HRS Hot Topics WisLine November 8, 2016

Transcription

1 HRS Hot Topics WisLine November 8, 2016

2 Topic AGENDA Record Retentions Schedule Opt-Out Reminder AD&D Rates 2017 WRS Individual and Family Life Annual Benefits Enrollment (ABE) Coordination of Benefits (COB) Flexible Spending Accounts (FSA) Income Continuation Insurance (ICI) Wisconsin Deferred Compensation (WDC) 2

3 Records Retention Schedule New UW System & UW-Madison General Records Schedule for Human Resources and Related Records Authored by UW-Madison s Records Officer and UW System Office of General Counsel. Approved by the Public Records Board. Replaces previous general records schedules for human resources and related records. Effective October 12,

4 Records Retention Schedule Employee Records Faculty Academic Staff University Staff Graduate Students R.A.s P.A.s T.A.s Volunteers Employees-In-Training Limited Appointees Functional Areas Talent, Recruitment & Engagement AA & EEO Grievance or Layoff Employee Personnel Employee Medical Information & HIPPA Privacy Complaints Employee Assistance Program & Related International Faculty & Staff Evaluation & Promotion Human Resource Employee Training 4

5 New Schedule Basics Some changes include: Recruitment Files: Date position filled + 6 years. CBCs: Date of creation + 7 years. Hiring & Position Change forms: Date request is approved or denied + 2 years. UW System and UW-Madison General Records Schedule for HR & Related Records General Schedules and Records Management Services Lists all the General Records Schedules for the UW System. 5

6 Opt-Out Reminder Health Insurance Opt-Out Incentive To continue to receive the incentive again in 2017, employees MUST complete a new paper application each year. Business Process Institutional responsibility Opt-Out Incentive Fax Sheet Fax Paper Applications to (608)

7 AD&D Rates and Changes UW System AD&D Plan Information Rate Change Effective : Reduced active employees rates - (approximately -11%). Retiree rates differ from active employees. New/Revised Retiree Forms: Retiree Fact Sheet UWS 1246 (Rev 2016) Continuation UWS 1249 (Rev 10/16) 7

8 AD&D Reminder Effective : The State of Wisconsin has a new AD&D plan that is also administered by Zurich for It is completely separate from the UW System s plan. When assisting employees make sure you quote our plans rates and information. 8

9 2017 WRS Rates General, Teacher & Executive Categories Calendar Year Employee Required Employer Required Sick Leave Total Protective with Social Security Category Calendar Year Employee Employer Sick Leave Duty Disability Total Notes: All Rates are going up in Sick Leave percentage is also increasing in Details on the WRS PAGE. 9

10 2017 Contribution Limits The Tax-Sheltered Annuity (TSA) 403(b) & Wisconsin Deferred Compensation (WDC) 457 Limits remain unchanged for 2017: $18,000 for those under 50. $6,000 additional for anyone 50 or over (totaling $24,000). HRS is programmed to automatically allow the 50 & over catch-up and automatically cuts the deferral off when the limit has been reached. 10

11 Individual and Family Group Life Annual Increase Option Reduction and Cancellation Audit Cancellations/reductions are not allowed with AIO. s sent with audit results for follow-up. All waive/reductions through self-service (ebenefits) will be reversed. Employees must submit a paper application, including a new AIO form, prior to Nov 11 th, if an error was made in self-service. Waive/reductions are effective the first of month following receipt of paper application. 11

12 Income Continuation Insurance ICI Deferred Enrollment is Approaching & Rates are Changing. 20% Rate increase effective February 1, Deferred enrollment will be in January 2017 with coverage changes effective April 1,

13 Questions? 13 13

14 ABE Calendar Friday, November 4, evening: Monthly employees changing to bi-weekly due to FLSA will have their Job Data updated. Monday, November 7: FLSA impacted employees can start ebenefit enrollment. Friday, November 11: OE process will be run several times throughout the day to finalize ebenefits elections. Friday, November 11, 4:30 pm: OE ebenefits security will be disabled and all open events for OE will be finalized. 14

