family Member or Dependent

Trigger:

Employee submits paper enrollment forms and elects to enroll a dependent or designate a beneficiary for the plan.

Business Process Procedure Overview

To enroll a dependent or designate a beneficiary for a benefit plan, the dependent record must exist in the system prior to going to HRBEN0001 - Enrollment.  This record is created on IT0021 with relevant data.  Dependent subtypes that are availalbe are listed below:

· 01 Spouse

· 10 Divorced Spouse (for beneficiary designation only, creating a divorced spouse does not disenroll the participant from any health plans.  A separate process exists to identify and remove divorced spouses from benefit plans.)

· 02 Child

· 03 Legal Dependent (for beneficiary designation only)

· 06 Stepchild

· 15 Foster Child (IT0019 will be created in the background to monitor the eligibility documents that must be verified prior to sending the foster child record to the State Health Plan)

· 08 Related persons (for beneficiary designation only)

· 04 Testator (for beneficiary designation only. Used when an employee has named their estate as beneficiary.)

· 11 Father (for beneficiary designation only)

· 12 Mother (for beneficiary designation only)

· 16 Other (for beneficiary designation only)

· 91 Court ordered Dependent (Used to enroll dependents onto the State Health Plan as mandated by Child Support Garnishment Order.  This dependent subtype will be created by the Service Center only.  The employee will be able to view the dependent record in ESS, but will not have access to alter or delete the dependent.)

The following data is required when creating an IT0021 record:

· Last Name

· First Name

· Gender

· Date of Birth

· If SSN is available, it should be recorded for vendor requirements.

In addition, this screen also records whether a dependent is a full-time Student or is medically certified as Disabled.  This information may not be known at the time the record is created, but can be maintained by accessing IT0021 via the PA30 transaction.

 

 

Access Transaction:

 

Via Menu Path

SAP menu >> Human Resources >> Personnel Management >> Administration >> HR Master Data >> PA30 - Maintain

Via Transaction Code

PA30

 

 

 

Procedure:

 

SAP Easy Access

1. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Command

White alphanumeric box in upper left corner used to input transaction codes

R

Enter value in Command.

Example: PA30

2. Click Enter button.

Maintain HR Master Data

3. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Personnel no.

Unique employee identifier

R

Enter value in Personnel no..

Example: 95311042

4. Click Enter button.

Information:  Ensure the correct personnel number was entered after clicking Enter.

Maintain HR Master Data

5. Click Family Member/Dependents button.

6. Click Create (F5) button.

Subtypes for infotype "Family Member/Dependents"

7. Click .

Information:  Choose the appropriate family member or dependent type to be created.

8. Click Copy (Enter) button.

Create Family Member/Dependents

9. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

First name

The individual's legal first name

R

Enter value in First name.

Example: Beverly

Birth date

The individual's date of birth

R

Enter value in Birth date.

Example: 06/15/2007

Information:  The employee's last name will default in the last name field, if the the dependent's last name is different, highlight the incorrect name and enter the correct information.  If the dependent is over 19 and enrolled as a full-time student at an accredited college or university, select the Student box.  If the dependent is over 19 and is certified as disabled, select the Disabled checkbox.  Otherwise, leave these checkboxes blank and proceed.

10. Click Save (Ctrl+S) button.

Create Family Member/Dependents

11. Click Enter button.

Information:  Notice the information message at the bottom of the screen.  Click Enter to accept the message. 

Maintain HR Master Data

12. Click Back (F3) button.

Information:  After creating the Infotype 0021 record,  the Benefit Administrator can proceed to the HRBEN0001 - Enrollment process to enroll the dependent or designate as a beneficiary on a life insurance plan.

13. The system task is complete.