Preparing for EOY
Review Personnel File Maintenance
Populate any data in the Personnel records that are missing, such as drivers license information, I-9, and qualifications.
HR Status
When filtered on Current, all personnel should have a status that represents Active. The default Active status is defined in the HR Parameter STATACT (the code(s) in HR Status that represents an Active status).
When filtered on Left, all personnel should have a status that represents Terminated. The default Left Status is defined in the HR Parameter STATTRM (the code(s) in HR Status that represents a Termination status).
Benefit Group
Use the Print (
) button on the Personnel Workbench and choose the Benefit Group field as one of the printed fields; verify all benefit eligible employees have a valid benefit group.Employee Class
On the Personnel Workbench, click the Employee Class column header to sort by Employee Class. All employees must have an employee class.
Populate any employees who are missing an employee class.
Drivers License Expiration
Use the Drivers License Report under Personnel Reports to report on any personnel whose drivers license has expired or will expire in the near future. (For detailed information on using the Drivers License Report, refer to the Coins ERP+ HR Reports Manual on the Coins Client Area website, section 2.15 Drivers License Report, beginning on page 20. There is also a sample report in Appendix A.)
Review Training, Qualifications, and Competencies
Not Attended Report
Run the Not Attended Report under Training/Assessments Reports for any required course(s). This should be done early enough to allow anyone who has not taken a course to schedule and attend prior to the end of the year.
Archive Training/Assessments
If you are using archiving, go to the Training/Assessments Workbench, select the course(s) and/or assessment(s) you want to archive, and select Archive from the action list.
If you selected a course/assessment in error, filter on All or Archived, select the course/assessment that was archived in error, and select De- Archive from the action list.
HR parameters relevant to archiving/assessments are:
TRATTARC (use archiving on training/assessments) - This determines if you are using archiving or not.
TRIGNARC (ignore archived training/assessments when checking competencies) - If you use archiving, check this parameter to determine if archived courses are ignored when checking competencies.
Qualification/Competency Expirations
If you are using qualifications and/or competencies, check for any that will be expiring in the near future.
Person Competency Expiration Report
Run the Person Competency Expiration report under Competencies Reports; use from and to dates that fit your requirements. For example, if you only want to know which competencies expire in November and December of 2025, enter From: 11/1/25 and To: 12/31/25.
Qualifications Expiration Dates Inquiry
Use the Qualifications Expiration Dates Inquiry under Inquiries.
To see qualifications that expire with a certain predefined length of time, use the Filter (
) button to select an appropriate length of time.To see qualifications that expire using from and to dates, click the Advanced Filter button and enter the appropriate dates in the Expiration Date From and To fields.
Review Audit Configuration
Configuration – Standard Auditing
Check the Number of Days History and Fields columns for each of the tables in Standard Auditing under Auditing > Configuration. The Standard Auditing tables include:
pp_course – Training Courses Held
pp_events – HR Events
pp_organisation – Personnel File
These tables are predefined for standard auditing purposes. However, the number of days and fields can be defined specific to your database and/or each company within the database.
Review Accrual Plan Balances
Verify accrual balances for all plans and employees.
Print the Accrual Balance Report located under Benefit Reports, or print the accrual information by using the Print function on either the Plan Enrollment tab of the Accrual Plan(s) or the Benefit Plan Enrollment Inquiry. Select the fields necessary to see the accrual balance, accrual frequency, and accrual rate, as well as any other fields you wish to print. The Print function also creates an Excel output file which you can use to determine if employees with negative balances will accrue enough time to bring their balance to zero prior to EOY.
Review plan rates
Ensure Maximum Accrual Balance, Maximum Accrual Carryover, and
Yearly Maximum Accrual (if applicable) fields are set correctly.
Plans with zero carryover
Verify that employees do not have excessive balances for plans that do not allow for carryover and notify the employee.
Employees with negative accrual balances
If you have employees with negative accrual balances and accrual plans that either do not allow carryover or allow limited carryover hours, verify that anyone with negative hours will accrue enough hours to bring their balance to zero prior to doing accrual plan end-of-year.
