BN - Benefits Billing Enrollment

Procedure 15270 explains enrollment of an employee into benefits billing. The employee is personally paying premiums for insurance benefits via check, money order or cash. Two examples when an employee may be personally paying premiums:

  • Employees off payroll on leave of absence
  • Employees has insufficient earnings to cover benefit premiums

 Procedure At-A-Glance
Category: Benefits Billing
Audience: Benefits Administrators
Navigation: Benefits --> Benefits Billing --> Manage Acct Status and Balance --> Enroll in Billing
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Benefits billing is a process that should be used when the employee wishes to continue their insurances, but are unable to have their benefit deductions taken through the normal payroll process. Benefits billing enrollment is performed by the benefits administrator at each institution.  Before enrolling in Benefits Billing please refer to KB  Document 17940 is unavailable at this time.

Process Inputs:

  • Employee is listed on the Leave of Absence Report; or employee or department notifies benefits administrator of a pending leave. 
  • 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.

Process Outputs:

  • Once monthly the benefits billing statements are produced and mailed by the UWSC Benefits billing, 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 Prerequisites:

  • If the employee is going on a LOA, have them complete and submit the LOA Checklist.
  • The employee may either continue their benefits while on LOA by paying the premium; or they may opt to allow the benefits to lapse for non-payment.
  • Employee must be enrolled in a given benefit plan in order to enroll for the same plan in benefits billing.
  • Employee agrees to pay benefit premiums by the 10th of each billing month or benefits will be terminated for non-payment.
  • Leave of Absence | Employee Benefits
  • Employee Benefit Checklist for Employees Going on an Unpaid

    Procedure Steps:


    Before setting up the enrollment review the following information:
    • Review the Arrears screen to verify no payroll deductions were missed thus creating a balance in the arrears.  If an arrears balance has been created contact the UWSC to adjust. HRS Main Menu > Payroll for North America > Periodic Payroll Events USA > Balance Reviews >Arrears
    • For quick review of the benefits the employee has refer to the Current Benefits Summary screen. Use this screen to key your benefit billing enrollment from. HRS Main Menu > Benefits > Review Employee Benefits > Current Benefits Summary.
    • For quick review of the last deductions taken refer to the Review Paycheck query (UW_BN_REVIEW_PAYCHECK_PUB).  This allows you to know which billing periods to set up. HRS Main Menu > Reporting Tools > Query > Query Viewer > Review Paycheck query

    Enrollment Effective Date Chart:


    1. Click on HRS Main Menu > Benefits >  Benefits Billing >  Manage Acct Status and Balance > Enroll in Billing
    2. Enter employee's Empl ID
    3. Click Search 
    4. 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: Not every plan listed in the look-up list is available for use. Reference KB #16887 Benefits Billing Eligible Plans to see the list of plans eligible for benefits billing.
    5. COBRA Event ID defaults to "0". Do not change.
    6. Enter the Effective Date (mm/dd/yyyy). 
      • The Effective Date should be set to the first of the month that the deduction would have taken from payroll. (I.e., an employee will not be on payroll for June 2015. The effective date for benefits billing will be 06/01/15.)
    7. Select the Billing Status to "Active".
    8. Select the Billing Reason to "Insff Net". (Select the option that is appropriate: Insff Net, LOA, Payment Pln, Sick Leave, Summer PP, or Term"
    9. Make sure the checkbox in front of Percent Calculation is checked.
    10. Enter 100 into the Percent Calculation field. 
    11. Select from the drop down list whether the employee is responsible for the Employee Rate or Total Rate.
      • NOTE: If you need to take only the employee or employer share; or an amount other than the regular deduction amount; use Flat Amount – Employee Share; or Employer Amount – Employer Share. (I.e., an employee may owe only the difference between single and family coverage.)
    12. If you need to change the amount to be billed in a future month, add a new row by clicking the "+" sign in the Deduction Calculation per Billing Period section to create any future effects to this billing record. 
    13. If you need to additional benefit plans added for the employee click the "+" sign in the Billing Enrollment Details section to add a new row.
    14. Repeat above steps to enroll the employee in all of the benefit plans they are to be billed for.
    15. Click Save to save this benefits billing record.


    • When setting up the employee for both the employee and employer portion to be taken use the 100% employee rate. (100% Employee = the employee share and the employer share being taken.)
    • If the employee is on a LOA using LWOP and will be out for more than 3 months, the benefits administrator should enter a new row to change from 100% employee rate to 100% total rate on the fourth month when initially setting this up, per plan provisions in SGH and ICI. (100% Total = the employee paying the full premium.)  
      • NOTE: Be careful to follow the policy guidelines for C basis academic staff relating to summer recess.
    • Once your enrollment has been saved and you later determine the enrollment needs correction, you will need to contact the UWSC Benefits Billing to request that correction. (I.e. you initially set the enrollment to be effective 06/01/2015 and determine several months later the enrollment should have started 05/01/2015.)
    • When setting up past billing periods we suggest that you allow the system to create the old charges during the “invoicing week” when we are calculating charges.  This will avoid inaccurate charges being entered.  The system will create charges for each insurance back to the last “Inactive” Billing Period.  You will want to verify the charges are correct on the Monday of “invoicing week”.

    To Inactivate Enrollment in Benefit Billing

    1. Click the HRS Main Menu > Benefits > Benefits Billing > Manage Account and Balance >Enroll in Billing link and enter the appropriate EmplID on the search page and click Search.
    2. Click the plus button in the Deduction Calc per Billing Period section
    3. Enter the appropriate Effective Date (always the first of the designated month)
      • If the last billing period that needs billed is 1506, the effective date would be 07/01/2015.
    4. Set the Billing Status to “Inactivate”.
    5. Leave the Billing Reason to what it defaulted to. (Should be the same as the row previous.)
    6. Remove any checks from boxes following
    7. Click Save and the employee's benefits billing record will be inactivated

    Related Policies, Job Aids and Forms

    Related Policies

    Related Job Aids

    Related Forms

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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   Doc ID:15270
      Owner:Tina H.Group:Human Resource System (HRS)
      Created:2010-10-12 19:00 CDTUpdated:2016-08-08 13:36 CDT
      Sites:Human Resource System (HRS)
      Feedback:  4   2