New trainings offered for Electronic Timesheet System implementation

Person typing on a laptop computer

The following is information shared by the Payroll and Business Services departments:

December represented our first month using the new electronic timesheet system. The system had many successes, but a few glitches. Thank you for your participation, we know you have the option to submit time via a paper timeslip, and we appreciate your patience as we work to solve these glitches and create a 100% success rate. 

One issue that we are finding is that the approval process can take longer than we expected, usually when approvers do not know the correct budget code. This has always been the case, but we were not able to track a paper timeslip as it transferred from person to person, and we never knew when it had started its journey. Now we see the time-item move in the electronic system, and sometimes movement is not a linear or a quick path.

Therefore, it would be helpful if employees submitted their time-items as the month progresses.  We are used to “batching” our items, as we fill up the five or so rows of the paper timeslip. Now batching is not a factor; in the new system you can submit one item at a time. If time items are input by the employee soon after the time is worked, there is more opportunity for the correct budget code to be inserted in the approval chain within the payroll month. To be clear, we are not changing cut-offs, just encouraging you to refrain from batching entry of your time-items, if possible.

Below are a series of links to new trainings on the timesheet system. The trainings are designed by employee group so that the type of time-worked and the instructions for submitting time, are specific to employees.  These are live trainings, and you are able to ask questions during the zoom training.

All of these trainings are appropriate to participate in within your contract day (or to attribute to staff development hours, depending on your employee group).

OTPAA – Olympia Technical Professional Administrative Association1/12/21
10 AM
Register
TOPA – The Olympia Principal Association1/13/21
2 PM
Register
OEA – Olympia Education Association1/19/21
10 AM
Register
TEAMSTER – Food Service1/19/21
3 PM
Register
TEAMSTER – Technology Support & Service Technicians1/20/21
10 AM
Register
NRNS – Non Represented Non Supervisor1/21/21
3 PM
Register
Administrators – Certificated1/26/21
10 AM
Register
OEA – Olympia Education Association1/26/21
3 PM
Register
OPA – Olympia Paraeducator Association1/27/21
10 AM
Register
Approvers and Supervisors – Electronic Payroll Workflow System (EPWS) & Treeno Cabinets1/27/21
3 PM
Register

Thank you again for helping us implement paperless (contactless) time-payment systems!

Registration underway for retirement webinar February 18

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

If you are within one to five years of retirement, register now for a pre-retirement Zoom webinar from 5-7:30 p.m. on Thursday, February 18, 2021.

The webinar, sponsored by the Washington State School Retirees Association, will feature presentations from the following agencies:

  • Washington State Department of Retirement Systems (Plan 2 and Plan 3)
  • Washington State Health Care Authority, PEBB (your medial/dental options)
  • Social Security and Medicare
  • VEBA: Your sick leave buyout options

To register, email tara@wssra.org. An agenda with Zoom instructions will be sent before the event to those who have registered.

SEBB Open Enrollment ends Monday, November 23

Below is a message sent to all OSD employees on Friday, November 20 as a reminder that SEBB Open Enrollment ends on Monday, November 23.

Hour glass with sand nearly run out on a wood table with stack of books, pens and paper, and analog clock

Time is running out…

Are you planning to:

  • Change your medical or dental plan?
  • Add a dependent to your SEBB medical or dental plan?
  • Update your spouse or state-registered domestic partner premium attestation or tobacco use premium surcharge?

Changes may be made through SEBB My Account until 11:59 pm on Monday, November 23, 2020. If you requested a paper form from your benefits administrator, the benefits administrator must receive the form no later than Monday, November 23, 2020.

  • The SEBB Program helpline (1-855-648-3100) is available on Friday, November 20 and Monday, November 23 from 8 a.m. to 5 p.m. only. The helpline will no longer be available for calls after November 23, 5 p.m.
  • The helpline is intended for questions about SEBB My Account (SMA) regarding topics such as screen navigation and document uploads, and assisting with navigation and SAW questions regarding SMA during OE.

Or, maybe you plan to:

  • Enroll or re-enroll in the Medical Flexible Spending Arrangement (FSA) or Dependent Care Assistance Program (DCAP)
  • Enroll online through the Navia Benefit Solutions website. If you are enrolling by completing the paper form, Navia Benefit Solutions must receive the form no later than Monday, November 23, 2020.

