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
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.
- 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.
- 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.
- 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 https://www.wisconsin.edu/ohrwd/benefits/empcha/loa/
- Employee Benefit Checklist for Employees Going on an Unpaid https://www.wisconsin.edu/ohrwd/benefits/download/empcha/loa/loalist.pdf
- 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:
- Click on HRS Main Menu > Benefits > Benefits Billing > Manage Acct Status and Balance > Enroll in Billing
- Enter employee's Empl ID
- Click Search
- 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.
- 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.)
- 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.)
- 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
- 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.
- Click the plus button in the Deduction Calc per Billing Period section
- 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.
Related Policies, Job Aids and Forms
- W.C. What is the impact on other benefits?
- Summary/Premium Waivers
- Military Leave | Employee Benefits
- Layoff | Employee Benefits
- Layoff Procedure | Human Resources
- UWSA Sick Leave Information
Related Job Aids
- BN - Benefits Billing Eligible Plans
- Document 16093 is unavailable at this time.
- Document 17940 is unavailable at this time.