2016 Annual Benefit Enrollment (ABE)
September and 24th and 25th, 2015
The Service Center Mission is to provide “best in class” HRIS and
customer service to support the effective management of the University
of Wisconsin System’s Human Capital at the highest value.
Agenda
2
Time
Topic
Presenter
1:00 pm – 1:05 pm
MSC Events
Evaluation report
Joanna
1:05 pm – 1:10 pm
UIA
Joanna
1:10 pm – 1:15 pm
UPS
Chris
1:15 pm – 1:55pm
ABE Updates
Chris
1:55 pm – 2:05 pm
Break
2:05 pm – 2:15pm
OE calendar
Chris
2:15 pm – 2:50 pm
Event Processing
Joanna
2:50 pm – 3:00 pm
Break
3:00 pm – 3:10 pm
On demand Filtering
Chris & Joanna
3:10 pm – 3:30 pm
eBenefits Demo
Chris & Joanna
3:30 pm – 3:40 pm
Questions
Chris & Joanna
MSC Event Evaluation Report
3
MSC Event Evaluation Report
Updates to MSC Event Evaluation Report
August 13, 2015:
• Report remains accessible within Cypress for 21 days.
August 19, 2015:
• Report evaluates the following open and prepared events: MSC,
CPR, DTA, POS, PAY, PLA, SBK, RBK, RFL, and LOA.
September 23, 2015:
• Report displays Department ID.
October, 2015:
• Report will no longer reference Unions.
• Report will indicate if the employee is enrolled into health, life or
disability.
4
University Insurance Association
(UIA)
5
UIA Annual Processing
September 25, 2015:
• UIA process will be run in the evening to create UIA events
effective 10/1/2015 for only employees whose eligibility is
changing.
o Eligible Empl Classes: FA, AS, LI, OT1
o Excluded: Lump Sum or FTE equal to 0.000250
o Minimum Monthly Salary: $2,567.00
• Eligibility Field 5 will be updated with Y or N.
6
UIA Annual Processing
September 27, 2015:
• UIA events will be processed through the nightly batch.
October 3, 2015:
• Conversion notices will be sent to campuses.
October 10, 2015:
• UWSC will identify and send employees currently on LOA a bill
for the $24 premium due on 12/1/2015. Campuses should
refrain from setting up UIA into Benefit Billing.
7
UIA Annual Processing
8
UIA Annual Processing
September 29, 2015:
• Campuses will be receiving a list of Empl IDs where the UIA
events need to be finalized.
October 2, 2015:
• UIA event should be finalized to provide eBenefits on October 5,
2015 for Open Enrollment.
October 13, 2015:
• UIA event must be finalized to ensure deductions take
appropriately.
9
Questions
10
University Personnel Systems
(UPS)
https://www.wisconsin.edu/personnelsystems/
11
University Personnel Systems
Goal: Change HRS descriptions from
• “Classified” to “University Staff” and
• “Unclassified” to “Faculty/Academic Staff/Limited”
Impact to Benefits:
• Change to Event descriptions and
• Change to Benefit Program descriptions
12
University Personnel Systems
Event Current Description
Classified ICI Category
CAT
Change
HC0
Hire Univ Staff Regular
HC1
Hire Univ Staff Regular - 1
HC2
Hire Univ Staff Regular - 2
HL0
Hire Univ Staff Short Term
HL1
Hire Univ Staff Short Term - 1
HL2
Hire Univ Staff Short Term - 2
13
New Description
Univ Staff ICI Category
Change
Hire Univ Staff
Hire Univ Staff - 1
Hire Univ Staff - 2
Hire Univ Staff Temp
Hire Univ Staff Temp - 1
Hire Univ Staff Temp - 2
University Personnel Systems
Event Current Description
New Description
HU0
HU1
HU2
Hire FA/AS/LI
Hire FA/AS/LI - 1
Hire FA/AS/LI - 2
ICI Annual Deferred
Enrollment
ICI
UCT
14
Hire Unclassified Regular
Hire Unclassified Regular - 1
Hire Unclassified Regular - 2
Income Continuation
Insurance
Unclassified Category
Change
FA/AS/LI Category Change
University Personnel Systems
Benefit
Current Description
Program
New Description
C01
C02
Univ Staff Part Time
Univ Staff Full Time
C03
C04
CL1
CL2
15
Class Part Time
Classified Full Time
Classified Part Time
AfterTax
