You will create a single Excel spreadsheet that contains all worksheets. On all worksheets, do the following:

• Add a Notes/Comments column.
• Resize the columns to see everything clearly.

• Initially, this worksheet contains all the data on the PeopleSoft Benefits Data vs. PIMS Payro download. However, you will remove rows from this worksheet to create the following worksheets:
  • LWOP
  • FERPS
  • Inactive Ben Prog
  • VSP Premier - Plan Type 14
• After you remove the rows for these worksheets, Working List contains remaining employees that are not placed on other worksheets. You can then start working directly on this worksheet.

What to do on this worksheet:

• Review and resolve Plan Type 60 and 61 (HCRA/DCRA) first.
• Review and resolve Plan Type 10, Medical issues second.
• Mismatched Deduction Code between PS and PIMS – this is a common error on the Working List worksheet. Check to see what medical benefit plan the employee is enrolled in in PeopleSoft and compare it to the medical plan in CalPERS. Also, review the employee’s applicable HBD-12 form. If the plan differs in CalPERS and the employee’s HBD-12 form from PeopleSoft, correct the employee’s medical benefit plan in PeopleSoft by reprocessing the applicable enrollment BAS event and reprocessing all BAS events from that point forward through the current BAS event. Note, the solution may also mean that a new effective-dated BAS event may need to be added to complete the correct enrollment.

This worksheet contains all the data that you downloaded from New Benefits Enrollment tab from QuickSight. The Recent new hires and newly benefit-eligible employees who have been enrolled into benefits and the column Error message is ‘New Election as of: ##/##/####’. Use this listing in your new hire audits to verify correct.

This worksheet contains all the data that you downloaded from the Terminated Benefit Enrollments tab from QuickSight. Recent benefit plan terminations (also includes waive (voluntary cancel) where the employee was previously enrolled) and Values message is ‘Election Termination Date: ##/##/####’. Use this listing in your benefit plan termination audits to verify correct.

• This worksheet contains all the data that you downloaded from PIMS Deductions with no PeopleSoft tab from QuickSight.
• Employees who are enrolled in certain benefit plans per the PIMS system, but not per the PeopleSoft system. Select the column G Cvg Type equal to Employer-Paid and Employee-Paid. Review and take the appropriate action to clear this message. One of these systems is correct. Determine which one.
• Compare employees against prior CSU Payroll Audit Deduction Report to see if employee is on the report.
• Always check the B003 Compendium Report and the Benefits 360 Dashboard to see if shared employee with another CSU campus, and always check the Override Benefits Eligibility Excel document to see if the employee has overwritten benefits eligibility.

To create this worksheet:

• Create a new worksheet tab, named LWOP.
• Move employees from the Working List where the Value message is ‘Leave without Pay.’

What to do on this worksheet:

• Compare employees against prior CSU Payroll Audit Deduction Report to see if employee is on the report.
• Employees who show a status as Leave of Absence in PeopleSoft (not paid Leave of Absence) and column K (in 9.0) column O (in CHRS) on the report says, ‘Leave without Pay.’.
• Verify that employees on the LWOP worksheet are on leave without pay, and that they have been offered the direct pay option to maintain their benefit coverage, and if they have not been offered that option, offer that option to the employee.
• Note on the worksheet the date and communication medium used to offer the employee the direct pay option.
• Employees are responsible for paying both the employee cost and employer cost of the benefits while on direct pay coverage.
• If the employee is on a long-term disability, make sure to fill out and submit the long-term disability claim form to The Standard. Note on the worksheet when you fill out and submit the long-term disability worksheet to The Standard, in addition to placing this form into the employee’s file.

To create this worksheet:

• Create a new worksheet tab, named FERPS
• Move employees from the Working List where the Message is ‘FERP - No Ded past 12 months.’

What to do on this worksheet:

• Employees with issues/errors related to FERP Vision enrollment.
• Compare employees against prior CSU Payroll Audit Deduction Report to see if employee is on the report.
• Employees are eligible for FERP Vision for a total of 5 years. Sign into PeopleSoft and go to Benefits > Interface with Providers > CSU FERP Vision Deduction to see FERP employees who are Active, on a Work Break and Terminated. The FERP Elig End Date appears, along with the last time the FERP premium was paid, processed via the SCO interface. Note that for FERP premiums paid via the benefits SCO MISC Form, the FERP Premium Paid date on the CSU FERP Vision Deduction page in PeopleSoft is not updated, so be sure to manually track employees with manually paid annual premiums.
• FYI Only – The FERP Annual Premium Process: Go to the CSU FERP Vision Deduction page (Benefits > Interface with Providers) each semester and then review and select to Pay Spring appointments in February to make effective dated 3/1 and review and select to pay Fall appointments in September for 10/1 effective date. This is a coordinated exercise that should occur between Faculty Affairs, Payroll and Benefits to identify the active FERP appointments. The annual FERP Vision Deduction is transmitted to the SCO via the SCO Interface. Do not check mark the Work Break or Terminated appointments.
•  Before February 15 of each calendar year, Benefits must go to CSU FERP Vision Deduction page in PeopleSoft and select to pay Spring FERP appointments on this page, and before September 15 of each calendar year, Benefits must go to CSU FERP Vision Deduction page in PeopleSoft and select to pay Fall FERP appointments on this page. Note that you cannot submit and transmit a FERP deduction until the FERP deduction is in PIMS (Payroll keys the appointment in Job Data and then creates a PPT and keys the appointment into PIMS).

