Summer Prepay Workshop May 11, 2017

Transcription

1 Summer Prepay Workshop May 11, 2017 The University of Wisconsin Service Center will Serve the people of the University of Wisconsin System Collaborate by being supportive and constructive Act with Integrity always and in all matters

2 Summer Prepay Deductions Agenda Overview of Process HR Benefits Benefits Billing Q & A 2

3 Summer Prepay Process - Disbursements Short Work Break Paysheets Created Prepay Refund Process Validate Disbursements and/or Review File Final Payroll Calculation Service Center Institutions 3

4 Summer Prepay Deductions Agenda Overview of Process HR Benefits Benefits Billing Q & A 4

5 HR Impacts on Summer Prepay HR has a key role in maintaining benefits eligibility. Incorrect Job Data could result in: Benefits have been terminated COBRA notification sent Refunds Issued Denial of Services Next open enrollment coverage starts 1/1/2018 Arrears, Benefits Billing, Missed Earnings, etc. Reporting Employee Subsidies 5

6 HR Impacts on Summer Prepay In order to maintain benefits, the employee s C- Basis (Academic Year) Empl Record: Must have active HR Status throughout the payroll being processed Must be on a Short Work Break (SBK) during the summer Must be the benefit primary for the various prepay processes 6

7 HR Status Active EJED Update Mass Job Updated EJED: The Service Center extended employees with a Y value listed on spreadsheets returned by the institution through the Mass Update Process the weekend of May 6 th. Manual Update: Update Job Data before Termination (prior to monthly EJED process) Notification after Mass Job Update process has run Add new Job Data row with updated EJED, prior to May 18 th. 7

8 HR Status Active Review Expected Job End Date Query Reporting Tools Query Query Viewer UW_HR_EXPECTED_JOB_END_DATE View future Expected Job End Dates For example, run for May to see employees that may need to be extended Reference: KB and Expected Job End Date Query Job Aid (found on landing page) 8

9 Short Work Break After May Unclassified payroll processes, remaining active C-Basis jobs are put on Short Work Break (SBK) through a HR Batch Process the weekend of May 27 th. 9

10 Return from Short Work Break In August 2017 Employees with an Expected Job End Date set for August: Will have Termination rows automatically inserted by HR Batch Processing. After the August Monthly payroll: A batch process will be run to return active C-Basis jobs from SBK (Return from Short Break, RBK). 10

11 Summer Terminations Timely notification for employees that have no expectation to return in the fall (at any UW institution) and/or will not work a summer appointment: Manually terminate appointment or if May EJED, allow EJED process to terminate appointment Work with Benefits Staff to discontinue prepay deductions Remaining Deduction Prepay balances will be refunded through the prepay reconciliation process 11

12 Summer Terminations If employee terminates during summer period with no expectation to return in the fall, and does not have summer employment: Manually return appointment from SBK Manually terminate appointment Termination effective date should be the day following the day the employee has given notification. For example, employee informs you they are resigning June 22, 2017, the termination row effective date will be June 23, Remaining Deduction Prepay balances will be refunded through the prepay reconciliation process Do not retroactively terminate employees back to the end of the Academic Year. 12

13 Summer Terminations If employee terminates during summer period with no expectation to return in the fall and has summer employment: Manually return appointment from SBK Manually terminate appointment If employee will not be returning in Fall but has a summer position, use last day of summer appointment as termination date. Remaining Deduction Prepay balances will be refunded through the prepay reconciliation process. Do not retroactively terminate employees back to the end of the Academic Year. 13

14 Late Notifications of Fall Appointment: 30 Days Spring Employment Terminated and late notification of Fall Hire 30 Days May be considered Termed in Error Rehire in HRS using the same date as the termination Action: Rehire, Reason: Termed in error Extend EJED in HRS to end of summer or appropriate end date If EJED = End of summer, the employee is terminated at that time. Put employee on short work break Notify your benefits staff to reinstate benefits (and WRS, if applicable) to reflect previous elections 14

15 Late Notifications of Fall Appointment: > 30 Days Spring Employment Terminated and late notification of Fall Hire > 30 days Notice received more than 30 days after Termination Date (or more than 30 days after COBRA notice) is considered a valid break in employment The employment termination date would remain as entered in the HRS system and the employee would not be benefits eligible while off payroll. Insurance coverage will end per the plan contracts based on the termination of employment Benefit eligibility would be re-evaluated upon the start of future appointments. New enrollment opportunity - new benefit applications are required 15

16 16 New Summer Hires with Fall Appointments WRS-Eligible Fall Appointment WRS/Benefit eligibility begin the first day of summer appointment. Must enroll in benefits right away if eligible or may lose enrollment opportunities Non- WRS-Eligible Fall Appointment: Looks at Breaks If break between appointments 30 days, each appointment must individually meet the eligibility requirements If break between appointments < 30 days, the attributes of the two appointments can be combined to determine eligibility

17 New Summer Hire with Fall Appointment Example: New employee for a fall C-Basis WRS eligible position, also working during the summer teaching a course. Hire into two Empl Records: Empl Record 0 should be the fall C-Basis position and should be set as the Benefit Primary Job Effective Start date of this position should be the same as the summer position. Manually enter Short Work Break and Return from SBK rows. Empl Record 1 should be the summer position with the appropriate Expected Job End Date. 17

18 Questions? 18

19 Summer Prepay Deductions Agenda Overview of Process HR Benefits Benefits Billing Q & A 19

20 Last Opportunity for Change Key Dates Prepay Eligibility Review Deadline 5/22 FYI Review Prepay Query 5/23 Final Calc 5/24 (Wednesday) 20

