gabreeze webinar general operating procedures
Download
Skip this Video
Download Presentation
GaBreeze Webinar General Operating Procedures

Loading in 2 Seconds...

play fullscreen
1 / 21

GaBreeze Webinar General Operating Procedures - PowerPoint PPT Presentation


  • 115 Views
  • Uploaded on

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)

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about ' GaBreeze Webinar General Operating Procedures ' - benicio-yepez


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
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
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):
    • For Manual agencies:
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

ad