RDA Systems Inc

What This Process Does

• Creates three different files: AUF, PLEE and PUF for transmission to SHBP (State Health Benefit Plan) for Georgia customers only.

Best Practices

• Per SHBP request, the AUF should be sent Daily, PLEE and PUF should be sent Monthly.
• May 6, 2016, Georgia Department of Community Health confirmed that the PLEE file is no longer used and does not need to be submitted.

Requirements

• The Status is pulled from the Current flag in Personnel Demographics. When the Current boolean is checked (marked as true), the employee will be reported as A for Actively Working and otherwise will be reported as L for LWOP(leave without pay).
• All employees eligible to participate in the State Health Benefit Plan, need to be marked as GHI (group health insurance) Eligible and the GHI Eligibility Date should be entered; if employee is participating, they should also be marked as GHI Participating. When an employee's coverage ends, the GHI Termination Date must be populated. The GHI Termination Date must also be populated, if an employee was eligible for SHBP coverage, but never enrolled, with the actual date of termination. All of these fields are in Personnel Demographics on the Benefits tab.
• The hire date on the report pulls from the GHI Eligibility Date on the Benefits tab
• If the employee is a summer transfer, the box must be checked on the Benefits tab which will pull the GHI Eligibility date in both the hire date field and summer transfer hire date field on the report
• Status Change Codes need to be set up to correspond with SHBP Record Type Codes; the applicable status code and status change date need to be assigned to the employee in Personnel Demographics on the Benefits tab in order for the employee to be selected into the AUF file.¹
• If reporting ethnicity, populate the field in the Personnel Ethnic Codes table, SHBP Ethnic Code to load the alpha Ethnic Code for State Health Benefits Plan. NOTE: This is an optional field. You may leave blank.²
• The AUF file reports the Payroll Location for each employee as either certified 71312 or classified 71313. The 7131 is entered on the report Select and Range tab and the Highest Certification Level on demographics determines the 2 or 3. If No Degree, a 3 is added and if a degree is entered, a 2 is added.
• Hours scheduled per week need to be included in the AUF and PLEE files (optional for PUF). Hours scheduled per week is currently determined by the Hours Per Day set on the Gross ID (or if not set on the Gross ID the Hours Per Day on the employee's Job Master) times 5. This formula assumes that all employees eligible for the State Health Benefit Plan are scheduled to work 5 days per week.
• Monthly Salary needs to be included in the AUF and PLEE files (optional for PUF). Monthly Salary is pulling in from the Deduction Calendar Summary File for employee paid deductions which have a Deduction Type of HEALTH. NOTE: If the employee has not been paid yet, no monthly salary will be included in the file.
• The Salary amount on the AUF file is pulling from the Deduction Calendar Summary File which must include gross for the calendar year in which the report is being run; If there is no Deduction Calendar Summary File for the year of the report, the employee will not pull onto the report
• The Deduction Amount included in the PUF file is pulling in from the Deduction Calendar Summary File for employee paid deductions which have a Deduction Type of HEALTH based on the Date Deduction Taken entered on the Range Screen; this date corresponds to the Last Date Deducted which is updated on the employee's deduction master with each payroll process with the Pay Date on the Pay ID when Update Payroll History is completed.

SHBP GA State Health Benefit Plan

• For all file types: Employer Code, County of Employment, Location and Pay Frequency should be set and saved in site defaults.

Following are the instructions for each specific file type:

For Generating The AUF File

1. Payroll → Other → Georgia Reports → SHBP GA State Health Benefit Plan
2. File Type: AUF
3. Filename Prefix (optional): leave blank
4. Pay Frequency: set as applicable
5. Employer Code: enter your organization's employer code
6. County of Employment: enter your organization's county code
7. Location: enter your location for this file
8. Calendar Year: enter calendar year for this file
9. Calendar Month: enter calendar month for this file

For Generating The PLEE File

1. Payroll → Other → Georgia Reports → SHBP GA State Health Benefit Plan
2. File Type: PLEE
3. Filename Prefix (optional): leave blank
4. Pay Frequency: set as applicable
5. Employer Code: enter your organization's employer code
6. County of Employment: enter your organization's county code
7. Calendar Year: enter calendar year for this file
8. Calendar Month: enter calendar month for this file

For Generating The PUF File

1. Payroll → Other → Georgia Reports → SHBP GA State Health Benefit Plan
2. File Type: PUF
3. Filename Prefix (optional): leave blank
4. Pay Frequency: set as applicable
5. Employer Code: enter your organization's employer code
6. County of Employment: enter your organization's county code
7. Calendar Year: enter calendar year for this file
8. Calendar Month: enter calendar month for this file
9. Date Deduction Taken: required to select records for the month

Additional Information

• AUF file – Status Change Code and Status Change Dates are required in order for employees to be selected into the file; recommend ranging on Status Change Date. NOTE: In the event an employee becomes deceased, the Status Change Code must be changed to DCSD and the Status Change Date must reflect the employee's date of death in order to be reflected accurately in the file.
• PLEE file – GHI Eligible must be on/true for employees to be selected into file; no need to range otherwise since all current employees should be included
• PUF file – Date Deduction Taken must be entered on the range screen based on month to be reported. If the Date Deduction Taken does not correspond to the Last Date Deducted in the employee's deduction masters, then no records will be selected. The Option and Tier in this file are from the Deduction Descriptions. The Premium amount is pulled from the Deduction Description and theDeduction Amount is pulled from the Deduction Calendar Summary

SHBP Record Types - Status Change Codes applicable to AUF File (1)

SHBP Ethnic Codes (2)