Profile

Company level profile information such as the company name and account holder information will synchronize from the payroll system.   This information can be accessible by clicking on your name on the Upper right hand corner of your screen.

The remaining sections of your Company profile can be set under Company on the left side of your screen.

Locations

This is where you can add company location data with physical addresses. Note: This information will not sync from the payroll system. If the customer wants to add all of their work locations, this can be added directly in the Benefits Administration system.

Organizational Structure

Benefit offerings are often based on certain employee groups. These groups are part of the company’s organizational structure.

Organizational Structure data will sync from the payroll system. Examples of organizational structures include departments, divisions, classes, cost centers, etc.

You can also restrict admin access to specific locations or groups, filter reports by location or groups, and can also use Locations/Organizational Structures in plan setup if company offered plans have different eligibility, waiting period rules, contribution amounts, or Life/Disability benefits based on different employee classifications or office locations.

Below is an example of a simple organizational structure.

• To add add new groups from existing payroll labor fields, select the Add Groups From Labor Fields button, and select the groups you would like to add.
• You can sync existing labor fields from payroll by selecting Sync Groups From Labor fields. 
• If you would like to manually create a new top level, select Add Organizational Structure and enter the name of the department.
• If you wish to create sub-departments,  you may select the button to the right of the department, and enter a new department.
• For any other departments nested below these, click on the plus ("+") next to the department name, and add the sub-department.

Pay Groups

It is important to add Pay Groups for benefits pay deductions and to ensure payroll deductions are accurate. Every employee record is associated with one pay group. This will allow the system to identify employee’s pay frequency, pay date, and appropriate benefit pay deduction. Every company has at least one pay group (often referred to as pay frequency). However, if a company has two sets of employee groups where pay frequency is the same but pay dates are different, it will be two separate pay groups.

The Pay Group data is not linked with the payroll until unless you specify the mapping to Heartland Payroll.

Select Add New Pay Group.

Enter a name for the pay group, and select the Heartland Pay Group Mapping from the dropdown.  Enter a Description and specify the Pay Frequency.  This will display a preview of the next five pay periods.

Administrators

On the Administrators tab, you can manage the permissions for various people using your Benefits account.

To add a new administrator, select the Add Account  button on the upper right and enter the following information:

• First Name
• Last Name
• Title
• Email
• Phone
• Timezone
• State
• Zip Code
• Country

• Specify the Organizational Structure Access.    You may choose "Full" to give all access, or you can set it as "Restricted."   If setting access as "Restricted," you will be see a checklist including all entries in your existing organizational structure, and you can narrow it to a specific location.
  
• Indicate whether the user should have access to the Heartland+ Payroll app.
• Set the specific Roles & Permissions you would like the user to have.  You may select from existing roles set up in the system.
  

When you are ready, select Save.

You can edit the user's access to the organizational structure, mobile app access, and roles and permissions by selecting the Edit icon next to their entry on the main screen.