Smoking Attestation – You do NOT have to re-attest each year to the smoking surcharge. You only need to re-attest if there has been a change in your smoking habits.

Please contact your benefits administrator at sebb@osd.wednet.edu with any questions.

SEBB Update: Long-term disability insurance

During the annual open enrollment, employees not enrolled in supplemental Long-Term Disability (LTD) insurance have a one-time opportunity to enroll without providing evidence of good health.

LTD insurance replaces part of your income when you have a covered illness or injury. It helps with financial obligations that health insurance won’t cover, such as rent/mortgage, groceries, or other expenses. It also helps protect your savings, retirement, and overall financial health if you become disabled.

  • Basic LTD insurance is employer-paid and offers a maximum benefit of $400 a month.
  • Supplemental LTD insurance offers a maximum monthly benefit up to $10,000 based on your salary.

The advantages of enrolling in supplemental LTD insurance during open enrollment include:

  • Online enrollment through SEBB My Account.
  • No evidence of good health required when enrolling for the first time during 2020.
  • Coverage for pre-existing conditions will be provided under the Continuity of Coverage provision for employees who had prior LTD coverage through December 31, 2019.

The supplemental LTD coverage will be effective January 1, 2021, if you choose to enroll during annual open enrollment.

For more information, visit HCA’s website Long-term disability insurance webpage.

Visit HCA’s website for help logging in to SEBB My Account

Interested in other supplemental coverages that are offered by the district, please visit NW Benefit Advisors for cancer, short term disability and many more!

If you have any questions regarding open enrollment please email sebb@osd.wednet.edu

SEBB update: Spouse and state-registered domestic partner coverage

If you are not covering a spouse or state-registered domestic partner under your SEBB medical coverage for 2021, the information below does not apply.

In late October, the SEBB Program mailed letters to employees who are required to attest to the spouse or state-registered domestic partner coverage premium surcharge for 2021 during the annual open enrollment (October 26 through November 23).

If you cover a spouse or state-registered domestic partner (SRDP) on your medical plan, you may be required to attest for 2021 if:

  • You currently pay the $50 spouse or SRDP coverage premium surcharge, or
  • Your spouse or SRDP is enrolled under your SEBB medical coverage instead of their employer-based group medical, but you did not have to pay the surcharge in 2020 because either:
    • The Spousal Plan Calculator indicated your spouse or SRDP’s coverage was not comparable, or
    • The medical premium for your spouse or SRDP’s employer-based medical coverage was $109.26 per month or more.

To confirm whether you need to attest, log into SEBB My Account. If you are required to attest during the annual open enrollment, the following message will display: “You are required to complete your spousal attestation again for open enrollment.”

How do I attest?

To attest, log in to SEBB My Account and select Attestations. Answer Yes or No to questions 1 through 6 by November 23, 2020.

If your spouse or SRDP has other employer-based group medical coverage, you may need to gather information about the available medical plans to complete the 2021 Spousal Plan Calculator, if directed to do so.

If required, you must attest by November 23, 2020. If you are required to attest but do not, or if your attestation results in incurring the premium surcharge, you will be charged the $50 spouse or SRDP coverage premium surcharge in addition to your monthly medical premium starting January 1, 2021. The $50 premium surcharge will remain in effect for the rest of 2021 unless you have a qualifying event that allows you to change the attestation.

Visit HCA’s website for help logging in to SEBB My Account

DRS offers ‘Nearing Retirement’ seminars

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

Is retirement around the corner? The Washington State Department of Retirement Systems is offering three more “Nearing Retirement” seminar-webinars this year. The next one is tomorrow, November 7, 2020.

Although the Nearing Retirement seminars are open to all employees, they are designed for those who are within five years of retirement. 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. To brush up, select your retirement system:

For more information about these seminars and how to join, select this link. Be advised, you do not have to pre-register to attend. From the seminar page, just select ‘Join’ 10-15 minutes prior to start. 

Unable to attend? Watch the seminar videos at a time that is more convenient. 

New system to submit timeslips online starts December 1

Hands typing on computer keybaord

The Business Office is excited to announce the launch of the Electronic Time Reporting System (ETRS).  The new system launches on December 1, 2020.

