Where Policy Meets Process Presented by: Joanna Bauer

Where Policy Meets Process Impact of Continuity Codes on Benefits Eligibility Exception (Override) Benefit Flag Impact of Job Terminations Impact of Future and Back Dating Job Data

Where Policy Meets Process

Empl Class FTE Contin- uity Code Benefit Program

Where Policy Meets Process Continuity codes indicate length of appointment which is necessary for determining benefit eligibility. If multiple jobs exist, the continuity code listed on the Benefits Primary Job determines benefit eligibility.

Where Policy Meets Process CodeDescription *01Ongoing 02AFixed Term < 1 semester/6 months 02BFT ≥ 1 semester/6 months or < academic year/12 months *02CFT ≥ 1 academic year/12 months (365 Days) *03Fixed Renewable *04Limited 05AActing/Interim < 1 semester/6 months 05BActing/Interim - ≥ 1 sem/6 mth but < acad yr/12 mth *05CActing/Interim - ≥ 1 academic yr/12 months NNone * Programed “WRS ELIGIBLE” continuity codes – Also drive leave. Continuity is assigned to each position, but institutions need to look at the person as a whole, not just each position.

Where Policy Meets Process Benefits Primary Job determines benefit eligibility.

Where Policy Meets Process Location: Workforce Administration > Job Information > Job Data

Where Policy Meets Process DO NOT change: Benefit program Eligibility Config Fields Contact UW Service Center if employee eligibility is not what you are expecting.

Where Policy Meets Process

A field that is updated by batch processes or the UW Service Center to override benefit eligibility.

Where Policy Meets Process Values: Grad Lookback None Rehire 1 yr WRS

Where Policy Meets Process Eligibility Exception overrides benefit eligibility and will continues on Job Data until employee is terminated. For example, employee will not be identified as WRS eligible through Job Data changes or WRS Lookback.

Where Policy Meets Process

Impact: Benefit Flag will automatically reassign to lowest active EMPL RCD Benefits will terminate if rehire is entered 5 days after the effective date Benefit Retro will refund deductions Deductions can be missed Insurances will need to be reinstated in HRS and with vendors WRS enrollments and terminations are reported weekly to ETF. These termination and rehires often cause inconsistent enrollment and ETF reporting issues.

Where Policy Meets Process Impact: WRS termination effective date in HRS is the first of the next payroll period. Need to verify enrollment is reinstated and active for deductions. Please create a WiscIt for UW Service Center Benefits Tier 3 assistance.

Where Policy Meets Process Situation: WRS was terminated effective the next payroll period which is 10/1/2014. The termination row was never removed when the employee was rehired effective 8/25/2014 since the employee was still actively enrolled as of the effective date. WRS deductions will never take from future payrolls. EMPL RCD Effective Date EJEDEntry DateAction 09/1/20149/25/2014Termination 18/25/20149/26/2014Rehire

Where Policy Meets Process Termination events are created when all EMPL RCDs are terminated for a particular effective date based on entry date. However, sometimes termination events are never created in HRS due to HR entry or Benefit Administrator processing which prevents insurances from getting terminated.

Where Policy Meets Process Situation: Employee is hired into EMPL RCD 0 a 100% Annual Academic Staff position and EMPL RCD 1 a 0% Lump Sum Academic Staff position. EMPL RCD Effective Date Action Date Created 01/1/2014TER9/10/ /31/2013TER1/17/2014

Where Policy Meets Process Situation: Employee was terminated effective 7/1/2014 entered on 6/19/2014 which created a TER event. The Benefit Administrator processed to close the TER event on the same day which changed to MSC.

Where Policy Meets Process Situation: Employee was terminated effective 7/1/2014 entered on 6/19/2014 which created a TER event. The Benefit Administrator prepared the TER event on the same day which changed to MSC and left the event open. The nightly batch processes voided the MSC event and another termination event was never retriggered.

Where Policy Meets Process Best practice is to not process the TER or RET events until the next day when the benefits nightly batch processes correctly creates the appropriate termination or retirement event (ie. TM1-TM2 or RT1- RT6). Wait to process any termination event until it has a number at the end.

Where Policy Meets Process Please terminate secondary jobs before Benefits Primary job to avoid benefit flag from move and missing deductions. Impacts: Employee’s last check does not include correct premium deductions and TSA/WDC.

Where Policy Meets Process

CAUTION: Please don’t enter any Job Data or enrollment changes a year or more than a year away.

Where Policy Meets Process Why? Because the future is uncertain. Changes can occur in the future even in the immediate future Benefits Administration process all events even future dated ones as long as there are payroll calendars Future terminations will impact benefit flag for employees with multiple EMPL RCDs

Where Policy Meets Process Situation: Employee is currently enrolled into the Classified LTE Full Time benefit program. The employee was offered a Classified Permanent position. HR had entered the future dated Job Data change but the employee decided not to take the new position. HR removed the future dated Job Data row.

Where Policy Meets Process

Situation: Employee was terminated on EMPL RCD 0 effective 7/1/2014.

Where Policy Meets Process Date/TimeAction Empl Rcd# Eff DateSequenceAction 6/10/ :10 A07/1/20140TER 6/19/ :08 D07/1/20140TER 6/20/ :20 A07/1/20140TER 6/23/2014 9:56 D07/1/20140TER

Where Policy Meets Process Situation: Employee worked a two different campuses and employee was terminated.

Where Policy Meets Process Date/TimeAction Empl Rcd# Eff DateSequenceAction 10/4/ :00 A05/3/20140TER 2/14/ :25 K05/3/20140TER 4/25/2014 7:28 D05/3/20140TER 4/25/2014 7:30 A05/16/20140TER

Where Policy Meets Process Date/TimeAction Empl Rcd# Eff DateSequenceAction 4/8/ :44 A15/3/20140TER 4/30/ :11 D15/3/20140TER 4/30/ :11 A15/16/20140TER

Where Policy Meets Process Date/TimeAction Empl Rcd# Eff DateSequenceAction 5/13/ :01 A26/1/20140TER 5/13/ :01 D26/1/20140TER 5/13/ :02 A25/16/20140TER

Where Policy Meets Process

Situation: Employee’s position is being eliminated due to funding loss. The original layoff date was 3/1/2014 but was changed to 3/1/2015.

Where Policy Meets Process

Situation: Employee Job Data is Hired 7/27/2013 entered on 7/25/2013 Terminated 7/27/2013 entered on 11/13/2013 Rehired 2/25/2014 entered on 2/25/2014

Where Policy Meets Process

Remind HR to use caution on future dated changes particularly terminations Remember the impacts if the date is changed or Job Data row is deleted Remember the impacts of retroactive terminations

Where Policy Meets Process Remember to review the Employee Process Status Report (KB #20470) Remember to run Populate Eligibility Config process on any changes to Job Data and Flag before processing events Reprocess the event back to “Assign Program” to pickup the changes made to Job Data and Benefit Flags