GaBreeze Webinar General Operating Procedures

1. GaBreeze WebinarGeneral Operating Procedures SUMMER 2011

2. Session Purpose • Topics to Discuss • LOA Processing (15 day rule) • LOA Processing (Benefit Professional/ Participant actions) • LOA Processing (Donated Leave and Partial Pay) • LOA Processing (Worker’s Compensation) • HR Transactions (New Hire Elections) • HR Transactions (16th of the Month Rule) • HR Transactions (Bad Address Files) • HR Transactions (Agency Profile on ERWS) • HR Transactions (Action/Reason Codes OR Smart Forms) • HR Transactions (Data Entry Corrections)

3. Leaves of Absence • 15 Day Rule for a LOA • The agency will report when an employee goes out on a Leave of Absence greater than 14 days • NOTE: Agencies should avoid entering an unpaid leave of absence less than 15 consecutive calendar days • If a leave is reported lasting 14 days or less, timely entry will be critical to report the employee’s return to active status • After the 14 days, Hewitt will stop providing premium calculations to agencies • Hewitt mails bills directly to employees, receives and processes payments from employees during the Leave of Absence

4. LOA Processing • Benefit Professional Actions • Timely HR entry of the employment data to reflect the leave of absence and return to active status Participant Actions • Review Confirmation Kit • Receive bills issue directly from Hewitt • Submit payments directly to Hewitt • Contact the GaBreeze Call Center with questions

5. Leaves of Absence • Donated Leave • An employee who has been on authorized leave without pay for at least 80 consecutive hours, and meets all other agency requirements, may be entitled to receive donated leave • If an employee is granted donated leave, the agency will need to place the employee back in active status. This will notify GaBreeze to stop direct billing the employee • Employees are responsible for paying previous bills issued • Agency cannot recoup any premiums prior to the Donated Leave • Once the donated leave has exhausted, the agency will place the employee back into a Leave of Absence status • This will notify GaBreeze of the need to restart the direct billing process

6. Leaves of Absence • Worker’s Compensation • If an employee is receiving benefits from Worker’s Compensation, the employee is not to use accrued paid leave (Sick, Annual; Personal) • The agency should place the employee in a Leave of Absence status. GaBreeze will direct bill the employee for their Flexible Benefits • The agency should maintain the employee in a Leave of Absence status until the employee returns to active employment status

7. HR Transactions • New Hire Elections • New hires will need to go online to the GaBreeze web site within their 30 day election window • To make additional edits, they may contact the Benefits Call Center • Employees who fail to make selections will be defaulted to “No Coverage” for each benefit • The “Pending Enrollment Report” on ERWS lets an agency know if employees have yet to enroll • Assists HR to know which new hires to contact and give an enrollment reminder

8. HR Transactions • 16th of the Month Rule for Terminations • For an HR entry of an employee’s termination • Active coverage will terminate based on the effective date of the transaction or event • If the status date is effective prior to the 16th of the month, the coverage will terminate the end of the current month • If the status date is effective on or after the16th of the month, the coverage will terminate the end of the following month • The exception will be STD and LTD, which ends as of the termination date

9. HR Transactions • Coverage Rules for a QSC event • For an employee making benefit selections due to a QSC event • The coverage will change/begin the first of the month following the date the event was reported • Example: Married July 20th, Coverage change effective August 1st • NOTE: The exceptions are birth and adoptions which will be effective on the date of the event

10. HR Transactions • Bad Address Report • GaBreeze submits a report via ERWS for employee’s addresses requiring an update or correction • Verify the proper mailing address with the employee(s) • For Peoplesoft agencies: • GaBreeze reads the “Mailing Address” as the proper address to mail documentation to the participant • Verify the correct address is listed in the Mailing Address section of PeopleSoft • Corrections should be made in PeopleSoft or the Employee Data Smart Form to update GaBreeze

11. HR Transactions • Bad Address Report • Question: If the address on the Bad Address Report is correct, what can be done to remove employee from the report? • Contact the SPA Assist Team • NOTE: If any future mailings are returned to GaBreeze which were sent to the same address, the indicator will be automatically added back on to the participant’s account

12. HR Transactions • Agency Profile on ERWS • If an employee, who is a Basic or Administrative User, terminates employment with the agency, the person’s contact information should be deleted • Select the terminated employee in the Agency Profile page • Select “Delete this Contact” on the Agency Contact Detail page • Prevents the employee showing on future emails sent to the agency incorrectly • Prevents inappropriate access to agency information

13. HR Transactions • Action/Reason Codes for PeopleSoft Agencies • For a complete listing of the Action Reason Codes to be utilized in PeopleSoft please visit the following URL: http://www.spa.ga.gov/employees/pdf/PS_ActionReasonCodesMapGaBreeze.pdf

14. HR Transactions • Action/Reason Code Example (P’soft agencies) • For an employee terminating from one P’soft agency and hired by another P’soft agency • The terminating agency should use the “Transfer Out” code • Action = XFR, Reason = OUT • The hiring agency should use the “Transfer In” code • Action = XFR, Reason = IN

15. HR Transactions • Smart Form Example (Manual agencies) • For an employee terminating from one Manual agency and hired by another Manual agency • The terminating agency should use the “Termination Notice” Smart Form • The hiring agency should use the “New Hire” Smart Form

16. HR Transactions • Data Entry Corrections (P’soft Agencies) • For data entry corrections which require the agency to contact SAO to delete a row: • Please notify SPA of the row deletion(s) • SPA will need to make GaBreeze aware

17. HR Transactions • Data Entry Corrections (Manual Agencies) • If an agency makes a data entry error on a Smart Form: • Agency can go into ERWS the next business day and correct with another Smart Form • The new entry will override the data entry from the previous Smart Form

18. Reminders

19. Support Avenues (Benefit Professionals) • The SPA Team • Team will continue to be agencies’ first point of contact • Respond to questions about business rules, business processes • Support use of the Employer Web Site • Answer questions about Employer Web Site reporting • Work with Hewitt to resolve data issues • For Automated (PeopleSoft agencies): • chris.barfield@spa.ga.gov or 404 463-2274 • For Manual agencies: • valencia.timmons@spa.ga.gov or 404 651-6089

20. Support Avenues (Employees/Participants) Benefits Call Center 1-877-3GBreez or 1-877-342-7339 Monday – Friday, 8:00 am – 5:00 pm ET excluding holidays Website www.GaBreeze.ga.gov Link on Team Georgia Flexible Benefits tab

21. Final Questions and Follow-ups