2016 Annual Benefit Enrollment (ABE)September and 24th and 25th, 2015

The Service Center Mission is to provide “best in class” HRIS and customer service to support the effective

management of the University of Wisconsin System’s Human Capital at the highest value.

2

Agenda

2

Time Topic Presenter

1:00 pm – 1:05 pm MSC Events Evaluation report

Joanna

1:05 pm – 1:10 pm UIA Joanna

1:10 pm – 1:15 pm UPS Chris

1:15 pm – 1:55pm ABE Updates Chris

1:55 pm – 2:05 pm Break

2:05 pm – 2:15pm OE calendar Chris

2:15 pm – 2:50 pm Event Processing Joanna

2:50 pm – 3:00 pm Break

3:00 pm – 3:10 pm On demand Filtering Chris & Joanna

3:10 pm – 3:30 pm eBenefits Demo Chris & Joanna

3:30 pm – 3:40 pm Questions Chris & Joanna

3

MSC Event Evaluation Report

4

MSC Event Evaluation Report

Updates to MSC Event Evaluation Report

August 13, 2015:• Report remains accessible within Cypress for 21 days.

August 19, 2015:• Report evaluates the following open and prepared events: MSC,

CPR, DTA, POS, PAY, PLA, SBK, RBK, RFL, and LOA.

September 23, 2015:• Report displays Department ID.

October, 2015:• Report will no longer reference Unions.• Report will indicate if the employee is enrolled into health, life or

disability.

5

University Insurance Association(UIA)

6

UIA Annual Processing

September 25, 2015:• UIA process will be run in the evening to create UIA events

effective 10/1/2015 for only employees whose eligibility is changing.

o Eligible Empl Classes: FA, AS, LI, OT1o Excluded: Lump Sum or FTE equal to 0.000250o Minimum Monthly Salary: $2,567.00

• Eligibility Field 5 will be updated with Y or N.

7

UIA Annual Processing

September 27, 2015:• UIA events will be processed through the nightly batch.

October 3, 2015:• Conversion notices will be sent to campuses.

October 10, 2015:• UWSC will identify and send employees currently on LOA a bill

for the $24 premium due on 12/1/2015. Campuses should refrain from setting up UIA into Benefit Billing.

8

UIA Annual Processing

9

UIA Annual Processing

September 29, 2015:• Campuses will be receiving a list of Empl IDs where the UIA

events need to be finalized.

October 2, 2015:• UIA event should be finalized to provide eBenefits on October 5,

2015 for Open Enrollment.

October 13, 2015:• UIA event must be finalized to ensure deductions take

appropriately.

10

Questions

11

University Personnel Systems(UPS)

https://www.wisconsin.edu/personnelsystems/

12

University Personnel Systems

Goal: Change HRS descriptions from• “Classified” to “University Staff” and• “Unclassified” to “Faculty/Academic Staff/Limited”

Impact to Benefits: • Change to Event descriptions and • Change to Benefit Program descriptions

