DEPARTMENT OF MANAGEMENT SERVICES



University Conference Call Minutes

| | |

|Date |February 12, 2009 |

|Time |10:30 a.m. to 12:00 a.m. |

|Location |Tallahassee, Florida |

|Facilitator |Verla Lawson |

|Note Taker |Verla Lawson |

|Attendees |Florida Atlantic University, Florida State University, Florida A& M University, University of|

| |Florida, University of Central Florida, University of West Florida, University of South |

| |Florida, University of North Florida, New College, Florida Gulf Coast University, Florida |

| |International University, Elsie Akanbi, Carol Broome, Jimmy Cox, Jackie Ward, Tommy Wagner, |

| |Mike Waller, Shelby Jefferson, James West, Keith Young and Verla Lawson |

| | |

OPENING AND INTRODUCTIONS

Verla Lawson opened the meeting and introduced the Department of Management Services (DMS) team and the Convergys team.

Health Savings Accounts-Establishing Bank Accounts and Reversals

DMS and Convergys explained the new process that has begun as it relates to the Health Savings Accounts. Twice a month the Universities will receive a spreadsheet with the names of their employees enrolled in a Health Investor Health Plan, who have not established a State of Florida HSA account with Tallahassee State bank (TSB). Funds will be reversed to the employee if they are contributing towards a Health Savings Account (HSA) and have not set up their bank account. The purpose of sending these spreadsheets is to get all employees to set up their bank accounts to allow them to receive the state contribution. If they do not follow the proper procedure, their deposits will be reversed within 60 days of the payroll deduction occurring.

The University of West Florida asked if funds would be given to the employee retroactively. All amounts that were reversed are considered forfeited and will not be retroactively deposited. Any funds that have not been reversed will be deposited. However, it is critical for employees to establish their account as quick as possible to avoid forfeiting any contributions. If contributions are reversed, the employee may elect to open a HSA TSB account and re-enroll in the HSA prospectively.

Please note: For purposes of HSA reversals due to an employee failing to timely open a HSA account with TSB, only the employee contribution will be refunded. The employer contribution will remain in the Health Insurance Trust Fund as this is part of the actual premium for the employees’ health insurance plan.

The forms for signing up for a Health Savings Account and opening a Bank Account can be accessed in People First as follows:

• Click on the Health & Insurance tab

• Click on Benefits Information

• Click the links for the forms and print

Once completed, the enrollment form should be forwarded to Convergys and the disclosure authorization application should be forwarded to Columbus, Georgia (address on form). The employee must forward a form of picture ID, as well as another form of ID with the disclosure authorization application (as stated in the instructions on the form). Under no circumstances should the disclosure authorization application be hand delivered to TSB as these forms are not handled at any of the Tallahassee locations and this could result in a delay in having the account established and could result in funds being reversed.

Miscellaneous Topics

Microsoft is in the process of releasing IE8. Currently, Convergys utilizes SAP and SAP has not built in any enhancements to ensure compatibility with IE8. SAP will not make any enhancements until IE8 is released as a production browser. Additional information related to IE8 is available in Alert 225, which is available on the DMS People First team website at:



DMS in conjunction with Convergys will release the revamped Over/Under Report on March 14, 2009 in the front-end People First system. Effective with this release, universities will no longer receive the Benefits Over/Under Payment report via FTP. Each university will have the ability to run the over/under report daily or as you wish to view this information.

The over/under report will contain data from all insurance coverage including life and optional life. The threshold for life will be set at $.10. Once the release is implemented, should you have issues with older terminations continuing to show up on your reports, please contact James West and copy Verla Lawson with your issues after March 14, 2009. In addition to the Benefits Over/Under Payment report, a premium history report will also be implemented with this release. This report can be run by coverage period or by employee. Upon implementation, both reports will be available in PDF format. Our target date for distributing the reports in Excel format is July 3, 2010.

Premium rates for overage dependents will increase May 2009 for June 2009 coverage month. DSGI is developing a Management Advisory containing the new premium rates for over-aged dependent premiums.

Jimmy asked universities how they would feel if we switched the conference calls to a quarterly basis. The general consensus was to keep the current status quo; continuing the meetings on a bi-monthly basis. The frequency of the Conference Calls will remain bi-monthly.

FIU and UWF mentioned several issues which have lingered for some time without resolution for health and dental coverage. DMS asked for examples to provide to Convergys for review. Update: Examples were provided and James West is currently reviewing issues to determine why these issues have not been resolved. Response expected February 24, 2009.

Customer Service has diminished (no follow up)

Several Universities provided examples of a lack of customer service and follow up on occasions. DMS and Convergys asked the Universities to provide examples so these instances can be review and a response can be provided. Update: Examples were provided and forwarded to James West for a response as soon as possible.

