HRS Coordinators. June 11, :30 p.m. Room 1106/1108, 21 N. Park UNIVERSITY OF WISCONSIN MADISON

Transcription

1 HRS Coordinators June 11, :30 p.m. Room 1106/1108, 21 N. Park

2 Agenda Welcome WiscIT Chart Updated/Deleting Future Data Rows Benefits, Miscellaneous including Summer Prepays Upcoming Health Insurance Changes Graduate Assistant Sessions LTEs Eligibility for Health Insurance Training Update Organizational Department Changes OIM Upgrade and Training Unemployment Compensation June Calendar Review Next Meetings

3 WiscIT Chart Combined charts for WiscIT routing of HR actions as result of OHR reorganization (attached to ppt) Divisions should use address when addressing HR actions

4 Updating/Deleting Future Dated Job Rows Campuses have access to update or delete future dated rows. Deleting Future Dated Rows can have downstream impacts on Benefits, Time and Labor, and Absence Management. Please use the following guidelines to determine if Service Center action is required: o o o o If the update/delete is entered on the same date that the future dated row was entered (Date Created on Work Location tab, NOT the Effective Date of the row) the SC does not need to review. If the update/delete is entered after the future dated row was entered (Date Created on Work Location tab, NOT the Effective Date of the row) a ticket will have to be logged with the Service Center in order to clean up potential downstream Benefits/Time and Labor/Absence Management impacts. Situation #1: You have entered a future dated termination row for an employee. A week later you are notified they will be working one additional month. The correct action to take would be to insert an effective dated sequence of rehire/terminated in error. It is not necessary to submit a WiscIt. The rehire row will trigger the necessary actions for Benefits, TL, & Absence) Situation #2: You have entered a future dated termination row for an employee. A week later you are notified they will be terminating earlier than expected. The correct action to take would be to delete the original termination date. Save. Then enter the correct termination row. A WiscIT needs to be submitted to the Service Center to clean up downstream impacts on Benefits, TL, and Absence. 4

5 Updating/Deleting Future Dated Job Rows Reminders: Key fields (Effective Date, Effective Sequence) cannot be changed on any row. Submit a ticket to the SC for these changes. Campuses can update/delete a future dated row, even if it was created by Position Management however, Position Management needs to be updated first. For multiple future dated rows that need an update, the change needs to be made on all of the rows. Please refer to HRS Knowledgebase Document #17292 for a more comprehensive look at a HR Correction will be needed by the Service Center

6 Summer Prepay Process - Disbursements Short Work Break Paysheets Created Prepay Refund Process Validate Disbursements and/or Review File Final Payroll Calculation Service Center Institutions

7 Summer Prepay Timeline - June

8 TASC Transfer Form When is a TASC transfer form needed? Currently enrolled Employee: Transfers to another State Agency Changes pay frequencies Classified to Unclassified (vise versa) C to A basis appointments (vise versa) How is a TASC Transfer form created? Personal Transfer Record Required for Employees transferring to another State Agency (please send a copy to MBS) Notifying us of the pay frequency changes (the A/C Basis notification is VERY important)

9 TASC reminders Please remember to send a copy of all PTR s to Madison Benefits Services to complete TASC transfer paperwork. When a TASC transfer form is completed, a new TASC account is also created. This includes transfers due to pay frequencies An confirmation from TASC will be sent to the employee who is transferring informing them of the termination/creation of their TASC accounts. New cards will be sent out to employee within 7-10 business days.

