Entering Benefits Billing Enrollments in HRS


Process Considerations:

  • Employees can only be enrolled into Benefits Billing for benefit plans in which they have elected. Refer to Review Benefit Enrollments in HRS.
    • See eligible plans below.
  • Benefits Billing needs to be set up for employees who fall under one of the following conditions:
    • Employee or department notifies benefits administrator of a pending leave and has submitted the LOA Checklist.
    • Employee has insufficient earnings to cover benefit premiums.
    • Prepay was not taken correctly for short work break.
    • Employee was laid off and elected to use sick leave credit to continue their state group health.
    • Employee missed premium deduction due to termination/retirement.
  • Each month the benefits billing statements are produced and mailed by the UWSS. 
  • Payments are due by the 10th of the following month. 
    • If payment is not received by the end of the following month, the insurance(s) will be cancelled.

Process Exceptions:

State Group Life (SGL) and Income Continuation Insurance (ICI)

  • Premium waivers are allowed in the case of a Medical LOA.
  • The employee must continue to pay their monthly premiums until a decision has been made on the waiver.
    • If payment is not made, the employee will forfeit any benefits that may be approved through the premium waiver.
  • If the waiver has been approved, then the institution is responsible for entering the update into HRS through an ADM event.
  • When the waiver has ended, the institution is responsible for removing the waiver in HRS through an ADM event.
  • Benefits Billing enrollment may stay active during the waiver period
    • The system will generate a charge of $0.00 if the enrollment is correctly updated in HRS.
Individual and Family Group Life Insurance (I&F)
  • Premium waivers are allowed in the case of a Medical LOA and a 6 month waiting period must be met.
    • If the employee terminated prior to meeting the 6 month waiting period, then the employee will need to continue to pay premiums until the waiting period has been met.
    • If the employee has terminated, work with UWSHR. UWSHR will work with UWSS to update HRS and set up Benefits Billing charge(s).
  • After a decision on the waiver has been received, HRS will be updated by UWSS, along with any premium adjustments.
University Insurance Association Life Insurance (UIA)
  • Annual $24.00 deduction for eligible FA/AS/LI employees taken in October.
  • Institutions should not create UIA charges in Benefits Billing.
    • UWSHR and UWSS oversee the eligibility verification process along with any enrollments into Benefits Billing as needed.
Worker's Compensation (WC)
  • If there is a delay in the determination of a claim, the employee will only be eligible for employer share towards SGH and ICI for an additional 3 months.
  • If the claim is later approved, after the additional 3 months of employer share, the employee will be reimbursed the premium difference.
  • If the employee selects to lapse coverage while the determination is being made, they will not be able to reinstate coverage until the LOA is deemed over.

Benefits Billing Reasons

Instructions for Enrolling

Before setting up the enrollment, review the following information:
  • Review Arrears to verify no payroll deductions were missed and sent to arrears. If an arrears balance has been created, contact UWSS to review and adjust.
    • Navigate to: Payroll for North America > Periodic Payroll Events USA > Balance Reviews >Arrears
  • Review Current Benefits Summary to verify the employee's benefit enrollments. Use this screen to key the Benefits Billing enrollments. 
    • Navigate to: Benefits > Review Employee Benefits > Current Benefits Summary.
  • Review the last deductions taken to verify which billing periods to set up using the Review Paycheck query (UW_BN_REVIEW_PAYCHECK_PUB). A ticket to UWSS BERT Team may be created to request a full reconciliation.
    • Navigate to: Reporting Tools > Query > Query Viewer > Search for "UW_BN_REVIEW_PAYCHCK_PUB"

Enrollment Effective Date Chart:


1.  Navigate to: Benefits > Benefits Billing > Manage Acct Status and Balance > Enroll in Billing enter the EMPLID and search.

2. If enrolling for the first time, click the look-up icon for Plan Type and select the plan the employee should be enrolled in (i.e. State Group Health is Plan Type 10).
Note: The effective date will default to today's date. This will tell you that the employee has never previously been enrolled in Benefits Billing.
If the employee has previous enrollments, find the plan type you want to enroll by searching across the top. Press the plus button "+" in the Billing Enrollment Details section to add a new row to the desired plan type.
Note:  Once the row is saved, you will not be able to delete. The minus button "-" is how a benefit plan is removed on the initial set up for an incorrect benefit plan (before saving).
3. Leave the COBRA Event ID at "0".

