SEBB Annual Open Enrollment ends Monday, November 21

Sand timer showing sand running out

Time is running out … have you made your changes?

Make changes online through SEBB My Account until 11:59 p.m. on Monday, November 21, 2022.

  • If adding a dependent, submit copies of the required dependent verification documents through SEBB My Account or with your paper form.
  • If required, attest to premium surcharges online or use the 2023 Premium Surcharge Attestation.
  • Submit all required forms to your payroll or benefits office as required no later than November 21, 2022.

Medical Flexible Spending Arrangement (FSA), Limited Purpose FSA, and the Dependent Care Assistance Program (DCAP)

  • Visit the Navia Benefits Solutions website to enroll for 2023. You will be asked to log in or create an account through Secure Access Washington to enroll online, or you can download and complete Navia’s Open Enrollment.
  • Navia Benefits Solutions must receive your enrollment no later than November 21, 2022.
  • You must enroll in an FSA each year you want to participate. Enrollment does not automatically continue from year to year.
  • You cannot have both a Limited Purpose FSA and a Medical FSA, nor can you have a Medical FSA and be enrolled in a consumer-directed health plan (HDHP) with a health savings account (HSA).

Kaiser Permanente Washington Options (KPWA Options) Access PPO 1, 2, and 3 plans are closing. If you are currently enrolled in one of these, you will need to enroll in a new plan. If you do not enroll in a new plan during annual open enrollment, the SEBB Program will automatically enroll you in:

  • The new KPWA Options Summit PPO 1, 2, or 3 if you live or work in a county where one of these plans is offered.
  • UMP Achieve 1 if you do not live or work in a county where KPWA Options Summit 1, 2, or 3 is offered.

The Premera Peak Care Exclusive Provider Organization (EPO) plan is closing. The Premera Blue Cross HMO plan will replace the Premera Peak Care EPO plan.  If you are currently enrolled in Premera’s Peak Care EPO plan, you will be automatically enrolled in their HMO plan unless you chose a new plan.

If you have questions, contact Amy Griffin at agriffin@osd.wednet.edu or by phone at 360-596-6187. 

Annual Benefit Open Enrollment begins October 31

Open enrollment is your opportunity to make changes to your benefit plans. All changes made during open enrollment are effective January 1, 2023.

SEBB Benefit Information:

  • What changes can you make? Learn about the changes you can make on the HCA website under Open Enrollment.
  • Learn about the changes for the 2023 SEBB Benefits – SEBB has important changes for 2023 regarding Kaiser Options Access PPO plans and Premera Peak Care EPO Plans.  Make sure to visit the HCA website under Open Enrollment to understand how these changes affect you. 
  • How do I make changes? Log in to SEBB my Account and submit your changes between October 31 and November 21, 2022. 
  •  Look for your SEBB Intercom newsletter – It was mail/emailed by Health Care Authority and has important information regarding open enrollment.

Important Dates:

  • October 31: Open Enrollment Begins
  • November 1-10: In-person benefit fairs are scheduled at eight locations around the state.
  • November 2: SEBB Facebook Live Q&A about open enrollment at 4 p.m.
  • November 21: Last day to make changes to your SEBB benefits.
  • January 1, 2023: New plan year begins. Open enrollment changes become effective.

NW Benefit Advisors Information:

  • What plans are offered? – Short Term Disability, Accident, Critical Illness, Genomic Life, Hospital, Permanent Life Insurance with Long Term Care, Legal Assistance, Identity Theft, Pet Insurance, and PayActiv.
  • What changes can you make? Learn about the changes you can make on NW Benefit Advisors website.  
  • Learn about the voluntary benefit options – Sign up for a voluntary benefit webinar with one of the many providers. 
  • How do I enroll or make changes? Schedule a telephone appointment on their website or click to schedule.

If you have questions about your benefits or SEBB my account, please contact your benefits administrator Amy Griffin at agriffin@osd.wednet.edu.

