Mutuelle and prévoyance: affiliations, waivers and payroll check

In France, collective mutuelle (health costs) and prévoyance (death and disability) schemes require close follow-up: who is affiliated, since when, with which dependents, who has a waiver and until when, and whether payroll deducts what it should. The Social protection tab of the Benefits module’s HR space handles this follow-up. This article explains how to declare a scheme, read the affiliations and waivers report, affiliate or waive an employee and check payroll. It is for HR, payroll managers and administrators of companies employing staff in France.

Before you start #

• The Benefits module must be installed and enabled (see Getting started with the Benefits module).
• The tab follows the Mutuelle and prévoyance (affiliations, waivers, payroll check) permission:
  • Access level: read the report, the affiliation record and the payroll gaps; held by the Administrator, HR, payroll manager and auditor roles;
  • Execute level: affiliate, waive, attach a supporting document and import contributions; Administrator, HR and payroll manager.
• You also need the Benefits administration — access permission to open the HR space.
• Scope: you only see the employees you see in the employee list. Contribution imports are limited to the same population.
• Illizeo calculates no contribution: it keeps amounts exactly as payroll deducted them and compares their presence with affiliations.

Declaring a scheme #

A scheme is a benefit in the Health & protection category to which you assign a French scheme.

1. Open Settings › Benefits › Catalog, then create or edit the health benefit (see Building the benefits catalogue).
2. In French scheme, choose Mutuelle (health costs) or Prévoyance (death and disability).
3. Under Sub-companies, click those the scheme covers; under Categories, choose Executives, Non-executives or both. Nothing ticked: the scheme applies to everyone.
4. Click Activate benefit.

The category (executive or non-executive) and the sub-company are read from each employee’s main contract. Only active schemes appear in the tab. With no active scheme, the tab shows: “No active French scheme. In Settings › Benefits, choose “Mutuelle” or “Prévoyance” on a health benefit.”

Reading the affiliations and waivers report #

In Benefits, Social protection tab, the Affiliations and waivers view opens by default. It has one row per employee and per scheme that applies to them.

• Employee: the name, with the Executive or Non-executive category when the contract states it;
• Sub-company and Scheme;
• Status: Affiliated, Waived, Pending or Not affiliated;
• Detail: for an affiliated employee, the affiliation date, option and number of dependents; for a waived one, the reason and end date.

Filter with All sub-companies, All schemes (Mutuelle, Prévoyance) and All statuses. The XLSX and CSV buttons export the filtered view.

A warning banner flags waivers that have expired or end within 30 days: ask for a new supporting document or affiliate the person.

Affiliating an employee #

1. Click the employee’s row. Their record opens, showing their name and the scheme’s.
2. Choose Affiliation.
3. Enter the Affiliation date (required) and, if needed, the Option chosen, for example a cover level.
4. Under Dependents, tick the family members covered. They are those recorded on the employee’s profile; if there are none, the record shows “No family member on the profile.”
5. Click Save. The message “Saved.” confirms.

Waiving an employee #

1. Open the employee’s record and choose Waiver.
2. Choose the Reason from the list. Below the list, the screen shows the reason’s legal basis as Illizeo publishes it (for example an article of the French Social Security Code).
3. Enter the Waiver end. It is required, and marked with an asterisk, for reasons that have an expiry.
4. Click Attach the supporting document to upload the document (PDF, JPG or PNG). Once saved, View the saved document downloads it.
5. Click Save.

The list only offers the reasons allowed for the scheme: some apply to mutuelle only, others to both mutuelle and prévoyance. Switching a waived employee to affiliation clears their waiver and supporting document.

Without the Execute level, the record opens read-only, with no save button.

Checking payroll #

Each month, import the mutuelle and prévoyance contributions deducted by payroll: Illizeo flags inconsistencies.

1. In the Social protection tab, choose the Payroll check view.
2. Click CSV template to get the expected format: one row per employee, period and scheme, with the columns employee number, period (YYYY-MM), scheme (mutuelle or prévoyance), presence and employee and employer shares as on the payslip, separated by semicolons.
3. Click Import contributions (CSV) and choose your file. The message gives the number of rows imported.
4. If rows are rejected, the Rejected rows box gives their number, the employee number and the reason: unknown employee number or outside your scope, scheme other than mutuelle or prévoyance, badly written period.
5. Choose the Month checked (last month by default) to read the gaps.

The gaps table lists, for the chosen month: Employee, Scheme, Status, Gap and Imported shares. Three gaps are flagged:

• Affiliated without contribution: the person is affiliated but payroll deducts nothing;
• Waived with contribution: the person has a waiver but payroll deducts;
• Contribution without affiliation: payroll deducts for someone who is not affiliated.

With no import for the month, the screen shows “No contribution imported for this month.”; with no gap, “No gap: payroll and affiliations match.” Re-importing a row for the same employee, month and scheme replaces the previous one.

Good to know #

• Affiliation is the employee’s enrolment in the benefit carrying the scheme; a waiver is its declined form, with its reason, end date and supporting document.
• Dependents are taken from the profile’s family, without copying: update the profile to cover a new relative.
• Illizeo calculates no contribution amount; it compares the presence of a contribution with affiliation.
• Waiver reasons and their legal bases cite the texts as Illizeo publishes them; they do not replace the instrument that set up your scheme or your adviser’s opinion.

Frequently asked questions #

The tab is empty although we have a mutuelle. #

The benefit carrying it has no French scheme, or it is a draft. Choose Mutuelle (health costs) on the benefit and activate it.

An employee is missing from the report. #

Either they are outside your population, or the scheme targets sub-companies or a category other than those of their main contract.

Why is the end date required for some reasons? #

These waivers have an expiry: that is what the 30-day alert watches.