BN - Deduction Prepay Process (Part I: Deduct money for insurance in anticipation of a Leave)

GENERAL DESCRIPTION:

The Deduction Prepay process is used for employees who are planning an unpaid leave of absence and need insurance premiums to be paid while they are gone. Employees must have an active HR Status throughout the payroll being processed. The employee is in an Academic (C-Basis) position and will be taking a Short Work Break from their benefit primary position during the summer. In other cases, the employee may be taking a Leave of Absence or Short Work Break for other reasons, such as medical, professional or seasonal. Prior to the leave, money needs to be collected in advance for payment of future premiums. While the employee is on leave, the prepaid money will be disbursed to cover insurance deductions during the leave.
This document will describe the procedures for the first part of the process: Setting Aside Money.

PROCESS CONSIDERATIONS:
  • PREATX - Combination of all After-Tax deductions
  • PREBTX - Combination of all Before-Tax deductions 
  • PRETAX - Combination of all Taxable deductions
You may click on the links below to navigate directly to a section:

MANUAL SETUP OF DEDUCTION PREPAYS:

The following instructions will assist in setting aside money ("fill the bucket") to cover future deductions.

1.  Navigate to: Benefits → Manage Automated Enrollment → Events → Deductions Prepay → Ded Prepay Review Page

2.  This page allows you to either review an already existing Deduction Prepay record for an employee, or add Deduction Prepay for an employee.

3.  Click the Add a New Value tab at the top. Enter the following employee values based on the Benefit Primary Employee Record (see BN - Rebuild Primary Job Flag for more information on Benefits Primary Job Flags.)

  • Business Unit
  • Department
  • PrePay Source = "Leave of Absence".  Please do not use the "May Multiple" value since it will cause the automatic Deduction Prepay process to abend.
  • Empl ID
  • Pay Run ID = Payroll that Deduction Prepay will be taken from.
Set Up Prepay Replace

4.  Review the above values for accuracy and click the Add button.

5.  The Deduction Prepay Review Page will display for the employee.  Enter the following employee values:

  • Empl Rcd = The value will default to zero.  However, you may need to change the value if the job marked as the Benefit Primary is an Employee  Record other than zero.
  • Plan Type = Deduction Prepay can only be set up for Health, Life and Disability plans that the employee is currently enrolled with employee costs.  For a list and description on Plan Types, refer to BN - Plan Types, Benefit Plans, and Payroll Deductions Job Aid.  You can review what plans an employee is currently enrolled in by using the following references:  BN - Current Benefit Summary , and BN - Review Benefit Enrollments .
  • Prepay Factor = The number of additional deductions to be taken for this employee.  Please change the Prepay Factor to something other than the default value of zero, otherwise nothing will be deducted. NOTE: Enter only whole numbers since the Deduction Prepay process cannot calculate partial factors. Deduction Prepay will take money based on current premiums.  A common rule would be to limit the factor to three months for insurances with employer share. 
  • OK to Process = This tells the system to load the deduction to the employee's payroll check during the payroll processing. 

https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  Warning!  Checking or Unchecking one of the OK to Process check boxes will check or uncheck ALL deductions.  If you do not want a specific deduction to take, change the Prepay Factor to zero for that Plan Type.  Please create a WiscIT if you are aware of premiums changing due to annual plan updates or loss of employer share.  Deduction Prepay records must be set up to take on every payroll leading up to the Leave of Absence or Short Work Break to prevent the system from applying the money too early. It must also be noted that the Tax Class for deductions must also be monitored. For example, if a biweekly employee has After-Tax deductions taken from the March A payroll (such as ICI) and also has After-Tax deductions taken on the March B payroll (such as State Group Life),  Deduction Prepays should be set up to take those appropriate additional deductions during those pay periods as well.

6. In order to set up multiple payrolls at once, you can continue to add additional Plan Types and Pay Run IDs by clicking the Add a Row replacement icon to Add additional new rows.   