13

University Personnel Systems

Event Current Description New Description

CATClassified ICI Category Change

Univ Staff ICI Category Change

HC0 Hire Univ Staff Regular Hire Univ Staff

HC1 Hire Univ Staff Regular - 1 Hire Univ Staff - 1

HC2 Hire Univ Staff Regular - 2 Hire Univ Staff - 2

HL0 Hire Univ Staff Short Term Hire Univ Staff Temp

HL1Hire Univ Staff Short Term - 1 Hire Univ Staff Temp - 1

HL2Hire Univ Staff Short Term - 2 Hire Univ Staff Temp - 2

14

University Personnel Systems

Event Current Description New Description

HU0 Hire Unclassified Regular Hire FA/AS/LI

HU1 Hire Unclassified Regular - 1 Hire FA/AS/LI - 1

HU2 Hire Unclassified Regular - 2 Hire FA/AS/LI - 2

ICIIncome Continuation Insurance

ICI Annual Deferred Enrollment

UCTUnclassified Category Change FA/AS/LI Category Change

15

University Personnel Systems

Benefit Program

Current Description New Description

C01 Class Part Time Univ Staff Part Time

C02 Classified Full Time Univ Staff Full Time

C03Classified Part Time AfterTax Univ Staff Part Time AfterTax

C04Classified Full Time AfterTax Univ Staff Full Time AfterTax

CL1 Classified LTE Part Time Univ Staff Temp Part Time

CL2 Classified LTE Full Time Univ Staff Temp Full Time

16

University Personnel SystemsBenefit Program

Current Description New Description

U01 Unclassified Part Time FA/AS/LI Part Time

U02 Unclassified Full Time FA/AS/LI Full Time

U03Unclassified PartTime AfterTax FA/AS/LI PartTime AfterTax

U04Unclassified FullTime AfterTax FA/AS/LI FullTime AfterTax

U05 Unclassified VA Hospital FA/AS/LI VA Hospital

U06 Unclassified VA AfterTax FA/AS/LI VA Hospital AfterTax

U07 Unclassified Part Time FA/AS/LI Part Time UWOSH

U08 Unclassified Full Time FA/AS/LI Full Time UWOSH

U09Unclassified PartTime AfterTax

FA/AS/LI PartTime AfterTax OSH

U10Unclassified FullTime AfterTax

FA/AS/LI FullTime AfterTax OSH

17

Annual Benefits Enrollment(ABE)

18

ABE 2016 Updates

Updates:• Changed BAS Group ID• Added a new Benefit Program• Added new Health Plans• On-Demand Benefit Plan filter• eBenefits Health Plan filter• eBenefits Text Catalog updated• Confirmation Statements• State Group Health Rates• WRS & Federal Retirement and Federal Life rate

increases• Health Ins Opt-Out Incentive• Enrollment Codes and Reasons

19

ABE 2016 Updates

BAS Group ID:• Service Center updated the Bas Group ID to “NON” for

employees who have been terminated for more than a year.

• To prevent the creation of unnecessary OE events• Faster processing time for OE• Less event cleanup

20

ABE 2016 Updates

New Benefit Program:• CL3 - “Craft Temporary”• Employees pays the entire premium after tax• Employees are not eligible for:

• FSA Medical• FSA Dependent• HSA employee before tax• HSA employer• Health Ins Opt-Out Incentive

21

ABE 2016 Updates

63 New Health Plans: • Plan Type and Plans Reference KB# 48687• Arise Aspirus• Network Southeast• Access plan

• Formerly known as Standard• Without Dental options

o Dean w/ Dentalo Dean w/o Dental o HDHP Dean w/ Dentalo HDHP Dean w/o Dentalo etc.

• Health Ins Opt-Out Incentive

22

ABE: On-Demand Plan Filter

23

ABE: On-Demand Plan FilterCurrent Lookup View New Lookup View

24

ABE: eBenefits Health Plan Filter

25

ABE 2016 Updates

eBenefits Text Catalog Changes:• Reflects the text displayed in eBenefits • Updated to reflect ABE 2016 changes and calendar

references• Reviewed and changed URLs• EPIC Benefits+ and FSA/HSA will appear but are not

available for enrollment changes through OE event.

26

ABE 2016 UpdatesBenefits Confirmation Statements for Employees

• All OE eligible employees will receive a statement, regardless if they elect via eBenefits, Ben Admin, or make no election at all.

• The email will direct to the employee to go to the UW portal Benefit Information section

• A pdf of the 1/1/2016 effective insurances will be available for review and print in the portal. The statement will either be displayed on the Statements tab or a new tab

27

ABE 2016 Updates

Benefit Confirmation Statements for Administrators

• A copy of the statement pdf will go to the ‘Benefits Confirmations’ folder in the institution Cypress inbox

• Institution Ben Admins are encouraged to review the statements

• A copy of the statement pdf will also be archived for Service Center retrieval

28

ABE 2016 Updates

Benefit Confirmation Statements

• The 3 Phases of confirmation statements• 1) Everyone who elects during the OE period

• October 5th -30th

• 2) All entry made by Benefit Admins after the OE period• Oct 31st – Nov 13th

• 3) Everyone who did not make an elect in the previous two phases• Nov 15th

29

ABE 2016 UpdatesBenefit Confirmation Statements • The pdf statement will be exactly the same for each phase.

