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

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

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  1. Annual Enrollment Payroll Processing for Manual 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 • Manual payroll agencies will be required to update ABBR for employees in the Employer web site • 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 • Please do not change any dates during the ABBR update process • NOTE: if an employee’s salary is not changing for PY 2011, it is unnecessary to make any updates to ABBR

  5. Pre-A.E. Payroll Processing • Annual ABBR Salary Update Process • 2 options to update ABBR salary for PY 2011: • Option 1: Update directly on the Employer website using the Employee Data Update Smart Form • Option 2: Complete the spreadsheet emailed to agencies from SPA and return to: elvita.williams@spa.ga.gov • The deadline to complete the ABBR update process is Monday, September 20th

  6. Pre-A.E. Payroll Processing • Annual ABBR Salary Update Process • Option 1: Utilizing Smart Forms via the Employer Website • Step 1: Upon login to the Employer Website, enter your agency ID, select Smart Forms; CLICK Continue • Enter the employee’s SSN and CLICK Continue • Select from the drop down box: Employee Data Update and CLICK Continue

  7. Pre-A.E. Payroll Processing • Step 2: On the panel below, simply CLICK Continue

  8. Pre-A.E. Payroll Processing • Step 3: On this panel, update the Annual Benefit Salary ONLY. Please do not change any dates and CLICK Continue

  9. Pre-A.E. Payroll Processing • Step 4: On the panel below, simply CLICK Submit

  10. Pre-A.E. Payroll Processing • Step 5: On the panel below, simply CLICK Submit • Upon completion of your agency update, please notify via email: Elvita.williams@spa.ga.gov

  11. Pre-A.E. Payroll Processing • Annual ABBR Salary Update Process • Option #2: Input values in the spreadsheet provided by SPA • Enter each employee’s SSN in Column Awith dashes, example 999-99-9999 • Enter the Annual Benefits Salary in Column B. Please enter with only decimals, no commas or dollar signs. Decimals and cents should be included on all entries • Once completed, email the spread sheet (password protected) to Elvita.williams@spa.ga.gov by Monday, September 20th

  12. Pre-A.E. Payroll Processing • FICA Status • Manual agencies can report FICA status changes, if any, via the Employee Data Update Smart Form • Deadline to submit any changes is Friday, September 24th • The FICA status change will be utilized by GaBreeze on October 1st for Annual Enrollment for Plan Year 2011

  13. 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

  14. Post-Annual Enrollment Payroll Processing

  15. 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 • These files will be posted in addition to your normal weekly ongoing deduction and imputed income file that will be delivered on November 19th • 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

  16. 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

  17. Post-A.E. Payroll Processing • Late Year New Hires • Employees hired on November 1st should be encouraged to enroll in benefits by Thursday, November 18th • 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 • Current Plan Year deductions for all employees should be stopped after November’s payroll • Agencies will resume receiving weekly ongoing deduction and imputed income files beginning Friday, December 3rd. These files and all files going forward will contain deductions for coverage in the new plan year and will no longer contain deductions effective for the prior plan year

  18. Reports during Annual Enrollment

  19. 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)

  20. Additional Reminders

  21. 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

  22. SPA Web Site Job Aides (Screen shot)

  23. 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

  24. 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

  25. Final Questions and Follow-ups

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