Processing the HSA Annual Election Above Limit WED Report in HRS

Overview

This WED report identifies employees who are above the maximum annual election limit for their Health Savings Account. Benefit Administrators must create an Event and manually adjust the annual election to ensure the employee remains within the current year's IRS maximum limits so they do not incur a tax penalty.

You may click on the links below to navigate directly to a section:

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Instructions

1.  Log into HRS.  The Workflow Exception Dashboard queries will appear based on your current security and whether there is an error to fix. Use The Workflow Exception Dashboard in HRS for additional guidance.

2.  Click on the UW_BN_HSA_ABOVE_LIMIT query hyperlink in the Workflow Exception Dashboard (WED).

3.  A current list of employees who are enrolled in a Health Savings Account (HSA) whose annual pledge is above the current year's limit will be displayed.  This list will be refreshed each evening.  (Note:  Empl_ID's that appear as hyperlinks in the list have more than one error.) 

4.  Click the 'Check to Claim' checkbox next to the person you wish to work with and your name will appear in the Claimed By section with the date and time noted.

5.  Click the FSA_BENEFITS hyperlink for the employee you have claimed.

6.  The employee's Spending Accounts enrollment pages will be displayed.  Click on the arrow button to navigate to Plan Type 67 'Health Savings Account'.

7. Navigate to Benefits > Enroll in Benefits > Health Benefits

8. Check Plan Type 10 State Group Health to determine if employee's level of coverage is Single or Family.

9. Determine the what the maximum annual election for this employee for this level of coverage is for the current plan year.

10. If the employee's annual election is over the maximum, navigate to Benefits > Manage Automated Enrollment > Events > Review BAS Activity to add an FSA Event to lower the annual election.  (See Adding Events to the BAS Activity Table in HRS )

• Benefit Administrators will need to create an FSA Event with an Event Date equal to the original row that is over the HSA limit.
  

Example:  2/1/19 Coverage Begin Date with Annual Election = $2812.50.  The FSA Event Date = 2/1/19.

11. After creating the Event, navigate to On-Demand Event Maintenance following Enrolling, Changing, or Canceling Coverage Using On Demand Event Maintenance in HRS procedures.

12. Complete the entry to lower the HSA annual election appropriately. 

• IMPORTANT:  The HSA annual election cannot be lowered to be less than what the employee has already contributed YTD.  Employees may be over the maximum annual election, if they are not receiving the full employer share due to not starting their coverage effective 1/1.

13. Review Benefit Enrollments in HRS to verify the annual election amount and the Coverage Begin Date is accurate.

14. Notify the employee of the change that was made.

15. Mark the employee as Completed on the WED.