Use this screen to identify employees, former employees, and qualified dependents who qualify for COBRA benefits. Additionally, you can maintain correspondence addresses and phone numbers for the dependents. This is also where you will assign an A/R Customer Account, if you are generating A/R invoices for COBRA payments.
You must have first established employees in the Basic Employee Info screen and, if you are generating A/R invoices, you must have established A/R customer accounts in the Maintain Customers screen in Costpoint Accounts Receivable before you can initialize this screen.
Enter, or use Lookup to select, the employee ID for the employee to whom this record applies. The employee's name will display to the right of this field. This is a required field.
If the Dependent SSN being entered is a dependent, enter the dependent's relationship to the employee in this user-defined field. If the Dependent SSN being entered is an employee, you may want to use a relationship such as "self." You can enter up to 15 alphanumeric characters to describe this dependent's relationship to the employee. This is a required field.
An employee - relationship: self
A former employee - relationship: ex-employee
A retired employee - relationship: retired
A spouse of an employee - relationship: spouse
A former spouse of an employee - relationship: ex-spouse
The dependent child of any of the above - relationship: child
After selecting the New Line button on the toolbar, enter the employee/dependent's social security number. This will serve as the ID number for all persons who are on COBRA. The dashes for the social security number will be inserted automatically. This is a required numeric field.
Enter, or use Lookup to select, the A/R customer account number. If you have selected an A/R Customer Type in the COBRA Settings screen in Costpoint COBRA Administration, this field is required. If you have not selected an A/R Customer Type in the COBRA Settings screen, this field is not required. If you want to generate A/R invoices and this field is blank, enter the required information in the Maintain Customer screen in Costpoint Accounts Receivable.
If the Dependent SSN number belongs to an employee, the last name will default in from the Basic Employee Info screen; otherwise, enter the dependent's last name. You can enter up to 25 alphanumeric characters in this required field. You can enter names in upper- and lowercase.
If the Dependent SSN number belongs to an employee, the first name will default in from the Basic Employee Info screen; otherwise, enter the dependent's first name. You can enter up to 20 alphanumeric characters in this required field. You can enter names in upper- and lowercase.
If the Dependent SSN number belongs to an employee, the middle name will default in from the Basic Employee Info screen; otherwise, enter the dependent's middle name. You can enter up to 10 alphanumeric characters in this optional field.
If the Dependent SSN number belongs to an employee, the suffix will default in from the Basic Employee Info screen; otherwise, enter the suffix for the dependent, if applicable. (For example, if the dependent's name has a suffix such as "Junior" or "III," enter it here.) You can enter up to six alphanumeric characters in this optional field.
After you enter the required Last Name and First Name fields (and optional fields), and then tab to a new field, the system will default the Displayed Name field (e.g., "Smith, John A"). You can accept this system default option or change the Displayed Name field manually.
If you save the record and then make changes to the Last, First, Middle, or Suffix fields, the system will give you the option of updating the Displayed Name field to reflect the changes made. You can accept this system default option or change the Displayed Name field manually.
You can manually enter or change the Displayed Name field at any time.
This field is used for displaying the employee's name on both reports and screens.
If the Dependent SSN number belongs to an employee, the date of birth will default in from the Basic Employee Info screen; otherwise, enter the dependent's date of birth. This is a required date field with a format of "MM/DD/YYYY."
Enter a one-digit code to identify the gender of the employee/dependent. Valid values are "M" (Male) and "F" (Female). This is an optional field and is used only for informational database purposes.
If the Dependent SSN number belongs to an employee, the address will default in from the Basic Employee Info screen; otherwise, enter the dependent's address. Enter up to three lines of the street address information in these fields, excluding the city, state, country, and postal code. You can enter up to 30 alphanumeric characters on each line.
If the Dependent SSN number belongs to an employee, the city will default from the Basic Employee Info screen; otherwise, enter the city for the dependent's address in this field. You can enter up to 25 characters.
If the Dependent SSN number belongs to an employee, the state/province will default from the Basic Employee Info screen; otherwise, enter, or use Lookup to select, the two-character state/province abbreviation code for the dependent's address. This field is required.
If the Dependent SSN number belongs to an employee, the country code will default from the Basic Employee Info screen; otherwise, enter, or use Lookup to select, the country code for the dependent. This is a required field.
If the Dependent SSN number belongs to an employee, the Zip Code or foreign postal code will default from the Basic Employee Info screen; otherwise, enter the postal code for the dependent's address. This is a required field.
Enter the home phone number with any preceding area codes for the employee/dependent. This is an optional field.
Enter the work phone number with any preceding area codes for the employee/dependent. This is an optional field.
Changes to this screen update the following tables:
Employee Dependents - H_EMPL_DEPENDENT
Basic Employee Info - EMPL
Mail State - MAIL_STATE
Cobra Settings - H_COBRA_SETTINGS
Maintain A/R Customers - CUST