30

ABE 2016 Updates

Benefit Confirmation Statements • The e-mail changes during each phase• Phase 1: During the open enrollment period

You are receiving this email because you made changes to your benefits during the Annual Benefit Enrollment period.  Your 2016 Benefit Enrollment Confirmation is now available on the My UW System portal: https://my.wisconsin.edu. UW-Madison employees should visit the MyUW portal: https://my.wisc.edu. Benefit Enrollment Confirmations are located in the Benefit Information module on the Statements tab.

If all information on your Benefit Enrollment Confirmation is correct, then no further action is required.  If you discover an error, contact your institution's benefits office ***by November 13, 2015.*** this date is not been finalized

NOTE: If you enrolled in a Flexible Spending Account (FSA) or a Health Savings Account (HSA), you will receive a confirmation from TASC, the program administrator.

31

ABE 2016 Updates

Benefit Confirmation Statements • Phase 2: After the open enrollment period, when Benefit

Admins are making adjusts

You are receiving this email because you have elected changes to your benefits with an effective date of 1/1/2016.  Your 2016 Benefit Enrollment Confirmation is now available on the My UW System portal: https://my.wisconsin.edu. UW-Madison employees should visit the MyUW portal: https://my.wisc.edu. Benefit Enrollment Confirmations are located in the Benefit Information module on the Statements tab.

If all information on your Benefit Enrollment Confirmation is correct, then no further action is required.  If you discover an error, contact your institution's benefits office to discuss options for changes to these elections, as corrections may only be made according to the plan provisions and by the end of the calendar year.

NOTE: If you enrolled in a Flexible Spending Account (FSA) or a Health Savings Account (HSA), you will receive a confirmation from TASC, the program administrator.

32

ABE 2016 Updates

Benefit Confirmation Statements • Phase 3: The population of people who did not make an

election during phase 1 or 2.

You are receiving this email because you were given an opportunity to make changes during the Annual Benefit Enrollment period and have elected to make no changes to your benefits.   Your 2016 Benefit Enrollment Confirmation is now available on the My UW System portal: https://my.wisconsin.edu. UW-Madison employees should visit the MyUW portal: https://my.wisc.edu. Benefit Enrollment Confirmations are located in the Benefit Information module on the Statements tab.If you discover an error, contact your institution's benefits office to discuss options for changes to these elections, as corrections may only be made according to the plan provisions and by the end of the calendar year.

NOTE: If you enrolled in a Flexible Spending Account (FSA) or a Health Savings Account (HSA), you will receive a confirmation from TASC, the program administrator.

33

ABE 2016 Updates

State Group Health rate changes:• Effective 12/1/2015 except for Craftworkers• Craftworker rates effective 11/15/2015

• Health Plan w/ Dental Single $6 to $13• Health Plan w/o Dental $9 to $21• HDHP Plan w/ Dental – no change• HDHP Plan w/o Dental Single $3 to $8• Grad Health Plan w/ Dental $1.50 to $2.50• Grad Health Plan w/o Dental $4.50 to $10.50

No change:• EPIC Benefits+• Dental WI• VSP• Individual & Family Life Insurance

34

ABE 2016 Updates

WRS Employee rate effective 12/1/2015 for monthly and 12/15/2015 for bi-weekly:• General 0.20%• Executive 0.10%• Protective 0.20%• Teacher 0.20%

Federal Retirement employer rate effective 10/1/2015:• FERS 0.50%

Federal Employee Group Life Insurance (FEGLI) rate effective 1/1/2016:• Option A, B, and C increased

