Enrolment/Change/ Termination & Earnings Spreadsheets

Transcription

1 Enrolment/Change/ Termination & Earnings Spreadsheets OVERVIEW & INSTRUCTIONS 3 Easy Steps to Submit SPREADSHEETS 1. Save 2. Complete 3.

2 Table of Contents Enrolment/Change/Termination Spreadsheet Overview... 1 Employee Events Requiring Spreadsheet Completion... 1 Mandatory Employee Information... 1 Employee Event Descriptions... 2 Enrolment/Change/Termination Spreadsheet Instructions... 3 Step 1 - Save Enrolment/Change/Termination Spreadsheet... 3 Step 2 Complete & Save Enrolment/Change/Termination Spreadsheet... 4 First Time Spreadsheet Completion... 4 Subsequent Monthly Spreadsheet Completion... 6 Step 3 Completed Enrolment/Change/Termination Spreadsheet... 6 Earnings Spreadsheet Overview... 7 Mandatory Employee Information... 7 Earnings Spreadsheet Instructions... 8 Step 1 Save Earnings Spreadsheet... 8 Step 2 Complete and Save Earnings Spreadsheet... 9 First Time Spreadsheet Completion:... 9 Subsequent Monthly Spreadsheet Submission Step 3 - Completed Earnings Spreadsheet Tips for Successful Spreadsheet Completion Enrolment/Change/Termination Spreadsheet: Earnings Spreadsheet: Enrolment/Change/Termination Spreadsheet Sample Tab Earnings Spreadsheet Sample Tab... 16

3 Version 2.0 Page 1 Enrolment/Change/Termination Spreadsheet Overview The information in the enrolment/change/termination spreadsheet is required to communicate any enrolment changes or updates to (HBT) for processing and accounting purposes. Employee Events Requiring Spreadsheet Completion New hire enrolment (submit in month that coverage becomes effective) Termination (submit in month that coverage terminates includes laid off status) Name and address change Leave of absence (LOA):» LOA without Benefits (stop date)» LOA without Benefits (start date)» LOA with Benefits (stop date)» LOA with Benefits (start date) Product change (transfer to new product set) Product change (add new product set) Note: Submissions are restricted to employee events (as listed above). Status quo information is not required. Include all events for the month being reported in one file. To assist you, a list of requirements for capturing typical enrolment activities has been provided. You will need to provide mandatory and employee event information with each submission. Mandatory Employee Information Employee number Account number Product set (link available on enrolment/change/termination spreadsheet on HBT s Member Portal) Employee status (Full-time; part-time; casual; terminated; leave with or without benefits) Social insurance number (9 digits only no spaces, dashes or slashes) Last name First name Information required for employee event Middle initial (if none, please leave blank) Gender initial (M or F) Birth date: format is YYYYMMDD (year, month, day) Phone number: 10 digits only no spaces, dashes or slashes Street address Line 1 Street address Line 2 (if required) City Province: 2 digits only no spaces or periods Employee hire date: format is YYYYMMDD (year, month, day) Fill in information regarding specific employee event Note: Submit all eligibility changes in the month when coverage begins or ends.

4 Version 2.0 Page 2 Employee Event Descriptions New Hire New employee eligible for benefits... Submit at effective date for earliest product Name and Address Name change... Legal name change, marriage, divorce, adoption Address change... Address, phone Termination... Employment ceases (voluntary, involuntary, retirement, deceased) LOA without Benefits (stop date)... Employee who begins LOA and chooses to terminate all benefit coverage LOA without Benefits (restart date)... Employee who ends LOA and restarts benefit coverage LOA with Benefits (stop date)... Employee who begins LOA and chooses to remain on benefit coverage. Use stop date for benefit(s) that are discontinued LOA with Benefits (restart date)... Employee who ends LOA and restarts all or partial benefit coverage Product Set Change (transfer to new product set)... Employee that transfers to a new benefit group Product Set Change (add new product set)... Employee hired into a new or additional job class DO NOT COMPLETE ENROLMENT/CHANGE/TERMINATION FORM FOR: LTD (Long Term Disability) Acceptance Contact Go Live Team Member Dependent Life changes for employees accepted on LTD Contact Go Live Team Member Submission Date Changes must be sent to HBT monthly. Refer to Step 3 for detailed instructions.» 2 business days after your last pay period end date of the month (e.g. Pay period end date: April 30; due to HBT is two business days later on May 4th)

