Appointment Change Action (BN) - Transfer Different Agency
Use this procedure to complete the benefits portion of an appointment change action for an employee who is moving to a different agency with no break in service. This action is completed by the gaining agency. The personnel administration and payroll portions of the appointment change action must be completed first.
If the employee’s medical benefits eligibility is changing, Step 1 will assist in correcting the medical records if necessary. If medical benefits eligibility selections or status is not changing, skip to Step 2 below.
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Step 1
If the employee is gaining health benefits, and it is Payroll Day 3:
The following procedures are standard:
• Benefits Medical Information – Create New Record user procedure to create a new record.
• Health Plans – Create New Record user procedure to create a new record.The following procedures are conditional:
• If the employee has a Health Savings Account (HSA), Savings Plan – Create New Record user procedure to create a new record.
If the employee is losing health benefits, and it is Payroll Day 3:
The following procedures are standard:
• Benefits Medical Information – Change Existing Record user procedure to delimit the existing record.
• Health Plans – Change Existing Record user procedure to delimit the existing record.The following procedures are conditional:
• If the employee has a Health Savings Account (HSA), Savings Plan – Change Existing Record user procedure to delimit the existing record.
TIPS:All updates to an employee’s health benefit information should be entered in Pay1. This procedure step should only be followed if an employee’s health benefits information has been entered in Pay1 on Day 3 of payroll processing and the information will not have the necessary time to GAP into HRMS.
For information regarding employee eligibility for PEBB benefits, contact Health Care Authority toll free at 1-800-700-1555.
Newly eligible employees, employees regaining eligibility, returning from waived status, or enrolling/changing a spouse or dependent in PEBB medical (age 13 or older) must attest on the PEBB Premium Surcharge Attestation Form.
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Step 2
If the employee is eligible for health benefits, complete the manual adjustments as indicated below. Before beginning this step, if you are uncertain of the adjustment amounts, follow the Manual Adjustments for Healthcare Premiums – Identify Premium Adjustments procedures.
The following procedure is standard for an employee transferring to a different agency and is eligible for health benefits:
• Manual Adjustments for Medical Premiums – Transfer Different Agency.
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Step 3
If the employee is gaining retirement benefits, complete the following procedures:
- General Benefits Information – Copy and Update Record user procedure to update the employee’s eligibility status to Eligible.
- Savings Plan – Create New Record user procedure to create a new record.
If the employee is losing retirement benefits, complete the following procedures:
- General Benefits Information – Copy and Update Record user procedure to update the employee’s eligibility status to Ineligible.
- Savings Plan – Change Existing Record user procedure to delimit the existing record.
If the employee is a PERS3 or TRS3 member, complete the following procedure:
- Savings Plan – Copy and Update Record user procedure to update the plan to P30 or T30 to allow the employee to move into their 90-day selection period for a new P3 or T3 plan and rate.
TIPS:All employees must have an active General Benefits Information (0171) infotype record.
For PERS3 and TRS3 plans, after 90 days, if the employee has not made a new selection, they will default within the ERA. No follow-up action is needed in HRMS.
Stop:For the benefits processor, this will mark the end of the Appointment Change Action (BN) – Transfer Different Agency action. After saving, click the exit button and transfer the appointment change information packet to the time processor who will continue the action if applicable.