7.  When all Deduction Prepays have been added, click the Save button at the bottom of the screen.

Enter Info for Prepays

8.  To view the information entirely for this employee, return to the Deduction Prepay Review screen. 

  • You can also choose to run the BN - Deduction Prepay Load Status Query to verify all employees are setup appropriately for a particular payroll.  For information on updating an employees with Deduction Prepay Records, refer the instructions listed in the Updating Deduction Prepay below.  


UPDATING DEDUCTION PREPAYS:

The procedure to set aside money ("fill the bucket") for future deductions will vary depending on which approach you need to use.

1.  Navigate to Benefits → Manage Automated Enrollment → Events → Deduction Prepay → Ded Prepay Review Page

2.  Enter a value into one or all of the search criteria and click on the Search button. 

  • A recommendation to limit your search results is to enter Empl ID. 
  • Please run the BN - Deduction Prepay Load Status Query if you are interested in reviewing all employees setup for a particular payroll.

Search for Prepay Replace

3.  The Deduction Prepay Review Page will display for the employee if they have only been setup for one particular payroll.  However, you may need to select a particular payroll from the search results displayed below before you see the Deduction Prepay Review Page.

4.  Review the employee and make adjustments to the following as needed:

  • Empl Rcd = The value will default to zero.  However, you may need to change the value if the Benefit Primary is a Empl Rcd other than zero.
  • Plan Type = Deduction Prepays can only be set up for Health, Life and/or Disability plans that the employee is both currently enrolled in, and for which the employee normally has payroll deductions.  For a list and description on Plan Types, refer to BN - Plan Types, Benefit Plans, and Payroll Deductions Job Aid.  You can review what plans an employee is currently enrolled in by using the following reference:  BN - Current Benefit Summary.
  • Prepay Factor = The number of additional deductions to be taken for this employee.  Please change the Prepay Factor to something other than the default value of zero, otherwise nothing will be deducted. NOTE: Enter only whole numbers since the Deduction Prepay process cannot calculate partial factors. Deduction Prepay will take money based on current premiums.  A common rule would be to limit the factor to three months for insurances with employer share.  Create a WiscIT if you are aware of premiums changing due to annual plan updates or loss of employer share.
  • OK to Process = This tells the system to load this deduction during the payroll processing.  Checking or Unchecking one of the OK to Process checkboxes will check or uncheck all.
5.  In order to set up multiple payrolls at once, you can continue to add additional Plan Types and Pay Run IDs by clicking the Replace - add a row pic icon to Add a new row.  This makes the process more streamlined if you have the information on hand for the number of extra deductions need to be taken over a number of different pay periods. 

NOTE: Deduction Prepay records must be set up to take on every payroll leading up to the Leave of Absence or Short Work Break to prevent the system from applying the money too early. It must also be noted that the Tax Class for deductions must also be monitored. For example, if a biweekly employee has After-Tax deductions taken from the March A payroll, ICI for example, and also has After-Tax deductions taken on the March B payroll, State Group Life for example, Deductions Prepays should be set up to take those appropriate additional deductions during those pay periods as well. If the Deduction Prepay records are not set up correctly, prepay balances could disburse earlier than necessary. 

6.  Click the Save button at the bottom of the screen.

Review Current Prepays Replace

7.  To view the information entirely for this employee, return to the Deduction Prepay Review screen. 

  • In addition, you can run the BN - Deduction Prepay Load Status Query to verify all employees are setup appropriately for a particular payroll. NOTE: Deduction Prepay cannot be used for terminated employees or past premiums owed. Employees who have terminated and still owe money for coverage will need to be set up in Benefits Billing (refer to BN - Benefits Billing Enrollment).  Any premiums the employee owes for past payrolls can be setup in benefits billing or create a UW Payline (refer to BN - Creating a Payline Adjustment).



ADDITIONAL RESOURCES

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