Resources, including live and recorded trainings on the new timeslip process, are located on the staff Intranet Electronic Timesheet Training page (be sure to log into the staff intranet first to access this page directly). You may also reach the site by logging in to the staff Intranet and selecting Departments, Payroll, and Electronic Timesheets.

Register now for upcoming live trainings and find recorded “how-to” training documents by visiting the Electronic Timesheet Training page.

This new system will give employees the ability to submit timeslips electronically, which will reduce the time it takes to get paid for extra hours, especially during this Pandemic when processing is delayed by working remotely.

In addition to the ETRS system starting on December 1, 2020, the Payroll department will continue to process paper-approved, PDF-scanned and emailed-approved timesheets.

SEBB update: Medical Flexible Spending Arrangement and Dependent Care Assistance

Below is a message from the OSD Payroll Office:

Each year you must enroll during annual open enrollment to continue Medical Flexible Spending Arrangement (FSA) or the Dependent Care Assistance Program (DCAP), even if you are not changing your contribution amounts.

What you need to know about the Medical FSA and DCAP:

  • Navia Benefit Solutions must receive your enrollment no later than November 23, 2020, for the 2021 plan year.
  • You are not eligible to enroll in the Medical FSA for 2021 if you enroll in a high-deductible health plan (HDHP) with a health savings account (HSA) for 2021.
  • You may enroll or continue in the DCAP if you enroll in an HDHP with an HSA.

The Medical FSA allows you to:

  • Set aside pretax dollars from each paycheck to pay out-of-pocket eligible health care expenses for you and your qualified dependents, even if they are not enrolled in your SEBB health plan.
  • You may set aside between $240 and $2,750 for 2021. The chosen amount will be deducted from your paycheck in equal installments.
  • When you have qualified expenses, you may pay them either by using a Medical FSA debit card or by submitting claims for reimbursement to Navia Benefit Solutions.

The DCAP allows you to:

  • Set aside pretax dollars for children under age 13, or other qualified dependents who are physically or mentally incapable of self-care and regularly spend at least eight hours each day in your household.
  • You may set aside up to $5,000 per household ($2,500 each if married and filing separate tax returns). The chosen amount will be deducted from your paycheck in equal installments.
  • When you incur child or elder care expenses, submit the claims for reimbursement.

Want to learn more about the Medical FSA and DCAP?

How to enroll

Employees have two options:

  1. Enroll online through the Navia Benefit Solutions website during open enrollment. Instructions to enroll online are available on Navia Benefit Solutions forms page.
  2. Complete the 2021 Open Enrollment form. Send the form to the email address, mailing address, or fax number on the form. Navia Benefit Solutions must receive your enrollment no later than November 23, 2020.

For more information on SEBB’s Open Enrollment please visit Olympia’s School District Benefits page on the staff Intranet. To access the site, log in to the OSD Homepage, hover over Intranet, hover over Departments and select Payroll.  If you need help or have questions please contact your Benefit Specialist Amy McGuire at SEBB@osd.wednet.edu.

SEBB Program’s annual open enrollment begins Oct. 26

Stethoscope with heart-shaped center design

The School Employees Benefits Board (SEBB) Program’s annual open enrollment period for 2020 is Oct. 26 to Nov. 23.

Open enrollment is your opportunity to make changes to your health plan benefits. All changes made during open enrollment are effective Jan. 1, 2021.

  • What changes can you make? Learn about the changes you can make on the HCA website under Open Enrollment (SEBB), What changes can I make? You can also read the article on page 3 of your October Intercom newsletter.
  • How do I make changes? Log in to SEBB My Account and submit your changes between Oct. 26 and Nov. 23. If you need to submit a paper form instead, the form will be available from your payroll or benefits office.

Note: Corrections have been made to the SEBB Intercom newsletter that was mailed in early October; see the HCA website under Open Enrollment (SEBB), Intercom newsletter.

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

VEBA hosts first-ever virtual fair

You are invited to the VEBA Plan’s first-ever Virtual VEBA Fair!

Not sure what VEBA is? Have a question? Read the VEBA Plan Benefits Guide 2020. Then, pick a date and time that works for you. Click on the link or use your phone to stop by the VEBA “info booth” and chat anytime during the given time.

A 10-minute mini presentation will occur at the beginning and middle of each two-hour time slot. Don’t worry if you miss the presentation. Drop in anytime to ask questions. This is an open forum.