Notice to DRS members and retirees — public records request

The Department of Retirement Systems (DRS) has asked us to notify OSD employees about an upcoming information release in response to a public records request submitted by an individual named E.H. Baxter.

DRS received a public records request from an individual named E.H. Baxter for a copy of The Seattle Times’ public records request of July 1, 2022, and a complete copy of all records provided. A copy of the notice is posted on the DRS website.

DRS intends to provide the information items listed above to Mr. Baxter on November 18, 2022.

If you are the subject of this public records request, no action is required of you. If you want additional information or have questions about the request, please contact DRS at (844) 704-6780 or email drs.pdrnotice@drs.wa.gov.

A note about injunctive relief: Individuals who are the subject of a records request often ask if they can seek a court order to prevent the release of their records. Under state law, an agency could be enjoined from releasing records if a court finds that the release “would clearly not be in the public interest and would substantially and irreparably damage any person, or would substantially and irreparably damage vital governmental functions.” To enjoin DRS from releasing records in the current request, the Department would need to be served with an injunction prior to the scheduled release date listed above. State agencies cannot provide advice on whether to seek an injunction or whether such an attempt would be successful.

DRS makes no guarantee regarding the security of the records once in the hands of Mr. E.H. Baxter, nor does DRS take any responsibility for how he uses them.

Learn more about the Deferred Compensation Program

Calculator with accounting sheet and pen

Did you know you can save even more for retirement with the Washington State Deferred Compensation Program (DCP)?

DCP is a supplemental retirement savings program administered by the Department of Retirement Systems (DRS). 

Why save with DCP?

  • You can save with as little as $30 per month
  • Your contributions are tax-deferred so if you save $100 per month, your paycheck may only be reduced by $85
  • You don’t need to know anything about investing –- if you complete the Quick Enrollment form, a professional team will invest for you
  • Getting started late? That’s okay! You can save as much as $20,500 this year, and even more if you are age 50 or older

To learn more about DCP, visit the DCP website at drs.wa.gov/DCP and watch this short DCP video.

Ready to get started?

Complete the DCP Quick enrollment form and mail or fax the form to DCP.

If you have funds in another tax-deferred account that you would like to roll into your DCP account, complete and mail in the Rollover-in form.  Also, don’t forget to contact the custodian of that account to request the rollover of funds.

It’s never been easier to get started so enroll today!

2021-22 timesheets due by September 5, 2022

Sticky notes in different colors

The Payroll office wants to remind all employees to submit all timesheets from the 2021-22 school year by September 5, 5022.

Timesheets submitted after the deadline could be subject to an audit finding, so it’s important to submit them by September 5.

Thanks for your cooperation.

Public records request notice to DRS members

The following is a copy of an email sent to all OSD employees on July 14, 2022

The Department of Retirement Systems (DRS) has asked us to share with employees that it has received a public records request that seeks information about all members of the state’s retirement systems, including all retirees and members, for the period of July 1, 2020, to June 30, 2021. The requesting organization is The Seattle Times. All of the information we are sharing with you in this email is also posted on the DRS website.

DRS has requested and received a copy from The Seattle Times of the Declaration of Non-Commercial Purpose pursuant to RCW 42.56.070(8).

View a copy of this Declaration and additional information provided by The Seattle Times.

DRS has reviewed the request and determined that the following information items are subject to disclosure under the state’s Public Records Act.

  • Full Name
  • City, State/Province, Country and ZIP/Postal Code
  • Date of Birth
  • Retirement System/Plan
  • Date of Entry
  • Service Credit
  • Annual Salary
  • Average Final Compensation
  • Date of Retirement Withdrawal
  • Monthly Retirement Benefit
  • Retirement Type
  • Employee Transmittal Code and Description
  • Employer Name, City, State and ZIP Code

The Department intends to provide the information items listed above to the requesting organization on August 15, 2022.

If you are the subject of this public records request, no action is required of you. If you want additional information or have questions about the request, please contact DRS at 844-704-6780 or drs.pdrnotice@drs.wa.gov.

