Annual Benefit Enrollment ( ABE) Employer Training

1. Annual Benefit Enrollment (ABE)Employer Training

2. Agenda, Thursday 2

3. Agenda, Friday 3

4. OE Event Processing 2013 Calendar Friday, October 4, 5 pm: OE event process to create/prepare OE events kicked off October 7 through November 1: OE process to finalize self-service events will be run nightly November 1: OE process to finalize events will be run several times throughout the day, including immediately before midnight November 29: ETF ONE entry deadline December 7: Process run to disconnect OE events. Subsequent changes effective 1/1/2014 will require ADM events 4

5. OE Event Processing 2013 Calendar ETF Entry • November 29: ETF ONE entry deadline • Service Center receipt deadline: Nov 15 What this means: Completed applications should be received by the SC by 11/15, even if they have not been entered into HRS 5

6. OE Event Processing 2013 OE Changes EligConfig field 6 will not be used • Using delivered functionality • Eliminates use of a modification to populate I&F will not have waive rows inserted on top of already existing waive/term rows SGL should not have random waive rows inserted Self-service issue regarding addition of dependents other than traditional children has been resolved OE events with status of “Entered” will be finalized every night (Mon through Friday)

7. OE Event Processing OE Event Details Non eBN Campuses: All OE Ben Admin processing should be entered against the OE event Once OE events are disconnected, use ADM events

8. OE Event Processing OE Event Details eBN campuses – Should use ADM events for any Ben Admin entry • OE events are reserved for employee use. 8

9. OE Event Processing OE Event Details Information Needed for Processing • Enrollment Code • Enrollment Reason • App Received date • Option Code (See KB 19156) • For 1x plans: Covered dependents 9

10. OE Event Processing Reprocessing OE Events Ben Admin entry: See Re-Enter KB 21160 Self-service: If the OE event is re-opened, confirm that the employee completes OE entry. The employee needs to be the last person to touch the event, not the Ben Admin. IMPORTANT: Need to validate elections 10

11. OE Event Processing OE Reports • Employee Process Status Reports • Nav: Benefits>Manage Automated Enrollment>Investigate Exceptions>Employee Process Status Rpt • Select or create a Run Control 11

12. OE Event Processing OE Reports Employee Process Status Reports • Enter Run Parameters • Schedule ID • Department – Specific or 1st Department character for entire campus • Status(es) to include in report 12

13. Process Status 13

14. Process Status 14

15. Process Status 15

16. Process Status 16

17. OE Event Processing OE Preparation AKA What you can do in the coming week Work the the Event status report for your campus • Focus on Assign None, Assign Error, Assigned, Prep Error and Prepared • Void unused or duplicate ADM and SAV events New Hire Hold report MSC Event Eval report 17

18. Reference Reprocessing the Open Enrollment (OE) Event – KB#21160 Using On-Demand for Annual Benefit Enrollment Period – KB#20419 Annual Benefit Enrollment Period Using eBenefits – KB#20420 eBenefitsFAQ – KB#19700 18

19. OE Event Processing More on Self-Service No new campuses added for 2013 Reasons – Technical • Issue with SGL eBN reporting (Resolved) • ETF duplicate entry Classroom Exercise - OE Self-Service entry HRTST URL: https://proxy.hrstest.ps.wisconsin.edu/psp/hrtst-bd/?cmd=login User ID: Your Empl ID Password: Your Empl ID + <$>; Ex: 00999999$ 19

20. BREAK 20

21. Ben Admin Improvements Benefit program Consolidation Officer Code default Event Maintenance • Layoff/Transfer to other state agencies • Mass HR Changes Non-Qualified Dependents 21

22. Benefit Program Consolidation 22

23. Benefit Program Consolidation Goals • Simplify for end-users • Reduce maintenance The OE event will move employees from the old program to the new program New Program Effective date: 12/01/2013 (Eventually) 23

24. Officer Code The Officer Code field is used to identify employees eligible for the following benefits options: Federal Benefits Executive WRS Retirement Protective WRS Retirement Craft Worker Health Rate Eligibility rules use the Officer Code (delivered functionality) Caution: Provosts – Need to have the officer code set if provost title is not used 24

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26. Officer Code Default A new program will default the value for Executive, Protective and Craft Worker employees if they are hired or transferred into a certain Job Codes. However, if they transfer into a non-eligible Job Code the program will not remove the Officer Code value. Institutions will need to continue to review the Officer Code value The UW Service Center will audit Officer Codes and contact institutions if incorrect 26

27. New Events Before 10/4: Most Job Data Action Reasons triggered a MSC event which evaluated benefit eligibility every time. Benefit Administration needs to run twice each evening to process the event to close and Finalized Enrolled. After 10/4: Job Data Action Reasons that do not impact benefit eligibility changes. These Action Reasons will trigger a unique benefit event that will automatically process to close on the first run of Benefit Administration to Finalize None. 27

28. New Events 28

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30. New Events These are in addition to existing TM1, TM2, and RT1 through RT6 30

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32. Nonqualified Dependent The Patient Protection and Affordable Care Act (PPACA) and 2011 Wisconsin Act 49 eliminated tax liability for the fair market value of health coverage for adult children dependents through the month in which they turn 26 if eligible. Child Non Tax Dependent Legal Ward Non Tax Dependent Stepchild Non Tax Dependent 32

33. Nonqualified Dependent Before 10/1: Employees with these dependents had after tax deductions for EPIC Benefits+, Dental Wisconsin, and VSP. After 10/1: Employees will now have before tax deductions. DOMA impact: None Options for EE wanting to go back • Currently affects approx. 150 employees • Can’t go back to 2012 • 2013 adjustments 33

34. Benefit Retro What is Benefit Retro? • A retroactive change to employee or benefit-related data has an effective date prior to the last confirmed pay end date of the employee’s pay group. Where is the calculated amount located? • Payroll for North America > Retroactive Payroll > Benefits/Deductions > Update Retro DedCalc Results 34

35. + Employee 35

36. BREAK 36

37. Benefit Retro What is not calculated by Benefit Retro? • Employee Reimbursement Accounts • Tax Sheltered Annuities, Roth, Wisconsin Deferred Compensation • Wisconsin Retirement System 37

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39. Arrears What is Arrears? • HRS creates an arrears balance when an employee’s net pay in a pay period is insufficient to cover a deduction. • HRS Benefit Retro will load amounts to be collected from the employee into arrears. Where is the balance located? • Payroll for North America > Periodic Payroll Events USA > Balance Reviews > Arrears 39

40. Arrears Balance 40

41. Arrears History Note: The adjustment reason “Retro Ben-Ded Batch Process” means Benefit Retro load the amount into arrears. 41

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44. Retro Reference Benefits Retro Deductions Public Query – KB#20583 Retro Benefits Review Process – KB#19177 44

45. Retro Classroom Exercises Delete Retro Requests Run Retro Public Queries 45

46. Event Maintenance Intro Processes to be Reviewed Benefits Records Benefits Primary Populate Eligibility Configuration process MSC Event Evaluation report Reprocessing Events 46

47. Benefit Record 47

48. Benefit Record Ben Record Rationale • Do’s and Don’ts Steps to consolidate • Validate need to merge • Void ALL events against the Ben Record to be merged • Remove additional Ben Record • Rebuild Ben Primary flag • Run Populate Eligibility Config process • Delete pending events against the remaining Ben Record triggered by the merge 48

49. Benefit Flag 49

50. Benefit Primary Flag 50