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Setting Up Benefits Billing Manual Charges in HRS


This procedure explains how to create manual charges for an employee in benefits billing. You will use the Manual Charge function in HRS when an invoice needs to be created immediately and you cannot wait for the monthly benefit billing statement process. You cannot create manual charges for a future benefits billing period.

Process Considerations:

  • Benefits Billing needs to be setup for employees who fall under one of the following conditions:
    • Employee or department notifies their benefits administrator of a pending leave and has submitted the LOA Checklist.
    • Employee has insufficient earnings to cover benefit premiums.
    • Prepay was not taken correctly for short work break.
    • Employee was laid off and elected to use sick leave credit to continue their state group health.
    • Employee missed premium deduction due to termination/retirement.
  • Once monthly the benefits billing statements are produced and mailed by the UWSS Benefits Team, payments are due by the 10th of the following month. 
    • If payment is not received by the end of the following month, the insurance(s) will be cancelled.

You may click on the links below to navigate directly to a section:

Benefits Billing Eligible Plans

 Plan Type
 Plan Name
 10  State Group Health
 11  Delta Dental
 14  VSP (Vision)
 1D Preventive Dental
 2A Accident Insurance
 2M State Group Life - Basic
 2N State Group Life - Supplemental
 2O State Group Life - Additional
 2P State Group Life - Spouse/Dependent
 2Q Individual and Family Life - Employee
 2R Individual and Family Life - Spouse/Domestic Partner
 2S Individual and Family Life - Children
 2T UW Employees, Inc Life
 2U University Insurance Association
 2V Accidental Death & Dismemberment
 3Y Income Continuation Insurance - Early
 3Z Income Continuation Insurance
 AX Not Sufficient Fund Fee

Enrollment Effective Date Chart

BB Calendar


1. Enroll the employee in benefits billing. Refer to KB Entering Benefits Billing Enrollments in HRS .

2. Review the Current Benefits Summary screen in HRS to verify the employee's Benefit Program and which insurance(s) the employee is enrolled in.  Navigate to: Benefits > Review Employee Benefits > Current Benefits Summary

Current Benefit Summary
3. Verify benefit premiums by either using the Review Paycheck screen in HRS or the Review Paycheck Query UW_BN_REVIEW_PAYCHECK_PUB in HRS.  You may also refer to the Benefits Premiums table.
a. Navigate to: Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck
b. Navigate to: Reporting Tools > Query > Query Viewer
Note: If the employee is making changes to their insurance coverage levels, you will need to adjust the premiums accordingly when creating the manual charge. Please keep in mind the annual premium changes January 1st (i.e 2001 billing period), the ICI premium changes February 1st (i.e. 2002 billing period), and SGL premium changes April 1st (i.e. 2003 billing period).
4.Enter the manual charge  in the Enter Manual Charges screen in HRS after verifying the premium to be collected. Navigate to: Benefits > Benefits Billing > Calculate and Review Charges > Enter Manual Charge.

5. You will need to fill in all the highlighted fields and click on the Save and Add Next button. You may create as many manual charge lines as necessary.
Note: The Date Due and Date Overdue automatically fill based on the Billing Period used.  Since the charge is being set up late, you will want to manually adjust the dates to the 10th & 11th of the month following.

Enter Manual Charges

6. Review the Review Employee Balances screen in HRS to verify the manual charges were set up correctly. Navigate to: Benefits > Benefits Billing > Manage Acct Status and Balances > Review Employee Balances

7. After all charges have been manually added, print and distribute the invoice. Refer to KB Printing a Manual Benefits Billing Invoice in HRS

Additional Resources

Related KBs:

Related Links:

Get Help

  • Click HERE to contact UW Shared Services - Service Operations Department or HERE for the UWSS IT HelpDesk if you have any issues with these instructions.

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Keywords:benefits billing, BB, BenBill, manual charge, manual charges, charges, charge, benefits, invoice BN, Benefits BN, Benefits   Doc ID:72984
Owner:Christina S.Group:UW–Shared Services
Created:2017-04-28 08:54 CDTUpdated:2020-07-24 10:59 CDT
Sites:Human Resource System (HRS), UW-La Crosse, UW–Shared Services
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