DBCs & DHRMs: Monthly Reports of Hours Toward Benefits Eligibility

Employees in limited or contract appointments can become eligible for UC Retirement Plan membership and health and welfare benefits when they accumulate 1000 eligible hours on pay status during any rolling twelve month period. The rolling twelve month period is not tied to a calendar year and is not affected by a break in service.

For example: on March 1, 2010, one would look back to February 28, 2009, and count all of the eligible hours worked.

Eligible hours include those from:

• limited and contract appointments
• career appointments which have previously ended

Hours worked in student titles are not eligible.

The IHR2 screen in PPS records and shows eligible hours worked, and also gives a total of eligible hours for the current rolling year.

Two reports on eligible hours are issued to home departments around the second week of each month:

1. Employees who have reached 1000 hours effective the first of the month
2. Employees who are approaching 1000 hours.

NOTE: If an employee works in more than one department, the two departments need to coordinate.

Review the reports for accuracy as to the employee’s actual eligible hours on pay status.
The reports show all eligible hours worked as reported to Payroll by the employing department(s). If hours were reported in error, such as duplicate hours, overpayments, etc., the report will show more hours than the employee has actually worked while on pay status. Work with the Payroll office to delete hours from the count that don’t belong there.

When a staff employee reaches 1000 hours, the BELI code changes to 1. The change takes effect on the first of the month following the month in which the employee reaches 1000 hours. The BELI change should be made automatically in PPS, but check to make sure that the change was made, and if it was not, the department will need to do it.

Once the BELI changes to 1 on the first of the month, the employee will be able to enroll in benefits for which they are newly eligible. These benefits include dental, vision and supplemental disability insurance.

Process (for each employee who has reached 1000 hours):

• Determine whether BELI code was automatically changed to 1.
• If BELI code needs to be changed, complete a UPAY 726, making the effective date the first of the month
• Counsel the employee for full benefits including UCRP membership, with a reminder of the 31 day PIE end date.
• Direct employee to At Your Service online, giving instructions on setting a password, if needed; OR provide a UPAY 850
• Send UPAY 850 to Benefits, Room 192 University Hall, MC 3540
• Important: Ask employee to check their next two pay stubs to make sure that their new enrollments are correct

Lecturers in NSF Unit 18 can become eligible for UCRP membership and full benefits when they accumulate 750 hours on pay status within a rolling twelve month period.  (Using a 50% time worked eligibility standard tied to the Academic year, 750 hours is equivalent to 50% of a nine month full time schedule.)

The rolling twelve month period is not tied to a calendar year, and is not affected by a break in service. The IHR2 screen in PPS records and shows eligible hours worked within the rolling twelve month period.

To enable continuation of benefits during the summer, a Benefits Bridge provision was created. To be eligible, lecturers must have a written commitment for re-employment at the end of the Benefits Bridge period. If a lecturer is enrolled in a UC plan on the last day of their appointment, coverage can be maintained for up to three months by making direct payment—in advance to the payroll office—for the full monthly cost of the premium.

Plans eligible for continuation are:

• Medical
• Dental
• Vision
• Legal
• AD&D
• Life Insurance (employee and dependent)

Leave of Absence regulations will be followed to administer the Benefits Bridge, although the Benefits Bridge is not a Leave of Absence. No UCRP Buyback is available. Use leave code 18 in HCM and PPS.

Two reports are issued to departments on a monthly basis, and should be received by mid month:

1. Lecturers who have reached 750 hours
2. Lecturers who are approaching 750 hours.

Review these reports for accuracy.  Hours worked by Lecturers in any eligible position are to be included in the 750 hours used to attain BELI 1 status. This might include hours from a reader position, or from a staff position. Student hours cannot be included.

When a lecturer reaches 750 hours, the BELI code changes to 1. The change takes effect on the first of the month following the month in which the lecturer reaches 750 hours. The BELI change should be made automatically in PPS, but check to make sure that the change was made, and if it was not, the department will need to do it.

Process (for each lecturer who has reached 750 hours):

• Determine whether BELI code was automatically changed to 1.
• If the BELI code needs to be changed, complete a UPAY 726, making the BELI 1 effective date the first of the month.
• Counsel the employee for full benefits including UCRP membership, with a reminder of the 31 day PIE end date.
• Direct the employee to At Your Service online, giving instructions on setting a password, if needed; OR provide a UPAY 850.
• Send the UPAY 850 to Benefits, Room 192 University Hall, MC 3540
• Important:Ask the employee to check their next two pay stubs to make sure that their new enrollments are correct.

Process for the Benefits Bridge:

• Ascertain that a written commitment for re-employment exists following the benefits bridge period.
• Meet with the employee and counsel on the opportunity to continue benefits until employment resumes.
• Determine which benefits the employee will continue.
• Complete a Benefits: Request to Continue/ Cancel University Coverage form (PDF).
• Let the employee know that he/she will need to provide you with a check made payable to UC Regents for an amount which covers the benefits to be continued. The form and check are sent to Payroll at 171 University Hall, MC 1104. The department mails the first check and form to Payroll by the tenth of the month preceding the first month of coverage.
• For the months after the first month, the employee will need to mail in a copy of the form and a check to the Payroll office by the tenth of the month in advance.
• Complete a UPAY 573 Sabbatical Leave / Special Leave of Absence Form.
• Enter Leave Code 18 into HCM.