CENTRAL SUSQUEHANNA INTERMEDIATE UNIT FIS Insurance Processing Learning Guide

Transcription

1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT FIS Insurance Processing Learning Guide 2017 Central Susquehanna Intermediate Unit, USA

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3 INTRODUCTION This Learning Guide will review the steps to process insurances and Post them to Fund Accounting. This will also review how to reallocate the expenses for account/amount information already posted to Fund Accounting that now needs to be changed to a different account. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 1

4 Table of Contents Introduction... 1 Steps to processing Insurances... 3 Insurance Coverage Review... 4 Processing Insurance... 4 Step 1. Update Staff Insurance Records... 4 The Account Code Download options:... 4 Step 2. Select Process Insurance... 5 Step 3. Enter Search Criteria... 5 Step 4. Load Records... 5 Step 5. Update temporary amount and/or account values... 6 Step 6. Review and verify Reports... 7 Step 7. Post to History... 8 Step 8. Insurance History Review... 9 Step 9. Post to Fund Accounting Reallocation Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 2

5 STEPS TO PROCESSING INSURANCES The Steps to Process Insurance are listed below. Detailed explanation of these steps will follow. 1. Update Staff Insurance records and run any necessary Insurance Coverage reports for verification. Make sure that staff have correct account information to be included in the process. Run the Account Code Download process if updates are needed monthly. 2. Select the INSURANCE> INSURANCE PROCESS>PROCESS INSURANCE menu item. 3. In the Process Insurance screen, complete the Period Ending and Insurance Plan information on the Search Criteria Screen and Identify which records should be Included. Optionally enter the Include Records with End Dates after date to include ended records in this process. 4. Select the Load button, records matching the criteria entered are loaded into the Staff Grid for processing. 5. After loading the information, click on the Report links in the Search Criteria. The Insurance Distribution Report is used to verify the information being processed and the Payroll Deduction Report is used to verify payroll deductions that have already been withheld if appropriate. 6. If information is missing or wrong, review the Staff Insurance records and update as needed and then return to the process Insurance screen and reload the records. 7. Update for any temporary amount adjustments and/or account changes in the Staff or Staff Accounts grids. Amount adjustments and overrides that are in a file, can be imported by using the Import Adjustments button on the Processing Screen. 8. After verifying the information is correct, select the Post to History button to commit the information to history. 9. When Post to History is completed, the screen will be refreshed to THE INSURANCE PROCESS>INSURANCE HISTORY REVIEW. Here is where you can finalize and review the Insurance History Report and Insurance Distribution Report. 10. Use the Post to Fund Accounting button to Post the Insurance information to Fund Accounting and optionally create the Payable entries. Double Entry is done at the same time. 11. If Self Paid insurances were included, there is an option in Fund Accounting to create the invoices during the Post to FA process. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 3

6 INSURANCE COVERAGE REVIEW Insurance coverage reports can be utilized to verify the number of staff and cost in each plan and coverage type prior to processing insurance. This report will likely be the best option to compare to your bill or carrier s information. PROCESSING INSURANCE Step 1. Update Staff Insurance Records Staff insurance records should be added and updated with any changes prior to processing. You can add staff insurance records individually through the Staff Insurance search or add multiple staff through the Mass Add Staff Insurance Process. Refer to the Adding Staff Records Learning Guide for additional information. Account codes can be added or replaced by entering on the individual staff insurance Account record or completing the Account Code Download process under Update Processes. The Account Code Download options: Note: If changes to accounts stored in Payroll do not happen often and when they do you do not want to have them effect insurance processing, you do not need to download account codes monthly. You will need to download accounts at the beginning of each fiscal year. Account codes can be downloaded from Payroll per staff if they are not added automatically as a new hire. For the Monthly or Annual option, select where accounts should be pulled from. Payroll Wage Accounts: Account information in Payroll for wages should equal 100% per staff and reflect where insurances should be charged. Insurance accounts are typically selected from Payroll for Employer Paid expenses. Staff Wage Contracts: When account changes have been made for the new fiscal year for budgeting and moved to Salary Wage History but not yet moved to Payroll, select accounts from here. Insurance Accounts: Copies accounts found in staff insurance records from a prior year to the new year. This option is typically only used to set up the new fiscal year accounts for self-paid insurances. File Import: Use this option to set up account information that is not available in Payroll, Salary Wage History or a prior year in staff Insurance records. Note: Temporary changes and adjustments should be completed on the processing screen. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 4

7 Step 2. Select Process Insurance Select the menu option INSURANCE PROCESS>PROCESS INSURANCE. Each Insurance Plan will be processed separately and stored in history with the specified period ending date entered here. Insurances should include both Employer Paid and Self-Paid in the same process when it is desired to include Self- Paid information in the transfer of information to Fund Accounting. Because the plan and period ending date is stored as history information, you will not be able to process multiple times for that same plan and date as a safe guard. If needing to record additional expenses for the same plan and period ending date is needed, you will be able to use a different Period Ending date for the same plan. Be consistent and use the Last Day of the month or the First Day of the month for all regular Insurance processes. Do not increment the day of the month as was recommended in VFP as insurance posting will not override other records in the Post to Fund Accounting process. Step 3. Enter Search Criteria Enter the Period Ending Date. This date will include all staff insurance records that are active as of that date. When the end of the month is used it will include records that were ended on the date entered but will not include records with end dates earlier in the month. Best practices for insurance start and end dates is that coverage begins the first of the month and ends on the last day of the month. Select the Insurance Plan to be included in this process and identify which records are to be Included in the process employer and/or self-paid options need to be selected for the process.. The optional Include Records with End Dates after text box should be utilized if you need to include records that have been ended but need adjustments for the current processing period. This would apply when paying to the bill and last month you overpaid for a staff who changed plans mid-month and you now owe more because of that change or were given a credit. Including ended records defaults the cost to 0.00 and allows for you to account for the rate increase or decrease directly to the staff and account that should be effected. Step 4. Load Records After you enter information into the Search Criteria screen, select the Load button to display the specified insurance plan records in the Staff grid that will be included in the process. After records are loaded into the Process Insurance screen they will remain there until they are either posted to History or you change the Search Criteria and load other records. This process allows you to work on one plan at a time for ease in verifying information for the selected plan against your bill information. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 5

