Enrolment/Change/ Termination & Earnings Spreadsheets OVERVIEW & INSTRUCTIONS 3 Easy Steps to Submit SPREADSHEETS 1. Save 2. Complete 3. Email
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
Healthcare Benefit Trust
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.
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 2
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)
Healthcare Benefit Trust
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 3
Healthcare Benefit Trust
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
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 4
Healthcare Benefit Trust
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)
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 5
Healthcare Benefit Trust
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)
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 6
Healthcare Benefit Trust
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
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 7
Healthcare Benefit Trust
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
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 8
Healthcare Benefit Trust
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
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 9
Healthcare Benefit Trust
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.
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 10
Healthcare Benefit Trust
Contributory Earnings Per Pay Period Example
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 11
Healthcare Benefit Trust
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
Contributory Earnings per HBT Administration Manual. Please do not report negative earnings.
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
Contributory Earnings per HBT Administration Manual. Please do not report negative earnings.
Total Contributory Earnings for the Month
This cell will automatically calculate the total contributory earnings for the month
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 12
Healthcare Benefit Trust
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
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 13
Healthcare Benefit Trust
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
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 14
Healthcare Benefit Trust
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 & Earnings Spreadsheets Version 2.0 Page 15
Healthcare Benefit Trust
Enrolment/Change/Termination Spreadsheet – Sample Tab
Enrolment/Change/Termination & Earnings Spreadsheets Version 2.0 Page 16
Healthcare Benefit Trust
Earnings Spreadsheet – Sample Tab