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Processing the Health Savings Account and Coordination of Benefits WED Report in HRS

Overview

Employees who are enrolled in a High Deductible Health Plan and Health Savings Account with the UW must have a Yes or No answer on the Coordination of Benefits (COB) question under Benefits Personal Data. This report will identify employees who still have the default value of "Unknown" under the Benefits Personal Data screen. Benefit Administrators at the institutions will need to contact the employee for the appropriate information and add it to HRS on a timely basis.

Process Considerations:

  • Employees enrolled in HDHP/HSA are required to answer the COB question of YES or NO. They cannot remain Unknown.
  • Employees have 30 days from Date of Hire to enroll for insurance plans.
  • If employees enroll on the 30th day, they have a further 10 days to submit the required COB information.
  • Employees cannot be actively enrolled in a non-High Deductible Health Plan and be enrolled in a High Deductible Health Plan with the UW.
  • Employees enrolled in another High-Deductible Health Plan should provide a copy of the Coordination of Benefits to be reviewed by ETF for eligibility.
You may click on the links below to navigate directly to a section:


Instructions

1. Click on the UW_BN_HSA_AND_COB query hyperlink in the Workflow Exception Dashboard (WED). Use The Workflow Exception Dashboard in HRS for additional guidance.

WED COB

2. Export the WED results to a CSV spreadsheet by clicking on the grid icon shown below.

WED export

3. Open the spreadsheet.  (If desired, do a Save As and save the file as an Excel spreadsheet.)
a. Add 4 columns at the end of the existing columns and use the following Headers: Hire Date/Eligibility, Election Date, Coverage Begin Date, COB Deadline

Job Data Blank Fields

4. Navigate to Workforce Administration > Job Information > Job Data to enter data for the New Hire/Eligibility column.
a. Enter the employee's Empl_ID on the search page, click on the Include History button, and click the Search button.

b.  Use the arrows to find the Hire row or the Benefit Eligibility Change row that made the employee eligible for the Qualifying Event Date.  If no new hire date or Benefit Eligibility Change date is found within the last 90 days, navigate to Benefits > Enroll in Benefits > Health Benefits and see if they had a different qualifying event to enroll (i.e. loss of other coverage, birth, marriage, etc.)
c. Enter the Qualifying Event Date in the spreadsheet under Hire Date/Eligibility
5. Navigate to Benefits > Enroll in Benefits > Health Benefits to obtain the Election Date and the Coverage Begin Date.  Enter this information in the spreadsheet under the corresponding column.

6. Determine the COB Deadline as follows below and enter the information in the spreadsheet:
a.  COB Date is 30 days from Date of Employment or Qualifying Life Event
b. If employees enroll on the 30th day, enter a date 10 days from the Date of Hire or eligibility change as the COB date.

Job Data Fields Updated

7. Click the Claimed By checkbox on the WED once you have contacted the employee with the below script.
a.  Once you have obtained the COB information, enter the data on the Benefits Personal Data page following:  [Link for document 17882 is unavailable at this time.].

b.  Do NOT mark the employee as completed on the WED until their COB information has been entered in HRS.
COB - Unknown Script
You are receiving this email because you  have selected ‘Unknown’ to Other Health Insurance and elected HDHP for xx/xx/xxxx coverage begin date. Per IRS Guidelines, employees must complete Coordination of Benefits to be eligible for HDHP.
Please IMMEDIATELY confirm if you do or do not have other health insurance, and update your Coordination of Benefits accordingly. You must answer by end of business day on  xx/xx/xxxx. Click here for steps. If you do have Other Health Insurance, change the ‘Unknown’ to a ‘Yes’ and make a non-HDHP election.  If you do NOT have other health insurance, please change ‘Unknown’ to a ‘No’. Or you may contact your human resources office and they can update this information for you.
As soon as this information is updated, you will no longer appear on the report and no further action is needed. If  'Unknown’ to Other Health Insurance information/Medicare and HDHP plan are still selected in HRS by xx/xx/xxxx, then we will remove the HDHP and HSA elections due to incomplete Other Health Insurance/Medicare information and you will be enrolled in the non-HDHP plan under the same provider .
COB - No w/ Values Script
You are receiving this email because you have selected ‘No’ to Other Health Insurance, but have listed Other Health Insurance information, and have elected HDHP for xx/xx/xxxx coverage begin date. Per IRS Guidelines, employees are not allowed to be enrolled in Other Health Insurance and have an HDHP election.
Please IMMEDIATELY confirm if you do or do not have other health insurance, and update your Coordination of Benefits accordingly. You must answer by end of business day on xx/xx/xxxx. Click here for steps. If you do have Other Health Insurance, change the ‘No’ to a ‘Yes’ and make a non-HDHP election.  If you do NOT have other health insurance, please remove the other health insurance information and then you will no longer appear on the list. Or you may contact your human resources office and they can update this information for you.
As soon as this information is updated, you will no longer appear on the report and no further action is needed. If  'No’ to Other Health Insurance information/Medicare and HDHP plan are still selected in HRS by xx/xx/xxxx, then we will remove the HDHP and HSA elections due to incomplete Other Health Insurance/Medicare information and you will be enrolled in the non-HDHP plan under the same provider.
COB - Yes Script
You are receiving this email because you have selected ‘Yes’ to Other Health Insurance and/or to Medicare, and elected HDHP for xx/xx/xxxx coverage begin date. Per IRS Guidelines, employees are not eligible for HDHP if enrolled in Other Health Insurance and/or Medicare.
Please IMMEDIATELY make a non-HDHP enrollment change. You must answer by end of business day on xx/xx/xxxx. If you do not have Other Health Insurance and/or Medicare, then please update your Coordination of Benefits to a ‘No’. Click here for steps. Or you may contact your human resources office and they can update this information for you.
As soon as this information is updated, you will no longer appear on the report and no further action is needed.
If ‘Yes’ to Other Health Insurance information/Medicare and HDHP plan are still selected in HRS by xx/xx/xxxx, then we will remove the HDHP and HSA elections due to you having Other Health Insurance/Medicare and you will be enrolled in the non-HDHP plan under the same provider. You will receive a communication when this occurs.
/images/group61/shared/9.2_Warning_Sign.png  Warning: If the employee still has a value of "Unknown" under the Coordination of Benefits section of Benefits Personal Data beyond the 30 days (60 days for birth) of a Qualifying Event or their Date of Hire, the UW Service Operations Benefits Team will remove the HDHP and HSA election. The Benefit Administrator will receive a communication if this occurs.


Additional Resources

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    Keywords:HDHP, HSA, COB, Coordination of Benefits, Other Health Insurance, OHI, Health Savings Accounts, Spending Accounts, 67, 10, SGH, High Deductible Health Plan,   Doc ID:80208
    Owner:erinn b.Group:UW–Shared Services
    Created:2018-02-16 15:56 CDTUpdated:2021-10-13 13:15 CDT
    Sites:UW–Shared Services
    Feedback:  0   0