35

ABE 2016 Updates

Health Ins Opt-Out Incentive• Not an option via eBenefits & On Demand OE events

• Employee must fill out a paper application• Validation will be required to verify the employee is eligible

• More information will be provided• Do not attempt to use the OE event for Opt-Out Incentive

• An ADM event will be used• Pending information from ETF

36

ABE 2016 Updates

• On Demand Enrollment Codes & Reasons• All OE16 events will populate:

• Enrollment Code: Change Benefit Plan• Enrollment Reason: It’s Your Choice Enrollment

• Always use this Code & Reason for OE enrollment• This would include ADM events to update OE enrollment

37

Questions

38

Break!

39

Open Enrollment (OE) Calendar

40

OE Calendar

• Friday, October 2, 5 pm: OE event process to create and prepare OE events will be kicked off.

• Monday, October 5 through Thursday, October 29: OE process will be run nightly to finalize eBenefits elections, and generate confirmation statements.

• Friday, October 30: OE process will be run several times throughout the day to finalize eBenefits elections.

• Friday, October 30, 4:30 pm: OE eBenefits security will be disabled and all open events for OE will be finalized.

41

OE Calendar• Monday, November 2: Campuses will be receiving lists of Empl

IDs where the OE events need to be finalized to provide confirmation statements by November 16.

• Friday, November 13: Last day to enter OE enrollments for automated interface to ETF.

• Please contact the UWSC by Wednesday, November 11 if you are unable to meet this deadline.

• Monday, November 16: Employees with finalized OE events, who made no enrollment changes will be sent a confirmations statement. No confirmation statements will be sent after this point.

• End of November: Process run to disconnect all OE events. Any OE changes effective 1/1/2016 will require ADM events and a WiscIt to UWSC since the change will not be sent to ETF automatically.

42

Questions

43

BenAdmin Schedule SummaryKnowledgeBase #28470

44

BenAdmin Schedule Summary

Goal: All OE16 events closed to Enrolled for active employees or Program None for terminated employees.

45

BenAdmin Schedule Summary

Goal: All EV15 events closed to Prep None or Enrolled for active employees.

46

Employee Process Status ReportKnowledgeBase #20470

47

Employee Process Status Report

Goal: Identify event processing issues.

48

Employee Process Status ReportOE16 Process Statuses:• Assigned None – Employee has a pending termination event prior to

1/1/2016.

• Assigned – A prior event is preventing OE from preparing.

• Prepared – Event is available to Benefit Administrator or employee to enter enrollment changes.

• Notified – Employee has made changes within eBenefits but they have not been submitted.

• Entered – Employee has submitted enrollment changes which will be processed each evening by BenAdmin.

• Finalized Program None – Employee is terminated.

• Finalized Enrolled – Employee is active and event has been finalized.

49

Open Enrollment (OE) Processing

50

OE Event Processing

• Reminders: • OE event with process status of “Entered” will be finalized

each evening during OE.

• eBenefits confirmation statements will be sent each evening during OE.

• Benefit Administrators should remember to review and enter:o Review Modify a Persono Review Benefits Personal Datao Review Dependent/Beneficiary

51

OE Event Processing

Monday, October 5 through Friday, October 30: • Benefit Administrators and employees will enter enrollment

changes through the OE event.

52

OE Event ProcessingMonday, October 5 through Friday, October 30:

• Situation 1: Employee has submitted application(s) for coverage changes with effective dates prior to 1/1/2016 and OE event is not finalized.

• How to Process: Create ADM or SAV event and process enrollment. The OE Event will temporarily close while you are processing the ADM or SAV event with the enrollment change. You will need to reprocess the OE event to pick up the enrollment change.

