Monthly Reports of Hours Toward Benefits Eligibility
Background Information
On January 1, 2001, a series of changes to employment and benefits policies and collective bargaining agreements for most staff went into effect to provide conversion to career status and full benefits, including UCRP membership. These changes in eligibility apply across the board for all represented and non represented employees. Effective January 1, 2004, eligibility was accelerated for UC Retirement Plan membership and full benefits for Non-Senate Faculty Unit 18 Lecturers.
STAFF
Eligibility for UC Retirement Plan membership and health and welfare benefits was expanded to include employees in limited and contract appointments who have accumulated 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.
An example: on March 1, 2006, one would look back to February 28, 2005, and count all of the eligible hours worked. Eligible hours include those from limited and contract appointments, and from career appointments which have previously ended. Excluded hours include hours worked in student titles. 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. One shows employees who have reached 1000 hours effective the first of the month, one shows employees who are approaching 1000 hours. 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 which 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 on the At Your Service web in benefits for which they are newly eligible. These benefits include dental, vision and supplemental disability insurance. If their BELI was previously 4, they will be newly eligible to enroll in a medical plan of their choice, and will need to fill out a UPAY 850 to do so. Direct any questions to Emily Ladner at 2-1122 or ladner@berkeley.edu.
Process:
- 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: http://atyourservice.ucop.edu giving instructions on setting a password, if needed; OR provide a UPAY 850
- Send UPAY 850 to Benefits, 2150 Shattuck Ave., Suite 750, MC 3546
- Ask employee to check their next two pay stubs to make sure that their new enrollments are correct
LECTURERS
Effective January 1, 2004, accelerated UCRP membership and full benefits were implemented for Lecturers in NSF Unit 18. 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. After 750 hours worked within a rolling twelve month period, on the first of the following month a Lecturer in NSF Unit 18 becomes BELI 1. The full enumeration of benefits can be found here:
http://atyourservice.ucop.edu/employees/policies/systemwide_contracts/nsi/appendix_b.pdf
A Benefits Bridge provision was created. This provision enables continuation of benefits during the summer, IF a lecturer has 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, basic and supplemental life insurance, and basic and expanded dependent life insurance.
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. A new Leave Code, 18, was added to enable implementation of the Benefits Bridge in HRMS and PPS.
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.
Two reports are issued to departments on a monthly basis, and should be received by mid month. One report shows Lecturers who have reached 750 hours, the other shows 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.
Process Following Attainment of 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: http://atyourservice.ucop.edu , giving instructions on setting a password, if needed; OR provide a UPAY 850.
- Send the UPAY 850 to Benefits, 2150 Shattuck Ave., Suite 750, MC 3546
- Ask the employee to check their next two pay stubs to make sure that their new enrollments are correct. This is very important!
Process for the Benefits Bridge:
- Ascertain that a written commitment for re-employment exists following the benefits bridge period.
- Complete a “Request to Continue or Cancel Benefits While on Leave” form.
- Meet with the employee and counsel on the opportunity to continue benefits until employment resumes.
- Determine which benefits the employee will continue.
- 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 by the tenth of the month in advance. The form and check are sent to Payroll at 171 University Hall, MC 1104. The department mails the first check and form to Payroll.
- 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 HRMS.