15 ABE Calendar Monday, November 14: Campuses will be receiving lists of Empl IDs where OE events are unable to finalize, which will prevent the employee from receiving a confirmation statement on November 21. Friday, November 18: Last day to enter OE enrollments within HRS including updating Coordination of Other Benefits and Medicare. Please contact the UWSC by Wednesday, November 16 if you are unable to meet this deadline. Decentralized institutions may need to set earlier deadlines to meet the November 18 entry. Parking and Transit send to UWSC Attn: Paul Willing. Monday, November 21: Employees with finalized OE events will be sent a confirmation statement. No confirmation statements will be sent after this point. Thursday, December 8: Late It s Your Choice appeal approvals will require a WiscIt to UWSC since the change will not be sent to ETF automatically. 15

16 ABE 2017 Reminders Open Enrollment (OE) Event: Employee ebenefits only. Administrative (ADM) Event: Administrator entry of Paper Application only. Prioritize HSA enrollments! Finalize OE event before processing ADM event. Enrollment Codes & Reasons: Enrollment Code: Change Benefit Plan. Enrollment Reason: It s Your Choice Enrollment. 16

17 UW_BN_EBEN_PENDING WED Issue: Employees have not confirmed their ebenefit elections. Action: Notify the employee that their ebenefit elections have not been confirmed and need to be completed by enrollment deadline. 17

18 Employee Process Status Report Navigation: Benefits > Manage Automated Enrollment > Investigate Exceptions > Employee Process Status Rpt Issue: Employees have not confirmed their ebenefit elections on last day of enrollment deadline. Action: Notify the employee that their ebenefit elections have not been confirmed. 18

19 HDHP & Coordination of Benefits Unknown Per IRS Guidelines, employees are not eligible for HDHP if Coordination of Benefits is not completed. Please work with the employee IMMEDIATELY. Once employee responds, change the Benefits Personal Data page to the appropriate answer. If Unknown to Other Health Insurance information and HDHP plan are still selected in HRS by 11/12/16, the UWSC Benefits Team will remove the HDHP and HSA elections due to the employee not completing Other Health Information timely. You will receive a communication when this occurs. 19

20 HDHP & Coordination of Benefits Yes Per IRS Guidelines, employees are not eligible for HDHP if enrolled in Other Health Insurance and/or Medicare. Please work with the employee IMMEDIATELY to make a non- HDHP enrollment. If employee responds saying they do not actually have Other Health Insurance and/or Medicare, then change the Benefits Personal Data page to the appropriate answer. If Yes to Other Health Insurance information/medicare and HDHP plan are still selected in HRS by 11/12/16, the UWSC Benefits Team will remove the HDHP and HSA elections due to the employee having Other Health Information/Medicare. You will receive a communication when this occurs. 20

21 HDHP & Coordination of Benefits No with Values Per IRS Guidelines, employees are not allowed to be enrolled in Other Health Insurance and have an HDHP election. Please work with the employee IMMEDIATELY. Once employee responds, change the Benefits Personal Data page to the appropriate answer If No to Other Health Insurance information is selected, but Other Health Insurance information is listed, and HDHP plan are still selected in HRS by 11/12/16, the UWSC Benefits Team will remove the HDHP and HSA elections due to the employee not properly completing Other Health Information timely. You will receive a communication when this occurs. 21

