Review of Benefit Processes

Terminations – Timeliness!! Either fill out form and fax – or – Scan & email – if email, send all same information, including address and term date Email – can acknowledge immediately Need time to get the termination packet mailed out and they need time to act on it whether medical coverage or “life only” Please reconcile your billings monthly – if we missed something, we will fix it, but you are the safeguard to that process.

Lay Detail on Insurance Billing

Termination of Employee Benefits

Timely Enrollment is Critical: Consequences of Late Enrollment Entered late to Wellmark system ID cards do not arrive when they should “temporary” paper cards may be needed: (which aren’t going to happen at 4 PM on a Friday afternoon!!) Prescriptions are “POS” – Point-of-sale; if not in Wellmark system, employee; Can't get their prescription, or Pay full price & file paper claim

Consequences of Late Enrollment Billing adjustments don’t get into the system on time – you don’t receive premium amounts in time for payroll Adjustments to billing Adjustments to payroll Adjustments to tax filings

Enrollment….. Forms at the end of the month Keep in mind that we need at least 2 business days at the end of the month: To balance (our internal controls to make sure we got everything done for each employee) To get billing produced & ready to mail

Late Enrollment….. Correct & complete forms must be received before last 2 business days of the month. Forms received the last 2 business days of month will not be reflected in your invoice total. Will receive an adjusted billing before the 15th of the month when the money is deducted from location account.

Late Enrollment…..continued Can I make up for ‘lost time’ by scanning/emailing or faxing forms? Will review scans/faxes to assure correct completion, BUT Never enter employees to Wellmark w/out original forms New employees only enrolled when original hard-copy forms are received, correctly completed

New Employee Checklist REVISED

Enrollment Process Five (5) forms that must be sent to the Diocese of Sioux City HR office for each full-time employee: Health / Life / Dental insurance application (white sheet; colored grids on front) Supplemental Life application / waiver (purple sheet) 401K Enrollment form with signature page (tear-out from enrollment booklet) 401K Beneficiary form with signature page (tear-out from enrollment booklet) Eagle Ridge Cafeteria Enrollment

Enrollment Process Please remember that all of these forms must be given to employee & returned - even if the employee is choosing to waive health coverage or supplemental life.

#1 Enrollment Form

#1 Enrollment Form

#1 Enrollment Form

#1 Enrollment Form

Wellmark SBC-2 plans

UNUM Life Insurance Certificate

Description Booklet will be in SmartVault “Public Folder” after Wellmark Plan Description Booklet will be in SmartVault “Public Folder” after 7-1-17

Supplemental Life Insurance Form #2

Supp Life Form #2 When an employee first starts employment is only time can enroll without having to prove good health for self or dependents. If they are at all interested, have them enroll now when first eligible. Do not have new employees complete the “Evidence of Insurability” form EOI only for adding coverage during open enrollment or “change of family status”.

#2 Supp Life Form Don’t forget to sign it!!

#2 Supp Life Form

# 4 – 401(k) Beneficiary Form # 3 - 401(k) Enrollment Form # 4 – 401(k) Beneficiary Form

New employees are enrolled at 5% unless they opt out or use different % The employer match is 1 to 1, percentage to percentage No fractions (2.5%) No “flat amounts” ($150/pp) 401(k) employee employer deferral contribution 1% → 2% 3% 4% 5%

Effective 7-1-2018 → Increase the possible employer match by 1% No fractions (2.5%) No “flat amounts” ($150/pp) employee employer deferral contribution 1% → 2% 3% 4% 5% 6%

# 3 401(k) Enroll Form

# 3 401(k) Enroll Form

# 3 401(k) Enroll Form

# 3 401(k) Enroll Form

# 4 401(k) Beneficiary Form

# 4 401(k) Beneficiary Form

This is the only pre-tax plan offered!! 401(k) – Active Priests About half of active Priests have enrolled – encourage the remainder to consider This is the only pre-tax plan offered!! Priests have same parameters as lay staff Match % to % up to 5% for employer Fill out the same forms lay staff Add Father to your contribution report, just like lay staff

Active Priests moving in June: 401(k) – Active Priests Active Priests moving in June: Need to have 401k Elective Deferral / Change form completed, so you know what to deduct Add Father to your contribution report, just like lay staff Letter informing priests what is needed, along with copy of the form

Remittance Process Using “SmartVault” dramatically increases Security of our information transmittal Efficiency of payment process However…… Still getting paperwork late Paperwork not in correct format Downloading reports for the wrong month “Lose” SmartVault from one month to the next

Late 401k paperwork…. Contribution reports (both pages) must be received at the Chancery by the 8th of each month for the previous month Federal Law: must have all employee contributions in the employee’s account “as soon as reasonably possible,” but no later than the 15th day of each month for the previous month There are no exceptions

Sample Contribution Report in SmartVault

401(k) Spread-sheet Format Spreadsheet must be in Excel and must be in this format. EEID with no dashes EE column and then ER column

Save SmartVault location in your “Favorites” in your browser

SmartVault Location: Use link below https://scdiocese.smartvault.com

#5 Cafeteria Plan New Enrollees EF 1-1-2015, our plan allows a $500.00 carryover at the plan year end.  New employees need to plan their deductions so their claim dollars are under $500.00 by the end of the plan year.

#5 Cafeteria Plan Enrollment Reminders: Limit of $2,500 per person on medical flex per year Do not need to be on our insurance to participate!! Can use for any dependent family member (if they are listed on the form) Sign the form!!

#5 Cafeteria Plan

#5 Cafeteria Plan Reminders: For those with dependent care: must also have dependent form for each care- giver Limit of $5,000 per year for payroll withholding If you don’t use it, you will lose it! Be conservative!

To Review: 5 forms sent in for new FT employee: Health / Dental & Basic life application Supplemental Life application / waiver (purple form) 401K Enrollment form (found in booklet) 401K Beneficiary form (also in booklet) Cafeteria enrollment form (Eagle Ridge) (You can mail the Eagle Ridge form directly to Eagle Ridge, if you prefer)

Health / Basic Life Application Make sure that the employee has given a complete address, phone number & e-mail address (if possible). Unless they cannot write at all, have them write in their own name…… Did employee make benefit choices? (Did they mark something in each area)? List at least one life insurance beneficiary for Basic Life? If they waived any coverage, did they complete the back side? Did the employee sign & date the form? Did you complete the colored lines at the bottom????!! You know, where it says “Full time employment date” etc.!!