BN - Retro Benefits Review Process
When an enrollment is entered into HRS and the date for the deduction has already passed, a retro deduction will be created. The driver for retro deductions is the Deduction Begin Date. This document walks a Benefit Administrator through the process of reviewing the retro deductions.
The purpose of the Retro Review Process is to ensure that the correct deductions are loaded to paychecks. These need to be reviewed to reduce the amount of one-time paysheet adjustments that need to be made to correct paychecks. Benefit Administrators are the most knowledgeable as to when it is appropriate to take additional premiums, make adjustments to premiums, or refund premiums due to changes in employee situations.
- Empl ID
- BN - Benefit Retro Queries to identify employees with calculated amounts that will load to the next available payroll.
- Deduction adjustments are loaded to paychecks.
- The retro calc process runs daily and will change the results if additional changes are made.
- Last day to make changes to the Update Retro Ded Calc Results is two days before 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 - TSA, WDC and other Savings plans (e.g. Plan Type 4x) are not included in the retro deduction process (or arrears). If the Savings enrollment was established as a flat amount, if necessary 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, if necessary a one time paysheet adjustment must be made.
- WRS - WRS contributions (employee and employer) are not included in the retro deduction process (or arrears). As the WRS contributions are a percentage based calculation, if there are retroactive earnings, the percentage is based on the current + retro earnings. Otherwise, if necessary, a one time paysheet adjustment must be made.
2. Enter the employee's Empl ID (the second row on the screen).
3. Click Search. Your search could return several results for the individual employee. To review the current retro deductions set to process for that employee, click the search row that has Calculated in the Retro Ded Process Flag column. There may be more than one Calculated request listed. All calculated requests should be reviewed for the upcoming payroll.
4. 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 look for on this page are:
- Pay End Date - Last day of the payroll cycle.
- Benefit Plan - A list of Benefit Plan are available in BN - Plan Type and Benefit Plan Code Job Aid.
- Coverage Code - A list of Coverage Codes are available in BN - Benefits Coverage Code Job Aid.
- Deduction Code - A list of Deduction Codes are available in BN - Plan Type and Benefit Plan Code Job Aid.
- Deduction Class - Deduction Class values are B for Before Tax, A for After Tax, N for Nontaxable, and T for Taxable.
- Old Ded Amount - The old deduction amount based on previous enrollment.
- New Ded Amount - The new deduction amount based on current enrollment.
- Override Ded Amount - Provides an Administrator the ability to override calculates and separately determine the employees amount to be refunded or owed.
- Retro Ded Amount - The net results of the old deduction, new deduction, and override deduction amounts. If this value is negative, the employee is due a refund. If it is positive, this is the amount that the employee owes.
- OK to Process - Indicates that these requests are calculated and ready to be loaded to paysheets.
5. At this point, the role of the Benefit Administrator is to review the information presented on this screen. If there are no changes that need to be made, then no further action needs to be taken. However, if a Benefit Administrator realizes that a retro deduction is occurring incorrectly, the following steps should be taken:
1. Uncheck the OK To Process checkbox so that the calculated deduction does not load to the employee's check.
2. Enter a override amount on the Retro Ben/Ded Calc Results.
3. Create a WiscIt ticket with the correct deduction that should be loaded via payline adjustment. If you have further questions, you can request that someone from the Service Center Benefits team contact you as well.