5 Version 2.0 Page 3 Enrolment/Change/Termination Spreadsheet Instructions Step 1 - Save Enrolment/Change/Termination Spreadsheet a) Save a blank spreadsheet to your desktop for use as a template. Refer to the instructions and sequence of images listed below: Click File A pull down menu of options appears, click Save As Click Desktop to choose the desktop as the storage location for the file In the box labelled File name use the following naming convention: your new group number + word enrol + word template Click Save Sample: 12345enroltemplate No spaces, dashes or slashes b) Fill in the spreadsheet, following instructions found in Enrolment/Change/Termination Instructions Step 2, on next page c) Remember to re-save your completed enrolment/change/termination spreadsheet with the current year and month. The naming convention to use for your monthly submission to HBT is: new Group number (4 or 5 digits) + the word enrol in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345enrol0904.xls - No spaces, dashes or slashes

6 Version 2.0 Page 4 Step 2 Complete & Save Enrolment/Change/Termination Spreadsheet The information in the enrolment/change/termination spreadsheet is required to communicate any enrolment changes or updates to HBT for processing and accounting purposes. First Time Spreadsheet Completion a) Open the enrolment/change/termination spreadsheet b) Enter mandatory and employee event data in the appropriate spreadsheet column from January through to the month of submission s pay period end date. For example, if first submission is in April, you need to enter data from January through to the March pay period end date Enter mandatory fields (described below) Employee Number Account Number Product Set Employee Status Social Insurance Number Last Name First Name Middle Initial Gender Birth date Phone Number Street Address Line 1 Street Address Line 2 City Province Postal Code Employee Hire Date Mandatory Fields Enter your employee s payroll identification number. If you do not use employee payroll numbers, please use the same employee identification number for reporting month. This cell cannot be left blank Each organization has a specific account number. Refer to the New HAL - Reference Numbers Account Number and Product Set table in the Go Live package, or view the information from HBT s Member Portal HALibut News section Go Live Resources - New HAL Org Cross Ref.xls Each organization has a specific product set. Refer to the New HAL - Reference Numbers Account Number and Product Set table in the Go Live package, or view the information from HBT s Member Portal HALibut News section Go Live Resources - New HAL Org Cross Ref.xls Employee Status changes can affect benefit coverage and must be correctly recorded, refer to examples below: FT = Full time PT = Part time CA = Casual (only if eligible for benefits) TE = Terminated LB = Leave of absence with benefits LN = Leave of absence without benefits Nine digit employee SIN (no spaces, dashes or slashes). This number will not be published or shown in reporting Employee s last name Employee s first name Employee s middle initial. If none, please leave blank M = Male; F = Female YYYYMMDD format must be used (4 digit year + 2 digit month + 2 digit day - no spaces, dashes or slashes) Ten digit number includes area code (no spaces, dashes or slashes) Street address Street Address use as required City Two character abbreviation only, e.g. BC Six characters (no spaces, dashes or slashes) Format must be YYYYMMDD (4 digit year + 2 digit month + 2 digit day - no spaces, dashes or slashes)