Review Dependent Enrollments for Aging Out
Choose the Benefits Maximum Age Dependent Report under Reports > Benefits to determine if any currently enrolled dependents will be aging out of eligibility. Do this prior to enrolling dependents in new plan rates or using the Create Benefit Enrollments action to enroll personnel and their dependents in new plan rates.
Manually end date any dependent enrollments that have or will be aging out in the near future. For detailed instructions on running the Benefits Maximum Age Dependent Report, refer to Benefits Maximum Age Dependent Report.
Check for Benefit Plan Changes
Collect information on benefit and accrual plans for changes that will be implemented for the new year.
Check with providers for rate, bracketing, and other changes.
Check Federal, State, and Local laws for any changes mandated for benefit plans.
For example, has the maximum allowable deduction for 401k increased or decreased? If so, a new plan rate must be created to allow for the change in the maximum allowable deduction.
Check for changes in the standard uniform premium rates.
If changes have been made in the standard uniform premium rates, enter those changes in Human Resources > HR Maintenance > Benefits > Standard Uniform Premiums.
Check company policy for any changes.
For example, has the company match of 401k changed? If so, new matching schedule(s) must be added as well as new plan rate(s), which enable the use of the Create Benefit Enrollments action.
Check Benefit and Accrual Plan Enrollment Groups
Benefit Enrollment Groups are set up in HR Maintenance > Benefits > Benefit & Accrual Plans Lookup Codes. They are used to group benefit plans into groups.
When using enrollment groups, an employee may not be enrolled in more than one benefit plan of the same enrollment group. For example, if you offer multiple Medical Insurance plans such as UHC and BCBS and want to ensure personnel cannot be enrolled in both medical plans, set up an Enrollment Group for Medical Insurance and enter that enrollment group on the Details tab of both benefit plans.
Enrolling personnel in a different plan in the same enrollment group automatically ends any existing enrollment in another plan of the same enrollment group.
If enrollment groups have not been entered on plans:
Create enrollment groups.
Go to Human Resources > HR Maintenance > Benefits > Benefit & Accrual Plans Lookup Codes on the Enrollment Group tab. (For detailed information about enrollment groups, refer to the Coins ERP+ HR Benefits Administration manual, Section 1.4.1 Set Up Benefit/PTO Plan Information, Page 12, Enrollment Group, available on the Coins Client Area website under Coins Construction Cloud > Coins ERP+ > Manuals and Publications.)
Enter enrollment groups.
Determine which enrollment group, if any, that each benefit and accrual plan should be in. Go to the Details tab of the Plan and/or Accrual Plans Workbench and select the appropriate enrollment group from the drop down list.
If enrollment groups have been entered:
Check each plan to ensure it is in the correct enrollment group.
Go to the Benefit Plan Workbench and use the Print (
) function; select Enrollment Group as one of the fields to print. For example, if you have enrollment groups of MEDICAL, DENTAL, and VISION, and Delta Dental 3T DMO is in an enrollment group of VISION, which is probably not correct, change the enrollment group to DENTAL for that plan.
Determine Period Start Date for First Payroll of New Year
The Period Start Date of any new rates does not need to be greater than or equal to the Start Date used when the new rates are entered.
Example 1: The PR Period ending 12/30/25 is the first payroll of 2026. Enter new plan rates with a Start Date of 1/1/26 and Period Start Date of 12/31/25. This will create enrollment records with a Start Date of 1/1/26 and a Period Start Date of 12/31/25. Therefore, any associated pay calculations will be dated 12/31/25.
Example 2: The PR Period ending 1/3/26 is the first payroll of 2026. Enter new plan rates with a start date and period start date of 1/1/26 or greater. You can enter a Start Date of 1/1/26 and a Period Start Date of 1/3/26.
Preparing Benefit Plans for New Year
Update Benefit Plans
Enter new benefit plan rates for any rate changes.
Create new plan rate records.
Use the Start and Period Start dates determined in Determine Period Start Date for First Payroll of New Year when creating the new plan rate records. You can do this manually by copying individual existing rate records or by using the Bulk Copy function. For detailed instructions on adding new rate records, refer to Adding New Rate Records.
Enter new benefit plans for any changes in providers.
Create new plan record(s) for the new provider(s).
Enter the new plans using enrollment groups that are the same as the existing plans of the same type.
