Enrolment/Change/ Termination & Earnings … & Earnings Spreadsheets Version 2.0 Page 3 Healthcare...

Enrolment/Change/ Termination &

Earnings Spreadsheets OVERVIEW & INSTRUCTIONS

3 Easy Steps to Submit

SPREADSHEETS

1. Save

2. Complete

3. Email

Table of Contents Enrolment/Change/Termination Spreadsheet Overview ......................................................................1

Employee Events Requiring Spreadsheet Completion ...................................................................1

Mandatory Employee Information................................................................................................1

Employee Event Descriptions.......................................................................................................2

Enrolment/Change/Termination Spreadsheet Instructions ..................................................................3

Step 1 - Save Enrolment/Change/Termination Spreadsheet.........................................................3

Step 2 – Complete & Save Enrolment/Change/Termination Spreadsheet ......................................4

First Time Spreadsheet Completion.............................................................................................. 4

Subsequent Monthly Spreadsheet Completion ..............................................................................6

Step 3 – Email Completed Enrolment/Change/Termination Spreadsheet ......................................6

Earnings Spreadsheet Overview ..........................................................................................................7

Mandatory Employee Information................................................................................................7

Earnings Spreadsheet Instructions......................................................................................................8

Step 1 – Save Earnings Spreadsheet............................................................................................. 8

Step 2 – Complete and Save Earnings Spreadsheet ......................................................................9

First Time Spreadsheet Completion:............................................................................................. 9

Subsequent Monthly Spreadsheet Submission ............................................................................12

Step 3 - Email Completed Earnings Spreadsheet........................................................................12

Tips for Successful Spreadsheet Completion..................................................................................... 13

Enrolment/Change/Termination Spreadsheet:...........................................................................13

Earnings Spreadsheet:...............................................................................................................14

Enrolment/Change/Termination Spreadsheet – Sample Tab..............................................................15

Earnings Spreadsheet – Sample Tab..................................................................................................16

Healthcare Benefit Trust

Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 1


Enrolment/Change/Termination Spreadsheet Overview The information in the enrolment/change/termination spreadsheet is required to communicate any enrolment changes or updates to Healthcare Benefit Trust (HBT) for processing and accounting purposes.

Employee Events Requiring Spreadsheet Completion New hire enrolment (submit in month that coverage becomes effective) Termination (submit in month that coverage terminates – includes laid off status) Name and address change Leave of absence (LOA):

» LOA – without Benefits (stop date) » LOA – without Benefits (start date) » LOA – with Benefits (stop date) » LOA – with Benefits (start date)

Product change (transfer to new product set) Product change (add new product set) Note: Submissions are restricted to employee events (as listed above). Status quo information is not required. Include all events for the month being reported in one file. To assist you, a list of requirements for capturing typical enrolment activities has been provided. You will need to provide mandatory and employee event information with each submission.

Mandatory Employee Information Employee number Account number Product set (link available on enrolment/change/termination spreadsheet on HBT’s Member

Portal) Employee status (Full-time; part-time; casual; terminated; leave with or without benefits) Social insurance number (9 digits only – no spaces, dashes or slashes) Last name First name Information required for employee event Middle initial (if none, please leave blank) Gender initial (M or F) Birth date: format is YYYYMMDD (year, month, day) Phone number: 10 digits only – no spaces, dashes or slashes Street address Line 1 Street address Line 2 (if required) City Province: 2 digits only – no spaces or periods Employee hire date: format is YYYYMMDD (year, month, day) Fill in information regarding specific employee event Note: Submit all eligibility changes in the month when coverage begins or ends.


