Post Annual Enrollment Processing for Manual Agencies (Plan Year 2011)

1. Post Annual Enrollment Processing for Manual Agencies (Plan Year 2011) November 2010

2. Session Purpose • Topics to Discuss • Post-Annual Enrollment Payroll Processing • Post-Annual Enrollment Reporting • Dependents in GaBreeze • Additional Reminders

3. Post-Annual Enrollment Payroll Processing

4. Post-A.E. Payroll Processing • Annual Benefit Deduction Report and Imputed Income Report • The files will be available to manual payroll entities on Thursday, November 18th(FOR PY 2011) • These files will be posted in addition to your normal weekly ongoing deduction and imputed income file that will be delivered on November 19th(For PY 2010) • A single payroll file and imputed income file will also be issued to SMI for all agencies utilizing their payroll system on November 18th • These will be the full files for an agency’s employee population and will contain only START deductions. No STOP deductions will be included on this file as the expectation is that each agency end all current plan year deductions and imputed income earnings on their system before loading or entering the full file for the new plan year

5. Post-A.E. Payroll Processing • AD&D Deductions for 8x & 9x Salary • Agencies should verify the deduction codes for the new AD&D coverage levels are updated in their payroll systems prior to processing the Annual Benefit Deduction File • The new deduction codes on the Benefit Deduction files: • AD&D 8x Benefit Salary: XADD8X • AD&D 9x Benefit Salary: XADD9X

6. Post-A.E. Payroll Processing • Late Year New Hires • Employees hired on November 1st should be encouraged to enroll in benefits by Wednesday, November 17th • Agencies should run the Pending Enrollment Report on Monday, November 15th and remind those new hires to enroll • Last deduction file to be received for the current Plan Year will be Friday, November 19th • No weekly files will be sent on November 26th • Current Plan Year deductions for all employees should be stopped after November’s payroll

7. Post Annual Enrollment Reporting

8. Post Annual Enrollment Reporting • Key Dates: • Tuesday, November 30th: Carriers will receive the first Annual Enrollment eligibility file for Plan Year 2011 • Friday, December 3rd: The first ongoing 2011 automated benefit deduction and imputed income file will be issued to manual agencies via Employer Web Site

9. Dependent Verification

10. Missing Dependents • A Post-Annual Enrollment Missing Dependent(s) report will be posted on November 15th • The report will list those who did not contact GaBreeze during Annual Enrollment to make necessary updates • To access the report on the Employer Web Site: Go to File Sharing after logging in • Employees will receive a letter mailed to their current address on file • Employees will be given through November 29thto call the GaBreeze Benefits Center to update any missing dependents • Employees must provide the following info: Dependent’s Name, SSN, and DOB

11. Dependent Verification • Verification Process: • SPA will receive a file from State Health Benefit Plan (SHBP) in December for a validation compare of dependent information • SPA will issue dependent verification letters to employees, whose dependents are not already validated by SHBP, at the end of December • Employees will have 30 days from the date of the letter to respond • If the employee’s spouse and/or dependent updates are not made, the employee’s coverage for the upcoming 2011 plan year will coincide with the spouse and/or dependent information the employee has on file

12. Additional Reminders

13. Support Avenues for Benefit Professionals(SPA Web Site) • SPA web site online resources • Job Aides: • http://www.spa.ga.gov/employees/flexible_benefits.asp • Click on Employer Reference Materials for GA Breeze to view job aides • Job Aides are for General information, SMART Forms, and Reports

14. SPA Web Site Job Aides (Screen shot)

15. 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 1-888-968-0490 or 1-404-656-2730 Monday – Friday, 8:00 am – 4:30 pm ET excluding holidays

16. 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

17. Final Questions and Follow-ups

18. The SPA Team would like to express our thanks to each of you for your continued support and assistance during our first Annual Enrollment through GaBreeze!