Create new plan rates for the new plan(s).
Enter plan rates for life insurance that is subject to imputed income.
Use a Start and Period Start date as determined in Determine Period Start Date for First Payroll of New Year .
Update Accrual Plans
Enter new accrual plan rates for any changes in seniority basis.
Enter new accrual plan rates.
If your company has a vacation plan based on seniority with 0 receiving 40 hours per year, 5 receiving 80 hours, and 15 receiving 120 hours, for example, and they are changing to seniority 0 receives 40, 3 receives 80, 5 receives 120, 10 receives 160, and 15 receives 200. Enter the new plan rates with an effective date that corresponds with your accrual plan year. For example, if your accrual plan year follows the calendar year, use a start date of 1/1/26.
Enter new Plan Year Start/End Dates for the new year.
Enter new Plan Year Start/End Dates.
If your accrual plan has the Yearly Maximum Accrual Plan box checked, enter new Plan Year Start/End Dates for the 2026 plan year.
Enter new accrual plans for any new accrual plans implemented.
Enter new accrual plans.
If your company previously offered only a vacation plan and is adding a sick time plan, enter the new sick time plan. Refer to Appendix C: Accrual Plans in the Coins ERP+ HR Benefits Administration manual on the Coins Client Area website under Coins Construction Cloud > Coins ERP+ > Manuals and Publications for detailed information about setting up new accrual plans. Use an effective date that corresponds with the beginning of your accrual plan year.
Update Enrollment Records
Update Benefit Plan Enrollments
Manually end-date or change any enrollments that are changing due to open enrollment.
If you offer multiple options for a particular plan and/or multiple tiers, and a person is changing their plan selection and/or tier level, you should manually enter the new enrollment using the same Start and Period Start dates that were used when entering new plan rates. Any prior/existing enrollments in the same plan or enrollment group automatically end date.
You can use the End Date Active Enrollments function found in Human Resources > Administration to end date enrollments in bulk.
**IMPORTANT INFORMATION**
Existing enrollments in different plans only automatically end date if both plans are in the same enrollment group. If both plans are not in the same enrollment group, you should end date existing enrollments prior to adding new enrollments.
Pay calculations created when a plan is end dated are dated one day following the end date entered. If, for example, the end date used is 12/31/25, a zero pay calculation is added to the employee file dated 1/1/26. If the new enrollment uses the same pay calculation and you use a start date of 1/1/26, the zero pay calculation created by end dating the existing enrollment is overwritten with the appropriate amount for the new enrollment.
However, using a Period Start Date on the new enrollment that is less than one day after the date used to end the existing enrollment creates a zero pay calculation dated after the valid calculation. If, for example, you end date an enrollment with a date of 12/31/25, a zero pay calculation is created with a date of 1/1/26. If you enter the new enrollment with a Period Start Date of 12/30/25, the pay calculation for the new enrollment is dated 12/30/25. Therefore, no calculation occurs because the zero calculation is dated later than the new enrollment calculation (1/1/26 is after 12/30/25).
Create benefit enrollments.
After you have created the new plan rate records on the Plan Rates tab, select the newly created rates and use the Create Benefit Enrollments action to automatically enroll any personnel already enrolled in this plan into the new plan rates with starting and period start dates equal to the plan rate records. The Coverage Code and Rate Class for the new enrollment will be exactly as they were in the existing enrollment. For detailed information on using the Create Benefit Enrollments action, refer to the Create Benefit Enrollments section in Benefit Plan EOY Actions.
Life insurance plans subject to imputed income that DO NOT have new plan rates.
Use the Create Benefit Enrollments due to Age Changes for Plans Subject to Imputed Income Calculations action.
Go to the Plan Workbench, select the plan(s) subject to imputed income calculations for life insurance that did not have rate changes, and use the action to age for imputed income purposes. For detailed instructions on using the Create Benefit Enrollments due to Age Changes for Plans Subject to Imputed Income Calculations action, refer to the Create Benefit Enrollments section in Benefit Plan EOY Actions.
Changes to the Standard Uniform Premium Table must be made before running this action.
Enter or bulk load enrollments.