Employee Event Descriptions New Hire New employee eligible for benefits ....................... Submit at effective date for earliest product

Name and Address Name change ....................................................... Legal name change, marriage, divorce,

adoption Address change.................................................... Address, phone

Termination ............................................................... Employment ceases (voluntary, involuntary,

retirement, deceased) LOA without Benefits (stop date).............................. Employee who begins LOA and chooses to

terminate all benefit coverage LOA without Benefits (restart date) .......................... Employee who ends LOA and restarts benefit

coverage LOA with Benefits (stop date) ................................... Employee who begins LOA and chooses to

remain on benefit coverage. Use stop date for benefit(s) that are discontinued

LOA with Benefits (restart date) ............................... Employee who ends LOA and restarts all or

partial benefit coverage Product Set Change (transfer to new product set) ...... Employee that transfers to a new benefit group Product Set Change (add new product set)................. Employee hired into a new or additional job

class DO NOT COMPLETE ENROLMENT/CHANGE/TERMINATION FORM FOR:

LTD (Long Term Disability) Acceptance ……………………………Contact Go Live Team Member

Dependent Life changes for employees accepted on LTD ……Contact Go Live Team Member

Submission Date Changes must be sent to HBT monthly. Refer to Step 3 for detailed instructions.

» 2 business days after your last pay period end date of the month (e.g. Pay period end date: April 30; due to HBT is two business days later on May 4th)




Enrolment/Change/Termination Spreadsheet Instructions

Step 1 - Save Enrolment/Change/Termination Spreadsheet

a) Save a blank spreadsheet to your desktop for use as a template. Refer to the instructions and sequence of images listed below: Click File A pull down menu of options appears, click Save As Click Desktop to choose the desktop as the storage location for the file In the box labelled File name use the following naming convention: your new group

number + word enrol + word template Click Save

Sample: 12345enroltemplate – No spaces, dashes or slashes

b) Fill in the spreadsheet, following instructions found in Enrolment/Change/Termination

Instructions Step 2, on next page

c) Remember to re-save your completed enrolment/change/termination spreadsheet with the current year and month. The naming convention to use for your monthly submission to HBT is: new Group number (4 or 5 digits) + the word enrol in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345enrol0904.xls - No spaces, dashes or slashes



Step 2 – Complete & Save Enrolment/Change/Termination Spreadsheet The information in the enrolment/change/termination spreadsheet is required to communicate any enrolment changes or updates to HBT for processing and accounting purposes.

First Time Spreadsheet Completion a) Open the enrolment/change/termination spreadsheet

b) Enter mandatory and employee event data in the appropriate spreadsheet column from

January through to the month of submission’s pay period end date. For example, if first submission is in April, you need to enter data from January through to the March pay period end date

Enter mandatory fields (described below)

Mandatory Fields

Employee Number

Enter your employee’s payroll identification number. If you do not use employee payroll numbers, please use the same employee identification number for reporting month. This cell cannot be left blank

Account Number

Each organization has a specific account number. Refer to the New HAL - Reference Numbers Account Number and Product Set table in the Go Live package, or view the information from HBT’s Member Portal HALibut News section – Go Live Resources - New HAL Org Cross Ref.xls

Product Set

Each organization has a specific product set. Refer to the New HAL - Reference Numbers Account Number and Product Set table in the Go Live package, or view the information from HBT’s Member Portal HALibut News section – Go Live Resources - New HAL Org Cross Ref.xls

Employee Status

Employee Status changes can affect benefit coverage and must be correctly recorded, refer to examples below: FT = Full time PT = Part time CA = Casual (only if eligible for benefits) TE = Terminated LB = Leave of absence with benefits LN = Leave of absence without benefits

Social Insurance Number Nine digit employee SIN (no spaces, dashes or slashes). This number will not be published or shown in reporting

Last Name Employee’s last name First Name Employee’s first name Middle Initial Employee’s middle initial. If none, please leave blank Gender M = Male; F = Female

Birth date YYYYMMDD format must be used (4 digit year + 2 digit month + 2 digit day - no spaces, dashes or slashes)

Phone Number Ten digit number includes area code (no spaces, dashes or slashes) Street Address – Line 1 Street address Street Address – Line 2 Street Address – use as required City City Province Two character abbreviation only, e.g. BC Postal Code Six characters (no spaces, dashes or slashes)

Employee Hire Date Format must be YYYYMMDD (4 digit year + 2 digit month + 2 digit day - no spaces, dashes or slashes)

https://www.hbt.bc.ca/map/files/HAL/New_HAL_Org_Cross_Ref.xls




Enter employee event fields (described below): » New hires that occurred from January through to current reporting pay period end date » Terminations that occurred from January through to current reporting pay period end

date » Employees currently on LOA (except LTD) that occurred from January through to

current reporting pay period end date » Refer to spreadsheet samples tab to see examples of each event.