Classified Full Time
AfterTax
Classified LTE Part Time
Classified LTE Full Time
Univ Staff Part Time AfterTax
Univ Staff Full Time AfterTax
Univ Staff Temp Part Time
Univ Staff Temp Full Time
University Personnel Systems
Benefit
Current Description
Program
New Description
U01
U02
FA/AS/LI Part Time
FA/AS/LI Full Time
U03
U04
U05
U06
U07
U08
U09
U10
16
Unclassified Part Time
Unclassified Full Time
Unclassified PartTime
AfterTax
Unclassified FullTime
AfterTax
Unclassified VA Hospital
Unclassified VA AfterTax
Unclassified Part Time
Unclassified Full Time
Unclassified PartTime
AfterTax
Unclassified FullTime
AfterTax
FA/AS/LI PartTime AfterTax
FA/AS/LI FullTime AfterTax
FA/AS/LI VA Hospital
FA/AS/LI VA Hospital AfterTax
FA/AS/LI Part Time UWOSH
FA/AS/LI Full Time UWOSH
FA/AS/LI PartTime AfterTax
OSH
FA/AS/LI FullTime AfterTax
OSH
Annual Benefits Enrollment
(ABE)
17
ABE 2016 Updates
Updates:
• Changed BAS Group ID
• Added a new Benefit Program
• Added new Health Plans
• On-Demand Benefit Plan filter
• eBenefits Health Plan filter
• eBenefits Text Catalog updated
• Confirmation Statements
• State Group Health Rates
• WRS & Federal Retirement and Federal Life rate
increases
• Health Ins Opt-Out Incentive
• Enrollment Codes and Reasons
18
ABE 2016 Updates
BAS Group ID:
• Service Center updated the Bas Group ID to “NON” for
employees who have been terminated for more than a
year.
• To prevent the creation of unnecessary OE events
• Faster processing time for OE
• Less event cleanup
19
ABE 2016 Updates
New Benefit Program:
• CL3 - “Craft Temporary”
• Employees pays the entire premium after tax
• Employees are not eligible for:
• FSA Medical
• FSA Dependent
• HSA employee before tax
• HSA employer
• Health Ins Opt-Out Incentive
20
ABE 2016 Updates
63 New Health Plans:
• Plan Type and Plans Reference KB# 48687
• Arise Aspirus
• Network Southeast
• Access plan
• Formerly known as Standard
• Without Dental options
o Dean w/ Dental
o Dean w/o Dental
o HDHP Dean w/ Dental
o HDHP Dean w/o Dental
o etc.
• Health Ins Opt-Out Incentive
21
ABE: On-Demand Plan Filter
22
ABE: On-Demand Plan Filter
Current Lookup View
23
New Lookup View
ABE: eBenefits Health Plan Filter
24
ABE 2016 Updates
eBenefits Text Catalog Changes:
• Reflects the text displayed in eBenefits
• Updated to reflect ABE 2016 changes and calendar
references
• Reviewed and changed URLs
• EPIC Benefits+ and FSA/HSA will appear but are not
available for enrollment changes through OE event.
25
ABE 2016 Updates
Benefits Confirmation Statements for Employees
• All OE eligible employees will receive a statement,
regardless if they elect via eBenefits, Ben Admin, or make no
election at all.
• The email will direct to the employee to go to the UW portal
Benefit Information section
• A pdf of the 1/1/2016 effective insurances will be available
for review and print in the portal. The statement will either be
displayed on the Statements tab or a new tab
26
ABE 2016 Updates
Benefit Confirmation Statements for Administrators
• A copy of the statement pdf will go to the ‘Benefits
Confirmations’ folder in the institution Cypress inbox
• Institution Ben Admins are encouraged to review the
statements
• A copy of the statement pdf will also be archived for
Service Center retrieval
27
ABE 2016 Updates
Benefit Confirmation Statements
• The 3 Phases of confirmation statements
• 1) Everyone who elects during the OE period
• October 5th -30th
• 2) All entry made by Benefit Admins after the OE period
• Oct 31st – Nov 13th
• 3) Everyone who did not make an elect in the previous two phases
• Nov 15th
28
ABE 2016 Updates
Benefit Confirmation Statements
• The pdf statement will be exactly the same for each phase.
