Overview
This job aid shows benefits officers how to process a Time-Based Change (TBC) event when the employee's time base is changed using the PAY/TBC or POS/TBS action/action-reason codes in Job Data.
Background
- Changes to Job Data with action/reason codes PAY/TBC and POS/TBC generate TBC BAS events.
- TBC BAS events can make an employee newly eligible or ineligible for benefits.
- On the Employee Process Status Report you will see the TBC BAS events.
- You must process these TBC BAS events promptly using the On Demand Event Maintenance page to ensure benefit eligibility is correct
Process the TBC BAS events. Do not create and use an HBE or NEW BAS event to process benefits eligibility for time-base changes.
Coverage begin dates
- The Coverage begin date is equal to the first of the month from the TBC event date plus one month for plan types 10, 11, 14, 1Y, and 1Z.
- The Coverage Begin Date is equal to the first of the month from the TBC event date for plan types 20 and 23.
- The Coverage Begin Date is equal to the TBC event date for plan type 31.
- Reference: Event Class Cheat Sheet.
Coverage end dates
- The Coverage End date is equal to the first of the month from the TBC event date plus one month for plan types 10, 11, 14, 1Y, and 1Z.
- The Coverage End Date is equal to TBC event date for plan type 20, 23 and 31."
Determine type of TBC
Step 1: Determine whether the TBC Event adds eligibility or terminates eligibility.
| IF the TBC BAS Event does this | Go here |
|---|---|
| Adds benefits |
TBC Adds Benefit Options |
| Terminates Medical plan |
Enter Permitting Event Code for Terminated Medical Plan |
| Terminates Dental plan |
Enter Permitting Event Code for Terminated Dental plans |
| Terminates Flex Cash |
Enter Permitting Event Code for Terminated Flex Cash Medical/Dental Plans |
Do not use the NEW BAS event for employees who gain benefits eligibility because of a time based change. Both coverage begin, coverage end, and effective dates are pushed out an extra month for time base change eligibility changes.
Step 1: Obtain the employee's election options.
Step 2: Enter the employee's benefit options in On-Demand Event Maintenance.
- For steps, see Enter Employee Benefits with ODEM.
Step 3: Finalize the TBC Event in OnDemand Event Maintenance
- For steps, see Finalize BAS Events with ODEM.
If an employee's medical, dental and or flex cash medical/dental plans terminate because of a time base change, you cannot enter the time base change termination permitting event codes in the On Demand Event maintenance page. Instead, you must be in correction mode to enter permitting event codes on the termination rows for Dental, Medical and Medical/dental Flex Cash on the Health Benefits page after you finalize the TBC BAS event in the On Demand Event maintenance page.
CHRS finalizes the event automatically.
Step 1: Click the Navbar button to open the menu.
Step 2: Navigate to Menu > Benefits > Enroll in Benefits > Health Benefits.
Step 3: Search for the employee:
- Enter Employee search criteria.
- Check Correct History.
- Click Search.
Step 4: Use the arrow keys to select the Plan Type for Medical (10).
Step 5: In the Coverage area, use the arrows to select the termination row.
Step 6: Open the CSU Health Perm Event tab.
Step 7: Complete the permitting event row:
- Enter the Code: 502 for Medical.
- Enter the Event Date.
- Enter the HBO Rec’d Date.
Step 8: Click Save.
If an employee's medical, dental and or flex cash medical/dental plans terminate because of a time base change, you cannot enter the time base change termination permitting event codes in the On Demand Event maintenance page. Instead, you must be in correction mode to enter permitting event codes on the termination rows for Dental, Medical and Medical/dental Flex Cash on the Health Benefits page after you finalize the TBC BAS event in the On Demand Event maintenance page.
CHRS finalizes the event automatically.
Step 1: Click the Navbar button to open the menu.
Step 2: Navigate to Menu > Benefits > Enroll in Benefits > Health Benefits.
Step 3: Search for the employee:
- Enter Employee search criteria.
- Check Correct History.
- Click Search.
Step 4: Use the arrow keys to select the Plan Type for Dental (11).
Step 5: In the Coverage area, use the arrows to select the termination row.
Step 6: Open the CSU Health Perm Event tab.
Step 7: Complete the permitting event row:
- Enter the Code: 38 for Dental.
- Enter the Event Date.
- Enter the HBO Rec’d Date.
Step 8: Click Save.
Use this procedure when the employee's Flex Cash Medical or Flex Cash Dental Enrollments terminate because of a Time Base Change where the employee is no longer eligible for the benefit.
If an employee's medical, dental and or flex cash medical/dental plans terminate because of a time base change, you cannot enter the time base change termination permitting event codes in the On Demand Event maintenance page. Instead, you must be in correction mode to enter permitting event codes on the termination rows for Dental, Medical and Medical/dental Flex Cash on the Health Benefits page after you finalize the TBC BAS event in the On Demand Event maintenance page.
Step 1: Click the Navbar button to open the menu.
Step 2: Navigate to Menu > Benefits > Enroll in Benefits > Health Benefits.
Step 3: Search for the employee:
- Enter Employee search criteria.
- Check Correct History.
- Click Search.
Step 4: Use the arrow keys to select the Plan Type for Medical or Dental Flex Cash (1Z or 1Y).
Step 5: In the Coverage area, use the arrows to select the termination row.
Step 6: Open the CSU Health Perm Event tab.
Step 7: Complete the permitting event row:
- Enter the Code.
- Enter the Event Date.
- Enter the HBO Rec’d Date.
Step 8: Click Save.
Sometimes, HR, Payroll, or Faculty Affairs keys in the wrong action/reason code for time-base changes. If this happens, you will need to create the TBC BAS event.
After creating the TBC BAS event in the Review BAS Activity page, process the TBC BAS events promptly using the On Demand Event Maintenance page to ensure benefit eligibility is correct.
Do not create an HBE BAS event in place of a TBC BAS event. The coverage begin and end dates are different.
Step 1: Create the TBC Event on the Review BAS Activity page.
- For steps, see Review BAS Activity
- Event type: TBC
- Event Date: Use the Effective Date of the Time-Based Change.
End of Article
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