7 Version 2.0 Page 5 Enter employee event fields (described below):» New hires that occurred from January through to current reporting pay period end date» Terminations that occurred from January through to current reporting pay period end date» Employees currently on LOA (except LTD) that occurred from January through to current reporting pay period end date» Refer to spreadsheet samples tab to see examples of each event. Employee Hire Date Termination of Employment Termination Reason Code Effective Date LOA Stop Date LOA Restart Date Employee Events Format must be YYYYMMDD (year, month, day - no spaces, dashes or slashes) Note: Employee hire date is a mandatory field Date of employee termination. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes) There are only three accepted reasons for termination: Termination of employment Deceased Change of product set for employee Effective date of coverage. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes) Effective date that coverage stops due to LOA with or without benefits see appropriate column. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes) Effective date that coverage restarts after a LOA with or without Benefits see appropriate column. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes) c) Review your data entry for accuracy d) Save your completed spreadsheet. The naming convention to use for your monthly submission to HBT is: new group number (4 or 5 digits) + the word enrol in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345enrol0904.xls - No spaces, dashes or slashes

8 Version 2.0 Page 6 Remember: Enter required information in each column, refer to sample completed spreadsheet on page 15 Do not enter spaces, dashes or slashes in your formatted data Subsequent Monthly Spreadsheet Completion a) Open the enrolment/change/termination spreadsheet and submit data for the month of submission only: Enter mandatory fields Enter employee event fields» Refer to spreadsheet samples tab to see examples for each event b) Review your data entry for accuracy c) Save your completed spreadsheet. The naming convention to use for your monthly submission to HBT is: new Group number (4 or 5 digits) + the word enrol in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345enrol0904.xls - No spaces, dashes or slashes Remember: No further retroactive data entry is required for the entire group Individual situations may necessitate retroactive data entry Step 3 Completed Enrolment/Change/Termination Spreadsheet a) Submit the data using your choice of secure data transfer method For data transfer options, refer to the Secure Data Transfer Instruction document located in the HALibut -Go Live Resource section of HBT s Member Portal b) HBT with your spreadsheet name in the subject title (refer to sample on following page) You will need to send two, or three s per month.» One for the Enrolment/Change/Termination spreadsheet» Second for the Earnings spreadsheet (refer to instructions enclosed)» Third to notify HBT of your chosen password that is protecting the data (use same subject name as spreadsheet s) *Use the same password each month to [email protected] SECURITY NOTE: Never send document and password in same message

9 Version 2.0 Page 7 Earnings Spreadsheet Overview The information in the earnings spreadsheet is required to communicate any earning changes or updates to HBT for processing and accounting purposes. Complete the earnings spreadsheet and record contributory earnings for: All active eligible employees All applicable pay period(s) - there may be two or three pay periods per month When a person moves from one product set to another within the reporting period When a person has contributory earnings for two product sets within the same reporting period» Ensure you record only one product set per line, multiple lines may be required» Ensure you record applicable earnings per product set, multiple lines may be required To assist you, a list of requirements for capturing typical earnings activities has been provided. You will need to provide mandatory employee information with each submission. Mandatory Employee Information Employee number Account number Product set (link available on earnings spreadsheet on HBT s Member Portal) Social insurance number (9 digits only no spaces, dashes or slashes Last name First name Middle initial (if none, please leave blank) Annual earnings (only for Group Life and AD&D benefits with a multiple of earnings) Pay period (pay period from and to; contributory earnings for that pay period). See sample earnings spreadsheet in this document:» Pay period one = January 23 to February 5» Pay period two = February 06 to February 19 Note: Submit all eligible employees and record contributory earnings for all or part of the pay period Submission Date: Changes must be sent to HBT monthly 2 business days after last pay period end date Example: April 30 payroll period end date; submit to HBT two business days later on May 4th

10 Version 2.0 Page 8 Earnings Spreadsheet Instructions The information in the earnings spreadsheet is required to communicate any earning changes or updates to HBT for processing and accounting purposes. Step 1 Save Earnings Spreadsheet a) Save a blank spreadsheet to your desktop for use as a template. Refer to the instructions and sequence of images listed below: Click File A pull down menu of options appears, click Save As Click Desktop to choose the desktop as the storage location for the file In the box labelled File name use the following naming convention: your new group number + acronym pp + word template Click Save Sample: 12345pptemplate No spaces, dashes or slashes b) Fill in the earnings spreadsheet, following instructions found in Earnings Instructions Step 2 on the next page c) Remember to re-save your completed earnings spreadsheet with the format: new group number (4 or 5 digits) + the acronym pp in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345pp0904.xls - No spaces, dashes or slashes