29
ABE 2016 Updates
Benefit Confirmation Statements
• The e-mail changes during each phase
• Phase 1: During the open enrollment period
You are receiving this email because you made changes to your benefits during the Annual Benefit
Enrollment period. Your 2016 Benefit Enrollment Confirmation is now available on the My UW System
portal: https://my.wisconsin.edu. UW-Madison employees should visit the MyUW portal:
https://my.wisc.edu. Benefit Enrollment Confirmations are located in the Benefit Information module on
the Statements tab.
If all information on your Benefit Enrollment Confirmation is correct, then no further action is required. If
you discover an error, contact your institution's benefits office ***by November 13, 2015.*** this date is
not been finalized
NOTE: If you enrolled in a Flexible Spending Account (FSA) or a Health Savings Account (HSA),
you will receive a confirmation from TASC, the program administrator.
30
ABE 2016 Updates
Benefit Confirmation Statements
• Phase 2: After the open enrollment period, when Benefit
Admins are making adjusts
You are receiving this email because you have elected changes to your benefits with an effective date of
1/1/2016. Your 2016 Benefit Enrollment Confirmation is now available on the My UW System portal:
https://my.wisconsin.edu. UW-Madison employees should visit the MyUW portal: https://my.wisc.edu.
Benefit Enrollment Confirmations are located in the Benefit Information module on the Statements tab.
If all information on your Benefit Enrollment Confirmation is correct, then no further action is required. If
you discover an error, contact your institution's benefits office to discuss options for changes to these
elections, as corrections may only be made according to the plan provisions and by the end of the
calendar year.
NOTE: If you enrolled in a Flexible Spending Account (FSA) or a Health Savings Account (HSA),
you will receive a confirmation from TASC, the program administrator.
31
ABE 2016 Updates
Benefit Confirmation Statements
• Phase 3: The population of people who did not make an
election during phase 1 or 2.
You are receiving this email because you were given an opportunity to make changes during the Annual
Benefit Enrollment period and have elected to make no changes to your benefits. Your 2016 Benefit
Enrollment Confirmation is now available on the My UW System portal: https://my.wisconsin.edu. UWMadison employees should visit the MyUW portal: https://my.wisc.edu. Benefit Enrollment Confirmations
are located in the Benefit Information module on the Statements tab.
If you discover an error, contact your institution's benefits office to discuss options for changes to these
elections, as corrections may only be made according to the plan provisions and by the end of the
calendar year.
NOTE: If you enrolled in a Flexible Spending Account (FSA) or a Health Savings Account (HSA),
you will receive a confirmation from TASC, the program administrator.
32
ABE 2016 Updates
State Group Health rate changes:
• Effective 12/1/2015 except for Craftworkers
• Craftworker rates effective 11/15/2015
• Health Plan w/ Dental Single $6 to $13
• Health Plan w/o Dental $9 to $21
• HDHP Plan w/ Dental – no change
• HDHP Plan w/o Dental Single $3 to $8
• Grad Health Plan w/ Dental $1.50 to $2.50
• Grad Health Plan w/o Dental $4.50 to $10.50
No change:
• EPIC Benefits+
• Dental WI
• VSP
• Individual & Family Life Insurance
33
ABE 2016 Updates
WRS Employee rate effective 12/1/2015 for monthly and
12/15/2015 for bi-weekly:
• General
0.20%
• Executive 0.10%
• Protective
0.20%
• Teacher
0.20%
Federal Retirement employer rate effective 10/1/2015:
• FERS 0.50%
Federal Employee Group Life Insurance (FEGLI) rate
effective 1/1/2016:
• Option A, B, and C increased
34
ABE 2016 Updates
Health Ins Opt-Out Incentive
• Not an option via eBenefits & On Demand OE events
• Employee must fill out a paper application
• Validation will be required to verify the employee is eligible
• More information will be provided
• Do not attempt to use the OE event for Opt-Out Incentive
• An ADM event will be used
• Pending information from ETF
35
ABE 2016 Updates
• On Demand Enrollment Codes & Reasons
• All OE16 events will populate:
• Enrollment Code: Change Benefit Plan
• Enrollment Reason: It’s Your Choice Enrollment
• Always use this Code & Reason for OE enrollment
• This would include ADM events to update OE enrollment
36
Questions
37
Break!