c) Review your data entry for accuracy

d) Save your completed spreadsheet. The naming convention to use for your monthly

submission to HBT is: new group number (4 or 5 digits) + the word enrol in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345enrol0904.xls - No spaces, dashes or slashes

Employee Events

Employee Hire Date Format must be YYYYMMDD (year, month, day - no spaces, dashes or slashes) Note: Employee hire date is a mandatory field

Termination of Employment Date of employee termination. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes)

Termination Reason Code

There are only three accepted reasons for termination: Termination of employment Deceased Change of product set for employee

Effective Date Effective date of coverage. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes)

LOA Stop Date Effective date that coverage stops due to LOA with or without benefits – see appropriate column. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes)

LOA Restart Date Effective date that coverage restarts after a LOA with or without Benefits – see appropriate column. Format must be YYYYMMDD (year, month, day - no spaces, dashes, or slashes)



Remember:

Enter required information in each column, refer to sample completed spreadsheet on page 15 Do not enter spaces, dashes or slashes in your formatted data

Subsequent Monthly Spreadsheet Completion a) Open the enrolment/change/termination spreadsheet and submit data for the month of

submission only: Enter mandatory fields Enter employee event fields

» Refer to spreadsheet samples tab to see examples for each event

b) Review your data entry for accuracy c) Save your completed spreadsheet. The naming convention to use for your monthly

submission to HBT is: new Group number (4 or 5 digits) + the word enrol in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345enrol0904.xls - No spaces, dashes or slashes

Remember: No further retroactive data entry is required for the entire group Individual situations may necessitate retroactive data entry

Step 3 – Email Completed Enrolment/Change/Termination Spreadsheet a) Submit the data using your choice of secure data transfer method

For data transfer options, refer to the Secure Data Transfer Instruction document located in the HALibut -Go Live Resource section of HBT’s Member Portal

b) Email HBT with your spreadsheet name in the subject title (refer to sample on following page)

You will need to send two, or three emails per month. » One email for the Enrolment/Change/Termination spreadsheet » Second email for the Earnings spreadsheet (refer to instructions enclosed) » Third email to notify HBT of your chosen password that is protecting the data (use

same subject name as spreadsheet emails) *Use the same password each month

Email to [email protected]

SECURITY NOTE: Never send document and password in same email message

mailto:[email protected]



Earnings Spreadsheet Overview The information in the earnings spreadsheet is required to communicate any earning changes or updates to HBT for processing and accounting purposes. Complete the earnings spreadsheet and record contributory earnings for: All active eligible employees All applicable pay period(s) - there may be two or three pay periods per month When a person moves from one product set to another within the reporting period When a person has contributory earnings for two product sets within the same reporting period

» Ensure you record only one product set per line, multiple lines may be required » Ensure you record applicable earnings per product set, multiple lines may be required

To assist you, a list of requirements for capturing typical earnings activities has been provided. You will need to provide mandatory employee information with each submission.

Mandatory Employee Information Employee number Account number Product set (link available on earnings spreadsheet on HBT’s Member Portal) Social insurance number (9 digits only – no spaces, dashes or slashes Last name First name Middle initial (if none, please leave blank) Annual earnings (only for Group Life and AD&D benefits with a multiple of earnings) Pay period (pay period – from and to; contributory earnings for that pay period). See sample

earnings spreadsheet in this document: » Pay period one = January 23 to February 5 » Pay period two = February 06 to February 19

Note: Submit all eligible employees and record contributory earnings for all or part of the pay period Submission Date: Changes must be sent to HBT monthly 2 business days after last pay period end date Example: April 30 payroll period end date; submit to HBT two business days later on May 4th



Earnings Spreadsheet Instructions The information in the earnings spreadsheet is required to communicate any earning changes or updates to HBT for processing and accounting purposes.