Manually enter enrollments in new plans either on the Benefits tab of the Personnel Workbench/Personnel Summary, or bulk load using the Personnel Data Load. For detailed instructions on using the Personnel Data Load to bulk load enrollments, refer to Bulk Load Benefit and Accrual Plan Enrollments.
Create benefit enrollments due to age changes.
Use the Create Benefit Enrollment Due to Age or Seniority Changes action to create enrollments based on age changes for any plans that are age bracketed (for example, Life Insurance and Disability plans). Refer to Section 1.9 - Create Benefit Enrollments due to Age or Seniority Changes, page 37, in the Coins ERP+ HR Benefits Administration manual on the Coins Client Area website under Coins Construction Cloud > Coins ERP+ > Manuals and Publications for detailed instructions.
Update Accrual Plan Enrollments
Manually end-date or change any enrollments that are changing due to accrual plan restructuring.
If you are changing your accrual plan structure, and not using enrollment groups, you must manually end date existing enrollments and either manually add or bulk load new enrollments. For example, you currently have one vacation plan for both office and field employees. However, you are changing to two vacation plans; one for office employees and another for field employees.
You can use the End Date Active Enrollments function found in Human Resources > Administration to end date enrollments in bulk.
** IMPORTANT INFORMATION**
Existing enrollments in different plans only automatically end date if both plans are in the same enrollment group. If both plans are not in the same enrollment group, you should first end date existing enrollments prior to adding new enrollments.
If the accrual plan type for both the existing and new enrollment is the same, the history, accruals, usage, and balance information automatically carryover to the new enrollment. If you do not want this to happen, you must use a new accrual plan type that is not already in use. If you add new accrual plan type(s), you must also update the Payroll parameter ACCRTYPE (HR Benefit Accrual Plan Types to appear on check/payslip) to include the new accrual plan type if you want it printed on the check/payslip. The parameter is in Setup > Parameters for each payroll frequency. Therefore, if you run both weekly and 2-weekly payroll, you must update the parameter in both frequencies.
Enter or bulk load enrollments.
Manually enter enrollments in new plans either on the Benefits tab of the Personnel Workbench/Personnel Summary, or bulk load using Personnel Data Load. For detailed instructions on using the Personnel Data Load to bulk load enrollments, refer to Bulk Load Benefit and Accrual Plan Enrollments .
Create benefit enrollments due to seniority changes.
New enrollments in accrual plans cannot be created using the Create Benefit Enrollments action. Therefore, after entering changes in accrual plan seniority basis by entering new plan rates, you must run the Create Benefit Enrollments Due to Age or Seniority Changes action from the Accrual Plans Workbench. You should also perform this action if you have entered new accrual plans due to restructuring. This should be done after Accrual Plan EOY. Use an effective date that corresponds with the beginning of your accrual plan year; for example, 1/1/26. Refer to Section 1.9 - Create Benefit Enrollments due to Age or Seniority Changes, page 37, in the Coins ERP+ HR Benefits Administration manual on the Coins Client Area website under Coins Construction Cloud > Coins ERP+ > Manuals and Publications for detailed instructions.
Run End of Year for Accrual Plans
Determine if EOY must be performed for each accrual plan.
Accrual information in Coins ERP+ HR is not based on previous year/current year as may be the case with other systems. Therefore, performing EOY is not always necessary.
Accrual plans based on anniversary date.
Because the beginning and end of the accrual year for these plans are based on the person’s anniversary date, EOY is performed every time Generate Benefit Accruals for Anniversary Plans is run.
Accrual plans that allow for all accrued hours to be carried over.
You do not need to perform EOY for these plans because no adjusting entries are necessary.
If personnel have been allowed to go into negative accrual hours, used more hours than they have accrued, and you perform EOY, anyone with negative hours will have an adjusting entry done to bring their accrual balance to zero.
Accrual plans that allow limited or no carryover of hours.
EOY must be performed for any accrual plans that allow only a limited number of hours to be carried over or allow for no carryover. You should be aware of any exceptions to the rule and account for those during the EOY process.
Select the accrual plan(s) for which you will be performing EOY.
Use the Process Benefit Accruals Plan Year End action from the Plan or Accrual Plan Workbench to perform EOY.