10 SGH - Special Enrollment Documentation Under the ACA, Health Insurance Carriers/Plans are no longer federally required to issue HIPPA Certificates of Creditable Coverage (COCC) as of December 31, 2014 to individuals losing health insurance coverage. HOWEVER ETF continues to require documentation for Late Enrollment or Loss of Coverage applications. So what can you use?? 10

11 SGH Special Enrollment Documentation COBRA form Other allowable documentation; on letterhead from the previous employer or insurer: Who was covered (must list the name of the member who is requesting this special, late enrollment) Name of Health Insurer Subscriber number (and name) Date coverage was terminated Reason for the cancellation (that is voluntary such as due to non-payment of premium vs. involuntary such as due to job loss) 11

12 COBRA State Group Health (SGH) COBRAs have been mailed to employees with coverage ending May 31, 2015 based on the termination information in HRS. If an employee has a new appointment or extension that qualifies him/her for benefits, please update HRS prior to June 15 th to allow processing time before the 6M payroll calc.

13 Job Extensions Once the update is completed, with the name, Empl ID, record #, and note impacted payroll calc in order to have benefits reviewed and continued, if appropriate. Please contact UW Madison Benefits Services at or if you have any questions.

14 Upcoming Health Insurance Changes Uniform Benefit Plan Deductible and Out-of-Pocket Limits An annual deductible of $250 for single coverage and $500 for families will be implemented. Employees insured in Uniform Benefit Plans currently do not have a deductible. The annual out-of-pocket limit for Uniform Benefit Plans will increase from $500 to $1,000 for single coverage and from $1,000 to $2,000 for families.

15 Upcoming Health Insurance Changes Uniform Benefit Plan Copays for Office Visits Copays will replace the 10% current coinsurance for nonpreventative services, with a $15 copay for each primary care physician visit, and a $25 copay for each specialist visit. The deductible would not need to be met for the copay amounts to apply for office visits.

16 Upcoming Health Insurance Changes Standard Plan Deductible and Out-of-Pocket Limits The Standard Plan annual deductible will increase from $200 to $250 for single coverage and from $400 to $500 for families. The Standard Plan annual out-of-pocket limit for single plans will increase from $800 to $1000 and from $1,600 to $2,000 for families.

17 Upcoming Health Insurance Changes Pharmacy Benefits Out-of-pocket expenses for non-generic prescriptions will increase. Instead of $15 or $35 copays, employees will pay a percentage of the cost of the prescription, up to a specified dollar maximum ($50-$200, depending on the level of drug).

18 Upcoming Health Insurance Changes Pharmacy Benefits (con t) Stand Alone Dental Plan The GIB approved a single stand-alone dental plan administrator for the current Uniform Dental Benefit in 2014 with an effective date for the change set for January 1, The stand-alone dental program provides a dental benefit, separate from the medical benefit under the uniform benefit and standard plan. In May, 2015, the GIB authorized the Department of Employee Trust Funds to issue a Letter of Intent to Award Contract to Delta Dental of Wisconsin for the stand alone dental benefit.

19 Upcoming Health Insurance Changes 2016 Annual Benefits Enrollment (ABE) October 5-30, 2015 Information on Annual Benefit Enrollment (ABE) : Employee Trust Fund FAQs: Questions?? Send all applicable questions to benefits@uwsa.edu

20 Grad Assistant Benefits Grad NEBS Friday, 08/21/2015 1:00-3:00 pm 21 N Park St Rooms 1106/1108 Monday, 08/24/2015 9:00-11:00am 21 N Park St Rooms 1106/1108 *Tuesday, 08/25/2015 1:00-3:00pm Helen C White Hall Room 6191 *Tuesday, 08/25/2015 3:30-5:30pm Helen C White Hall Room 6191 *Thursday, 08/27/ :00-12:00pm 21 N Park St Rooms 1106/1108 *Thursday, 08/27/2015 1:30-3:30pm 21 N Park St Rooms 1106/1108 Friday, 08/28/2015 9:00-11:00am Babcock Hall Rooms 203/205 *denotes multiple sessions on the same date at different times Appointment Letters (benefits 30 days)

21 University Staff Temporary-SGH Important Update: University Staff Temporary (formerly LTEs) are eligible to have health insurance after 2 months of WRS participation instead of the current 6 month WRS Service Requirement as of 07/01/2015. Employer contributions can begin in July for 08/01/2015 Coverage Effective Date 07/24/2015-JulA payroll will be the 1 st SGH payroll deduction Will impact LTE s who became WRS eligible on or after 02/01/2015.

