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Entering New Hire HSA and HDHP Enrollments in HRS


Follow this procedure for new UW employee enrollment in High Deductible Health Plans (HDHP) and accompanying Health Savings Account (HSA).

Process Considerations:

  • FA/AS/LI: HDHP and HSA are effective the first of the month following hire date.  University Staff with no prior WRS Service: HDHP and HSA are effective the first of the month following a two-month "waiting" period unless coverage is elected ASAP.
  • Employees must supply both a HDHP and an HSA Application (or enroll for both using self-service) and applications must be submitted within 30 days of the date of hire.  Note: Both applications must be received within the employee’s enrollment period (see Enrollment Deadline Worksheet) in order to be considered timely. Both plans will have the same effective date.
  • Employees need to provide accurate Coordination of Benefits (COB) information (Other Health Insurance) when enrolling in HDHP/HSA. Employees may be enrolled in plans that they actually are not eligible for due to missing other health insurance or medicare information.
    • Employees can update their Other Health Insurance information via Self Service. 
    • Benefit Administrators can update Other Health Insurance information for an employee. Entering and Updating Benefits Personal Data in HRS
    • UW Shared Services Benefits Team will communicate with Benefit Administrators if employee COB information is missing or incomplete.  
  • The enrollment form allows the employee to indicate an Annual or Per Pay Period amount. Best practice is to have employee indicate an ANNUAL amount. The annual amount will be divided equally by the number of pay periods remaining in the calendar year.  If the employee is electing a $0 Employee contribution, the Annual Election must be entered in HRS as $0.00.
  • 9-mo employees: Make sure to put on an override and divide the annual election over the remaining pay periods in the calendar year. HSA deductions are not taken during summer session or summer service appointments unless the employee has earnings over the summer.   
    • Example: Employee’s HDHP/HSA coverage begins 4/1/2022 and he/she elects $500 as their annual contribution. You will need to override and divide the $500 over 13 pay periods remaining (4A through 12B paychecks).
  • Employees enrolled in an HSA can change their contribution elections at any time. They may do this by completing a Change of Election Form. A qualifying event is not necessary.

Warning Sign  Warning!  If an employee is changing their HSA election, follow the steps outlined under Procedure Steps: Entering an HSA Election Change.

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

Instructions for Paper Applications

1.  Determine if the employee has turned in an HDHP application and an HSA Application. 

  • A WED report will capture HDHP/HSA discrepancies and affected institutions will be notified by the UW-Shared Services. Institutions will need to follow up with the employee to make sure an HSA application is completed and received timely.  Verify that the employee signs and dates the Account Holder Authorization and the Enrollment Terms and Conditions of the HSA application as this can be missed.

2.  Determine if the employee is eligible for the HDHP option of the State Group Health insurance plan.  All of the following must be true: 

  • Employee is eligible for the State Group Health insurance plan AND
  • Employee is not eligible for the Graduate Assistant/Short-Term Academic Staff benefits program AND
  • Employee is not enrolled in Medicare, TRICARE, or other health insurance AND
  • Employee is not a dependent of another person for tax purposes AND
  • Employee or any covered dependents are not currently enrolled in the Flexible Spending Account (FSA) Medical plan, or another family member's FSA Medical plan.

3.  If the employee has submitted paper applications, enter the HDHP and HSA enrollment following Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance in HRS  and write the Effective Date of the HDHP/HSA at the top of the HSA application.  NOTE:  Best practice is enter elections in HRS for the HDHP and the HSA at the same time when you have both applications in hand.

4.  File the original HDHP application in employee’s file and send a copy of the application to the UWSS Service Operations.

5.  Verify the enrollments after you have completed HRS entry by following: Review Benefit Enrollments in HRS .

Instructions for Entering an HSA Election Change

1.  Add an FSA Event to the BAS Activity Table following:  Adding Events to the BAS Activity Table in HRS .

2.  Navigate to:  Benefits > Manage Automated Enrollment > Events > On Demand Event Maintenance.

3.  Schedule and Prepare the Event

Upd. Schedule Prepare

4.  Click the Election Entry button

9.2 Election Entry

5.  Please fill in the Enrollment Code, Enrollment Reason and App Received Date appropriately. Please see Overview of Enrollment Codes and Reasons Job Aid for HRS  for more information.

9.2 Enroll Code Reason

6.  Scroll down to Plan Type 67 and use the magnifying glass to locate the HSA plan that corresponds to the employee's HDHP election.

9.2 Option Code

7.  Enter the new annual HSA election from their enrollment form.

  •   If this is a 9-month employee with an override, you will need to calculate the new override by taking the new annual pledge and dividing that by the number of payrolls remaining in the year minus the summer months of June, July, and August.

8.  Click the calculate button to calculate the Per Pay Period amount.

9.2 Annual Pledge

9.  Scroll to the bottom of the page and click the OK button to return to the On Demand screen.

10.  Click the Validate/Finalize button.

9.2 Validate Finalize

Note:  UW-Shared Services will calculate and enter the Employer contribution for the HSA. The employee will receive the Employer contribution prorated throughout the remainder of the year.

  • Single HDHP: $750/year, prorated at $62.50/month 
    • Example: Coverage starts 3/1 (March through December coverage= 10 months * $62.50/mo)
  • Family HDHP: $1500/year, prorated at $125/month
    • Example: Coverage starts 3/1 (March through December coverage= 10 months * $125/mo)
  • FTE < 1044 Hours:When the employee’s FTE is less than 1044 hours (50%), they will only receive ½ of the ER Contribution, prorated.
    • Example: Employee is 40%, so is only eligible for ½ of the employer contribution. Employee will receive $375/year for Single HDHP plan, or $750/year for Family HDHP plan, pro-rated ($31.25/month for Single HDHP plan, or $62.50/month for Family HDHP plan).

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KeywordsHDHP HSA Enrollment New Employees On-boarding On-board Benefit Health High Deductible Health Plan Health Savings Account Saving TASC hire rehire BN, Benefits BN, Benefits   Doc ID48803
Ownererinn b.GroupUW–Shared Services
Created2015-03-16 10:30:08Updated2024-05-14 10:48:41
SitesUW–Shared Services
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