22 In LPFSA no HSA Per IRS Guidelines, employee must be enrolled in HDHP and HSA to be eligible for this plan OR their spouse must be enrolled in HDHP Family plan in order for employee to elect LPFSA. Please work with employee and complete HDHP/HSA enrollment in HRS. OR if spouse is carrying the HDHP coverage, then a copy of the coverage is needed for validation for the employee to enroll in LPFSA. Please send a copy of the coverage via or fax to my attention. By chance did the employee mean to elect FSA Medical? Please work with the employee to make new elections. If no response from the employee, and LPFSA is still elected with no HDHP/HSA plan in HRS by 11/12/16, the UWSC Benefits Team will remove the LPFSA election due to the employee not completing validation timely. You will receive a communication when this occurs. The employee would then need to go through the appeals process to elect a Medical FSA. 22

23 In HDHP no HSA Per IRS Guidelines, employee must be enrolled in HDHP and HSA to be eligible for this plan. Please work with employee and complete HSA enrollment in HRS by 4:30pm November 11, If the employee did not want HDHP, then please work with the employee to make a SGH non-hdhp election. 23

24 SGH Open Enrollment Rescind Employee Rescinds Open Enrollment (Before 12/31/16): Employee completes paper application, write RESCIND on top and is received by Benefit Administrator on or before 12/31/16 to rescind SGH. Benefit Administrator keys changes in HRS via ADM Event. Create ticket for UWSC Benefits or UW Madison to complete rescind. UWSC Benefits and UW Madison will submit SGH application to ETF for rescind. 24

25 SGH Open Enrollment Appeals Employee Appeals Open Enrollment : Employee completes paper application and is received by Benefit Administrator on or after 11/12/16. Employee writes letter/ about why appeal should be approved and what hindered them from completing enrollment changes during Open Enrollment period. Employer (Benefit Administrator) writes letter/ in support of employee, explaining why appeal should be approved. Create ticket for appeal Attn. Samantha Quinney. Forward paper application, employee letter, and employer letter to UWSC Benefits Team, Attn. Samantha Quinney. If approved, UWSC Benefits Team will complete HRS benefit changes. 25

26 Dental WI, EPIC, VSP Open Enrollment Rescinds Employee Rescinds Open Enrollment (Before 12/31/16): Employee completes paper application, write RESCIND on top and is received by Benefit Administrator on or before 12/31/16 to rescind. Benefit Administrator keys changes in HRS via ADM Event. Create ticket for UWSC Benefits or UW Madison to complete rescind with the vendors (attach application w/o SSNs). 26

27 Dental WI, EPIC, VSP Open Enrollment Appeals Employee Appeals Open Enrollment Employee completes paper application and is received by Benefit Administrator on or after 11/12/16. Employee writes letter/ about why appeal should be approved and what hindered them from completing enrollment changes during Open Enrollment period. Employer (Benefit Administrator) writes letter/ in support of employee about why appeal should be approved. Create ticket for appeal Attn. UWSA Benefits & Policy. Forward paper application, employee letter, and employer letter to UWSA Benefits & Policy. If appeal approved, UWSA Benefits & Policy will forward ticket to UWSC Benefits to complete HRS benefit changes. 27

28 FSA/HSA Rescinds Employee Rescinds Open Enrollment (Before 12/31/16): Employee completes paper application, write RESCIND on top and is received by Benefit Administrator on or before 12/31/16. Benefit Administrator keys changes in HRS via FSA Event. Create ticket for UWSC Benefits or UW Madison to complete rescind with vendor (attach application w/o SSNs). UWSC Benefits and UW Madison will submit FSA/HSA application to TASC for rescind. 28

29 FSA/HSA Appeals Employee Appeals Open Enrollment: Employee completes paper TASC Enrollment Form and is received by Benefit Administrator on or after 11/12/16. Employee s their Benefit Administrator a formal appeal requesting that their enrollment be approved. This appeal should include any and all circumstances preventing the participant from enrolling during the open enrollment period. Include any and all proof showing that employee tried to enroll during Open Enrollment. The employee should submit the appeal to: stateofwiappeals@tasconline.com and cc their Benefit Admin. Create ticket for appeal including the paper application, employee letter, and any proof to UWSC Benefits Team - Attn. Samantha Quinney. If approved, UWSC Benefits Team will complete HRS benefit changes. Participants will be notified by TASC by of the approval or denial. 29