11 Version 2.0 Page 9 Step 2 Complete and Save Earnings Spreadsheet First Time Spreadsheet Completion: a) Open the Earnings spreadsheet and add the following data for your first submission. You may want to copy your December Earnings spreadsheet, if formatting was correct, and use it as a baseline to add or adjust earnings for employees for April Enter mandatory employee information Employee Number Account Number Product Set Social Insurance Number Last Name First Name Middle Initial Mandatory Employee Information Enter your employee s payroll identification number. If you do not use employee payroll numbers, use the same employee identification number for reporting month. This cell cannot be left blank Each organization has a specific account number. Refer to the New HAL - Reference Numbers Account Number and Product Set conversion table in the Go Live package, or view the information from HBT s Member Portal HALibut News section Go Live Resources - New HAL Org Cross Ref.xls Each organization will have a specific product set. Refer to the New HAL - Reference Numbers Account Number and Product Set conversion table in the Go Live package, or view the information from HBT s Member Portal HALibut News section Go Live Resources - New HAL Org Cross Ref.xls Nine digit employee SIN (no spaces, dashes or slashes). This number will not be published or shown in reporting. Employee s last name Employee s first name Employee s middle initial. If none, please leave blank. b) Enter information in employee earnings fields and applicable pay periods (as described below): All new hires and eligible employees for current month of submission up to pay period end date All applicable payroll period(s) - there may be two or three pay periods per month Refer to the following pages for sample views (p.10) and descriptions (p.11) for completing the contributory earnings per pay period.

12 Version 2.0 Page 10 Contributory Earnings Per Pay Period Example

13 Version 2.0 Page 11 Annual Earnings 1 st Pay Period (FROM) (format is YYYYMMDD) 1 st Pay Period (TO) (format is YYYYMMDD) Contributory Earnings Per 1 st Pay Period 2 nd Pay Period (FROM) (format is YYYYMMDD) 2 nd Pay Period (TO) (format is YYYYMMDD) Contributory Earnings Per 2 nd Pay Period 3 rd Pay Period (FROM), if required (format is YYYYMMDD) 3 rd Pay Period (TO), if required (format is YYYYMMDD) Contributory Earnings Per 3 rd Pay Period Total Contributory Earnings for the Month Pay Period Reporting Events Please enter the annualized earnings value for the employee. This would be the annual salary or alternately, the annual base earnings for hourly employees. Only required if you have Group Life and AD&D benefit(s) with a multiple of earnings. Please do not report zero or negative earnings. Provide pay period start date for the 1 st payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes) Provide pay period end date for the 1 st payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes) Contributory Earnings per HBT Administration Manual. Please do not report negative earnings. Provide pay period start date for the 2 nd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes) Provide pay period end date for the 2 nd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes) Contributory Earnings per HBT Administration Manual. Please do not report negative earnings. For the months in which three payroll periods occur, please provide payroll period start date for the 3 rd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes) For the months in which three payroll periods occur, please provide payroll period end date for the 3 rd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes) Contributory Earnings per HBT Administration Manual. Please do not report negative earnings. This cell will automatically calculate the total contributory earnings for the month c) Submit Earnings Spreadsheet data for month of submission only. For example, first submission only includes current month s earnings (May 1 through to May 31 pay period end dates). d) Contact your Go Live Team for these types of events: When a person moves from one product set to another within the reporting period When a person has contributory earnings for two product sets within same reporting period When multiple lines are required For all other types of exceptions

