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  4. Manual Adjustments for Healthcare Premiums - Transfer Different Agency - Mid-Period in the 2nd Half of the Month

Manual Adjustments for Healthcare Premiums - Transfer Different Agency - Mid-Period in the 2nd Half of the Month

Procedure Updated: 
08/10/2022

Use this procedure to assist with manual adjustments for healthcare premiums for employees who are transferring between agencies mid-period in the second 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 between agencies mid-period in the second 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 (10th) pay date. If an employee transfers between agencies mid-period in the 2nd half, the gaining agency is responsible for benefits on the 10th paycheck. HRMS pro-rates health premiums when multiple personnel areas are present in one period. Manual adjustments should be made to avoid JVs between agencies and to ensure the proper agency is responsible for premiums.

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

  1. Step 1

    For the losing agency, the manual adjustments should be entered into HRMS by creating Additional Payments (0015) infotype records using NEGATIVE amounts dated the last day of the month. (Example: If the employee transfers to a new agency effective March 18, 2022, the losing agency will create the following adjustments using an effective date of March 31, 2022.)

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

    The following manual adjustment is required:

    • Employer Share Health Adjustment
      • Wage Type 2550 - PEBB Funding Rate
    • Provider Cost of Medical & Dental (records premiums on W2)
      • Wage Type 2575 - Health – Provider
    TIPS:
  2. Step 2

    For the gaining 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 18, 2022, the gaining agency will create the following adjustments using an effective date of April 1, 2022.)

    Create an Additional Payment (0015) infotype record for the following wage type.

    The following manual adjustment is required:

    • Employer Share Health Adjustment
      • Wage Type 2550 - PEBB Funding Rate
    • Provider Cost of Medical & Dental (records premiums on W2)
      • Wage Type 2575 - Health – Provider
    TIPS:
    Related Resources 
  1. Office of Financial Management – Statewide Accounting - Health Insurance Mid-Period Transfer Template
  2. Health Care Authority (HCA) - Fuze