Entering New Hire HSA and HDHP Enrollments in HRS

Overview

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

Process Considerations:

/images/group61/shared/9.2_Warning_Sign.png  Warning!  If an employee is changing their HSA election, follow the steps outlined under Procedure Steps: Entering an HSA Election Change.

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Instructions for Paper Applications

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

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: 

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.

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.

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