8 Staff name, ID, Coverage Type, Cost, Adjustments, Overrides and Object replacement information is displayed on the processing screen. Information can be restricted based on Account, if needed by updating the Selection Criteria Account value. The Count of Staff and Total Cost display below the Staff grid. Step 5. Update temporary amount and/or account values Amounts can be changed by updating the appropriate Adjustment or Override column after the records are loaded. Adjustments will be added or subtracted from the Cost displayed and Overrides will be used to replace the Cost displayed. Use whichever option is most appropriate. Overrides that exist on the Staff Insurance records are defaulted during the load and will be used as the cost during processing. Selecting the staff member in the grid Staff grid to display their account information in the Staff Account grid. If you need to update the account and/or %, select the Staff s name link in the Staff Accounts grid and enter the correct information. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 6

9 If the percent found does not equal 100% you will be able to add accounts otherwise you can only update the records that exist. The amount is automatically calculated per account based on the accounts % value. Step 6. Review and verify Reports Select the Insurance Distribution Report link on the Process Insurance screen to verify the staff, cost and account information that will be posted to insurance history with this process. The Payroll Deduction History Report allows you to review the Payroll deduction amounts withheld between the date range you enter on the Run Options screen to make sure the deductions match up to the expectations for the staff costs. Select one or both of the Insurance Distribution and Insurance Distribution Summary checkboxes. The reports will display NOT POSTED in the upper right corner of the report until the insurance is posted to history. You should review the report for any missing staff, incorrect account information or any insurance adjustments that may be needed. The Insurance Distribution report provides both details for each staff insurance and a summary of totals by coverage type with the staff count and cost breakdown for each coverage type. The Insurance Distribution Summary provides totals by account code. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 7

10 When there is a staff cost for the selected insurance select the Payroll Deduction History Report and enter the date range those deductions should have been taken. The Insurance Distribution report will provide an expected staff cost that is based on the monthly amount. If your payroll deductions do not match up to an amount per month to cover the staff cost you will not be able to match the deductions withheld to the expected staff contributions. Keep in mind that adjustments to deduction amounts to catch someone up or a deduction starting late will impact the amounts. Knowing this however should assist you in verifying that Payroll deductions are being addressed as timely as possible even when amounts do not match. Step 7. Post to History After insurance information has been verified and you are ready to complete the process, you will select the Post to History button on the Process Insurance screen. This process currently could take up to ten minutes. Once the process is complete, you will receive a message informing you that the insurance was posted to history and at that time the Post to History button will be disabled and you automatically will be directed to the Insurance History Review screen to continue with the process. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 8

11 Even though invalid accounts are noted on the Insurance Distribution reports, if not addressed prior to the post to history process, you will receive a Process Insurance Invalid Accounts report. This will prevent the insurance processing to continue. You will need to correct the information and then select the Post to History button to complete the posting. Step 8. Insurance History Review After you have been directed to the Insurance History Review you can run the Insurance Distribution reports and the Insurance History report to review the information prior to posting to Fund Accounting. Until the insurance is posted to Fund Accounting accounts can be changed by selecting the magnifying glass and entering the new account. After the insurance is posted to Fund Accounting you can use the Reallocate option to update accounts and amounts per account but you cannot change the overall expense amount once the information is posted to History. Changes in amounts will need to be addressed in a subsequent process most likely the following month. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 9

12 Step 9. Post to Fund Accounting Once you complete the Insurance History Review and are ready to post the insurance information to Fund Accounting, you should select the Post to FA button on the Insurance History Review Screen if you have been granted access to update insurance expense accounts and double entry accounts. If you have not been given that access, someone with that access will need to complete the post to FA process. Set Batch Date: You will be prompted to enter a Batch Date for the insurance plan information you selected to be posted to Fund Accounting. The default will be the first of the month for the period ending date. You can have multiple insurance processing batches with the same Batch Date. They will not replace other batches created for the same date. After the insurance information is posted to Fund Accounting, you will receive a confirmation message. You will be able to see historically the information that was used to create each batch and when it was posted. If needed you can then access that batch in Fund Accounting and run reports from there as well. FUND ACCOUNTING>GENERAL LEDGER> INQUIRES>TRANSACTION INQUIRY and search by batch. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 10

13 REALLOCATION Once insurance information is posted to Fund Accounting, you can reallocate the cost to different account code(s) by selecting the staff that needs updated and clicking on the Reallocate button on the Insurance History Review screen. You will be directed to the Reallocate Insurance History Distribution screen to update the information. The original account information is displayed and new information can be added by selecting the Add button. Once the information is added, select the Reallocate button. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 11

14 After the information is reallocated, you will see where the amount has been backed out of the original account and where it has now been allocated. If the amount is to be split between more than one account that is controlled by the amounts entered for the new accounts. Once the Total displayed is equal to 0.00 the information can be posted. This post updates Insurance History and Fund Accounting. All Insurance reallocations should be handled using this option and not adjusted in only in Fund Accounting. Reviewed: 05/05/ Central Susquehanna Intermediate Unit, USA Page 12