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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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    Presentation Transcript
    1. YEAR ROUND ENROLLMENT

    2. 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)

    3. 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.

    4. FLEXIBLE BENEFITS

    5. FLEXIBLE BENEFITS IMPLEMENTATION • The system will be implemented July 15, 2008. • New hire employees will enroll in Flexible Benefits through electronic enrollment.

    6. TEAM GEORGIA CONNECTION

    7. 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

    8. TEAM GEORGIA SIGN ON Flexible Benefits Enter your Email Enter your Password

    9. TEAM GEORGIA NAVIGATION PAGE Click on Flex Benefits Tab

    10. TEAM GEORGIA FLEXIBLE BENEFITS PAGE

    11. TEAM GEORGIA DIRECTORY PAGE

    12. TEAM GEORGIA GENERAL INFORMATION PAGE

    13. TEAM GEORGIA SPENDING ACCOUNTS PAGE

    14. TEAM GEORGIA HEALTH SAVINGS ACCOUNTS PAGE

    15. TEAM GEORGIA AD&D INSURANCE PAGE

    16. TEAM GEORGIA DENTAL INSURANCE PAGE

    17. TEAM GEORGIA DISABILITY INSURANCE PAGE

    18. TEAM GEORGIA LEGAL INSURANCE PAGE

    19. TEAM GEORGIA LIFE INSURANCES PAGE

    20. TEAM GEORGIA LONG-TERM CARE INSURANCE PAGE

    21. TEAM GEORGIA SPECIFIED ILLNESS PLAN PAGE

    22. TEAM GEORGIA VISION INSURANCE PAGE

    23. TEAM GEORGIA SIGNING UP FOR COVERAGE PAGE

    24. 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

    25. 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.

    26. 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.

    27. TEAM GEORGIA SYSTEM AVAILABILITY • The system will be available during the following hours: • 4:00 a.m. till midnight • Holidays & weekends included

    28. NEW HIRE PROCESS

    29. 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.

    30. 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.

    31. 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.

    32. 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.

    33. 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.

    34. 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.

    35. 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.

    36. 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).

    37. 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.

    38. 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.

    39. 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.

    40. 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.

    41. 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.

    42. 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

    43. 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.

    44. 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.

    45. 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.

    46. NEW HIRES DURING OPEN ENROLLMENT

    47. 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.

    48. 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.

    49. 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.

    50. 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