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Open Enrollment Training

Open Enrollment Training. September 23, 2019. Agenda. Open Enrollment Timeline The Week Leading Up to OE 2020 Benefit Information Event Processing During OE eBenefits Confirmation Statement OE Communications Agency Resources Employee Resources OE Challenges Next Steps.

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Open Enrollment Training

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  1. Open Enrollment Training September 23, 2019

  2. Agenda • Open Enrollment Timeline • The Week Leading Up to OE • 2020 Benefit Information • Event Processing During OE • eBenefits • Confirmation Statement • OE Communications • Agency Resources • Employee Resources • OE Challenges • Next Steps

  3. Open Enrollment Timeline

  4. Pre-OE Agency Checklist • Send Pre-OE Announcement Emails to employees by 9-23-19 • As of 9-24-19, do not move an employee’s primary benefits flag to a different empl record – submit a ticket if this is needed • Run WRS Lookback on Mondays following payroll confirmation • Run WI_BN_OPEN_EVENTS with a Schedule ID of EM2017 to manage events daily • Benefits Administration will also run at noon on 9/25 – 9/27 to help events move more quickly through the system • Work to collect outstanding AD&D premiums owed from employees with arrears or who are on or are going on a leave of absence

  5. Pre-OE Agency Checklist • Complete the following by 9-27-19 • Complete entry on all open SHR events • For LTEs enrolling in health or OOS at 6 months – manually create/enter SHR events through 12-31-19 • Process all AGE events with an event date of 12-31-19 or earlier • Enter all life event applications as received • Finalize all open termination events (TER, RET, TRA, TWB) • Finalize all events that need no entry • Encourage new hires to complete elections ASAP (OE event won’t open until HIR and SHR (if applicable) entry is done) • Create a ticket if you have an employee in the DEF benefit program who wants to enroll in ERA during OE

  6. Open Enrollment Timeline (subject to change) • Sept 20th– can start new hire job entry with an effective date of 10/2 or later • This was previously 9/23 but configuration updated sooner than anticipated • Sept 23rd(after 5pm): IYC BAS Group ID added to all active employees who are NOT in the DEF benefit program • Exception: If in DEF but currently enrolled in ERA plan, will get IYC code • Once IYC code is on job, agencies must no longer change primary job flags – create a ticket and Central Benefits will move the flag and IYC code (in effect through the end of the year) • Sept 25th: 11/7 – 11/20 SHR events open for entry (enter as soon as HIR elections are finalized)

  7. Open Enrollment Timeline (subject to change) • Sept 27th(Friday): • Agency deadline for entry of all open SHR and AGE events • Strive to have all AGE events done by 9/23 but 9/27 is final deadline • Also finalize as many open events as possible (TER, RET, TRA, LOA, RFL…) • All users, except core central staff, will be locked out of HCM starting at 5pm until notified (likely mid-day on September 28th if no issues encountered) • CB will add IYC code to any newly active employees (since process last run) • CB will run process to create ~ 32,000 OE events • CB will run all baseline audits and queries

  8. Open Enrollment Timeline (subject to change) • Sept 28th and 29th • Central Benefits and HCM benefits review to ensure OE events prepared correctly • Review for OE events that did not prepare • Run all baseline audits and queries • Sept 30th(Monday) • Start of OE period • eBenefits opens to employees at midnight • HSA participants may begin submitting e-consent to move TASC HSA funds to CYC HSA • Oct 7th: run PP21 WRS Lookback Report + do all associated processing

  9. Open Enrollment Timeline (subject to change) • Oct 8th: 11/21 – 12/12 SHR events open for entry • Will no longer use OE event in place of SHR event for January coverage • Oct 21st: run PP22 WRS Lookback Report + do all associated processing • Oct 22nd: 12/13 – 1/1 SHR events open for entry • Oct 25th: Last day of OE….thousands of employees likely making their elections • Last day to cancel/waive benefits for 2020 • eBN closes at 11:59pm • Oct 26th– Nov 1st: OE event still open to agencies to enter paper apps received on or before 10/25 • Nov 7th: OE elections sent to ETF • Nov 14th: 2nd OE file sent to ETF (updates since 11/7 file)