22 Training Update JEMS HIRE July 21 Self-Service Absence Training June 12 Payroll Payline Training Waiting for schedule; will be limited to 3 or 4 Funding September 29 & November 10 Glacier August 4, 6, & 10 Planning for credentialing continues

23 Organizational Department Changes Organizational Department Changes Effective June 28 (classified) or July 1 (unclassified) Service Center updating HRS and DoIT updating security; hope to complete by June 15 Divisions will be notified when entries of new org departments can be made in HRS Change department ID ONLY (no other changes) in HRS to avoid impact on security roles For those employees with HRS Security and also having a department change: Level of access, e.g., if currently campuswide, will change to department Need to submit OIM request to change back to the correct level To avoid security level change issues immediately after the OIM upgrade, you could delay the department change for these individuals

24 OIM Upgrade and Training Training held June 9, 10, & 11 Anyone with HRS access will be able to make OIM requests; those not trained should be discouraged from doing so OIM Security Conversion and Outage: June 22 thru 28 New OIM system (11g) available June 29 Any pending OIM role changes should be submitted early next week or hold until after June 29 Security Awareness Training Deadline June 25 Last Friday, UW-Madison at 71.13%

25 OIM Templates New OIM will allow for template requests Goal is for new templates to be more defined for the departments Opportunity for divisions to separate duties and avoid conflicts Msn-Div: Similar to the original divisional level roles. Staff have a variety of responsibilities, including human resources, payroll, and finances. Conflicts will still exist at the division level using this template. Msn-Dept/PR New template for departmental staff responsible with primarily HRS payroll responsibilities. If no modification to template, conflicts will not exist. Msn-Dept/HR New template for departmental staff with primarily human resource responsibilities. If no modification to template, conflicts will not exist. MSN-Dept/HR/PR/FI New template for departmental staff with a variety of responsibilities, including human resources, payroll, and finances. Typically used in a smaller decentralized department where it is difficult to avoid conflicts. Conflicts will still exist using this template. MSN-Dept/SH New template for departmental staff responsible for entry of student hourly jobs. If no modification to template, conflicts will not exist MSN-Dept/FI New template for departmental staff with primarily financial responsibilities. If no modification to template, conflicts will not exis MSN-Dept/View Only New template for departmental staff who only view data in HRS. If no modification to template, conflicts will not exist.

26 Unemployment Compensation Process Separation Notice Verifies w/dept term date and separation reason Wages UCB719 OHR completes and faxes to DWD Work Verification Sent to dept for completion; they fax to DWD Hearing Notice Faxed to dept and Legal Services for review Determination Faxed to dept Discharge Questionnaire Sent to dept for completion; they fax to DWD Confirmation of Late Appeal Faxed to dept and Legal Services for review Appeal Tribunal Decision - Faxed to dept and Legal Services for review Wage Verification/Eligibility Report Sent to division (list)

27 6A Payroll Important Dates/Deadlines 6/12/15 Paysheets created (overnight) 6/15/15 Payline request deadline 4:30 p.m. 6/15/15 Payline and retro load (overnight) 6/16/15 FICA deadline Noon 6/16/15 Absence Event entry best practice due date 8:00 p.m. 6/17/15 Final calc/confirmation 10:00 a.m.

28 6M Payroll-Important Dates/Deadlines 6/17/15 Paysheets created (overnight) 6/19/15 Payline request deadline 4:30 p.m. 6/20/15 Payline and retro load (overnight) 6/21/15 FICA deadline Noon 6/21/15 Absence Event entry best practice due date 8:00 p.m. 6/22/15 Final calc/confirmation 10:00 a.m.

29 Next HRS Coordinator Meetings Thursday, July 9 Thursday, August 13 Thursday, September 10 Thursday, October 8 Thursday, November 19 No meeting in December