BN - Retro Benefits Review Process
When an enrollment is entered into HRS, or a job row is entered affecting eligibility for an existing benefit enrollment, and the date for the deduction has already passed, a retro deduction will be created. This document walks a Benefit Administrator through the process of deleting retro triggers and reviewing benefits retro pages.
- The driver for Benefits Retro is a combination of the Deduction Begin Date, enrollments, and eligibility. Benefits retro will calculate when benefit enrollments or changes are entered into HRS retroactive to the Deduction Begin Date and a payroll has already confirmed. Benefits retro can also be triggered by job changes that affect an employee's eligibility for benefits. (ex. Employee moves from University Staff Full Time Benefit Program to University Staff Part Time Benefit Program due to a retroactive job row changing the Health Rate Field on the UW Benefits Tab. Retro will calculate to charge the employee the difference in premiums.)
- The retro calc process runs daily and will change the results if additional changes are made. The last day to make changes to retro that has been calculated is two days prior to the payroll confirmation.
- FSA/HSA - Flexible Spending Accounts or Health Savings Accounts contributions are not included in the retro deduction process (or arrears) as HRS will automatically read just the contribution due depending on 1.) the annual pledge amount, 2.) the contributions made to date, and 3.) the number of payrolls left in the calendar year (based on check date). If the FSA/HSA enrollment has an override, the annualization does not occur and, if necessary, a one-time paysheet adjustment must be made.
- Savings Plans - Tax Sheltered Annuities (TIAA Cref, Fidelity, etc), Wisconsin Deferred Compensation (WDC) and other Savings plans are not included in the retro deduction process (or arrears). If the Savings enrollment was established as a flat amount, a one time paysheet adjustment must be made. If the Savings enrollment was established as a percentage contribution, and there are retroactive earnings, the percentage is based on the current + retro earnings. Otherwise a one time paysheet adjustment must be made.
- WRS - Wisconsin Retirement System contributions (employee and employer) are not included in the retro deduction process (or arrears). Because WRS contributions are a percentage based calculation, if there are retroactive earnings, the percentage is based on the current + retro earnings. If a deduction has been missed, a one time paysheet adjustment must be made.
DELETE RETRO DEDUCTION REQUESTS:
If you have reprocessed Events using On-Demand Event Maintenance, retro may inadvertently be triggered to recalculate deductions or refunds that are not needed. You can delete these triggers prior to the nightly processing so that erroneous deductions or refunds are not calculated. Note: it is always necessary to review retro queries the following business day. Retro triggers that you delete can be recalculated by the system again as part of the payroll processing. (BN - Benefit Retro Queries ).
1. Navigate to Payroll for North America → Retroactive Payroll → Benefits/Deductions → Delete Retro Ded Calc Results. Enter the employee's ID number (Empl ID) and click Search. Your search could return several results for an individual employee.
2. Check the box next to the retro you want to delete and click the save button.
- Retro Ded Effective Date = the Deduction Begin Date that corresponds to the reprocessed Event or Job Row action.
- Retro Ded Request Type = what triggered the retro (ex. Benefits Administration, Job Change, etc.)
- Process Flag = the status of the benefits retro. You can only delete retro with a Process Flag of "Not Processed." If the Process Fag indicates Calculated, you will have to go into the Update Retro Deduction Calculation Result screen to manipulate the retro results. See section below for more details.
UPDATE RETRO DEDUCTION RESULTS:
1. Navigate to Payroll for North America → Retroactive Payroll → Benefits/Deductions → Update Retro Ded Calc Results. Enter the employee's ID number (Empl_ID).
2. Use the drop down menu to select the Retro Ded Process Flag value of Calculated and click the Search button. All calculated requests should be reviewed for the upcoming payroll.
3. The results for this employee's calculated Retro Deductions will be displayed. To view all of the retro deductions on a single page, click the View All button. Otherwise, to view each individual retro deduction, click the Next icon.
The key fields to review on this page include:
- Pay End Date = the last day of the current payroll cycle
- Benefit Plan = the plan the deduction has been calculated for. A list of Benefit Plans are available in BN - Plan Types, Benefit Plans, and Payroll Deductions Job Aid.
- Coverage Code = the level of coverage the deduction has been calculated for. A list of Coverage Codes are available in BN - How to Change Benefits Coverage Level Using On Demand.
- Deduction Code = the payroll deduction code that matches up with the Benefit Plan. A list of Deduction Codes are available in BN - Plan Types, Benefit Plans, and Payroll Deductions Job Aid.
- Deduction Class = Indicates the tax status of the deduction. Values are B for Before Tax, A for After Tax, N for Nontaxable, and T for Taxable.
- Old Ded Amount = the amount previously calculated as the employee's deduction for that Benefit Plan and level of coverage.
- New Ded Amount = the new amount calculated as the employee's deduction for that Benefits Plan and level of coverage.
- Override Ded Amount = Will default as blank. Benefit Administrators have the ability to override the amounts calculated by the system and enter the dollar amount to be refunded or deducted for each Benefit Plan and level of coverage.
- Retro Ded Amount = the net result of the old deduction, new deduction, and any override deduction amounts. If this value is negative, the employee will be refunded that dollar amount for that Benefit Plan and coverage level. If the value is positive, the deduction will load and appear on the employee's payroll check for that Benefit Plan and coverage level.
- OK to Process = a check in this box indicates that the requests are calculated correctly and are ready to be loaded to the employee's paysheet. To prevent the deduction or refund from taking place, a Benefit Administrator can uncheck this box.
- Retro Statuses = there are 6 possible values for this field shown below. Retro must be in a calculated status to load to the paysheet.
- Calculated = The request has been successfully run through the calculation process. This request will load to the next available paysheet.
- Extracted =The request is in the middle of the calculation process
- Invalidated = The request is a duplicate individual request
- Loaded to Paysheet = The request has loaded to a paysheet and cannot be edited.
- Not Processed =The request has been triggered but no processing has occurred
- Rejected = The request cannot be processed because it contains incorrect data
4. The Benefit Administrator must review all fields for each calculated Benefits Retro request for accuracy. If there are no changes that need to be made, then no further action needs to be taken - the deduction or refund will take place on the next available payroll check. However, if a Benefits Administrator realizes that a retro deduction has calculated incorrectly, one of the following steps must be taken:
Uncheck the OK To Process checkbox for that Benefit Plan so that the calculated deduction or refund does not load to the employee's check
- Enter an Override amount on the Retro Ben/Ded Calc Results so that the correct deduction or refund is loaded to the paysheet
- Create a WiscIt ticket indicating the correct deduction or refund that should be loaded using a Payline Adjustment. If you have further questions, you can request that someone from the Service Center Benefits team contact you as well.
ADDITIONAL RESOURCES:Related KBs:
- BN - Plan Types, Benefit Plans, and Payroll Deductions Job Aid
- BN - Benefit Retro Queries
- BN - How to Change Benefits Coverage Level Using On Demand