  10. Open Enrollment Timeline (subject to change) • Nov 15th: Last day to submit OE health elections to ETF (5pm) • Nov 22nd: list of OOS enrollees sent to ETF for validation • Dec 2nd: Submit OE elections to ConnectYourCare • Dec 5th: OE file sent to Delta Dental • Dec 8th: 1st day of 2020 Pay Period 1 • Dec 15th: CYC debit cards mailed • Dec 19th: OE file sent to VSP • December 31st • TASC debit cards expire • Deadline to submit e-consent for HSA transfer

  11. Open Enrollment Timeline (subject to change) • January 1st: CYC debit cards active • Jan 2nd: first check payable in 2020 & 1st premiums for 2020 taken • Early January • Central Benefits will begin health compare with ETF’s system • Re-send OOS list to ETF for validation (in case of changes) • Jan 9th: PP2 confirm – last time any deductions will be taken for AD&D plan (retro/arrears/POTTs) • Jan 17th: last day to deposit any paper checks for AD&D premiums (agencies should work with fiscal department to ensure deadline is met) • Jan 24th: final payment of AD&D premiums to Zurich

  12. Open Enrollment Timeline (subject to change) • February (exact dates TBD) • HSA funds moved from TASC to CYC for those who completed e-consent. • Prior HSA funds unavailable during short transfer period • Mar 31st: Last day to submit TASC non-HSA claims • May 1st: 2019 Unused Healthcare FSA and Parking/Transit funds rolled over to CYC

  13. Daily Processes during Open Enrollment • Once open enrollment begins, OE elections will be finalized every night (7 days/week). This process will begin at 8pm. • Confirmation statements and emails will also be generated at this time. If OE election submitted after 8pm, there will be a one-day delay for the confirmation statement. • During the last few days of OE, will finalize the events several times during the day but confirmation statements will only be generated once • On the last day of OE, will finalize the events every few hours and then more frequently as midnight approaches.

  14. The Week Leading Up to OE

  15. BAS Group ID • On Monday night, a process will run to tag an employee’s job record with a BAS Group ID of “IYC” • The BAS Group ID is on the Benefits Administration page in Job Data • Any employee who has this tag, will have an OE event created • All active employees who are NOT in the DEF benefit program will get an IYC code • Exception: If in DEF and enrolled in ERA plan, will get IYC code • Multiple jobs – will only be added to benefit primary (this is why you can’t change the benefit primary flag) • Multiple benefit records – will be added to the lowest numbered eligible active job row

  16. BAS Group ID • If there are new hires during the Open Enrollment Period, there will be a process run each night to put the BAS Group ID on the job and create the OE event • Anyone who moved from DEF to a non-DEF benefit program during this time will also get an IYC • NEVER delete the value in the BAS Group ID field • NEVER enter a value in the BAS Group ID field • REMEMBER to tell your HR staff this • If the BAS Group ID is NOT on the top of stack job row on the employee’s benefit primary job, the OE event will disconnect from the job record and shut down to the employee • This process will be run throughout the OE period • Last day the process will be run - TBD

  17. 70Y and Student Status Flag • Central Benefits will generate and process all 70Y events through the end of the year • Reason - the OE event will term coverage under life and ICI on the wrong date if someone turns 70 between now and the end of the year • Consequence – you may see 70Y events on the BAS Activity Table for the rest of the year – ignore them. Central Benefits will monitor and manage. • Central Benefits will run a process on 9/26 to remove the Student Status flag from all dependents • If the Student Status box is checked, can cause the OE event to go to Error Status

