Embedded Files
Use this Initiate a Benefit Refund job aid to initiate a benefit refund to an employee. This could be applicable to employees who have adjusted their benefit selections or have changed positions. This process relies on a specific hand-off where the state entity performs the initial system action and then communicates with the relevant benefits department about the refund request.
Prerequisites:
Before you begin, make sure:
The employee(s) you are adjusting already exists in the system.
You have the employee ID for the individual(s) you intend to adjust.
You have all the necessary information and authorization to make the adjustment.
You know who to contact regarding the final approval for the specific benefit.
Verify the employee is enrolled in the selected deduction.
Note: This can be done by navigating to the Employee Deduction Parameter tab in the DEDM activity folder and reviewing the Deduction Type & the Deduction Plan columns in the table at the bottom of the page.
Steps to Initiate a Benefit Refund:
Access the DEDM Activity Folder & Search for the Employee
On the Home Page, click the Deduction Management (DEDM) QuickLink.
—OR—
Use Global Search to navigate to the DEDM page: Click the expand/collapse (🞂) icon in the search bar, select Page Code, enter DEDM, and select DEDM from the list.
The Deduction Management query page opens.
2. Use the filter fields to search for the employee, then click Apply.
—OR—
Click a card in the Recent Searches section to re-run a search you ran previously. The matching results populate in the grid.
3. Locate the correct record and click the View button next to the record to open it. The record opens in the Deduction Management activity folder on the Employee tab.
4. Navigate to the Pending Deduction tab.
Note: If the tab isn’t visible, click the 3-dot menu or right arrow to view all tabs.
5. Click the tab-level 3-dot menu and select Create One-Time Deduction. The One Time Deduction (OTDED) transaction page opens to the One Time Deduction tab.
6. Click the Add/Replace dropdown and select Add Deduction.
7. Click on the One Time Deduction Detail tab at the top of the page.
8. Click the insert (+) icon within the table & complete the following fields in the new row:
Deduction Type: Enter the code or use the picklist to select a code.
Deduction Plan: Enter the code or use the picklist to select a code.
Event Date: Enter the date in MM/DD/YYYY format or use the calendar picker to select the date.
Override Amount: Enter the dollar amount.
Attachments: Upload supporting documentation.
Note: See the Attachments guide for additional information on how to upload attachments.
Save, Validate, Submit, & Close the Transaction
9. Click the Save button at the top of the page.
10. Click the Validate button at the top of the page.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
11. Once validation is successful, click the Submit button at the top of the page.
Confirm that the transaction was submitted successfully.
12. Click the Close button at the top of the page.
Contact the Relevant Group Regarding the Benefit Refund Request
13. Once you have submitted the transaction in COMPAS, you must email the appropriate group to obtain final approval. Your email must include the following details:
Document Type
Home Department
Transaction ID
Employee ID (EID)
Refund Type
Important Information - Contact Information
For Deductions Connected to Health, Dental, Vision, & Life Insurance(s), the approving group is Benefits Accounting. They can be contacted at dpa_benefitsaccounting@state.co.us.
For Deductions Connected to HSA and FSA, the approving group is Employee Benefits. They can be contacted at State_Benefits@state.co.us.
For all the PERA codes (e.g. 401K and 457), & all federal, state, Medicare, and local taxes, the approving group is the Central Payroll Unit. They can be contacted at state_centralpayroll@state.co.us.
For all other deductions, the approving group is the individual state entity. Business professionals should contact your state entity point of contact.
Verify the Refund (Optional)
14. Follow steps 1-3 above to search for the employee and open the employee’s record in the DEDM activity folder.
15. Navigate to the Pending Deduction tab & verify that a negative deduction displays for the refunded entry.
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