Emergency Reinstatement Process (EER), Agency Error Process, Move Money Requests:

It was the general consensus of all Universities that the emergency reinstatement, agency error processes and the move money request should be clarified in writing. Currently, there have been a number of varying answers depending on who you call. They all agree that Convergys’ staff should be retrained on the process as well as the universities. Convergys was asked to review these issues and provide DMS & the Universities with an update as soon as possible.

Many of the Universities wanted to know why they have to send move money requests more than once. Why is Convergys not reviewing E-Case as stated in earlier meetings? Convergys asked for examples to review. Update: February 12, 2009, examples have been forwarded and Convergys is currently reviewing this information and will provide a response.

Convergys asked the Universities who have a large volume of move money request to put those requests in a spreadsheet. In this situation they won’t be required to submit separate forms for each one of these individuals. Also, Universities should be aware of the fact that funds cannot be moved between trust funds.

FSU followed up to mention that leave without pay for medical or parental leave is an issue, especially when an employee has been granted 6 months of medical or parental leave. There are problems when employees go on leave in the middle of the month, or when they experience a qualifying event while on leave. There is a problem when 9 month faculty is on leave. James mentioned that he would put on his list as a take away to develop a process universities can use when funds are to be moved during these timeframes. The entire process will be reviewed further and Convergys will get back with the Universities as to what they should do in the future.

The University of West Florida asked for clarification on the recalculation process because they noticed a lag period or disconnect. According to Convergys, there is a recalculation when there is a retroactive change. Premium increases influences recalculations, HR action forms and just changes in general. However, the recalculation process ONLY runs twice a week. The process is currently only ran on Wednesday and Sunday nights.

Premium Posting behind Schedule

There were several universities who have had issues with premiums being posted late and a couple had EFT delays. Update: Convergys is aware of this lag in time and they are currently in the process of resolving. There was a systems issue with the delay of the EFT posting, but the posting was an internal delay. They are making corrections in this area currently.

Refund Issues – No Documentation in (E-Case)

Many of the Universities have received refunds with no documentation placed in e-case which identifies the refunds received. They have had to e-mail or telephone Convergys on numerous occasions requesting documentation. Update: Convergys is aware of this issue and are currently taking measures to resolve. In the future, the documentation in e-case will have the same identifying name as the refund batch does. They will be monitoring this process for the next several weeks to make sure documentation is being provided with refunds. Universities are asked to notify Verla if they continue to have problems with not having documentation in e-case.

CLOSING

DMS closed the meeting by thanking everyone for participating on the call and asked them to please continue to let us know when there are problems and to please utilize the PF Client Services e-mail box as their initial contact and if the resolution is not satisfactory then e-mail Verla Lawson.

TAKEAWAYS

• Over/under reports. Update: DMS will release the new process for the over/under reports on March 14, 2009. Please direct all questions to Verla Lawson following its release.

• Overage dependent premiums: Update: Jimmy Cox is following up with DSGI to find out the release date for the Management Advisory informing everyone of the premium increase for overage dependents.

• Old issues concerning health and dental coverage. FIU and UWF mentioned several issues which have lingered for some time without resolution for health and dental coverage. DMS asked for examples to provide to Convergys to review. Update: Examples were provided and James West is currently reviewing issues to determine why these issues have not been resolved. Response expected by February 24, 2009.

• Customer Service Issues: Several Universities provided examples of a lack of customer service and follow up on occasions. DMS and Convergys asked the Universities to provide examples so these instances can be review and a response can be provided. Update: Examples were provided February 12, 2009 and forwarded to James West for a response as soon as possible.

• FSU followed up to mention that leave without pay for medical or parental leave is an issue, especially when an employee has been granted 6 months of medical or parental leave. There are problems when employees go on leave in the middle of the month, or when they experience a qualifying event while on leave. There is a problem when 9 month faculty is on leave. James mentioned that he would put on his list as a take away to develop a process universities can use when funds are to be moved during these timeframes. The entire process will be reviewed further and Convergys will get back with the Universities as to what they should do in the future.

• Many of the Universities wanted to know why they have to send move money requests more than once. Why is Convergys not reviewing E-Case as stated in earlier meetings? Convergys asked for examples to review. Update: February 12, 2009, examples have been forwarded and Convergys is currently reviewing this information and will provide a response as soon as possible.

• Many of the Universities have received refunds with no documentation placed in e-case which identifies the refunds received. They have had to e-mail or telephone Convergys on numerous occasions requesting documentation. Update: February 12, 2009, Convergys is aware of this issue and are currently taking measures to remedy this problem. In the future, the documentation in e-case will have the same identifying name as does the refund batch does. They will be monitoring this process for the next several weeks to make sure documentation is being provided with refunds. Universities are asked to notify Verla if they continue to have problems with not having documentation in e-case.

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