Step 1 – Save Earnings Spreadsheet

a) Save a blank spreadsheet to your desktop for use as a template. Refer to the instructions and sequence of images listed below: Click File A pull down menu of options appears, click Save As Click Desktop to choose the desktop as the storage location for the file In the box labelled File name use the following naming convention: your new group

number + acronym pp + word template Click Save Sample: 12345pptemplate – No spaces, dashes or slashes

b) Fill in the earnings spreadsheet, following instructions found in Earnings Instructions Step 2

on the next page c) Remember to re-save your completed earnings spreadsheet with the format: new group

number (4 or 5 digits) + the acronym pp in lowercase + year (2 digits) + month (2 digits)

Sample File Name: 12345pp0904.xls - No spaces, dashes or slashes



Step 2 – Complete and Save Earnings Spreadsheet

First Time Spreadsheet Completion:

a) Open the Earnings spreadsheet and add the following data for your first submission. You may want to copy your December Earnings spreadsheet, if formatting was correct, and

use it as a baseline to add or adjust earnings for employees for April Enter mandatory employee information

Mandatory Employee Information

Employee Number

Enter your employee’s payroll identification number. If you do not use employee payroll numbers, use the same employee identification number for reporting month. This cell cannot be left blank

Account Number

Each organization has a specific account number. Refer to the New HAL - Reference Numbers Account Number and Product Set conversion table in the Go Live package, or view the information from HBT’s Member Portal HALibut News section – Go Live Resources - New

HAL Org Cross Ref.xls

Product Set

Each organization will have a specific product set. Refer to the New HAL - Reference Numbers Account Number and Product Set conversion table in the Go Live package, or view the information from HBT’s Member Portal HALibut News section – Go Live Resources - New HAL Org

Cross Ref.xls

Social Insurance Number Nine digit employee SIN (no spaces, dashes or slashes). This number will not be published or shown in reporting.

Last Name Employee’s last name First Name Employee’s first name Middle Initial Employee’s middle initial. If none, please leave blank.

b) Enter information in employee earnings fields and applicable pay periods (as described below):

All new hires and eligible employees for current month of submission up to pay period end date

All applicable payroll period(s) - there may be two or three pay periods per month Refer to the following pages for sample views (p.10) and descriptions (p.11) for completing

the contributory earnings per pay period.









Contributory Earnings Per Pay Period Example



c) Submit Earnings Spreadsheet data for month of submission only. For example, first

submission only includes current month’s earnings (May 1 through to May 31 pay period end dates).

d) Contact your Go Live Team for these types of events:

When a person moves from one product set to another within the reporting period When a person has contributory earnings for two product sets within same reporting

period When multiple lines are required For all other types of exceptions

Pay Period Reporting Events

Annual Earnings

Please enter the annualized earnings value for the employee. This would be the annual salary or alternately, the annual base earnings for hourly employees. Only required if you have Group Life and AD&D benefit(s) with a multiple of earnings. Please do not report zero or negative earnings.

1st Pay Period (FROM) (format is YYYYMMDD)

Provide pay period start date for the 1st payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes)

1st Pay Period (TO) (format is YYYYMMDD)

Provide pay period end date for the 1st payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes)

Contributory Earnings Per 1st Pay Period

Contributory Earnings per HBT Administration Manual. Please do not report negative earnings.

2nd Pay Period (FROM) (format is YYYYMMDD)

Provide pay period start date for the 2nd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes)

2nd Pay Period (TO) (format is YYYYMMDD)

Provide pay period end date for the 2nd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes)

Contributory Earnings Per 2nd Pay Period


3rd Pay Period (FROM), if required (format is YYYYMMDD)

For the months in which three payroll periods occur, please provide payroll period start date for the 3rd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes)

3rd Pay Period (TO), if required (format is YYYYMMDD)

For the months in which three payroll periods occur, please provide payroll period end date for the 3rd payroll run of the reporting month. Enter date format of YYYYMMDD (4 digits for year + 2 digits for month + 2 digits for day with no spaces, dashes or slashes)

Contributory Earnings Per 3rd Pay Period


Total Contributory Earnings for the Month

This cell will automatically calculate the total contributory earnings for the month



Review your data entry for accuracy e) Save your completed spreadsheet using naming convention: new group number (4 or 5 digits)

+ the acronym pp in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345pp0904.xls - No spaces, dashes or slashes

Remember:

Enter required information in each column, refer to sample completed spreadsheet on page 16 Do not enter spaces, dashes or slashes in your formatted data

Subsequent Monthly Spreadsheet Submission a) Open the earnings spreadsheet and submit data for the month of submission only:

