HEALTH INSURANCE IN A SCHOOL DISTRICT

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HEALTH INSURANCE IN A SCHOOL DISTRICT

• KASBO CONFERENCE
• November 19, 2009
• Pat Boyd

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HEALTH INSURANCE AGENDA

• HEALTH INSURANCE SCREENS
• PRODUCING THE FLEXIBLE SPENDING CONTRIBUTION FILE
• NEW EMPLOYEES WITH NEW FLEXIBLE SPENDING
• REMITTANCE FILES BEING SENT
• LIFE INSURANCE CONNECTION TO HI ENROLL
• QUESTIONS???????

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HEALTH INSURANCE SCREENS
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NEW DEDUCTION NUMBERS NOT A MUST
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COUNTY COVERAGE
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PREMIUM MAINTENANCE
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PRE-TAX DEFAULT
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FLEX SPENDING SCREEN
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REMITTANCE MAINTENANCE
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FEDERAL REIMBURSEMENT
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FEDERAL REIMBURSEMENT
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FEDERAL REIMBURSEMENT
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FLEXIBLE SPENDING REQUIRES MANUAL INTERVENTION

• DISTRICT C FACTS (EXAMPLE ONLY)
• SEMI-MONTHLY PAYROLL
• CHECK DATES ARE 10TH AND 25TH
• ALL EMPLOYEES PAID 24 CHECKS
• EMPLOYEE A STARTS WORK ON September 12TH.
• INSURANCE EFFECTIVE November 1ST
• November 5TH IS FIRST CHECK TO REFLECT FLEX
• SHE CHOSE 200 AS ANNUAL FLEX AMOUNT
• AMOUNT ON IMPORT FILE IS 200

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FLEXIBLE SPENDING REQUIRES MANUAL INTERVENTION

• CONTINUED FROM PREVIOUS SCREEN
• The employee's enrollment screen reports 24 "TOT
  DED CYCLES".  
• MUNIS calculated the per check deduction as 8.33
  or 200 divided by 24. 
• There are 4 checks left in the year (as long as
  you received the import file when needed) so the
  calculation should be 200 divided by 4 or
   50.00.
• Since all districts pay differently, and the
  dates of checks are different, there is not a
  standard way to electronically know how many
  checks are left in the year (calendar year not
  fiscal year).
• A manual entry is required on the Flex Spending
  Screen.

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EMPLOYEE IS BEING PAID 4 CHECKS
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MUNIS RECALCS PER CHECK AMOUNT
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SYSTEM WARNS THAT CALC IS OFF
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ANY and ALL TRANSFERS WITH FLEXIBLE SPENDING.

• EMPLOYEES THAT TRANSFER BETWEEN DISTRICTS AND
  HAVE OPTED FOR FLEXIBLE SPENDING, WILL CONTINUE
  TO HAVE TO PAY. THE NEW DISTRICT WILL GET AN
  IMPORT FILE, THAT SHOULD REPORT THE AMOUNT OF
  MONEY REMAINING FOR THE YEAR THAT MUST BE
  COLLECTED FOR THE REST OF THE YEAR.
• MANUAL CALCULATIONS OF THE PER CHECK AMOUNT IS
  REQUIRED. PAYROLL PROGRAMS DO NOT KNOW HOW MANY
  CHECKS ARE LEFT FOR THE APPROPRIATE TIME PERIOD.

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UPDATE DEDUCTIONS
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DEDUCTION MAG MEDIA
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KY FSA CONTRIBUTIONS FILE MUST BE CREATED DURING
PAYROLL PROCESS
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FLEXIBLE SPENDING FILE
When processing the contribution file which is
sent to KDE using KYTRANSFER, please verify that
a unique number is entered when defining the
file.  The name for each report runs throughout
the month, must be named differently and it
should reflect the sequence number of files sent
for the month.  The "PAY CYCLE" field is used
to assign unique names for the files that are
sent to KDE.   See below for an
example. This 04 in the "PAY CYCLE" field
reflects that this is file to be sent in November
that has not been sent before. 
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PAY CYCLE MUST BE DIFFERENT
USE CHECK DATE AS THE FILE DATE
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HI TERM DATE MUST STILL BE END OF MONTH
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HI TERM DATE IN MUNIS
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COMPARISON REPORT
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EMPLOYEE WITH EE AND HI TERM
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CLICK IMPORT TO LOAD THE FILE
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DEFINE THE IMPORT FILE AND ASSIGN DATES
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IMPORT FILES W/TERM RECORDS ONLY
Using Option 3 Will Change The Name Of the File
so That It DOES NOT Continue To Show Needing to
be Imported
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EMPLOYEE PREVIOUSLY TERMINATED
Delete the Record From the Remittance File to
Eliminate The Error Message.
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NAMES ON FEDERAL REIMBURSEMENT FILES

• IN JANUARY, 2010 (once all January payrolls are
  complete), CREATE THE FEDERAL REIMBURSEMENT FILE
  AS USUAL.
• NAME OF THE FILE WILL BE JANUARY. IT WILL
  REFLECT PAYROLL HISTORY FOR JANUARY 1, 2010 to
  JANUARY 31, 2010.
• POST TO JANUARY 31, 2010.

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Glitch in Remittance Maint
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HEALTH INSURANCE RELATED TO LIFE
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PURGE ENROLLMENT RECORDS