People First / July 17, 2012
SUS Conference Call Meeting Minutes
Date/Time / July 17, 2012; 2 - 4 p.m. ESTLeader / Jimmy Cox, Systems Design Manager
Purpose: To discuss key issues that are impacting the State University System members.
Workbook Changes:
· New Plan Code (4025) for Assurant Dental – The existing plan code will be end dated 12/31/2012 and new plan code will be effective 01/01/2013. For employees with the current Assurant plan code, that elect to remain with the plan for 2013, a termination record will be sent for the old plan code and a new record will be sent for the new plan code. Employers must use the new plan code starting with payrolls processed in December 2012, for January 2013 coverage.
· Plan Name Change for Compbenefits – Compbenefits plan names are changing from Compbenefits to Humana. Plan codes will NOT change, only the plan names.
· Supplemental Plan Rate Changes – Some of the Assurant and Compbenefits (Humana) dental rates, as well as the Cigna Hospitalization rates are changing for 2013 (refer to the workbook for the changes). Employers must ensure these rates are updated in their system for December deduction for January coverage.
· Health Insurance Plan Rate Changes – The employer contribution for health insurance are increasing for June 2013 coverage. Employers must ensure these rates are updated in their system prior to processing ANY June 2013 payroll deductions.
Open Enrollment Key Dates:
· Key Dates Document will be distributed by the end of July.
· Key Dates include (remaining will be included in key dates document):
o Open Enrollment Snapshot: 09/21/2012
o Open Enrollment Period: 10/08/2012 – 11/02/2012
o Open Enrollment Kick-Off Meetings:
§ 08/22/2012 (2:00 – 4:00) – Face-to-Face meeting
· All People First users were encouraged to attend the Face-to-Face meeting if at all possible.
§ 08/23/2012 (2:00 – 4:00) – Conference call only
§ Invites were forwarded out to all Benefits Only Entities on 07/17/2012
2013 Payroll Schedule:
· The 2013 payroll schedule was sent out on 07/05/2012.
· Payroll schedule includes the payroll and file submission schedule, including the double deduction schedule for 2013.
· All employers must adhere to file submission due dates and double deduction schedule to ensure their employees remain insurance coverage.
9-Month Faculty Reminders:
· NGA will send the list of employees on the holding table to the respective universities on 8/15/2012.
· SUS must submit updates prior to 8/22/2012 to remove employees from the holding table.
· NGA will terminate employees remaining on the holding table on 8/22/2012.
Address Reminders:
· BNO_001 Mailing Address – Effective Immediately
o Universities were reminded to no longer copy the home address and send as the employees mailing address.
o Mailing address records should ONLY be sent by the University to People First, if the University is processing updates from People First in the Universities Personnel System. If the University is NOT loading the mailing address updates received from People First, the University should always leave the mailing address fields null filled.
· Address Scrubbing
o The address scrubbing process began the week of July 9 and will continue through Friday July 20. The following is a summary of the activities associated with this process:
§ Home Address - Update the format of employees Home Address record (e.g., ZIP Code, City association based on the ZIP Code, Uppercase the address and abbreviate the street references). This process completed Friday July 13.
§ Mailing Address – Update the format of the employees Mailing Address record (same process as applied to Home Address). Compare the employees address to the National Change of Address database to determine if a better address exist. If a better address exist, the employees mailing address is updated in People First.
· For employees that don’t currently have a mailing address record on file in People First, the employees Home Address record will be used for this process, with all updates applied to the Mailing Address record ONLY. The Home Address record will only be formatted, it will NOT be changed.
· Address Validation
o Starting on July 23, 2012, employees will be provided with a new Address Validation process. This process will be presented to employees once they log into People First.
o This process is designed in a tutorial fashion and will walk employees through the process of validating and updating their home and mailing addresses.
o As part of this process, employees will also be given the opportunity to provide a notification e-mail address.
§ Notification e-mail is optional but encouraged.
§ If a notification e-mail is provided, the employee will receive key notification e-mails from People First.
§ If providing a notification e-mail address, the employee will be solely responsible for ensuring that it is kept up to date.
§ Universities were requested to encourage their employees to log into People First prior to Open Enrollment and complete this process. Preference is for all employees to complete the process before September 21, 2012, to ensure People First has accurate addresses to send out the employee Open Enrollment benefits statements.
§ Universities were encouraged to manage this process as an employee self-service process, holding their employees accountable for completing the process.
§ Employee address changes processed in People First will be sent back to the university on the BNO_002 interface file.
o The following additional enhancements are effective 09/22/2012:
§ Employees will be required to complete the address validation process prior to completing any enrollment. Specifically, employees will not be able to process their Open Enrollment or qualified status change (QSC) events until they complete the address validation process.
§ If university personnel or benefits staff process benefits elections on behalf of an employee during Open Enrollment or a QSC event and the address validation process has not been completed by the employee, the personnel/benefits staff will be required to complete the address validation process for the employee before being allowed to process the enrollment event.
Additional Topics:
· Spanish Speaking – FIU asked whether or not the HR office could speak with the People First service center on behalf of Spanish speaking employees.
· Response: Yes, universities staff members with an appropriate People First role code may help with Spanish-speaking active employees.
· Employee Termination Process Clean-up – FIU inquired if a mass termination spreadsheet could be processed for employees who are no longer employed at the University, but have not been termed out of People First (same process used in 2011).
· Response: Yes, universities should use the same spreadsheet they used in 2011 and submit to Org Management through eCase.
· Future Calls – No further calls are planned for the 2013 plan year. If a need for an additional call is identified it will be setup at that time.
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