1. Managing your agency’s premium billing with the new Oasis payroll deductions

2. 24 vs 26 deductions With the new 26-pay deduction schedule, agencies will not be paying a full month’s premiums in 1 or 2 paychecks. Some agencies deducted PEIA premiums once a month rather than twice. However, all agencies on the Oasis payroll will be moving to the 26-pay deduction schedule.

3. On the first of every month, agencies are billed premiums for the coverage month. As always, all premiums except for Administrative Fees and Retiree Leave Credit premiums will have payroll deduction codes to allow automatic payment of premiums via payroll.

4. After each payroll, deductions will be applied to the premiums shown in Web Contributions reducing the “Remittance Amt” of the current invoices still owed.

5. As a result of the deduction change, every month will have premiums remaining. Months with 3 paychecks will be Settlement Months, where an extra payroll deduction will catch up the majority of premiums remaining. Any remaining balances at the end of the Settlement Month will need to be paid by One Time Adjustment deductions in Oasis. Monthly Shortfalls Settlement Month

6. NEW RETROACTIVE APPLY PROCESS Previously, payroll deductions only automatically applied to premiums billed in the same coverage month. With the new schedule, payroll deductions will now apply to premiums billed the same month AND PREMIUMS BILLED THE PREVIOUS MONTH to allow deductions to cover the monthly shortfalls and retroactive billing changes. Employee has shortfall of $27.78 for July coverage after both July payrolls

7. NEW RETROACTIVE APPLY PROCESS As an added advantage, one time deduction adjustments, if made timely, will also apply the same way, allowing agencies to make payroll adjustments that apply to previous month billings without requiring additional coupons to match the amounts as long as the amounts are billed before PEIA processes the additional payment.. Employee’s first August payroll is first applied to July’s $27.78 remaining, and then to August billing.

8. Although premium amounts will still be left at the end of each month for all employees, agencies still need to reconcile premiums that need paid outside of payroll. To pay these amounts each month, agencies will need to create coupons to pay only those amounts that need paid outside of payroll

9. Any employee that has premiums owed for which there have not been OASIS deductions ADMIN FEESRETIREES LEAVE OF ABSENCE EMPLOYEES RETROACTIVE ELIGIBILITY CHANGES NEW/TERMINATING EMPLOYEES

10. Administrative Fees are billed when an employee begins PEIA coverage and every July after. These premiums are not remitted through payroll. Retiree Leave Credit is billed monthly. These premiums are not remitted through payroll. Employees who are off payroll have to pay the agency directly, and then the agency needs to pay these members premiums via IET ADMIN FEES RETIREES LEAVE OF ABSENCE EMPLOYEES

11. The qualifying event time period for PEIA changes is up to 3 months, which means that eligibility changes are often made retroactively. These amounts can be reconciled through one time payroll deductions. When employees are beginning or leaving employment, oftentimes they will miss payroll deductions based on when they were entered into Oasis and/or the PEIA system. New employee missed premiums should be paid through one time payroll deductions, but terminating employee premiums must be paid via IET. LEAVE OF ABSENCE EMLOYEES RETROACTIVE ELIGIBILITY CHANGES NEW/TERMINATING EMPLOYEES

12. Remove employees from payment coupon to pay for only those members who require monthly off-payroll reconciliation FAQ: How do I pay only off-payroll invoices now that all employees will have amounts remaining each month?

13. Every employee in the agency will have partial invoices left unpaid at the end of each coverage month. Agencies will be able to sort the members and create a coupon for ONLY those members who need to be paid via IET or with a zero payment coupon. Removing employees does NOT remove their invoices from your billing, it only removes them temporarily from the monthly contributions screen so that you can pay for only the members you select.

14. Your coupon can include as many or as few employees as you need. All of your employees will initially be in the “Employees Included” box. You can move all employees or only a few employees from the Included Box to the Excluded Box by selecting employees and using the “Remove/Include” buttons between the boxes. Once you have the employees you want to pay for, click “Done”. (The ctrl and shift keys can be used to select multiple employees from one box at a time)

15. **PLEASE NOTE** This page will revert back to all invoices if you navigate anywhere else in the website before creating a coupon. BEFOREAFTER

16. Remove invoice types from billing and pay only one or more kind of invoice, i.e. Administrative Fees or Basic Life Insurance FAQ: What if I only need to pay administrative fees or one invoice type on employees?

17. The MC Itemized tab allows you to create a coupon paying only certain invoice types, such as Administrative Fees. Click on the “View/Pay” box beside each type of invoice that you want to pay. After choosing the invoice type(s) needed, click “View Details”.

18. The Monthly Contributions screen will show only invoices for the invoice types that you selected, and you can click “Pay Now” beside the month(s) you need to create a coupon for. The agency below is choosing to create a coupon to pay only Administrative Fee Premiums BEFOREAFTER

19. Change a member’s remittance amount to create a payment coupon that allows you to send us more or less than what currently shows in PEIA billing. FAQ: What if my employee has a pending eligibility change and I know I need to pay a different amount than I was invoiced?

20. Occasionally, the agency may need to pay an invoice for a member, but not the full amount that is listed for a coverage month. An employee on leave of absence may make an eligibility change, for example, which will result in a premium change. If you are ready to pay the invoice and an anticipated adjustment has not yet come through, you can change an employee’s remittance amount to send more or less than what is currently showing. Remittance changes will be listed in an agency’s Workfile, which is accessed from the home screen. **Please note** Changing a remittance this way does not change PEIA’s invoices, only what you are choosing to send us. All eligibility changes must be submitted to PEIA timely to reduce or increase the invoices.