14 Version 2.0 Page 12 Review your data entry for accuracy e) Save your completed spreadsheet using naming convention: new group number (4 or 5 digits) + the acronym pp in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345pp0904.xls - No spaces, dashes or slashes Remember: Enter required information in each column, refer to sample completed spreadsheet on page 16 Do not enter spaces, dashes or slashes in your formatted data Subsequent Monthly Spreadsheet Submission a) Open the earnings spreadsheet and submit data for the month of submission only: Enter mandatory employee information Enter employee event information and payroll periods (described above) Refer to spreadsheet samples tab to see examples for each event No further retroactive data entry is required for the entire group Individual situations may necessitate retroactive data entry b) Review your data entry for accuracy c) Save your completed spreadsheet using naming convention: new group number (4 or 5 digits) + the acronym pp in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345pp0904.xls - No spaces, dashes or slashes Step 3 - Completed Earnings Spreadsheet a) Submit the data using your choice of secure data transfer method For data transfer options, refer to the Secure Data Transfer Instruction document located in the HALibut -Go Live Resource section of HBT s Member Portal b) HBT with your spreadsheet name in the subject title You will need to send two, or three s per month.» One for the Earnings spreadsheet» One for the Enrolment/Change/Termination spreadsheet (see instructions enclosed)» Third to notify HBT of your chosen password that is protecting the data (use same subject name as spreadsheet s) *Helpful Hint: use the same password each month, then you only need to send in the spreadsheets to [email protected] SECURITY NOTE: Never send document and password in same message

15 Version 2.0 Page 13 Tips for Successful Spreadsheet Completion To enable successful completion of the enrolment/change/termination and earnings spreadsheets, HBT has provided some quick and easy tips. Enrolment/Change/Termination Spreadsheet: Review the overview, instructions and sample spreadsheet attached Take the guesswork out contact HBT if you have questions» Toll Free Number: » Local Number: Monthly spreadsheet submissions are required Monthly due date: 2 business days after last pay period end date Required documents can be found on HBT s Member Portal:» Group Number, Account Number and Product Set in New HAL Org Cross Ref.xls» Enrolment/Change/Termination spreadsheet» Earnings spreadsheet To log on to HBT s Member portal Enter the following information in your web browser:» Enter in your web browser» Click on Employers at the bottom left hand side of the site» Type in your unique Log in ID and Password. If you do not know this information refer to your organization Head» Your Head of organization received an on April 21, 2009 titled, HBT Member Portal Access Information. Two s were sent: the first provided the Log in ID and the second the password. If you are unable to locate the required log in information, contact [email protected]» You should now be on the welcome page, where you will see a HALibut section» Click on Go Live Resources under the HALibut section and you will be directed to the Go Live resources» Select a document. You can save these documents on to your computer if you prefer for future reference Keep data entry clean use data entry formats provided (no extra characters) Formats:» Date format must be YYYYMMDD (year, month, day - no spaces, dashes or slashes)» Phone number and SIN format: enter numbers only - no spaces, dashes or slashes» Postal Code: enter letters and numbers only, no spaces Mandatory fields are highlighted in pink: these fields must be filled in Employee event fields are highlighted in yellow: fill in as required The set-up of the spreadsheet must not be changed or altered

16 Version 2.0 Page 14 Earnings Spreadsheet: You may want to copy your original earnings spreadsheet that was ed to early 2009 Ensure all formatting is correct Add or adjust earnings of payroll periods for the current month of submission only.» Note: The Annual Salary column on the Earnings spreadsheet should only be filled in if an employee has Group Life and AD&D with a multiple of earnings. If the employee receives Group Life and AD&D as a flat amount, leave the column blank no spaces, dashes, or slashes. Multiple of earnings: When a benefit calculation is done by multiplying the employees annual salary (e.g. 2 x annual earnings) Flat amount: Explicit value (e.g. $50,000)» Enter pay period information (pay period 1, 2 and/or 3 if applicable) Save your completed earnings spreadsheet using the naming convention Sample: 12345pp0904.xls Review your data for accuracy prior to submitting to HBT Refer to HAL support card in Go Live package for contact information

17 Version 2.0 Page 15 Enrolment/Change/Termination Spreadsheet Sample Tab

18 Version 2.0 Page 16 Earnings Spreadsheet Sample Tab