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  4. Manual Adjustments for Healthcare Premiums - Transfer Different Agency - Mid-Period in the 1st Half of the Month

Manual Adjustments for Healthcare Premiums - Transfer Different Agency - Mid-Period in the 1st Half of the Month

Procedure Updated: 
08/10/2022

Use this procedure to assist with manual adjustments for healthcare premiums for employees who transfer between agencies mid-period in the first half of the month.

Tips: 

Before beginning with this procedure, you should have already completed the following identification procedures:

The identification procedures will assist in determining which manual adjustments will be required for the employee.

When an employee who is eligible for health coverage transfers mid period in the first half of the month, entries must be made on the Additional Payments (0015) infotype to allow payroll to process correctly for health care premiums for the (25th) pay date. If an employee transfers between agencies in the first half of the month, the losing agency is responsible for benefits for the full month, so adjustments are needed for the 25th paycheck. Because the system is processing the previous period, manual health adjustments are required. The following adjustments should be made in HRMS in addition to JVs between agencies.

All employee adjusting wage types must be keyed in the current period; adjusting wage types should not be entered retroactively.

If adjustments are missed, agencies work together to JV appropriate amounts. Use the Health Insurance Mid-Period Transfer Template to ensure proper processing.

For all transfers, no matter the day of the month, do not adjust Employee contributions to their Health Savings Account (HSA). These funds process directly through HCA to the Health Savings Accounts so adjustments are not needed.

  1. Step 1

    For the losing agency, the manual adjustments should be entered into HRMS by creating Additional Payments (0015) infotype records using POSITIVE amounts dated the first day of the current month. (Example: If the employee transfers to a new agency effective March 5, 2022, the losing agency will create the following adjustments using an effective date of March 1, 2022.)

    Create a separate Additional Payment (0015) infotype record for each of the wage types you have pre-determined to be necessary.

    The following manual adjustments are standard:

    • Employer Share Health Premium Adjustment
      • Wage Type 2550 - PEBB Funding Rate
    • Provider Cost of Medical & Dental (records premiums on W2)
      • Wage Type 2575 - Health – Provider

    The following Additional Payments are conditional:

    • Employer Share of HSA Account
      • Wage Type 2255 - HSA ER Contribution
    TIPS:
  2. Step 2

    For the gaining agency, the manual adjustments should be entered into HRMS by creating Additional Payments (0015) infotype records using NEGATIVE amounts dated the first day of the current month. (Example: If the employee transfers to a new agency effective March 5, 2022, the gaining agency will create the following adjustments using an effective date of March 1, 2022.)

    Create a separate Additional Payment (0015) infotype record for each of the wage types you have pre-determined to be necessary.

    The following manual adjustments are standard:

    • Employer Share Health Premium Adjustment
      • Wage Type 2550 - PEBB Funding Rate
    • Provider Cost of Medical & Dental (records premiums on W2)
      • Wage Type 2575 - Health – Provider

    The following Additional Payments are conditional:

    • Employer Share of HSA Account
      • Wage Type 2255 - HSA ER Contribution
    TIPS:
  3. Step 3

    Gaining agency JV employee premiums to the losing agency for employee portions:

    • Employee Health Premium

    The following employee premiums are conditional:

    • Employee Spousal Surcharge
    • Employee Tobacco Surcharge
    Related Resources 
  1. Office of Financial Management – Statewide Accounting - Health Insurance Mid-Period Transfer Template
  2. Health Care Authority (HCA) - Fuze