21. Click on the “Employee Deductions” tab Use the search box to locate an employee (clicking search without specifying employee information will generate a report with all invoiced employees for a given coverage month) CLICK ON THE EMPLOYEE’S SOCIAL SECURITY NUMBER TO ACCESS THEIR DETAILED BILLING

22. The Employee Profile details breaks down each invoice type based on the coverage month selected. You can click “Change Amount” beside any remittance to change it.

23. To change the remittance amount of a member, enter the amount in the “New Remittance” box beside the appropriate invoice. Example:we are assuming that an employee on Leave of Absence who is off payroll called in to indicate they are now a tobacco user, which will increase their premium by $25 when we process the change. Click “Save Changes” to change the remittance for the member. This change will remain in place until further action is taken to remove it.

24. BEFOREAFTER Once the employee’s remittance is changed, it will stay changed in Monthly Contributions until the amount removed from or added to the remittance is removed from the workfile.

25. To view all remittance changes made, click on the “Home” tab at the top of Web Contributions and scroll to the bottom of the screen, where you can click “View Workfile”.

26. The Active Workfile Content provides a list of any remittances that you have changed manually through the Employee Profile Detail page, and should be deleted after a coupon is made. If the Active Workfile is not managed and deleted regularly, it is more difficult to make sure that an eligibility change has been processed by PEIA because the invoices will not show on Monthly Contributions correctly. When you delete an amount from the workfile, it will move to the Deleted Workfile Content.

27. If you have amounts that you have placed in the workfile, while you will not see it in the Monthly invoice amounts, your screen will have an extra line for “Remittance Adjustments” that will give you the total of all adjustments you have made that are still in the Active Workfile Content. Clicking on the amount of adjustments will drop down a menu of the different adjustments that make up the total.

28. Use credits and unapplied payments when creating a payment coupon or a zero payment coupon to use overpayments against outstanding invoices. FAQ: What if I made up a deduction on a later payroll and the payment is not applied to the prior month invoice?

29. Credits: Payments that were applied to an invoice, and then removed after adjustments were made – Credits show up in RED and in parentheses on the Monthly Contributions page.

30. Unapplied payments have never been applied to an invoice. Unapplied payments are found at the bottom of the Monthly Contributions page. IMPORTANT NOTE: Web Contributions unapplied payments do not differentiate between employer/employee payments; unapplied payments can be used for any invoice, regardless of the origin of the payment. Agencies are responsible for verifying that employee refunds are not necessary or have already been completed before applying these payments to other employee or employer invoices.

31. Credits and unapplied payments can be used to offset a standard payment to PEIA, or as part of a Zero Payment to offset current or outstanding balances. ** Notes** Web Contributions System will not allow a negative payment coupon – credits and unapplied payments can ONLY be used against invoices on the Monthly Contributions page. Web Contributions System will not allow the creation of a payment coupon using ONLY credits and balances equaling Zero. Unapplied payments must be part of any Zero Payment.

32. Choosing the “Pay Now” button beside any months with credits will automatically calculate the credits into the Current Remittance at the bottom of the screen.

33. Once all of the invoices or credits are selected, the agency can pay the remaining Current Remittance or use Unapplied Payments to reduce the current payment amount, down to zero if desired.

34. Choosing unapplied payments from the list at the bottom of the Monthly Contributions screen will also automatically reduce the Current Remittance. The Unapplied Payments list is opened up by clicking on the green number beside “Unapplied Payments”.

35. The Unapplied Payments menu will allow the use of all payments, selected payments, or portions of selected unapplied payments toward the Current Remittance. 1. Use All – Includes all unapplied payments (up to 600) in the Current Remittance 2. Use Selected Only – Only includes the unapplied payments manually selected for the Current Remittance (be sure to click this again after choosing unapplied payments, to be certain only those unapplied payments manually selected are used) 3. Clear All – Removes all unapplied payments currently selected from the Current Remittance

36. You can also change the amount of an unapplied payment used by selecting the payment and entering the desired amount manually.

37. Once all of the credits and/or unapplied payments have been chosen, create a payment coupon as normal. Choose the applicable payment type (IET or Lockbox), and click “Proceed”. If this is a Zero Payment, either IET or Lockbox can be used. (Agencies who usually pay by ACH should select Lockbox for zero payments)

38. Check your Current Remittance for accuracy; if everything is correct, click SUBMIT PAYMENT. If your agency is including payment with the coupon, proceed as normal.

39. If you are creating a Zero Payment, you need to finish the coupon by clicking “Post Payment”. This MUST be done, or the Zero Payment will never process.

40. After clicking “Post Payment”, the Payment Reference Number will be displayed, which you should print for your records. No further steps are required. Zero Payments generally process within 24 hours. No further steps are required. Zero Payments generally process within 24 hours. Any balances, credits, and/or unapplied payments used will be removed from the Monthly Contributions Screen.

41. After clicking “Submit Payment”, the Payment Reference Number will be displayed, along with links for printing documentation necessary for the Auditor’s Office and attaching an IET (once created) to the payment coupon you created in Web Contributions. Please remember that the IET must match the payment coupon and be attached to the coupon in Web Contributions to process.

42. Enterprise Readiness in myApps2 provides instructional documents that explain how to create manage payroll deductions. FAQ: How do I get information/training on OASIS payroll?

43. Oasis Deduction Training can be located on the State Auditor’s website at www.wvsao.gov.

45. Click on “Enterprise Readiness” to access Oasis training modules. Click on the drop down box below Training Materials and select “HRM/Payroll”

46. Select “WVOasis End User Training Manuals” Choose “Deductions Administration”

47. From here, you can view instructions on how to manage deductions, including One Time Deductions (OTDED) to make up missed premium amounts. Contact the Oasis Help Desk for any questions about this process at myApps2 > HelpDesk or by calling (304) 558-6708