Rolling over Health Plans

Modified on Tue, Apr 23 at 12:05 PM

The following procedures can be performed when your plans are renewing, and the rates are updated.

These instructions apply no matter when your plans renew.

View the recording of the Webinar from April 17, 2024

Step 1 – Copy Health Plans to next year

Go to the Personnel > Setup > Health Plans > List of Plans screen:

In the first column, check the boxes for plans you wish to roll over, and click the “Rollover Checked Plans” button.  This brings up the following:

If you want all of your monthly rates increase by a fixed percentage, enter it here and click “Rollover”. If not, leave it “0” and click the “Rollover” button.

Step 2 – Enter the rates for the new year

Be sure you are in the next period by changing the “Plans Active On” date field to the start date of the next period. In this example, the old plans ended June 30, 2024, so to see the rolled over plans you will change the date to July 1, 2024, as highlighted below:

On this screen click on the EDIT button for each plan and enter the new rates. On the plan details screen, update the monthly rates and click on the SAVE button

For each rolled over MEDICAL PLAN, you MUST review the Associated Plans and ENSURE the Associated Plans are updated to the respective rolloved over plans.

Step 3 - Reviewing / Updating the Chapter 78 Contribution Chart

On the Member Contributions tab, enter the first date of the new year / period and click on the Search button. If no records are returned, click on the Create Chapter 78 Records button.

Enter the dates and click on the Create button:

Step 4 - Reviewing / Updating the Custom Contribution Groups

On the Member Contributions tab, click the Search button to view the Contribution Groups currently available:

Change the As of Date to the END of the new health plan period / year and click on the Search button (the background should turn to green). Review and identify any custom contribution groups that are currently available and WILL NOT be available at the end of the new health plan period / year. In this example, the "Garden State (buy Up Medical)" plan is currently available bot NOT available in the future. This plan will need to be updated / modified.

To modify a plan, change the As of Date back to today and click search. Locate the plan that is NOT available in the the new health plan period / year and click on the Edit button.

If any of the percentages, flat amounts or Salary Caps change in the new health plan period / year Mark the row by checking the box on the left hand side and click on the Copy Checked button.

Enter the From Date and the Thru Date for the new health plan period / year and set the sequence number for the first new record. We recommend you select a sequence number higher than the last current sequence number. Then click on the Copy button.

Then the District can update the percentages / flat monthly amounts / salary caps for the newly created records (in the new health plan period / year).

Step 5 – Rolling staff into the new period plans (NOT utilizing the Open Enrollment module) or Process Open Enrollment

The following procedures are for Districts who are NOT utilizing the open enrollment module. If you are utilizing the Open Enrollment module please review the procedures for Processing Open Enrollment Forms.

Go back to the List of Plans tab and change the date to the current date. In the first column, check the boxes for plans you wish to roll the staff members over, and click the “Rollover All Staff Healthcare Benefit Tracking Records to the next date that the rates change”  button. 

Review the screen and ENSURE the migration information is correct.

If everything is correct, click Rollover and all staff will be rolled into the new plans in the new year.