Order of Prepared

Event Status Date Prepared

BN Program

Coverage Level

Coverage Begin Date

1 ADM Finalized /Enrolled

9/1/2015 U02 Dean Single

9/1/2015

3 ADM Finalized /Enrolled

10/15/2015 U02 Dean Family

10/05/2015

2 OE Open /Prepared

10/3/2015 U02 Dean Single

1/1/2016

53

OE Event ProcessingMonday, October 5 through Friday, October 30:

Situation 2: Employee’s eligibility has changed with effective dates prior to 1/1/2016 and OE event is not finalized.How to Process: Process the MSC event to close which will change the employee’s eligibility. The OE Event will be temporarily closed due to the open MSC event. You will need to reprocess the OE event to pick up the eligibility change.

Order Prepared

Event Status Date Prepared

BN Program

Coverage Level

Coverage Begin Date

1 MSC Finalized /Enrolled

09/15/2015 G01 No WRS 10/1/2014

3 MSC Finalized /Enrolled

10/15/2015 U02 WRS 10/01/2015

2 OE Open /Prepared

10/3/2015 G01 No WRS 1/1/2016

54

OE Event ProcessingMonday, October 5 through Friday, October 30:

Situation 3: Employee has submitted application(s) for coverage changes with effective dates prior to 1/1/2016 and OE event is finalized.How to Process: Create ADM or SAV event and process enrollment. You will not reprocess the OE event to pick up the enrollment change unless the employee needs to make additional enrollment changes with OE.

Order of Prepared

Event Status Date Prepared

BN Program

Coverage Level

Coverage Begin Date

1 ADM Finalized /Enrolled

9/1/2015 U02 Dean Single

9/1/2015

3 ADM Finalized /Enrolled

10/15/2015 U02 Dean Family

10/05/2015

2 OE Finalized /Enrolled

10/3/2015 U02 Dean Single

1/1/2016

55

OE Event Processing

Monday, October 5 through Friday, October 30:

Situation 4: Employee’s eligibility has change with effective dates prior to 1/1/2016 and OE event is finalized.How to Process: Process the MSC event to close which will change the employee’s eligibility. You will not reprocess the OE event to pick up the enrollment change unless the employee needs to make additional enrollment changes with OE.

Order Prepared

Event Status Date Prepared

BN Program

Coverage Level

Coverage Begin Date

1 MSC Finalized /Enrolled

09/15/2015 G01 No WRS 10/1/2014

3 MSC Finalized /Enrolled

10/15/2015 U02 WRS 10/01/2015

2 OE Finalized /Enrolled

10/3/2015 G01 No WRS 1/1/2016

56

OE Event Processing

November 2 and beyond:

Situation 5: Employee’s enrollment needs to change effective 1/1/2016 and OE event is finalized.How to Process: Create and process an 1/1/2016 ADM event to avoid impacting any eBenefits enrollment. Paper applications will be required for any enrollment changes.Reminder: Please create a WiscIt with the UWSC if you make Health enrollment changes after the end of November otherwise the enrollment will never be report to ETF.

57

OE Event ProcessingIf OE event is open during enrollment period:• Reprocess the OE event back to “Assign Program” to pickup any

eligibility and enrollment changes.• Risk: Eligibility or enrollment changes will be removed when OE

event is finalized.

If OE event is closed during enrollment period:• Do not reprocess the OE event back to “Assign Program” unless the

employee needs to make additional changes during OE. • Risk: eBenefits enrollments will not be valid if the employee does

not submit enrollment changes again. Paper applications will be required for all enrollment changes.

If OE event is closed after enrollment period:• Create and process an 1/1/2016 ADM event.

• Risk: eBenefits enrollments will not be valid if the employee does not submit enrollment changes again. Paper applications will be required for all enrollment changes.

58

References

References:• List of Events (KB# 17850)• Plan Type and Benefit Plan Code Cheat Sheet (KB# 48687)• Ben Admin Schedule Summary (KB# 28470)• List of Benefit Schedules (KB# 21916)• Employee Process Status Report (KB# 20470)• Using On-Demand for OE (KB# 20419)• Reprocessing OE event (KB# 21160)

59

Questions

60

Break

61

DEMO!

62

Questions