38
Open Enrollment (OE) Calendar
39
OE Calendar
• Friday, October 2, 5 pm: OE event process to create and
prepare OE events will be kicked off.
• Monday, October 5 through Thursday, October 29: OE
process will be run nightly to finalize eBenefits elections, and
generate confirmation statements.
• Friday, October 30: OE process will be run several times
throughout the day to finalize eBenefits elections.
• Friday, October 30, 4:30 pm: OE eBenefits security will be
disabled and all open events for OE will be finalized.
40
OE Calendar
• Monday, November 2: Campuses will be receiving lists of Empl
IDs where the OE events need to be finalized to provide
confirmation statements by November 16.
• Friday, November 13: Last day to enter OE enrollments for
automated interface to ETF.
• Please contact the UWSC by Wednesday, November 11 if you
are unable to meet this deadline.
• Monday, November 16: Employees with finalized OE events,
who made no enrollment changes will be sent a confirmations
statement. No confirmation statements will be sent after this point.
• End of November: Process run to disconnect all OE events.
Any OE changes effective 1/1/2016 will require ADM events and a
WiscIt to UWSC since the change will not be sent to ETF
automatically.
41
Questions
42
BenAdmin Schedule Summary
KnowledgeBase #28470
43
BenAdmin Schedule Summary
Goal: All OE16 events closed to Enrolled for active
employees or Program None for terminated employees.
44
BenAdmin Schedule Summary
Goal: All EV15 events closed to Prep None or Enrolled
for active employees.
45
Employee Process Status Report
KnowledgeBase #20470
46
Employee Process Status Report
Goal: Identify event processing issues.
47
Employee Process Status Report
OE16 Process Statuses:
• Assigned None – Employee has a pending termination event prior to
1/1/2016.
• Assigned – A prior event is preventing OE from preparing.
• Prepared – Event is available to Benefit Administrator or employee to
enter enrollment changes.
• Notified – Employee has made changes within eBenefits but they
have not been submitted.
• Entered – Employee has submitted enrollment changes which will be
processed each evening by BenAdmin.
• Finalized Program None – Employee is terminated.
• Finalized Enrolled – Employee is active and event has been finalized.
48
Open Enrollment (OE) Processing
49
OE Event Processing
• Reminders:
• OE event with process status of “Entered” will be finalized
each evening during OE.
• eBenefits confirmation statements will be sent each evening
during OE.
• Benefit Administrators should remember to review and enter:
o Review Modify a Person
o Review Benefits Personal Data
o Review Dependent/Beneficiary
50
OE Event Processing
Monday, October 5 through Friday, October 30:
• Benefit Administrators and employees will enter enrollment
changes through the OE event.
51
OE Event Processing
Monday, October 5 through Friday, October 30:
• Situation 1: Employee has submitted application(s) for coverage
changes with effective dates prior to 1/1/2016 and OE event is not
finalized.
• How to Process: Create ADM or SAV event and process
enrollment. The OE Event will temporarily close while you are
processing the ADM or SAV event with the enrollment change.
You will need to reprocess the OE event to pick up the enrollment
change.
52
Order of
Prepared
Event
Status
Date
Prepared
BN
Program
Coverage
Level
Coverage
Begin Date
1
ADM
Finalized
/Enrolled
9/1/2015
U02
Dean
Single
9/1/2015
3
ADM
Finalized
/Enrolled
10/15/2015
U02
Dean
Family
10/05/2015
2
OE
Open
/Prepared
10/3/2015
U02
Dean
Single
1/1/2016
OE Event Processing
Monday, October 5 through Friday, October 30:
Situation 2: Employee’s eligibility has changed with effective dates
prior to 1/1/2016 and OE event is not finalized.