  18. 2020 Benefit Information

  19. Actions that Can be Taken during Open Enrollment * Can also enroll in or cancel Uniform Dental Benefit

  20. 2020 Benefit Information What’s Changing for 2020? See the Important Changes page for full details

  21. Security Health Plan No Longer Available (Central & Valley) • Security Health Plan (Central and Valley) will not be available in 2020 • Must enroll in a new plan during OE • At least 2 other options in each county where Security offered • Security Health Plan in eBenefits for hires 10/2 through 12/31 • Plan Type 10 will be available for selection through end of year • Will no longer appear for Plan Type 1V (waiting) • If employee selects Security for 1U (early), it will create an error because you can’t pick Security for 1V. • Language has been added in eBenefits (for new hires) to indicate Security is not available in 2020 • These employees will be contacted several times through Employee Messaging & a monitoring query will be available

  22. Dean Health Plan – Prevea360 Expansion

  23. WEA Trust – East Expansion

  24. Network Health Expansion

  25. State Maintenance Plan (SMP) • Only offered in Forest County (no change from 2019) • Fewer providers available so employees will want to verify providers are still available

  26. Vaccines at In-Network Pharmacies • No cost for covered vaccines • Influenza • Pneumonia • Tetanus • Hepatitis • Shingles • Measles • Mumps • Human Papillomavirus (HPV) • Pertussis • Varicella • Meningitis Things to Know Before You Go • Must be received at in-network pharmacy • Recommended to contact pharmacy in advance • Must present Navitus card • Travel vaccines still require a copay and will likely need to be done in doctor’s office

  27. New Medical Benefit – Bariatric Surgery & Weight Loss Services • Bariatric surgery and weight loss services will be provided for: • Participants with a body mass index (BMI) of 35 or greater • Participants whose health plan determines it’s medically necessary • Contact health plan for prior authorization criteria

  28. Expanded Uniform Dental Benefits • Expanded Uniform Dental Benefits • No cost periodontal maintenance • Special cleaning procedure for those with periodontal disease • Helps maintain gum & bone health • Coverage for Pulp Vitality Test • Helps dentist determine treatment plan • Caries assessments • Helps predict future dental health • Cost of Uniform Dental will increase by $1/month to $4 (single) and $9 (family)

  29. 2020 Health Insurance Premiums (Non – HDHP)

  30. Health Insurance Premium Increase BreakdownMonthly – Non-HDHP

  31. 2020 Health Insurance Premiums (HDHP)

  32. Health Insurance Premium Increase BreakdownMonthly - HDHP

  33. Supplemental Benefits – Outgoing Plans • Mutual of Omaha Long-Term Care Insurance will not accept new enrollments after 12/31/19. • Current participants can continue their coverage and do not have to take any action • Zurich AD&D will no longer be available • No continuation rights • Agencies should work to collect all outstanding premiums owed (review arrears – remove caps, collect premiums in advance of LOA, manage employees currently on LOA) • All premiums for these plans must be collected and remitted by February 1st so the final deductions for these plans will be taken in 2020 PP2 and all paper checks must be deposited and recorded by 1-17-20 to ensure that these are included with final payment that will occur around 1-24-20. • Once the final payment is generated to Zurich, no AD&D premiums should be collected or refunded • Zurich will send a letter to all enrollees by mid-September • Language has been added to eBenefits (for new hires) to indicate the plan is not available in 2020.

  34. Zurich AD&D – Items of Note • Agencies no longer need to populate the AD&D ABBR for new hires effective 11-2-19 or later. • The AD&D plan will no longer be available on HIR, HFA and ELG events with an event date of 11-2-19 or later • The AD&D plan will not appear in eBenefits on the OE event but will appear on the confirmation statement if the employee is currently enrolled in the plan or their current election is Waive.