To create this worksheet:

• Create a new worksheet tab named Inactive Ben Prog
• Move employees from the Working List where the Benefit Program column equals RET, TER, and NOB benefit programs.

What to do on this worksheet:

• This is a list of employees in the RET, TER and NOB benefit programs who show as enrolled or terminated (Coverage Elect = E or T) in benefit plans in PeopleSoft but have a coverage or deduction discrepancy between PIMS and PeopleSoft.
• For the most part, the employees on this worksheet are recently terminated or retired employees who have benefit plans active until the first of the following month, and the majority of the employees listed have no issues. If the terminated employee’s Benefits are active until a future date (i.e., the first of the following month), you can ignore the employee on this particular worksheet.
• If an employee is on the Inactive Ben Prog worksheet with terminated benefits for an old effective date, check to see in PeopleSoft when the termination row was created in the CSU SCO Interface Inquiry page (reference the Election Date on the CSU SCO Interface Inquiry page). If the Election Date and the submission date is prior to the 15th of the previous month, check the employee’s deduction in PIMS to see if it was terminated. If Vision, Life, LTD and Dental (if you are a campus that transmits dental enrollments to the SCO in lieu of submitting Form 692) was not terminated in PIMS, resubmit the original SCO Interface termination transaction(s) for each applicable plan type for the employee on the SCO Interface Inquiry page. Note that if the original benefit plan termination transaction was sent to the SCO before the campus Payroll department keyed the termination transaction into PIMS, the employee’s deduction will still be active in PIMS. If you find that a benefit plan enrollment or termination transaction for an old date was never submitted to the SCO, then you will need to fill out and submit the applicable SCO form (MISC, 692 or 674).
• For most classifications, an NOB benefit program employee can be enrolled in HCRA/DCRA and that is correct. NOB benefit program no longer means not benefit eligible. It means that an employee is not eligible for mandatory benefits and core benefits except for HCRA/DCRA. It is rare that an NOB employee is enrolled in HCRA/DCRA, but it can happen and is generally valid.
• Compare employees against prior CSU Payroll Audit Deduction Report to see if employee is on the report.
• Review each employee and verify that the benefit program and current benefit plan enrollment is correct.
• It is common to find retired or terminated employees in this section of the report who are still enrolled in benefit plans due to the original RET or TER BAS event date being disconnected. To resolve, make sure the disconnected TER or RET BAS event is voided, and then reprocess the employee’s replacement RET and TER BAS events, then verify that all benefit plans have terminated for the employee.

To create this worksheet:

• Create a new worksheet tab named VSP Premier - Plan Type 14
• Move employees from the Working List where the benefit plan (Cov Typ is 14, and Plan is VSP) and when the error message is Mismatch Deduction Code.

What to do on this worksheet:

• This is a list of employees who are enrolled in the VSP Premier plan. This is not a list for you to review for errors. It is an FYI listing, butt it can be helpful for troubleshooting VSP issues.
• If an employee says that they ‘lost’ their VSP Premier coverage, sign into PeopleSoft and confirm that they are enrolled in VSP Basic, and then sign into PIMS and confirm that the VSP Basic and the VSP Premier deductions are in place.
• Each month, compare the new VSP Premier worksheet against last month’s VSP Premier worksheet to identify 1) employees who are no longer on the list, and 2) newly added employees. Then review those identified employees to ensure that they have the correct enrollment in PeopleSoft and deduction codes in PIMS. Doing this verification is a proactive approach to avoid getting a phone call from the employee that they do not have or have lost their VSP Premier vision coverage. If the employee is not enrolled in basic vision and is qualified for vision and was enrolled in VSP Premier, the employee and their dependents (if applicable) will lose their VSP Premier enrollment. Make sure to enroll the employee and the applicable dependents into basic vision and contact VSP as soon as possible to alert them that the employee is enrolled in basic vision if this situation occurs.