4. Enter the Effective Date (mm/dd/yyyy).  The effective date should be the first of the month in which the deduction would take from payroll. (i.e. an employee will not be on the payroll for June 2020. The effective date for Benefits Billing will be 6/1/20 for July coverage)

5. Leave the Billing Status default of "Active".

6. Select the correct  Billing Reason for why the employee is being set up in Benefits Billing.

7. The Percent Calculation box should be checked.

8. The % box needs to be updated to 100.

9. The rate drop down box should be updated to one of the following:
a. Total Rate = charge the employee the full premium (employee share plus employer share).
Note: Some benefit plans do not have an employer share, therefore the total rate will be used (i.e. VSP).
b. Employee Rate = charge the employee the normal premium (employee share only).
Note:  A new row will need to be added to  update the rate drop down for plans such as SGH and ICI for a LOA that goes past 3 months and the employee loses the Employer share.

10. The Flat Amount section is only used if there is coverage changes or partial payments needed.
a. Uncheck the Percent Calculation box.
b. Check the Flat Amount box.
c. Fill in the specific amount to be billed for the employee.
d. Check the Employer Amount box.
e. Fill in the specific amount to be billed for the employer.
Note: The flat amount will continue to take until a new row has been added to change the payment section or inactivate. Most often this section is not used but the charge is updated to reflect any additional payment needed after the monthly billing charges run.

11. Repeat the above steps to enroll the employee in any additional plans that need Benefits Billing.

12. Click Save.

Best Practices

  • If the employee is on a LOA without pay and will be on LOA for more than 3 months, enter a new row after the initial enrollment row to change from 100% Employee Rate to 100% Total Rate for the 4th month of LOA. This ensures the employee will be billed correctly from the initial set up.
Note: Follow the policy guidelines for C Basis Academic Staff relating to summer recess.
  • When setting up past billing periods, it is suggested to allow the system to create old charges during the monthly Benefits Billing processing when changes are calculated. This will avoid inaccurate charges and the system twill create charges back to the last "inactive" billing period as necessary.
Note: You will want to verify the charges are correct on Monday during the monthly Benefits Billing processing.
  • Once the enrollment is saved, and it's later deemed that the enrollment needs correction, you will have to submit a ticket to UWSS to make the update. (i.e. Enrollment initially set up effective 6/1/2020 and determined several months later that the enrollment should be 5/1/2020)

Instructions for Inactivating

1. Navigate to: Benefits > Benefits Billing > Manage Account and Balance > Enroll in Billing enter the EMPLID and search.

2. Search for the benefit plan needing to be inactivated and click the plus button "+" in the Deduction Calculation per Billing Period section.

3. Leave the COBRA Event ID default at "0".

4. Enter the Effective Date (mm/dd/yyyy). The effective date should be the first of the month after the last charge was paid in Benefits Billing. (i.e. the last billing period billed is 2006, the effective date would be 7/1/2020)

5. Change the Billing Status to "Inactive".

6. Leave the Billing Reason to what it was initially enrolled.

7. Uncheck the Percent Calculation box. This will remove the % amount.

8. If using the Flat Amount section, uncheck the Flat Amount box and Employer Amount box. 

9. Click Save.

  • Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.

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Keywords:benefits billing, personal payments, benefits billing enrollment, prepay, employer contributions, LOA, leave of absence, workers compensation, sick leave credits, premium waiver, layoff, military leave, University Insurance Association Life Insurance, UIA, Individual and Family Group Life Insurance, I&F, State Group Life Insurance, SGL, Income Continuation Insurance, ICI BN, Benefits BN, Benefits   Doc ID:15270
Owner:Christina S.Group:UW–Shared Services
Created:2010-10-12 19:00 CDTUpdated:2020-07-24 10:59 CDT
Sites:Human Resource System (HRS), UW-La Crosse, UW–Shared Services
Feedback:  5   2