21 Insurance Premium Payments Coverage Level changed due to Life Event? Divorce, Dissolution of DP, Death If premiums are decreasing: Counsel the employee Collect and process appropriate applications Prepay will continue to disburse. In early fall, the Service Center will review all remaining Prepay balances. 21

22 Insurance Premium Payments 22 Coverage level changed due to Life Event? Marriage, Domestic Partnership, Birth, Adoption If premiums are increasing: Counsel the employee If premiums are increasing the employee has 2 options Enroll in Benefit Billing, for the months the employee will not have a enough prepay balance If Ben Billing for Life Event is not paid, ALL missed deductions will be taken on the September check. No payment plans will be allowed. Collect and process appropriate applications

23 Scenario 1: Missed Prepay Setup Situation: Originally, the employee was not expected to come back in fall. No prepays were taken. It is now May (Before the 5M confirms) and an employee has just informed their HR Administrator they will be returning in the fall. 23

24 Scenario 1: Missed Prepay Setup Action: Confirm job data has been updated. Setup the employee to take the May prepay deduction. Then counsel the employee to inform them that they need to pay for the 2 additional months of benefits. These can be setup as additional prepays for the month of May or any remaining will need to be enroll in benefit billing. If you need assistance open a WiscIT 24

25 Scenario 2: Missed Prepay Setup Situation: Originally, the employee was not expected to come back in fall. No prepays were taken. It is now after the 5M monthly confirm and before the termination date, and an employee has just informed their HR Administrator they will be returning in the fall. 25

26 Scenario 2: Missed Prepay Setup Action: Confirm job data has been updated. There are no more payrolls to take prepays from at this point. Enroll the employee in Benefit Billing, for all missing billing periods. (May, June & July) If you need assistance open a WiscIT 26

27 Scenario 3: Rehire within 30 days Situation: Employee termed, 5/22/17, and discovered on 6/15/17 (less than 30 days) that they are being rehired in the fall. 27

28 Scenario 3: Rehire within 30 days Action: Confirm job data has been updated Verify all benefits were reinstated. Review Retro and Arrears Balances Check if there is a prepay balance. If there is not enough prepay balance, enroll employee in Benefit Billing. If you need assistance, open a WiscIT 28

29 Scenario 4: Rehire after 30 days Situation: Employee termed, 5/22/17, and discovered on 7/15/17 (more than 30 days) that they are being rehired in the fall in a benefit eligible position. The employee does not have a summer job and has received COBRA notification. 29

30 Scenario 4: Rehire after 30 days Action: Confirm job data has been updated with the rehire for the fall Since there was a 30 day break, treat like a new employee. Offer the employee a new enrollment opportunity for the fall. Review Retro If you need assistance open a WiscIT 30

31 Scenario 5: Rehire after 30 days Situation: Employee termed, 5/22/17, and HR was notified on 7/15/17 (more than 30 days) that they are being hired into a Summer Service/Summer Session position and rehired in the fall in a benefit eligible position. 31

32 Scenario 5: Rehire after 30 days Action: Confirm job data has been updated with the rehire of the summer job Since there was a 30 day break, treat like a new employee. Offer the employee a new enrollment opportunity based on the summer job start date. Review Retro If you need assistance open a WiscIT 32

33 Scenario 6: Mid Summer Resignation Situation: Employee was setup for prepays, as if they were expected to return in the fall. However, the employee provides notification of resignation on 7/15/17. 33

34 Scenario 6: Mid Summer This will be treated Resignation like a normal termination. Do not retroactively terminate job. Action: No additional Prepay specific actions needed. The SC will reconcile and refund as appropriate. No WiscIT is required to initiate this process. 34

35 Summer Prepay Deductions Agenda Overview of Process HR Benefits Benefits Billing Q & A 35

36 Benefits Billing Common Reasons for Enrollment: Insufficient prepay balance Change in coverage Change in expectation returning Insufficient pay Prepays taken but refunded in error (i.e., appointment termed and not reinstated within the 5 days) 36

37 Benefits Billing New for 2017: WED LOA Report Benefit Primary Job is on Leave of Absence Actively enrolled into Health, Life, or Disability benefits No prepay balance Not actively enrolled into Benefits Billing Reference: KB

38 Benefits Billing Best Practices: Review Arrears Balances to verify no payroll deductions were missed If an arrears balance has been created contact the UWSC to adjust. Review the employee's benefits for enrollment into Benefits Billing. Review the last deductions taken on the Review Paycheck query Its important to validate if additional deductions were missed. For help with enrolling in Benefit Billing, see KB

39 39 Insurance Premium Payments What if benefit billing is not paid? The Service Center will follow the standard benefit billing delinquency process. Once it is determined that payment can not or will not be received: Coverage will be terminated Employee will need to wait for the next Open Enrollment opportunity to enroll. EPIC Benefits+ and Dental WI may not have annual enrollment opportunities Enrollment into Life Insurances and ICI will only be able to be done through Evidence of Insurability

40 Summer Prepay Questions Prepay Resource Page: pay/ Contact Support Center using your Affinity Group s box Subject: Benefit Prepay Include: EmplID, Record # and Pay Run ID 40

41 Summer Prepay Feedback? Do you have feedback about the supporting documents, dates or anything else on the Summer Prepay page? GIVE US YOUR FEEDBACK! 41

42 Workshop Survey Going forward, survey for each workshop Gauging: How helpful the workshop was for processing your work What you think should be changed What you liked most Other feedback/recommendations Take the Summer Prepay workshop survey here (link) or find it on the landing page 42

43 43 Questions?