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GaBreeze April Webinar for Benefits Professionals

GaBreeze April Webinar for Benefits Professionals. APRIL 2010. Session Purpose. Topics to Discuss Communications to Participants Communications to Benefit Professionals Access to the Employer Portal Reports Transition Reminders. Communications to Participants.

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GaBreeze April Webinar for Benefits Professionals

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  1. GaBreeze April Webinarfor Benefits Professionals APRIL 2010

  2. Session Purpose • Topics to Discuss • Communications to Participants • Communications to Benefit Professionals • Access to the Employer Portal • Reports • Transition Reminders

  3. Communications to Participants

  4. Communication to Participants • Participants • April • Employee Announcement Email • Staggered delivery to HR/Benefit Professionals for distribution to employees beginning the week of April 19th • Employee Quick Reference Guides (now available on Team Georgia and the Transition Web Site): • Printed copies sent to agencies for distribution beginning the week of April 5th with expected deliveries the week of April 12th • Please hold the guides until you receive the GaBreeze announcement email which will be sent beginning the week of 4/19 • Make sure employees take Reference Guides home • Employee-focused article in the Georgia Statement to announce GaBreeze web site and Benefits Call Center delivered April 7th • A copy is posted to Transition web site for agencies to download or print

  5. Communications to Benefit Professionals

  6. Communication to Benefit Professionals • Benefits Professionals • April • Announcement Posters distributed during Flex Forum 3 are available online to download or print • New GaBreeze posters available on the Transition web site for agencies to download or print as of April 6th • Employer Quick Reference Guides online as of April 6th on the SPA web site (Automated & Manual Agencies) • May • Job Aides will be available online on the SPA web site • SPA Surveys to be distributed for agency feedback • Future trainings on GaBreeze (Dates TBD) • Trainings will be conducted via webinar, some possibly on location • Email will be issued when training schedule is finalized

  7. Access to the Employer Web Site

  8. Accessing the Employer Web Site • Benefits Professionals • GaBreeze Employer Web Site Passwords • Beginning April 1st, registered users for the GaBreeze Employer Website were sent emails with their passwords prior to Go-live • If registered and have not received your password, please contact the SPA team at 404.656.2730 or 1.888.968.0490 • Administrative Users should review the agency’s profile page on the GaBreeze Employer Web Site • You can make any necessary changes/additions for the agency (e.g. Administrative/Basic Users)

  9. Accessing the Employer Web Site • Helpful Hints regarding your Password • Check your junk email folder first for your GaBreeze Employer Website password • Do not copy and paste your password from the email. The password should be typed in order to ensure a successful login • Enter the GaBreeze Employer Website from either TGC or SPA websites • Do not save in your favorites. Saving the link could cause it to open a previous session which is now closed

  10. Log On Screen NOTE: Registered Users who did not receive a system generated password can click “I Forgot My Password” to receive a replacement password.

  11. Choosing an Agency and Task NOTE: If the agency number is not valid, you may click the “Agency Listing”in the top right corner of the screen to find it.

  12. Reports

  13. Reports • Availability of Reports • Daily (Monday – Friday 12:00 p.m. ET) • Edit Report • Weekly (Friday, 12:00 p.m. ET) • Benefit Deduction (Only for Manual payroll agencies) • Imputed Income (Only for Manual payroll agencies) • Pending Enrollment Status • Monthly (around 10th calendar day each month) • Financial Manager Reports (Detail & Summary)

  14. Reports • Definition of Reports • Reports are stored and delivered on the site as Comma Delimited files with a .txt (dot TXT) extension • The Financial Manager Detail report will be delivered to the site as a ZIP file (due to size) • Within the ZIP file the report will be a Comma Delimited file with a .txt extension • Agencies which do not have the WinZip software installed may obtain the software for free at www.winzip.com • These reports can be easily imported into Excel. Some agencies’ payroll provider may be able to directly import the files instead of requiring manually data entry

