Insurance Tracking Roll Prep - Job Aid

Transcription

1 Insurance Tracking Rll Prep - Jb Aid Fiscal Crdinatin August 2017

2 TERMS OF USE The infrmatin cntained herein is licensed, trade-secret and prprietary and may nt be used, disclsed r reprduced withut permissin f the licensing authrities, WSIPC and/r Skyward, Inc. As a cnditin f use, the User agrees t prtect and keep the infrmatin frm disclsure r falling int the public dmain. The failure t cmply with this agreement may result in the immediate terminatin f the User s right t access the infrmatin. COPYRIGHT Cpyright 2017 WSIPC. All rights reserved. Reprductin f any part f this manual in any medium withut the express and written permissin f WSIPC is prhibited by law. This editin is printed in the United States f America. The cntents may be crrected r mdified by revisins withut prir ntice. Pages may be added, deleted, r changed as required. The WSIPC lg is a registered trademark f WSIPC. Skyward is the registered trademark fr Skyward, Inc. lcated in Stevens Pint, Wiscnsin

3 Insurance Tracking Rll Prep Jb Aid The fllwing steps are fr districts wh have an insurance carrier change that affects their whle district, r a specific grup f emplyees. If yur district is staying with Premera, yu d nt have t make any changes t insurance tracking, unless they are ffering new plan chices. If any emplyee types within yur district will cntinue t use WEA, yu will want t cntinue t fllw the guidance belw. It is recmmended that yu please cmplete the fllwing items prir t attending the insurance tracking Year End Rll class. If yu are nt able t cmplete these steps prir t the class, we will have an IT Lab t assist with any updates carrier changes. Districts wh use Insurance Tracking: Terminate/End Emplyees in Current IT Year 1. Befre the new plan year is rlled, enter an end date fr emplyees wh will nt be enrlled in insurance in the new plan year. This includes terminating emplyees r emplyees wh will n lnger qualify fr insurance in the new plan year and they have n benefit FTE t allcate t the pl. Nte: It is nt a requirement t d this step first, but it prevents the emplyee master frm rlling int the new year. This step can be dne frm the emplyee s prfile-it tab r frm the IT master screen. Select an IT Prcessing Date in the current plan year. Edit the Emplyee s IT master. Enter an end date = t last payrll perid date insurance will be prcessed.

4 Click Yes t put the same end date n the sub plans under the plan being ended 2. Fr thse emplyees updated in step 1, edit their emplyee prfile insurance deductins and benefits. Enter the last payrll perid stp date their insurance shuld be prcessed. Menu: RDS, HR, Prfile, Ded/Ben

5 3. Add a vendr fr each Insurance Plan Prvider Menu: RDS, Finance, Vendr Master Click Add Select the Organizatin radi buttn Enter Insurance Carrier Name/infrmatin Click OK Repeat fr any new insurance carriers.

6 4. Add Deductin/Benefit Cdes fr new plan carriers. Yu will need t add new deductin cdes and benefit cdes t yur tables t accunt fr the new medical plan chices that are available t yur emplyees. If yur district is staying n WEA, yu will need t create a deductin and benefit cde fr each f the plans ffered, fr each carrier. Belw are the steps t add a deductin and a benefit. Please repeat these steps fr any new plans, r carrier changes that apply t yur district. Hw t add a Deductin Cde: Menu Path: Web, HR, Payrll, Setup, Cdes, Deductin Cdes Click the add buttn Enter a deductin cde Enter Check Stub Descriptin Enter Lng term Descriptin Grup: MISC, ACH: N Pay Level: 2 Primary Pay, W2 Infrmatin: DD Empr Spn Hlth Cv Accunt Infrmatin: 10 L Vendr Infrmatin: Enter the name f the vendr fr that plan deductin. Select the Batch Number: P2 Accunt Detail: N Invice Descriptin: Payrll Accrual Invice Type: Regular Click Save

7 Hw t add a Benefit Cde: Menu Path: Web, HR, Payrll, Setup, Cdes, Benefit Cdes Click the add buttn Enter a benefit cde Enter Check Stub Descriptin Enter Lng term Descriptin Select Checkbx: Active (Optinal) Select Check bx t Print n Payrll Check and Display in Emplyee Access. Grup: Other ACH: N Pay Level: 2 Primary Pay, W2 Infrmatin: DD Empr Spn Hlth Cv 3 Rd Party RET inf: Blank, des nt apply. Select Checkbx: Cst t Emplyer Default: Object Debit 4001, Benefit Overlay Mask: District Specific Accunt Infrmatin: 10 L Amunt Type: Amunt Vendr Infrmatin: Enter the name f the vendr fr that plan deductin. Accunt Detail: N Select the Batch Number: P2 Invice Type: Regular Invice Descriptin: Payrll Accrual Click Save

8 5. If a new Insurance Plan will be ffered in the New Year, add the plan and each f the sub-plans fr each insurance grup as needed. Menu: HR, Ins. Trk., Setup Insurance Plans Select an IT Prcessing date in the New Year. Select the Setup Insurance Plans ptins. Click the Plan Add ptin. Enter the new plan setup infrmatin. Sample Setup is shwn belw. Enter Plan Cde Enter Descriptin Enter Vendr Enter Start Date, leave end date Blank Invice Type: Regular Select Checkbx: Use F.T.E. during calculatins (des nt apply t pl calculatins). Click OK. Repeat this step fr new plans ffered in New Year, fr any new carriers.

9 6. Manually add all Sub Plans fr ne f the Grups Nte: Different districts use different Grup Cdes- in this dcument 1MA is a Grup Cde used as an example cde. Menu Path: HR/Insurance Tracking/Plan Setup Buttn With the new Plan highlighted, click Add t add Sub Plans. Example: Add all Sub Plans (cverage E, EC, ES, and ESC) fr 1MA Grup. 7. Mass Add the Sub Plan t all ther grups within the Plan Menu Path: RDS, HR, Insurance Tracking, Plan Setup Buttn Edit each Sub Plan within the new Plan. Click the Mass Add buttn.

10 Check the bxes fr the Grups yu wuld like added as Sub Plans t the new Plan. Click the Mass Add Selected Recrds buttn. Review Grups chsen. Click Cntinue if crrect Grups are listed. When message appears, click Back. Exit frm the web and return t RDS. When OK is clicked n the Insurance Tracking Sub Plans setup screen, a message will appear stating that duplicate plans exist. This message is incrrect. T avid receiving the message, click Cancel t return t the main Insurance Plan Setup screen. The newly mass added Sub Plans will nt appear under the new Plan until anther Plan is clicked n, and then the new Plan is clicked n again. This refreshes the new Plan and yu will nw be able see the newly mass added Sub Plans. Repeat fr all emplyee grups, fr all the plans that will be ffered in the new Insurance Tracking Year.