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YEAR ROUND ENROLLMENT. NOT ACTUAL SLIDE. NOT ACTUAL SLIDE. Template: Presentation 1: BOTH PS HR & Payroll (June 9) Presentation 2: CSB & Health Depts. (June 10) Presentation 3: BOEs (June 11) Presentation 4: DFCS (June 13) Presentation 5: Manuals (July 28 – Aug 1). FLEXIBLE BENEFITS.

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YEAR ROUND

ENROLLMENT


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NOT ACTUAL SLIDE

NOT ACTUAL SLIDE

  • Template:

    • Presentation 1: BOTH PS HR & Payroll (June 9)

    • Presentation 2: CSB & Health Depts. (June 10)

    • Presentation 3: BOEs (June 11)

    • Presentation 4: DFCS (June 13)

    • Presentation 5: Manuals (July 28 – Aug 1)


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FLEXIBLE BENEFITS

PLAN

  • Flexible Benefit content that resides on www.gabenefits.org is moved to the Vignette Content Management platform.

  • Content will be accessible from Team Georgia Connection (TGC).

  • TGC provides a useful interactive tool where employees can access information about Flexible Benefit services.


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FLEXIBLE BENEFITS


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FLEXIBLE BENEFITS

IMPLEMENTATION

  • The system will be implemented July 15, 2008.

  • New hire employees will enroll in Flexible Benefits through electronic enrollment.


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TEAM GEORGIA

CONNECTION


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TEAM GEORGIA

SIGN ON

  • Employees can access the link directly: http://team.georgia.gov/portal/site/FLEX

  • State employees, who are registered with Team Georgia, can access through the sign on portal: http://team.georgia.gov/portal/site/TGC


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TEAM GEORGIA

SIGN ON

Flexible Benefits

Enter your Email

Enter your Password


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TEAM GEORGIA

NAVIGATION PAGE

Click on

Flex Benefits Tab


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TEAM GEORGIA

FLEXIBLE BENEFITS PAGE


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TEAM GEORGIA

DIRECTORY PAGE


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TEAM GEORGIA

GENERAL INFORMATION PAGE


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TEAM GEORGIA

SPENDING ACCOUNTS PAGE


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TEAM GEORGIA

HEALTH SAVINGS ACCOUNTS PAGE


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TEAM GEORGIA

AD&D INSURANCE PAGE


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TEAM GEORGIA

DENTAL INSURANCE PAGE


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TEAM GEORGIA

DISABILITY INSURANCE PAGE


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TEAM GEORGIA

LEGAL INSURANCE PAGE


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TEAM GEORGIA

LIFE INSURANCES PAGE


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TEAM GEORGIA

LONG-TERM CARE INSURANCE PAGE


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TEAM GEORGIA

SPECIFIED ILLNESS PLAN PAGE


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TEAM GEORGIA

VISION INSURANCE PAGE


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TEAM GEORGIA

SIGNING UP FOR COVERAGE PAGE


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TEAM GEORGIA

IMPORTANT NOTE

  • Employees will be able to view the 2008 You Decide! including "Terms and Conditions " of your enrollment. You may access the You Decide! booklet by visiting the SPA website at the following link:

http://www.spa.ga.gov/employees/flexible_benefits.asp


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TEAM GEORGIA

  • After the employee’s 30 days from the hire date are concluded, two confirmation statements will be produced and mailed to the agency.

    • One copy for the employee’s records.

    • One copy for the agency’s records.


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TEAM GEORGIA

  • If the new hire has not made choices for the Plan Year, the system will default them to having made a “No” selection for each benefit.

    • Will be reflected during the Open Enrollment period.


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TEAM GEORGIA

SYSTEM AVAILABILITY

  • The system will be available during the following hours:

    • 4:00 a.m. till midnight

    • Holidays & weekends included


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NEW HIRE

PROCESS


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NEW HIRE PROCESS (STATE AGENCIES & AUTHORITIES)

  • Eligible Employees are identified as:

    • A full-time regular employee who works at least 30 hours a week and are expected to work for at least nine months. Employees who work in a sheltered workshop or work transition program, contingent employees, temporary employees, and student employees are not eligible.


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NEW HIRE PROCESS

DEFINITIONS

  • Newly Eligible

    • Employee goes from part-time to full-time status.

    • Employee was previously employed but terminated prior to start of the New Plan Year.


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NEW HIRE PROCESS

DEFINITIONS

  • Transfer In

    • Employee began work with an eligible entity and switched to another FLEX participating agency under 30 days.

    • No missed monthly payroll deductions.

    • No change to Date of Hire or salary.

    • Benefits and premiums should remain the same, excluding any Qualified Change of Status.


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NEW HIRE PROCESS

DEFINITIONS

  • Rehire or Re-employment in FLEX

    • Employee began work with an eligible entity after a break in service of more than 30 days.

    • No change to Date of Hire or salary.

    • Benefits should remain the same and reactivated as chosen, excluding any Qualified Change of Status.

    • Deductions may be taken the month of re-employment.


