OneUSG Transitions BeNedra Williams, Benefits Supervisor-GTHR. Business Partners Network June 28, 2017

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1 OneUSG Transitions BeNedra Williams, Benefits Supervisor-GTHR Business Partners Network June 28, 2017

2 Agenda Benefit Effective Dates Personal Services Form (PSF) Impact Affordable Care Act (ACA) Eligibility OneUSG Connect 2

3 OneUSG OneUSG HCM GT A collective initiative designed to streamline policies, procedures, and technology solutions among USG schools 24 ADP- supported schools & 3 on independent platforms (UGA, Augusta University, Georgia State, and Georgia Tech) Benefits Administration System: June 26, 2017 HCM: Jan. 1,

4 01 Benefit Effective Dates 4

5 USG Benefit Eligibility The Board of Regents (BOR) changed benefits-eligibility rules effective Jan. 1, Employees working at least 75% time in regular positions are eligible for health and welfare benefits (e.g., health, dental, life insurance) as well as retirement and leave benefits. Employees working at least 50% time and less than 75% time in regular positions are eligible for retirement and leave benefits. Employees working less than 50% time in regular positions as well as employees working in temporary positions. 5

6 USG Benefit Effective Dates Beginning July 1, 2017: If the employee is hired on the first calendar day of the month, then benefits are effective on the date of hire (first day of the month). If the employee is NOT hired on the first calendar day of the month, then benefits become effective on the first day of the following month. New hires or newly eligible have 30 days from their date of hire to enroll. Hire Date Benefits Election Date Benefits Effective Date Aug. 1 Aug. 28 Aug. 1 Aug. 2 Aug. 5 Sep. 1 Aug. 28 Sep. 16 Sep.1 6

7 USG Benefit Effective Dates First Month of Hire Dates: First calendar day of the month Weekends and holidays included (in order for the new hire to be paid, USG policy states employee must work the day prior) Institute Holiday Sep. 1 (Friday) Jan. 1 (Monday) Hire Date Policy Employee does not receive Holiday pay for Sep. 1. USG policy requires the employee is active the day prior and the day following the holiday to receive pay Because the employee does not perform work on Saturday, the employee does not receive pay for Jan. 1 Benefits Effective Date Sep. 1 Jan. 1 7

8 USG Benefit Effective Dates Termination Dates Termination Date: The date in which an employee is no longer in active status; separates from the Institute Resignation, Termination, or Retirement Benefits Termination Date: Last calendar day of the month Separation Date Benefits Termination Date Benefit Premiums Owed July 28 July 31 Full month Sep. 4 Sep. 30 Full month 8

9 Benefit Effective Dates Beginning July 2017, the benefit effective date for newly hired or newly benefits-eligible employees will be based on hire date. Benefits will be effective on: Date of Hire If hired on the first day of the month (e.g., July 1 or Aug. 1) First Day of Following Month If hired on the first day of the month (e.g., July 1 or Aug. 1) Impact: Date of hire Holidays Terminations 9

10 02 PSFs Processing Time 10

11 What is a PSF? PSF = Personal Services Form 1 2 Departments submit a PSF to GTHR The PSF generally captures only job and employment related data Examples: Requests for hire rehire termination, retirement, post-hire transactions (i.e. data change, pay rate change, LOA, retirement, etc.). 11

12 Automated Workflow Approval Process Dept. Originator Dept. Approvers GTHR» HRIP GTHR Approvers GTHR» HRIP Complete and submit PSF Refer to Payroll Calendar for PSF due dates and payroll processing dates Review employee s Job Data in HCM when applicable 4 5 Review and approve or deny PSF Able to have multiple approvers in the approval chain 6 7 Determine if PSF needs to be dispatched to GTHR approvers, ready for entry into HCM, or denied Action/Reason plays a critical role in determining if additional approvals are warranted (e.g., LOAs, RBW, Promotions) 8 9 Benefits, Compensation, Employee Relations, Research Faculty, Retirement If designated approvers are missing on the PSF or information is inaccurate, the PSF is denied and the Originator is notified Transaction entered into HCM Payroll processing impacts when and what transactions can be entered, i.e. can enter BW data when monthly payroll runs, and vice versa) Transactions entered within hours of final approver 12

13 Data Submission to OneUSG Connect PSF Transaction Entered into HCM»» Overnight Data Processing OneUSG Connect Benefits 13

14 Retro PSFs submitted in 2017 Metric Jan Feb Mar Apr June July Aug Sep Oct Nov Dec No. PSFs Processed 3,010 1, ,833 Late PSF 10.4% 50.91% 52.7% 37.35% 13.6% 14

15 Impact of Backdating PSFS Additional payroll deductions to catch up missing contributions for pay cycle(s) where the action should have occurred Salary and Benefits Overpayments Lost Interest on Investment Amounts Untimely processing for interim or temporary pay, transfers, promotions/demotions, pay group changes, etc. Negative Impact Sick/Vacation Accrual Risk to department or Institute associated with employment, tax and negative financial impact to project budgets 15

16 PSF Best Practices Have Timely Discussions Select a Future Date Submit within Due Dates Close the Loop Have timely discussions within your department to include all levels (Manager, Finance, HR, etc.) Select a date that is at the beginning of the next pay cycle that can be fully approved prior to the applicable PSF cut-off date PSFs should be submitted by the payroll calendar PSF to HRIP due dates to ensure it can be processed before payroll processing. An employee should only start the work associated with the change when the PSF is processed in PeopleSoft 16

17 PSF Lunch & Learns Starting June 29, the HRIP team will host a Lunch & Learn weekly through July 29. June 29 Student Center Room 321 July 6 TRSB Room 132 July 13 Student Center Success Center; President s Suite A July 18 EEB CHOA Seminar Room 11:45 a.m. to 1 p.m. July 29 TRSB Room

18 03 Affordable Care Act Eligibility 18

19 Tech Temp» Benefits-Eligible Current When a temporary employee becomes benefit-eligible, departments discussing and offer medical coverage only to employees when a part-time position is offered (i.e. up to 74% = 29 hours) July 1 ACA-eligible employees will be offered medical coverage via OneUSG Connect Employees will be offered medical coverage only GTHR will conduct monthly audits and review employee s medical coverage 19

20 04 OneUSG Connect 20

21 OneUSG Connect Benefits website Benefits Call Center A secure website providing 24/7 access to USG health and group benefits. Access TechWorks» Doctor Icon TechWorks allows for single-sign on (no additional username or password) or Representatives trained in USG plans and vendors operating out of Florida. Call: (June 26) 21

22 Benefits Support June 26 OneUSG Connect Benefits counseling Enrollment Reminders, confirmations, notices Dependent verification EOI/Proof of Good Health process Vendor links Find a provider Insurance cards Comparison tool & Castlight Live Health Online Phone support GTHR Benefit counseling Georgia Tech benefits support Claims support Assistance accessing OneUSG 22

23 Questions? 23

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