  35. New Plans Delta Dental PPO – Preventive Plan Securian Accident Plan

  36. Delta Dental PPO – Preventive Plan • Delta Dental PPO – Preventive Plan • Provides same coverage as Uniform Dental Benefits, such as: • Cleanings • Fluoride Treatment • Fillings • Children’s orthodontia • Can only enroll if not covered by State Group Health Insurance as an employee or dependent • Audits will be done by both Central Benefits and ETF to ensure someone isn’t enrolled in health and Preventive Dental

  37. Delta Dental PPO – Preventive Plan • Given there is now a second Delta Dental Plan, the dental plans will now have the following names: • Dental - Supplemental • Dental – Preventive (no health) • When the employee goes to the specific enrollment page, the “Delta Dental” plan names are on the page:

  38. Delta Dental PPO – Preventive Plan • The employee must take the following actions in eBenefits to enroll in the Dental – Preventive (no health) benefit plan. • Waive health insurance on the OE event (if not already waived) • Click on the Edit button next to Dental – Preventive (no health)

  39. Delta Dental PPO – Preventive Plan • Answer the eligibility question correctly and click Agree. • Once the employee answers the questions correctly, the validation will never appear to the employee again this year.

  40. Delta Dental PPO – Preventive Plan • If they answer incorrectly or click on Decline, the employee will get the following message. They will be able to try again if they click the Edit button again.

  41. Delta Dental PPO – Preventive Plan • Once the employee successfully answers the question, the employee can enroll in the plan • Unlike the Supplemental Plan, the coverage levels available are Single and Family

  42. Delta Dental PPO – Preventive Plan • Dental Certification • Once the employee enrolls via eBenefits and the OE election is finalized, you will be able to access the Dental certificate on the Maintain Certifications page • Navigation: Benefits Administration Dashboard – Benefit Enrollments Tile – Review Employee Benefits Folder – Maintain Certifications • Certificate ID for 2020 = 20 DENPRV • If also enrolled in OOS, you will see both certifications

  43. Delta Dental PPO – Preventive Plan • Post Enrollment Validations • Both during and after Open Enrollment, Central Benefits will monitor for employees enrolled in both health insurance as an employee and the Delta Dental Preventive Plan and take the following actions (below actions have been approved by ETF): • If enrolled in health with dental, CB will waive enrollment in the preventive plan and contact the agency to reach out to the employee • If enrolled in health without dental, CB will waive enrollment in the preventive plan, add uniform dental to the health election and contact the agency to reach out to the employee • Once the OE enrollment file is sent, ETF will compare the enrollments to everyone covered by state health insurance and adjustments will be made accordingly.

  44. Delta Dental PPO – Preventive Plan • New Hires Effective 12-2-19 and Later • If a new hire wants to enroll in the plan, they will also have to successfully answer the question on the certificate in order to enroll. • CB and ETF will monitor for eligibility on an ongoing basis. • For new hires, must enroll within 30 days and coverage is effective on the first 1st of the month that occurs during the 30-day enrollment period. • There are no waiting periods under this plan

  45. Delta Dental Plan Comparison

  46. Delta Dental PPO Premiums 2020 Delta Dental Premiums

  47. Delta Dental PPO Premium Increase Breakdown - Monthly

  48. Securian Accident Plan Features • Plan provides a lump sum cash payment directly to covered member regardless of income, expenses incurred or other insurance coverage if injured in a covered accident. • For HDHP enrollees, can help offset out-of-pocket costs • Multiple benefits available for any one accident • Dependents eligible for same benefit amounts as employee, except for AD&D • Premiums taken post-tax so no taxes due on paid benefits • Continuation available at termination or retirement until age 70 • Premiums NOT taken from annuity – continuation directly with Securian

  49. Securian Accident Plan Features • Includes Identity Theft Services and Travel Assistance • Expect an annual open enrollment opportunity but Securian currently in a one-year contract • For new hires, must enroll within 30 days and coverage is effective on the first 1st of the month that occurs during the 30-day enrollment period. • There are no waiting periods under this plan

  50. Accident Plan Coverage

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