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NEW HIRE PROCESS

  • Employees hired in the current Plan Year.

    • The Benefit calculation date is October 1 of the preceding year.

    • Example: Employee hired in PY 2008, the benefits are based on the employee’s age as of October 1, 2007.

    • If you elect to prepare an option statement using FLEXHELP, you may use the actual hire date.


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NEW HIRE PROCESS

  • Agency will enter employee’s new hire data into PeopleSoft HR.

    • NOTE: HR staff will be allowed to enter new hire data into PeopleSoft before the actual hire date.

    • 30 day period begins from the hire date.

  • PeopleSoft HR entry will update Flex system.


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NEW HIRE PROCESS

  • Employees using Electronic Enrollment will be required to do the following within 30 days from the hire date:

    • Enter all Flex options into Team Georgia.

    • Complete and submit the Health Membership Enrollment Form to HR.

    • Complete all M/U forms online.

  • Upon receipt of Health Membership Enrollment Form, HR will enter the Health choice into Flex on the FBYX screen.


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NEW HIRE PROCESS

  • NOTE: Agencies will have the option to produce an option statement for the employee.

    • Select “Y” on FBED screen for Option Statement.

  • Employee will complete and submit the option statement within 30 days of hire date.

  • Agencies will enter choices into Flex on the FBYX* screen, including Health.

    • * The number will correspond with the current Plan Year (FBY8 for Plan Year 2008).


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NEW HIRE PROCESS

  • Order of benefit selections determines the code used in Flex.

  • If the employee enters selections into Team Georgia first,

    • HR will use code “E” on FBYX.

  • If the agency enters selection into FLEX (GO Screen) first,

    • HR will use code “N” on FBYX.


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NEW HIRE PROCESS

  • Impacts to the HSA (Issue)

    • Agency enters Health selection first: New hire will still be able to select HSA.

    • SPA will run a nightly comparison report, in order to catch HSA errors.

    • Error report will be received by SPA.


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NEW HIRE PROCESS

  • Impacts to the HSA (Issue)

    • Employee enters Flex selection first: HDHP option only will be available for entry into FBYX, if employee selected the HSA.

    • Potential employee error based on Health selection.


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NEW HIRE PROCESS

  • Impacts to the HSA (Solution)

    • HR will request the employee to do one of the following:

      • Change HSA selection in Team Georgia.

      • Submit another Health Membership Enrollment Form selecting HDHP.


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NEW HIRE PROCESS

  • Errors to employee’s personnel information will be critical:

    • If employee has selected benefits prior to the correction, the enrollment package will be resent to the web.

    • Employee will be required to re-enroll based on updated premium and medical underwriting information.

    • HR’s responsibility to advise employee the need to re-enroll in benefits.


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NEW HIRE PROCESS

REMINDERS

  • If your employee does not have internet access, HR will be responsible for making benefit selections in the FLEX system.

  • Health insurance selection process will remain the same. Health options entered through FLEX from Membership Enrollment Form.

  • Link to Health Insurance Rates: http://dch.georgia.gov/00/channel_title/0,2094,31446711_52230955,00.html


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NEW HIRE PROCESS

REMINDERS

  • If a new hire completes a paper option statement and makes selections on Team Georgia, the electronic entry will take precedence.


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NEW HIRE PROCESS

REMINDERS

  • Not all BOEs are covered by Flexible Benefits.

    • Employee can be a transfer for Health insurance, but a new hire for Flexible Benefits.

    • Contact Flexible Benefits if uncertain of an employee’s status.


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NEW HIRES DURING OPEN ENROLLMENT

REMINDERS

  • New hires who do not confirm during their 30 day window:

    • Automatically listed as “No coverage” for all Flexible Benefit options.

    • Will be reflected during Open Enrollment.


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NEW HIRES

DURING

OPEN ENROLLMENT


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NEW HIRES DURING OPEN ENROLLMENT

IMPORTANT NOTES

  • New hires can have multiple confirmations for the current plan year until October 5th.

  • After October 5th, a new hire can have only one confirmation for the current plan year.

  • The new hire’s record will switch to Open Enrollment the next day.


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NEW HIRES DURING OPEN ENROLLMENT

EXAMPLE

  • Open Enrollment Period: October 10 thru November 10, 2008

  • October 15: Date of hire for a new employee

    • Hire data entered into the system by HR

  • October 16: Employee can make web selections

    • Receive only one confirmation

    • Additional changes for new hire selections must be done through HR department after initial confirmation.


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NEW HIRES DURING OPEN ENROLLMENT

  • October 16: Open Enrollment program creates O.E. data for the web.

  • October 17: Employee can make web selections for Open Enrollment.

    • Can receive multiple confirmations.


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NEW HIRES DURING OPEN ENROLLMENT

  • Agencies will not receive a system reminder outside the Open Enrollment period for new hires, whose critical data has changed.

