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Annual Enrollment Payroll Processing for PeopleSoft Agencies (Plan Year 2011)

Annual Enrollment Payroll Processing for PeopleSoft Agencies (Plan Year 2011). August 2010. Session Purpose. Topics to Discuss Pre-Annual Enrollment Payroll Processing Post-Annual Enrollment Payroll Processing Reports during Annual Enrollment Additional Reminders.

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Annual Enrollment Payroll Processing for PeopleSoft Agencies (Plan Year 2011)

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  1. Annual Enrollment Payroll Processing for PeopleSoft Agencies (Plan Year 2011) August 2010

  2. Session Purpose • Topics to Discuss • Pre-Annual Enrollment Payroll Processing • Post-Annual Enrollment Payroll Processing • Reports during Annual Enrollment • Additional Reminders

  3. Pre-Annual Enrollment Payroll Processing

  4. Pre-A.E. Payroll Processing • Annual ABBR Salary Update Process • The frozen benefit salary will be processed by GaBreeze on October 1st to be used during Annual Enrollment to calculate benefits for Plan Year 2011 • PeopleSoft agencies will pass any applicable ABBR updates via the automated daily HR file. All updates should be passed on the daily HR file to Hewitt by Thursday, September 30th • If PeopleSoft agencies need to make any frozen pay corrections after October 1 for the new plan year, the following process should be used: • Update directly on the Employer website using the Frozen Annual Benefit Salary Correction Smart Form • The changes will refreeze the annual benefit salary effective 1/1/2011

  5. Pre-A.E. Payroll Processing FICA Status PeopleSoft agencies should report FICA status changes, if any, via the daily automated HR file by Thursday, September 30th The FICA status change will be utilized by GaBreeze on October 1st for Annual Enrollment for Plan Year 2011

  6. Pre-A.E. Payroll Processing Retirement Disability Status (FYI) This status is provided by ERS & TRS in order to calculate LTD rates for active employees ERS will send monthly retirement eligibility file to GaBreeze on Tuesday, September 21st TRS will send annual retirement eligibility file to GaBreeze on Friday, September 15th GaBreeze will freeze the retirement disability information for the new plan year on October 1st

  7. Post-Annual Enrollment Payroll Processing

  8. Post-A.E. Payroll Processing Annual Benefit Deduction Report and Imputed Income Report The files will be sent on Thursday, November 18thafter the daily HR files are sent to PeopleSoft agencies These files will be sent in addition to your normal daily deduction and imputed income file that will be delivered on November 18th

  9. Post-A.E. Payroll Processing AD&D Deductions for 8x & 9x Salary Agencies should verify the deductions 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

  10. Post-A.E. Payroll Processing • Late Year New Hires • Employees hired on November 1st should be encouraged to enroll in benefits by Monday, November 22nd • 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 Wednesday, November 24th • Current Plan Year deductions for all employees should be stopped after November’s payroll • GaBreeze will resume sending daily ongoing payroll/imputed income files with deductions for the new plan year only on Wednesday, December 1st

  11. Reports during Annual Enrollment

  12. Reports during Annual Enrollment • Agencies will still receive the following reports during A.E.: • Pending Enrollment Status Report • Change from weekly to daily during Annual Enrollment • Agency Edit Report (daily) • Financial Manager Summary Report (monthly) • Financial Manager Detail Report (monthly) • Financial Reconciliation Report (2-3 days after Financial Manager report)

  13. Additional Reminders

  14. 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

  15. SPA Web Site Job Aides (Screen shot)

  16. 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

  17. 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

  18. Final Questions and Follow-ups

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