A note about injunctive relief: Individuals who are the subject of a records request often ask if they can seek a court order to prevent the release of their records. Under state law, an agency could be enjoined from releasing records if a court finds that the release “would clearly not be in the public interest and would substantially and irreparably damage any person, or would substantially and irreparably damage vital governmental functions.” To enjoin DRS from releasing records in the current request, the department would need to be served with an injunction prior to the scheduled release date listed above. State agencies cannot provide advice on whether to seek an injunction or whether such an attempt would be successful.

DRS makes no guarantee regarding the security of the information once in the hands of the Seattle Times, nor do we take any responsibility for how they use it.

DRS announces Nearing Retirement Seminar-webinars

White ceramic teacup sits on railing with mountains and lake in the distance

Is retirement around the corner? The Department of Retirement Systems’ Education & Outreach team offers Nearing Retirement Seminar-webinars.  The next one is Saturday, May 21, 2022.

Although the Nearing Retirement Seminars are open to all employees, they are designed for those who plan to retire within the next few years.  Basic retirement plan information will not be provided at these seminars, but it’s important to understand the basics of your plan prior to attending.  If you would like to brush up, we encourage you to select your retirement plan and watch the recorded webinar video:

PERS Plan 1
TRS Plan 1
Plan 2: PERS, SERS, TRS
Plan 3: PERS, SERS, TRS
Plan 3 withdrawals
DCP withdrawals

Select Nearing Retirement Seminars for more information and how to join.  Be advised that while you can pre-register, you don’t have to.  From the seminar page, just select ‘Join’ 10-15 minutes prior to start. 

If you are unable to attend a live event, scroll down the seminar page and you will find recorded seminar videos you can watch at a time that is more convenient.

If you are a member of SERS or TRS, in addition to attending a seminar I encourage you to review: When is the best time to retire? 

Timesheet Tuesdays

Some employees have raised concerns that they are unable to submit for their time worked in order to be paid. We do not want barriers to staff being paid. In fact, the whole purpose of the new system is to make getting paid easier and faster. Therefore, we have implemented a couple of changes and will do more as we understand what aspects of our timesheet system are a barrier and how we can improve.

  • Timesheet Tuesdays: Virtual Office hours every Tuesday morning and afternoon, through June 21, 2022. We will help you through your stack of submissions (see links at the end of this blog post).
  • One-on-one phone support. We will walk you through accessing the form and getting started, or help you with a problem submission.
  • Working through your stack and running into an issue, email help-payroll@osd.wednet.edu
  • Video tutorials, easier access: many short (1 minute) tutorials are developed for each employee group and type of time. Now there is easier access to the tutorials from the online forms intranet page.

Help: I Cannot Submit a Timesheet!

My timesheet (item) has been rejected by a supervisor or program manager.

If a supervisor or program manager rejects your timesheet item, they give a reason and that reason is emailed to you. If you understand the reason, great, you can resubmit the item. If not please seek help from the Payroll Office and they will research it for you.

I keep trying to submit, but the system will not let me.

If you are never able to submit a timesheet item (for example, your name key is not correct or the name of the person that you substituted for–Internal Substitute–is not correct) you must reach out to the Payroll Office so that they can research the problem and help you. The Payroll Office does not get notified that you have attempted to but have been unsuccessful at submitting a timesheet item. Therefore, you must reach out for help.

Please see below for the multiple options for how to get help from the Payroll Office

Virtual Office Hours, Tuesday Timesheet Help

The Payroll Office staff will offer virtual office hours with the following zoom links each Tuesday for a total of one hour, through June 21, 2022. Drop in at any point of these zooms, and they will help you as long as it takes. Others may be in the zoom also; if your question is one that you would like to discuss in private, they will create a break out room and problem solve with you one-on-one.

Please note, if you arrive into the virtual office later in the window (e.g., 7:55 am), the time will not end; Payroll will stay to help you.