30 Benefit Changes After OE New Hire SGH Please have employees complete self-service New Hire. If they need to change their health plan for 1/1/17: (i.e. elected for 2016 Security, Anthem SE, Arise Aspirus, or WEA Trust SC): Submit paper application for 1/1/17 change within 30 days of Hire. This is not an appeal. FSA/HSA Please have employees complete paper applications. If they also wish to elect FSA/HSA for 1/1/2017: Submit paper application for 1/1/17 enrollments within 30 days of Hire. This is not an appeal. Life Events If employee has a birth, marriage, DP, death, LOC, etc. for all health benefits between 11/12/16 thru 12/31/16: Submit 2 paper applications: One for current life changes. Second to carry forward life changes through 1/1/17 elections. This is not an appeal. 30

31 Questions? 31

32 FSA Overrides! 1/1/2017 and forward: Employee contributions will be deducted in equal amounts from each paycheck, pre-tax, throughout the Plan Year. Employees must follow the 26, 12, 9-pay schedules (or 20-pay schedule for FLSA). UWSC Benefits Team will be querying for overrides that are placed on employee Spending Accounts and will remove them. Only 9-pay employees (and 20-pay FLSA) will have overrides on their accounts. Employees may not have overrides placed on their FSA accounts UNLESS it is their final paycheck prior to retirement/termination. 32

33 ICI Calendar 12/5 Sick Leave Swap Report will be sent to institutions. Week of 12/5 (TBD) ICI/Sick Leave Swap Report workshop. 12/30 - Employee must submit leave swap requests to institution administrators. 1/11 - Last day for institutions to enter the leave swap into HRS

34 ICI Eligible timeframe for swapping: Bi-weekly (University Staff) Dec. 27, 2015 (13A) thru Dec. 24, 2016 (12B) Dec. 25, 2016 thru Dec. 31, 2016 is not eligible for 2017 ICI sick leave swap (13A) Monthly (FA/AS/LI) Jan 1 st 2016 thru Dec 31 st 2016 Bi-weekly (FA/AS/LI) Conversion Year Jan. 1, 2016 Dec. 24, 2016 (12B) 34 34

35 WDC 2016 Year End Contributions As we approach the end of 2016, we understand that employees are trying to make changes to their Wisconsin Deferred Compensation accounts. If an employee has a UW Account with WDC, they can log into their account to make changes and select the effective date. If an employee does NOT have a UW Account, they will need to complete the Participant Enrollment form and fax it to the Madison office one month prior to their contributions posting. CONTACT INFORMATION: Wisconsin Deferred Compensation Madison Office wdcprogram@empower-retirement.com 35

36 WDC 2016 Year End Deadlines The UW Service Center is scheduled to receive the last file from WDC for 2016 contributions on November 18 th. Employees are encouraged to make their changes by November 17 th at 4:30pm. If an employee misses the above deadline, the employee or institution must contact UW Service Center by the below date in order for the deduction to take on the payroll: 11M 11B 12A Monday, November 21 st Wednesday, November 30 th Wednesday, December 14 th 36

37 Questions? 37

38 Future Wisline Web Meetings Calendar: 2016: Tuesday, December 6; 2:00 3:00 p.m. 2017: Tuesday, January 31; 2:00 3:00 p.m. Tuesday, February 28; 2:00 3:00 p.m. Tuesday, March 28; 2:00 3:00 p.m. Tuesday, April 11; 2:00 3:00 p.m. Tuesday, May 9; 2:00 3:00 p.m. 38

39 HRS WisLine Materials Thank you! We look forward to your attendance at upcoming HRS WisLines! If you have questions or suggestions regarding the WisLines, we encourage you to respond to our Hot Topics survey: pfm2fivx. Full WisLine schedule and presentation materials from this session will be posted online: 39