Topics Map > Human Resource System (HRS) > Benefits Administration
Processing the HSA and Medicare Information WED Report in HRS
Overview
This WED identifies when employee is enrolled in HSA and Medicare.Process Considerations:
- Per IRS Guidelines, employees over age 65 may have an opportunity to enroll in Medicare. Employees are not eligible for the HDHP/HSA if enrolled in Medicare.
- Medicare Eligibility: Most Americans become eligible for Medicare when they turn 65. Whether or not they are automatically enrolled in Medicare depends on if they are receiving Social Security Retirement Benefits or Railroad Retirement Benefits.
- If they are 65 and receiving Social Security retirement benefits or Railroad Retirement benefits, they will be automatically enrolled in both Medicare Part A and Part B. They do not need to contact anyone. They will receive a package in the mail three months before their 65th birthday with their new Medicare card and a letter explaining how Medicare works and that they have been automatically signed up for both Medicare Part A and Part B.
- If they are 65, but not receiving Social Security retirement benefits or Railroad Retirement benefits, they will not be automatically enrolled in both Medicare Part A and Part B. They will need to actively enroll in Medicare.
Instructions
1. Log into HRS. The Workflow Exception Dashboard queries will appear based on your current security and whether there is an error to fix. Use The Workflow Exception Dashboard in HRS for additional guidance.
2. Click on the UW_BN_HSA_AND_MEDICARE query hyperlink in the Workflow Exception Dashboard (WED).
3. This WED displays a current list of employees who are enrolled into High Deductible Health Plan (HDHP) enrollment with Medicare information. This list will be refreshed each evening. (Note: Empl_ID's that appear as hyperlinks in the list have more than one error.)
4. Click the 'Check to Claim' checkbox next to the person you wish to work with and your name will appear in the Claimed By section with the date and time noted.
5. Click the BN_PERSON_EFFDT hyperlink for the employee you have claimed.
6. The employee's Benefits Personal Data page will be displayed.
7. Please reach out to employee to let them know that being enrolled in Medicare disqualifies them for HDHP/HSA coverage.
a. If the employee is enrolled in Medicare, please work with them IMMEDIATELY to make a non-HDHP enrollment within 30 days of Hire, 30 days of qualifying event, or during the Annual Benefits Enrollment (ABE) period. Follow procedure: Reprocessing Events Using On Demand Event Maintenance in HRS
b. If the employee responds and confirms they are not enrolled in Medicare, please update the Benefits Personal Data page with Coordination of Benefits information by adding a row (+) to indicate Medicare coverage has ended.
1. Please remove all Medicare information once Medicare coverage has ended.
2. Please effective date the row for the date Medicare ended.
3. Press Save
Note: If the employee has Medicare and if the HDHP/HSA plans are still elected in HRS beyond 30 days of a qualifying event or date of hire, the UWSS CSSD Benefits Team will remove the HDHP and HSA elections due to the employee being enrolled in Medicare and in HDHP/HSA. The Benefit Administrator will receive a communication if this occurs.
8. Please mark employee as Completed on the WED once changes have been made.
Additional Resources
Related KBs:
- Entering and Updating Benefits Personal Data in HRS
- Review Benefit Enrollments in HRS
- Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance in HRS
- Reprocessing Events Using On Demand Event Maintenance in HRS