Tuesdays 7:30-8 am: Tuesday AM Timesheet Help Session
Tuesdays 3:30-4 pm: Tuesday PM Timesheet Help Session

One-on-One Phone Support

Please dial 360-596-6190.  Payroll staff will send you a zoom link, share screens and walk you through help or just coach you on the phone. Office hours are typically 8 am to 4:30 pm, but may vary during breaks and holidays.

Submit an Issue and We will Research It

If you are experiencing trouble with a submission, please email the payroll office with a short description of the problem. help-payroll@osd.wednet.edu

Video Tutorials

On the online forms webpage, there is a new link to the video tutorials. These are divided by employee group and type of time. This way, as you are filling out a form, and having difficulty you can more easily access the tutorial.

Image of the district website payroll page that says "Payroll ?How to use these forms"

This link takes you to the many 1-minute videos and written tutorials:

This image shows where on the payroll page of the website to find the online tutorials. go to Olympia Education Association (OEA) Certificated dropdown, then see three tutorial videos: Type of timesleep, Allocated Hours and Internal Substitute.

New HELP Box

Next to the online forms, we have added a new box with key links for easy access to help. All of the items described above, have a reminder or link in this box.

This displays links that are next to the online forms: They are:
Submit a Timesheet
Search my Timesheets
Submit Time Off
Supervisors Approve Timesheets
The image also include a box with the email for help, which is help-payroll@osd.wednet.edu, or all 360-596-6190. It also lists the times for Timesheet Tuesday Zoom help, which are included in the text in the article

Upcoming retirement webinars, including during Spring Break

White ceramic teacup sits on railing with mountains and lake in the distance

The Department of Retirement Systems’ Education & Outreach team is happy to announce that additional webinars will be offered during spring break for school employees. To join a Zoom webinar, visit the DRS webinar page and select the name of the webinar from the list of topics. We recommend joining 5-10 minutes early to check sound and connection. 

If you are unable to attend a live webinar, the following on-demand webinar videos can be viewed at your convenience:

Get to know the plans

Choosing a plan (new members of PERS, SERS, TRS) – recently updated
DCP (Washington State Deferred Compensation Program)
Plan 1 (PERS)
Plan 1 (TRS)
Plan 2 (PERS, SERS, TRS)
Plan 3 (PERS, SERS, TRS)
Multiple Plans (dual membership)

Financial Wellness

Estimate your benefit
Investment basics
Online tools & resources – recently updated

Withdrawals and retirement

Early retirement (PERS, SERS, TRS)
Purchasing an annuity (incl annuity service credit) – recently updated
DCP withdrawals (distributions from supplemental savings) – recently updated
Plan 3 withdrawals (distributions from investments) – recently updated
Benefit options (survivorship) – recently updated
Working after retirement (PERS, SERS, TRS)

Nearing Retirement Seminar

Getting ready for retirement
Applying for retirement (tutorial of the online application)
Social Security basics
Health care in retirement (includes Medicare)
VEBA (HRA) – recently updated

If you are planning to retire soon, I also recommend reading the following DRS article: When is the best time to retire?

Department of Retirement Systems offers Nearing Retirement Seminar February 26

White ceramic teacup sits on railing with mountains and lake in the distance

Is retirement around the corner? The Department of Retirement Systems’ Education & Outreach team offers Nearing Retirement Seminars online. The next seminar is at 9 a.m. on Saturday, February 26, 2022.

Select Nearing Retirement Seminars for more information and how to join the seminar. Be advised that while you can preregister, it is not necessary to do so. Select the date link, or from the seminar page select “Join” 10-15 minutes prior to the start.

If you are unable to attend a live event, scroll down the seminar page and you will find recorded seminar videos you can watch at a time that is more convenient.

Although the Nearing Retirement Seminars are open to all employees, they are designed for those who plan to retire within the next few years. Basic retirement plan information will not be provided at these seminars, but it is important to understand the basics of your plan prior to attending. If you would like to brush up, we encourage you to select your retirement plan and watch the recorded webinar video:

In addition, if you are a member of SERS or TRS, please review the following article: Resignation timing affects health and pension benefits for school employees and teachers.