Enter mandatory employee information Enter employee event information and payroll periods (described above) Refer to spreadsheet samples tab to see examples for each event No further retroactive data entry is required for the entire group Individual situations may necessitate retroactive data entry

b) Review your data entry for accuracy c) Save your completed spreadsheet using naming convention: new group number (4 or 5 digits)

+ the acronym pp in lowercase + year (2 digits) + month (2 digits) Sample File Name: 12345pp0904.xls - No spaces, dashes or slashes

Step 3 - Email Completed Earnings Spreadsheet a) Submit the data using your choice of secure data transfer method

For data transfer options, refer to the Secure Data Transfer Instruction document located in the HALibut -Go Live Resource section of HBT’s Member Portal

b) Email HBT with your spreadsheet name in the subject title

You will need to send two, or three emails per month. » One for the Earnings spreadsheet » One for the Enrolment/Change/Termination spreadsheet (see instructions enclosed) » Third email to notify HBT of your chosen password that is protecting the data (use

same subject name as spreadsheet emails) *Helpful Hint: use the same password each month, then you only need to send in the spreadsheets

Email to [email protected]

SECURITY NOTE: Never send document and password in same email message




Tips for Successful Spreadsheet Completion To enable successful completion of the enrolment/change/termination and earnings spreadsheets, HBT has provided some quick and easy tips.

Enrolment/Change/Termination Spreadsheet:

Review the overview, instructions and sample spreadsheet attached

Take the guesswork out – contact HBT if you have questions » [email protected] » Toll Free Number: 1.877.678.6449 » Local Number: 604.678.6449

Monthly spreadsheet submissions are required

Monthly due date: 2 business days after last pay period end date

Required documents can be found on HBT’s Member Portal:

» Group Number, Account Number and Product Set in New HAL Org Cross Ref.xls » Enrolment/Change/Termination spreadsheet » Earnings spreadsheet

To log on to HBT’s Member portal Enter the following information in your web browser:

» Enter www.hbt.ca in your web browser » Click on Employers at the bottom left hand side of the site » Type in your unique Log in ID and Password. If you do not know this information

refer to your organization Head » Your Head of organization received an email on April 21, 2009 titled, “HBT Member

Portal Access Information”. Two emails were sent: the first provided the Log in ID and the second the password. If you are unable to locate the required log in information, contact [email protected]

» You should now be on the welcome page, where you will see a HALibut section » Click on Go Live Resources under the HALibut section and you will be directed to

the Go Live resources » Select a document. You can save these documents on to your computer if you prefer

for future reference

Keep data entry clean – use data entry formats provided (no extra characters)

Formats: » Date format must be YYYYMMDD (year, month, day - no spaces, dashes or slashes) » Phone number and SIN format: enter numbers only - no spaces, dashes or slashes » Postal Code: enter letters and numbers only, no spaces

Mandatory fields are highlighted in pink: these fields must be filled in Employee event fields are highlighted in yellow: fill in as required The set-up of the spreadsheet must not be changed or altered




http://www.hbt.ca/




Earnings Spreadsheet:

You may want to copy your original earnings spreadsheet that was emailed to [email protected] early 2009

Ensure all formatting is correct

Add or adjust earnings of payroll periods for the current month of submission only.

» Note: The Annual Salary column on the Earnings spreadsheet should only be filled in if an employee has Group Life and AD&D with a multiple of earnings. If the employee receives Group Life and AD&D as a flat amount, leave the column blank – no spaces, dashes, or slashes.

Multiple of earnings: When a benefit calculation is done by multiplying the employees annual salary (e.g. 2 x annual earnings)

Flat amount: Explicit value (e.g. $50,000) » Enter pay period information (pay period 1, 2 and/or 3 if applicable)

Save your completed earnings spreadsheet using the naming convention

Sample: “12345pp0904.xls”

Review your data for accuracy prior to submitting to HBT Refer to HAL support card in Go Live package for contact information




Enrolment/Change/Termination Spreadsheet – Sample Tab



Earnings Spreadsheet – Sample Tab

Enrolment/Change/ Termination & Earnings … & Earnings Spreadsheets Version 2.0 Page 3 Healthcare...

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