How to Process: Process the MSC event to close which will
change the employee’s eligibility. The OE Event will be temporarily
closed due to the open MSC event. You will need to reprocess the
OE event to pick up the eligibility change.
53
Order
Prepared
Event
Status
Date
Prepared
BN
Program
Coverage
Level
Coverage
Begin Date
1
MSC
Finalized
/Enrolled
09/15/2015
G01
No WRS
10/1/2014
3
MSC
Finalized
/Enrolled
10/15/2015
U02
WRS
10/01/2015
2
OE
Open
/Prepared
10/3/2015
G01
No WRS
1/1/2016
OE Event Processing
Monday, October 5 through Friday, October 30:
Situation 3: Employee has submitted application(s) for coverage
changes with effective dates prior to 1/1/2016 and OE event is
finalized.
How to Process: Create ADM or SAV event and process
enrollment. You will not reprocess the OE event to pick up the
enrollment change unless the employee needs to make additional
enrollment changes with OE.
54
Order of
Prepared
Event
Status
Date
Prepared
BN
Program
Coverage
Level
Coverage
Begin Date
1
ADM
Finalized
/Enrolled
9/1/2015
U02
Dean
Single
9/1/2015
3
ADM
Finalized
/Enrolled
10/15/2015
U02
Dean
Family
10/05/2015
2
OE
Finalized
/Enrolled
10/3/2015
U02
Dean
Single
1/1/2016
OE Event Processing
Monday, October 5 through Friday, October 30:
Situation 4: Employee’s eligibility has change with effective dates
prior to 1/1/2016 and OE event is finalized.
How to Process: Process the MSC event to close which will
change the employee’s eligibility. You will not reprocess the OE
event to pick up the enrollment change unless the employee needs
to make additional enrollment changes with OE.
55
Order
Prepared
Event
Status
Date
Prepared
BN
Program
Coverage
Level
Coverage
Begin Date
1
MSC
Finalized
/Enrolled
09/15/2015
G01
No WRS
10/1/2014
3
MSC
Finalized
/Enrolled
10/15/2015
U02
WRS
10/01/2015
2
OE
Finalized
/Enrolled
10/3/2015
G01
No WRS
1/1/2016
OE Event Processing
November 2 and beyond:
Situation 5: Employee’s enrollment needs to change effective
1/1/2016 and OE event is finalized.
How to Process: Create and process an 1/1/2016 ADM event to
avoid impacting any eBenefits enrollment. Paper applications will be
required for any enrollment changes.
Reminder: Please create a WiscIt with the UWSC if you make
Health enrollment changes after the end of November otherwise the
enrollment will never be report to ETF.
56
OE Event Processing
If OE event is open during enrollment period:
• Reprocess the OE event back to “Assign Program” to pickup any
eligibility and enrollment changes.
• Risk: Eligibility or enrollment changes will be removed when OE
event is finalized.
If OE event is closed during enrollment period:
• Do not reprocess the OE event back to “Assign Program” unless the
employee needs to make additional changes during OE.
• Risk: eBenefits enrollments will not be valid if the employee does
not submit enrollment changes again. Paper applications will be
required for all enrollment changes.
If OE event is closed after enrollment period:
• Create and process an 1/1/2016 ADM event.
• Risk: eBenefits enrollments will not be valid if the employee does
not submit enrollment changes again. Paper applications will be
required for all enrollment changes.
57
References
References:
• List of Events (KB# 17850)
• Plan Type and Benefit Plan Code Cheat Sheet (KB# 48687)
• Ben Admin Schedule Summary (KB# 28470)
• List of Benefit Schedules (KB# 21916)
• Employee Process Status Report (KB# 20470)
• Using On-Demand for OE (KB# 20419)
• Reprocessing OE event (KB# 21160)
58
Questions
59
Break
60
DEMO!
61
Questions
62