  15. Reports • Naming Standard of Reports • Agencies should create one local folder for each report type which is downloaded from the GaBreeze site for easier manageability • Agencies should use the following naming standard for the files: • Benefit Deduction Report - BnftDed-MMDDYYYY.txt (Manual) • Imputed Income Report - ImptIncm-MMDDYYYY.txt (Manual) • Annual Benefit Deduction Report - AnnlBnftDed-MMDDYYYY.txt (Manual) • Annual Imputed Income Report - AnnlImptIncm-MMDDYYYY.txt (Manual) • Annual Inactive Imputed Income Report - AnnlInacII-MMDDYYYY.txt (Manual) • Agency Edit Report - EditRpt-MMDDYYYY.txt • Pending Enrollment Report - PndEnrl-MMDDYYYY.txt • Financial Manager Summary Report - FMSmry-MMDDYYYY.txt • Financial Manager Detail Report - FMDtl-MMDDYYYY.txt

  16. Reports • Importing Downloaded Reports • There are two ways agencies can process the reports that are downloaded from the GaBreeze Web site: • To Import the Report: Automatically import the reports into another system (e.g., the Benefit Deduction and Imputed Income reports may be imported into a payroll system) • Check with your payroll vendor to determine if their system supports importing comma delimited files • To Key the Report: Import the downloaded report into the GaBreeze Reporting Tool which will automatically take care of formatting the report • Once imported into the tool it will be easier to view. Data from the report can be manually updated into the HR or Payroll system • NOTE: The Reporting Tool is located in the “Related Information” box in the “How to Download Report” pdf

  17. Download Reports Tool

  18. Reports (Manual Payroll) • Uploading Reports • In the Report Field you will select the type of report you wish to upload • There are two ways agencies can create the reports that need to be uploaded to the GaBreeze Web site • To Import the Report: System generate the file from the agencies HR/Payroll system. This will likely be a process used by larger agencies where manual key entry wouldn't be practical • To Key the Report: Use the GaBreeze Reporting Tool spreadsheet to manually key in the data. Then let the tool convert the data to the correct comma delimited format • Agencies should also use the following naming standard for the files: • Payroll Results – PyrlRslt-MMDDYYYY.txt • Annual Benefit Salary – AnnlBnftSlry-MMDDYYYY.txt

  19. Upload Reports Tool

  20. Reports • Deductions for HCSA and DCSA (Manual Payroll Agencies Only) • On a pay period basis, agencies will create a payroll results file with Health Care and Dependent Care spending account deductions • This file should be formatted according to the requirements defined on the GaBreeze Employer website under the Related Information for the Upload Reports tab • If HCSA and/or DCSA deductions were taken, a file should be loaded sometime on or between Pay Confirmation and Pay Date (no later than 2 business days) • If no HCSA or DCSA deductions were taken for the period, no action is necessary

  21. Transition Reminders

  22. COBRA Enrollment • COBRA offered before April 6th, participant has not yet enrolled • Benefits Professional Actions • Direct participant to call the GaBreeze Benefits Center as of April 6th • SPA will forward paper enrollments received on or after April 6th to Hewitt for processing • COBRA eligibility pending on FLEX system on April 6th • SPA will confirm eligibility and forward eligibility report to Hewitt • GaBreeze Benefits Center will send COBRA enrollment information and process enrollment

  23. Direct Billing and Payments • GaBreeze Benefits Center Billing • First GaBreeze Benefits Center bill covers May • First GaBreeze Benefits Center bill goes out around April 10th • Bill will not account for coverage changes effective prior to May 1st • Hewitt will provide a report of those cases to SPA • SPA Transition Actions – For Your Information • SPA will collect all amounts owed for coverage through April 30th • SPA will notify current direct bill employees • March payment is for April coverage • They will receive bills from GaBreeze Benefits Center going forward • SPA will resolve any balances owed or credit balances prior to April 6th

  24. Support Avenues (Benefit Coordinators) • 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

  25. 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

  26. Final Questions and Follow-ups

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