  • Critical data would include:

    • Salary

    • Date of Birth

    • FICA Status

    • Disability Retirement Eligibility


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GO SCREEN


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GO SCREEN

SIGN ON

Enter your ID

Enter your Password


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GO SCREEN

SIGN ON

Press “F2”


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GO SCREEN

SIGN ON

Press the “Pause” key


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GO SCREEN

SIGN ON

Type “CESN” and Hit Enter


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GO SCREEN

SIGN ON

Type your ID

Type your PW & hit Enter

NOTE: Use the same ID & Password


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GO SCREEN

SIGN ON

Type “USGA” and hit Enter


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GO SCREEN

FLEX SIGN ON

FLEX & hit Enter


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GO SCREEN

MENU SIGN ON

FMEM & hit Enter


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GO SCREEN

MENU SIGN ON

FBED & hit Enter


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GO SCREEN

MENU SIGN ON

Type in SS# & hit Enter


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GO SCREEN

FBED SCREEN

NOTE: FBED will look like this for someone not listed in the Flex system.


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GO SCREEN

FBED ENROLLMENT PROCESS

  • Use the full name as illustrated:

    • Doe,John Robert Jr.

  • GENDER is required, COUNTRY is not.

  • MARITAL STATUS is required.

    • S for single, M for married, U for unknown.

  • FLEX STATUS is 1 for Active.

  • HIRE DATE is date of hire or benefit eligibility.


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GO SCREEN

FBED ENROLLMENT PROCESS

  • DEPT NUMBER is your 7 digit number assigned by FLEX.

  • Enter ANNUAL SALARY including cents, excluding a dollar sign.

  • DATE OF BIRTH must be accurate to reflect correct premiums for certain benefits.

  • DIS RET is typically N for a new hire

    • Employee with previous service may qualify.


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GO SCREEN

FBED ENROLLMENT PROCESS

  • CTY is the county code (001 – 159)

    • 160 is used for out of state.

  • FICA (is FICA taken out of employee’s check?)

  • RET SYS (is the employee a member of a retirement system?)

    • E – Employees

    • P – Public Employees

    • T – Teachers


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GO SCREEN

FBED ENROLLMENT PROCESS

  • OPT STM and CON STM are both N.

    • Request Option Statement for employees: Y

  • Enter State/Federal Tax Status.

    • If unknown, use 6

    • If exempt, use 0

  • FICA/MEDICARE will be Y, if employee is contributing to Medicare only.

    • FICA-OASI would be N.

  • N-STD COMP will be N.


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GO SCREEN

FBED SCREEN

NOTE: System will indicate last update by user ID, date, and time.


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GO SCREEN

FBYX SCREEN

*

*Use code “E”, when employee has made selections into Team Georgia first.


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GO SCREEN

FBYX SCREEN


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GO SCREEN

FBYX SCREEN

Enter Health option.


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GO SCREEN

FBYX SCREEN


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GO SCREEN

REMINDERS

  • RACF USERID will be your permanent personal userID for access into the Georgia Online Network (GO Screen/ FLEX).

  • Initial password will be the first 7 characters of your mother's maiden name prefixed with a "$" sign.


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GO SCREEN

REMINDERS

  • New password must be 8 characters in length and should consist of a combination of letters, numbers and one of these special symbols -- "@", "#", or "$".

  • Passwords are valid for 30 days and then you must create a new password.

    • System will prompt you to do this.


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GO SCREEN

REMINDERS

  • If your RACF ID becomes locked out, or need your ID reset, you will go to the “Contact Us” link on Team Georgia and select “Reset ID”.


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MONTHLY BILLING

STATEMENT


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MONTHLY BILLING STATEMENT

REMINDERS

  • View Direct used to download monthly billing statements.

  • Adjustments, Terminations, and Qualifying Events will be processed the same.


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MONTHLY BILLING STATEMENT

REMINDERS

  • New hires entered through electronic enrollment or FLEX should show on the statement, if entered by the billing date.

  • New hires not listed will require manual adjustments to statement’s payroll amount.


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FREQUENTLY ASKED

QUESTIONS


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FREQUENTLY ASKED QUESTIONS

Question: Will employees need to be entered into PeopleSoft prior to the hire date so they have a full 30 days afterwards to enroll?

Answer: It is not required, but recommended, new hires should be entered no later than their hire date. New hire entry into PeopleSoft will update the system overnight. Access to Team Georgia will be available the next day.


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FREQUENTLY ASKED QUESTIONS

Question: How often can employees make selections during the 30 day period?

Answer: Outside Open Enrollment, employees will be able to make changes as many times as they like before their 30 days are up. The FLEX system will automatically calculate the 30 day period and close their access at that time.


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Q & A SESSION


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CONTACT INFORMATION

SPA CONTACT INFORMATION

  • Agency’s website: www.spa.ga.gov

  • SPA Email address format:

    • Example: john.doe@spa.ga.gov

  • Phone Numbers

    • Local: (404) 656-2730

    • Toll Free: 1-888-968-0490


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CONTACT INFORMATION

DCH CONTACT INFORMATION

Bill Tierney

Employer Services Manager

404 651-6140

btierney@dch.ga.gov


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