Gabreeze webinar general operating procedures
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GaBreeze Webinar General Operating Procedures. SUMMER 2011. Session Purpose. Topics to Discuss LOA Processing (15 day rule) LOA Processing (Benefit Professional/ Participant actions) LOA Processing (Donated Leave and Partial Pay) LOA Processing (Worker’s Compensation)

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GaBreeze Webinar General Operating Procedures

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Gabreeze webinar general operating procedures

GaBreeze WebinarGeneral Operating Procedures

SUMMER 2011


Session purpose

Session Purpose

  • Topics to Discuss

    • LOA Processing (15 day rule)

    • LOA Processing (Benefit Professional/ Participant actions)

    • LOA Processing (Donated Leave and Partial Pay)

    • LOA Processing (Worker’s Compensation)

    • HR Transactions (New Hire Elections)

    • HR Transactions (16th of the Month Rule)

    • HR Transactions (Bad Address Files)

    • HR Transactions (Agency Profile on ERWS)

    • HR Transactions (Action/Reason Codes OR Smart Forms)

    • HR Transactions (Data Entry Corrections)


Leaves of absence

Leaves of Absence

  • 15 Day Rule for a LOA

    • The agency will report when an employee goes out on a Leave of Absence greater than 14 days

      • NOTE: Agencies should avoid entering an unpaid leave of absence less than 15 consecutive calendar days

      • If a leave is reported lasting 14 days or less, timely entry will be critical to report the employee’s return to active status

    • After the 14 days, Hewitt will stop providing premium calculations to agencies

    • Hewitt mails bills directly to employees, receives and processes payments from employees during the Leave of Absence


Loa processing

LOA Processing

  • Benefit Professional Actions

    • Timely HR entry of the employment data to reflect the leave of absence and return to active status

      Participant Actions

    • Review Confirmation Kit

    • Receive bills issue directly from Hewitt

    • Submit payments directly to Hewitt

    • Contact the GaBreeze Call Center with questions


Leaves of absence1

Leaves of Absence

  • Donated Leave

    • An employee who has been on authorized leave without pay for at least 80 consecutive hours, and meets all other agency requirements, may be entitled to receive donated leave

    • If an employee is granted donated leave, the agency will need to place the employee back in active status. This will notify GaBreeze to stop direct billing the employee

      • Employees are responsible for paying previous bills issued

      • Agency cannot recoup any premiums prior to the Donated Leave

    • Once the donated leave has exhausted, the agency will place the employee back into a Leave of Absence status

    • This will notify GaBreeze of the need to restart the direct billing process


Leaves of absence2

Leaves of Absence

  • Worker’s Compensation

    • If an employee is receiving benefits from Worker’s Compensation, the employee is not to use accrued paid leave (Sick, Annual; Personal)

    • The agency should place the employee in a Leave of Absence status. GaBreeze will direct bill the employee for their Flexible Benefits

    • The agency should maintain the employee in a Leave of Absence status until the employee returns to active employment status


Hr transactions

HR Transactions

  • New Hire Elections

    • New hires will need to go online to the GaBreeze web site within their 30 day election window

      • To make additional edits, they may contact the Benefits Call Center

    • Employees who fail to make selections will be defaulted to “No Coverage” for each benefit

    • The “Pending Enrollment Report” on ERWS lets an agency know if employees have yet to enroll

      • Assists HR to know which new hires to contact and give an enrollment reminder


Hr transactions1

HR Transactions

  • 16th of the Month Rule for Terminations

    • For an HR entry of an employee’s termination

      • Active coverage will terminate based on the effective date of the transaction or event

      • If the status date is effective prior to the 16th of the month, the coverage will terminate the end of the current month

      • If the status date is effective on or after the16th of the month, the coverage will terminate the end of the following month

      • The exception will be STD and LTD, which ends as of the termination date


Hr transactions2

HR Transactions

  • Coverage Rules for a QSC event

    • For an employee making benefit selections due to a QSC event

      • The coverage will change/begin the first of the month following the date the event was reported

        • Example: Married July 20th, Coverage change effective August 1st

      • NOTE: The exceptions are birth and adoptions which will be effective on the date of the event


Hr transactions3

HR Transactions

  • Bad Address Report

    • GaBreeze submits a report via ERWS for employee’s addresses requiring an update or correction

    • Verify the proper mailing address with the employee(s)

    • For Peoplesoft agencies:

      • GaBreeze reads the “Mailing Address” as the proper address to mail documentation to the participant

      • Verify the correct address is listed in the Mailing Address section of PeopleSoft

    • Corrections should be made in PeopleSoft or the Employee Data Smart Form to update GaBreeze


Hr transactions4

HR Transactions

  • Bad Address Report

    • Question: If the address on the Bad Address Report is correct, what can be done to remove employee from the report?

      • Contact the SPA Assist Team

    • NOTE: If any future mailings are returned to GaBreeze which were sent to the same address, the indicator will be automatically added back on to the participant’s account


Hr transactions5

HR Transactions

  • Agency Profile on ERWS

    • If an employee, who is a Basic or Administrative User, terminates employment with the agency, the person’s contact information should be deleted

      • Select the terminated employee in the Agency Profile page

      • Select “Delete this Contact” on the Agency Contact Detail page

    • Prevents the employee showing on future emails sent to the agency incorrectly

    • Prevents inappropriate access to agency information


Hr transactions6

HR Transactions

  • Action/Reason Codes for PeopleSoft Agencies

    • For a complete listing of the Action Reason Codes to be utilized in PeopleSoft please visit the following URL:

      http://www.spa.ga.gov/employees/pdf/PS_ActionReasonCodesMapGaBreeze.pdf


Hr transactions7

HR Transactions

  • Action/Reason Code Example (P’soft agencies)

    • For an employee terminating from one P’soft agency and hired by another P’soft agency

      • The terminating agency should use the “Transfer Out” code

        • Action = XFR, Reason = OUT

      • The hiring agency should use the “Transfer In” code

        • Action = XFR, Reason = IN


Hr transactions8

HR Transactions

  • Smart Form Example (Manual agencies)

    • For an employee terminating from one Manual agency and hired by another Manual agency

      • The terminating agency should use the “Termination Notice” Smart Form

      • The hiring agency should use the “New Hire” Smart Form


Hr transactions9

HR Transactions

  • Data Entry Corrections (P’soft Agencies)

    • For data entry corrections which require the agency to contact SAO to delete a row:

      • Please notify SPA of the row deletion(s)

      • SPA will need to make GaBreeze aware


Hr transactions10

HR Transactions

  • Data Entry Corrections (Manual Agencies)

    • If an agency makes a data entry error on a Smart Form:

      • Agency can go into ERWS the next business day and correct with another Smart Form

      • The new entry will override the data entry from the previous Smart Form


Reminders

Reminders


Support avenues benefit professionals

Support Avenues (Benefit Professionals)

  • The SPA Team

  • Team will continue to be agencies’ first point of contact

    • 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

    • For Automated (PeopleSoft agencies):

      • [email protected] or 404 463-2274

    • For Manual agencies:

      • [email protected] or 404 651-6089


Support avenues employees participants

Support Avenues (Employees/Participants)

Benefits Call Center

1-877-3GBreez

or 1-877-342-7339

Monday – Friday, 8:00 am – 5:00 pm ET

excluding holidays

Website

www.GaBreeze.ga.gov

Link on Team Georgia Flexible Benefits tab


Final questions and follow ups

Final Questions and Follow-ups


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