Maintaining Employee's Health Tracking Records

Within an employee's record, go to their Health Care tab.  Be sure you are in the correct school year.

• If this employee is not eligible for Health Care, click on the Toggle not getting healthcare in 20XX button.  Employee must have this button activated, or a health care record entered; otherwise, they will cause an error in payroll
• For an employee you are adding a Health Care record for the first time, click on the Add Benefit Tracking Record button.  Enter the basic plan information and then click Add.  The following screen opens.

• Start & End Dates:  be sure they are within the respective health plan year and show the date this employee started coverage in this period.
• Waived column:  if this employee waives any of the available coverages, check the box in the appropriate column.
• Plans:  use the drop-downs to select the appropriate plan(s) this employee chose.  Note: the "Plan" link after each drop-down will take you to the setup details for that plan.
• Membership:  use the drop-downs to select the appropriate membership types this employee chooses for each plan.  Note:  the percentage shown is based on the Chapter 78 contribution (salary vs. membership type), or your districts district-defined contribution group.
• Coverage:  if the start date for any of the plans are different than the year shown, you can enter the coverage date here.  This is an optional field and is NOT required.
• Monthly Health Care Contribution box:  this box displays the monthly costs of health care for this employee.  You can see how each was calculated by clicking on the little blue audit box next to each number.  Note:  half of each amount in the Employee column is the person's per-pay amount.
• Save - be sure  to click the Save button anytime you make any changes to this section.
• Members section:  this section shows each member who is on the health plans.  This is used for 1095c reporting.  Click the Add Member button to add a new dependent.  Note:  The coverage from and thru dates determine which coverage months are reported on 1095c.  If a dependent is covered for the full year, leave the thru date blank.  Click Save Members to save any changes made to this section.

Once an individuals health tracking record is utilized in a payroll, the Healthcare Info and the Healthcare Plans sections become read-only, with the exception of the tracking record end date.  This is to maintain the historical integrity of the records and, more importantly, to ensure complete and accurate recordkeeping for 1095C reporting.