DEPARTMENT OF MANAGEMENT SERVICES



University Conference Call

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|Location |Department of Management Services |

|Date |February 4, 2011 |

|Time |3:00 A.M. to 5:00 P.M. |

|Facilitator |Jimmy Cox, DMS |

|Note Taker |Verla Lawson, DMS |

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

| |Florida, University of Central Florida, University of West Florida, University of North |

| |Florida, New College of Florida, Florida International University, University of South |

| |Florida, Florida Gulf Coast University, Celeste Pullen & NGA Staff |

| | |

| | |

Purpose: To share information and to provide a forum for communication.

WELCOME AND INTRODUCTION

The meeting was called to order and the Department of Management Services Jimmy Cox asked for introductions before moving into the agenda. All universities were represented on the call as well as representatives from Northgate Arinso.

General Interface file process & Issues – James West – Northgate Arinso (NGA)

Lately there has been a lack of coordination with the following and the SUS were asked for recommendations to resolve these issues:

• Deductions taken when employee is not enrolled in the PF system

• Some SUS have submitted old plan codes. SUS were reminded to review the SUS workbook for the correct code changes between Philadelphia American and New Era. All code changes were communicated prior to open enrollment.

Universities were asked how we can improve the BNI process. There was much discussion in this area and the Universities were asked to send improvement opportunities and recommendations to Verla Lawson to maintain for future research and discussions.

Universities asked NGA to review the file transfer of zip codes. When the post office changes zip codes, they are submitted on the file but NGA’s system never updates and they get a return message that it’s an invalid zip code. Universities were asked to submit examples to Verla for us to research.

The Universities wanted to know why NGA’s system is not programmed to automatically kick out overpayments of premium when there is no enrollment. If a University is overpaying premium, they felt there should be some form of program in place to inform that particular university of the over payment which was not designated to an active contract in the PF system. SUS should use the on-line Benefits Over/under payment report and follow the established refund processes to request a refund. Additionally, SUS should make every effort to ensure the correct premiums are payroll deducted.

Universities were asked to not manually enroll any employees into their system, but rather enroll the employee in People First and update their systems based on the enrollment information provided back on the BNO_002 file.

Universities were asked if they have the capability of performing a full process testing for Open Enrollment plans and file changes. SUS to advise DMS of their capabilities for testing Open Enrollment changes.

Universities experience problems after open enrollment. Basically it’s new hires, QSC events and changes. They don’t show up on the BNO_002 file, therefore they don’t know to enroll them and either the employee receives an underpayment letter or they notice there’s been no deduction for their insurance. SUS will provide examples.

The next issue discussed was changes not being provided for employees leaving the spouse program and going to family coverage, or entering the spouse program from family coverage not being transmitted on the file. Everyone was informed that changing from family to spouse program coverage; currently the system is treating them as a family. This is an interface issue and is scheduled to be fixed with the June 2012 release.

Has the error file – 001 been helpful and are the universities using the file to identify trends?

Many of the Universities have a difficult time decoding what’s on the file. NGA to define what the error codes mean.

FSA direct deposit renewal

University employees can have a payroll EFT for their FSA deposits. All that’s required is completing the required form and submitting it to the Department of Financial Services, Direct Deposit office. If there is no action every six months the application will expire and will have to be renewed. Form attached.

Universities were asked to remind their employees with a medical reimbursement account to activate their cards as soon as possible. If there are any issues please submit them to Verla Lawson via e-mail to research.

9/10 Month Employee Interface File Issues

Each University is to provide an e-mail to Verla explaining the issues they currently have with the 9/10 process currently in place.

DMS & NGA to review redesign option to remove the manual workarounds.

Universities were asked to send in issues, challenges and recommendations for the 9/10 month processes. (Completed 03/04/2011)

Update BNI_001 & BNO_002 to include all addresses (Mailing, Home Temp & Work)

The PF address logic for mailing to employees is as follows: temporary, mailing then home address. Specifically, if the employee has an active temporary address that address is used for mailing purposes. If the employee does not have an active temporary address, then the logic looks at the mailing address. If the employee does not have an active temporary or mailing address, then and only then does the logic look at home address.

The universities were asked for their “preference” of the following options for updating employee addresses in People First (Completed 02/22/2011):

• Option 1 – Include an indicator on the file to note if the address update is for temporary, home or mailing address.

• Option 2 – Add new fields to the interface file for mailing address.

• Option 3 – Do nothing and we load what you provide to both home and mailing address.

Over/Under Clean-Up Project

Clean-up is over at this time and all universities should be using the normal process and not the Over/Under project process.

Online reports were updated with the 01/29/2011 and 02/26/2011 releases. Going forward the SUS should be using the on-line reports.

DSGI Discussion Topics

SUS should not send negative premiums on the BNI_123 file. Update the collection summary and adjust the EFT payments.

Universities should establish a process for working the over/under reports in a timely manner.

Make sure to utilize the refund process for overpayments of EFT payments.

DSGI currently requires additional documentation for refunds and they will send out new procedures within the next few weeks. The current spreadsheet will be maintained, however, DSGI will look into adding a comment box allowing you to write in additional information for audit purposes.

There was discussion around the discrepancies that were identified in the DSGI Optional life calculated review related to salary changes; current system logic for determining expected rates doesn’t reconcile with the methods used by the universities when salary changes occur causing underpayment discrepancies.  Also the universities indicated they aren’t able to view salary information in the People First system.  DMS will review the underpayment discrepancies occurring during months with changes in salary and determine if any changes should be made.

When the monthly HSA Reversal reports are received they need to be worked immediately to avoid tax consequences to the employees. Monthly reversal reports are calendar year cumulative.

NGA will reattach the 2010 reversals reports in eCase and send an email notification with the eCase number to the universities for the 2010 report and all future monthly reversal reports. SUS need to make sure to notify DeWayne as soon as you have placed the reversal refund report in e-case.

Takeaways:

• Universities: Send suggestions to Verla for improving the BNI/BNO process

• NGA: Review the process for adding new zip codes.

• Universities: Provide examples where employees are not provided on the BNO_002 interface file.

• Universities: Remind employees to activate their myMRA card.

• Universities: Advise if they have the capability of performing full process testing for Open Enrollment plan and file changes.

• Universities: Provide 9/10 month process issues to Verla.

• DMS & NGA: DMS & NGA will discuss a redesign of the 9/10 month process so that a manual work around can be avoided.

• DSGI: Provide updated requirements for requesting refunds.

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