Flex Forum 3 Flexible Benefits Training for Georgia Benefits Professionals

1. Flex Forum 3Flexible Benefits Trainingfor Georgia Benefits Professionals MARCH 2010 Manual Agencies

2. Purpose • To give you the opportunity to experienceGaBreeze and the GaBreeze Employer Web site

3. Flex Forum 3: Objectives • You understand the navigation and functionality of GaBreeze and the GaBreeze Employer Web site: How to access information and complete tasks • You are comfortable directing new hires and employees to GaBreezeand the GaBreeze Benefits Center • You know the information you need to have ready when entering data into the GaBreeze Employer Web site

4. Flex Forum 3: Training Materials • Presentation and demos • Handouts: • Activities worksheets • Personalized Communications samples • Edit Report Indicator Summary • Using, Downloading and Uploading Reports Presentation Pages • Today’s materials will be posted on Transition Web site with: • Flex Forums 1 and 2 • FAQs • Employee communications

5. Using GaBreeze • Telling the Employee Lifecycle Story • Chapter 1: The New Hire Experience • Chapter 2: Qualified Status Change • Chapter 3: Student Certification • Chapter 4: Dropping a Dependent • Chapter 5: COBRA Enrollment

6. Using GaBreeze

7. Using GaBreeze • Demo and activities worksheets will guide you through employee experiences: • New Hire/Newly Eligible • Enrolling in dental, vision and employee life • Enrolling a dependent • Qualified Status Change (QSC) • Adding and enrolling a new dependent • Designating a beneficiary • Student Certification • Drop a Dependent • Enroll in COBRA

8. New Hire/Newly Eligible

9. Current User - Qualified Status Change (QSC)

10. Student Certification

11. Drop a Dependent

12. Enroll in COBRA

13. Personalized Communications

14. Personalized Communications • From time to time, participants will receive personalized, written communications from the GaBreeze Benefits Center that: • Remind them to take action (typically on GaBreeze or through the benefits center) • Confirm actions they have taken (typically on GaBreeze or through the benefits center) • Provide information • The GaBreeze Benefits Center can answer participants’ questions about these mailings, but we want you to feel prepared to do so as well

15. Example: New Hire Enrollment Worksheet

16. Personalized Communications (cont’d) • Additional types of personalized communications: • Confirmation of Enrollment • Following Annual Enrollment, a Qualified Status change, EOI approval, etc. • Confirmation of Coverage • When retiring, going on leave, returning from leave, etc. • COBRA enrollment information and notices • When dropping a dependent, retiring, etc. • Billing notices, Direct Debit communication • Confirmation of Password Resets

17. GaBreeze Employer Web site

18. Using the GaBreeze Employer Web site • Part 1: Reports • Report Availability • Using Reports • Downloading and Uploading Reports • Supporting You • Part 2: GaBreeze Employer Web site • Demo

19. Report Availability

20. Daily Edit Report (shows edits related to HR date files for automated agencies and upload payroll results for manual agencies) Weekly Benefit Deduction Report  Imputed Income Report  Pending Enrollment Status Report (may be available daily during annual enrollment) Per Pay Run Payroll Results Upload Report   = Additional details in this presentation. Monthly Financial Manager Agency Summary Report Financial Manager Agency Detail Report Annually Annual Benefit Deduction Report Annual Imputed Income Report Annual Inactive Imputed Income Report GaBreeze Employer Web site: Report Availability

21. Using Reports

22. Using Reports: HR Edits • Hewitt • Posts each agency’s Edit Report to the GaBreeze Employer Web site daily • Agencies • Retrieve the Edit Report • Resolve edits and correct errors, such as missing data/blank fields and invalid values, associated with participant accounts (see “Using Reports: HR Edits” handout for more detailed information) • Contact SPA Team with questions • SPA Team • Provides assistance with resolving edits

23. Using Reports: Payroll and Confirmation

24. Using Reports: Benefit Deductions • Definition • Shows benefit deductions by employee • Current State  • Manual agencies receive a copy of the printed confirmation statement • Future State  • Weekly changes only report for manual agencies • Agencies access through GaBreeze Employer Web site(paper confirmations no longer provided)

25. Using Reports: Imputed Income • Definition • Shows imputed income by employee • Current State  • Quarterly report • Agencies receive printed paper documents from SPA • Future State  • Weekly report (changes only) • Agencies access through GaBreeze Employer Web site(paper reports no longer provided)

26. Using Reports: Pending Enrollment Status Definition • Shows employees who are within their 30-day enrollment period and have not confirmed their benefit selections • Provided to all agencies • Current State • Daily report • Agencies access through View Direct  • Future State • Weekly report  • Agencies access through GaBreeze Employer Web site(instead of View Direct)

27. Using Reports: Annual Benefits Salary Upload Report • Definition • Allows manual agencies to provide a mass update of Annual Benefit Salaries once a year • Current State • Agencies receive a printed document from SPA • Update and return to SPA for manual entry in FLEX • Future State  • Larger manual agencies can provide mass updates with this report prior to the cutoff date • Smaller manual agencies may prefer to use the Employee Update Smart Form prior to the cutoff date

28. Downloading and Uploading Reports

29. Downloading Reports • Reports are delivered to Your Reports tab under Download Reports • Access to HR, payroll, and financial reports, depending on agency profile • Payroll Reports (includes Benefit Deduction Report used to confirm payments to SPA) • Weekly reports available by 12:00 pm ET • Monthly payroll agencies • Recommended approach: Download files weekly; update payroll system • HR Reports • Select one report at a time to download • Only latest report is needed • Available by 12:00 pm ET • Financial Reports(including Financial Manager Report used to pay SPA) • Monthly reports delivered around the 10th of the month

30. Converting Downloaded Reports • Download the report to a secure agency drive • From the GaBreeze Employer Web site, click on How to Download Reports

31. Converting Downloaded Reports • Open the Excel file/template • Use the button on the template to load data into the Excel file/template

32. Converting Downloaded Reports • Select the Summary or Detail tab to review the data

33. Uploading Reports • Reports delivered to Your Reports tab underUpload Reports • Payroll Results • Posted each time payroll runs • Includes health care and dependent care deductions • Used by Benefits Center to inform FSA administrator • Annual Benefit Salary Updates • Posted October of each year • Smaller agencies may wish to use Smart Form: Update Employee Indicative Data to update data prior to the annual enrollment deadline

34. Uploading Reports • Agencies can upload .txt files that are comma delimited • See the sample file and requirements on the Uploading reports page:How to Upload Reports • Files are edited during Upload • Flag invalid record • List valid, invalid, and total records • Upload may be cancelled to allow agencies to correct invalid records • Only one upload of each type per day

35. Supporting You

36. Working with the SPA Team • SPA Team will continue to be agencies’ first point of contact • The SPA Team will: • Respond to questions about business rules, business processes • Support use of the Employer Web site • Answer questions about Employer Web site reporting • Work with Hewitt to resolve data issues

37. GaBreeze Employer Web Site Demo

38. Demo and worksheets will guide you through: • Accessing the Employer Web site, looking up an employee • Logging in and choosing an agency • Using Smart Forms • Looking up and viewing employee information • Entering a new hire • Updating employee indicative data and a frozen benefit salary • Completing a leave • Enter a termination • Information Tabs • Downloading reports • Viewing agency profiles and audit logs • Sharing files

39. Accessing the Employer Web site, Looking up an Employee

40. Using Smart Forms

41. Information Tabs

42. Final Questions and Follow Ups