ICI Mid-Year Changes and Central Benefits Updates

1 ICI Mid-Year Change CENTRAL BENEFITS APRIL 27, 2023

2 WHAT S CHANGING Agenda JOB DATA CHANGES EMPLOYEE MESSAGING EVENT PROCESSING TIMELINE RESOURCES

3 ICI MID-YEAR CHANGE WHAT S CHANGING AFFECTED POPULATION

4 Mid-Year Change Group Insurance Board (GIB) has approved changes to the ICI program that will extend coverage to employees aged 70 and over. The duration of benefits for employees disabled after their 60th birthday will be extended. The new maximum duration of benefits schedule is below. See the ICI Admin Manual for additional information. Maximum Duration of Benefits from Date of Disablement Age at Disablement On or before 60th birthday Benefits payable to age 65 After 60th birthday 5 years

5 Affected Population New hires/rehires age 70 or older will be offered ICI coverage on their HIR/HFA/ELG events. Central Benefits will reprocess any HIR/HFA/ELG event for employees 70+ with ICI effective 05/01 and reach out to agencies if the new hire s enrollment needs to be re-entered. Any employee who was 70 years or older at hire and was not offered ICI coverage. Employees who lost their ICI coverage due to turning age 70 through the 70Y events. Any employee aged 70 who would have been eligible for coverage this past Deferred Enrollment. An additional group STAR is reviewing are employees over the age of 78 whose coverage would have been terminated in Legacy and did not update during conversion.

6 Job Data Updates ABBR UPDATES ICI PREMIUM CATEGORY DETERMINATION ICI EVENT DEF EVENT

7 ABBR updates For most employees, the ICI ABBR is based on last year s WRS reportable earnings, rounded up to the next highest $1000 and will receive a 1/15/2023 ICI ABBR row as part of the process. This will allow all age 70 or older employees to be reviewed during the 2024 ICI Annual Deferred Enrollment process. The following people are an exception to this rule: Employee is a new hire or was hired last year and does not have an entire year of WRS reportable earnings For the above employees, the ABBR should remain at the current level. If earnings > $120,000, ICI ABBR = $120,000

8 How Elig Field 2 value is Determined Earned during Reporting Year Sick Leave Balance as of 12-31-2022 ICI Category <184 hours 1 N/A (and not currently in Category 4 6) 184 hrs to < 520 hours (and not currently in Category 4-6) 2 N/A N/A based on leave usage and not currently in Category 4-6 Initial Eligibility: 520 to < 728 hrs Permanent Plateau once enrolled in Cat 4, can never drop to lower category (regardless of sick leave balance or usage) 80 hrs or greater (prorated by FTE) 3 4 N/A Initial Eligibility: 728 to < 1040 hrs Permanent Plateau once enrolled in Cat 5, can never drop to lower category (regardless of sick leave balance or usage) 5 N/A Initial Eligibility: 1040 hrs and up Permanent Plateau once enrolled in Cat 6, can never drop to lower category (regardless of sick leave balance or usage) 6 N/A

9 How is ICI Enrollment updated as part of this process? The Elig Field 2 updates will be processed through a CI handled by the HCM team. The value in Elig Fld 2 will determine how the ICI enrollment is updated when the process is run to create the ICI and DEF events If Standard ICI eligibility in Elig Fld 2, will be offered Standard ICI only If Supplemental ICI eligibility in Elig Fld 2, will be offered both Standard and Supplemental ICI coverage

10 ICI Event Employees who lost coverage due to turning age 70 through the 70Y event Employees hired when they were 70 or older Employees over the age of 78 and coverage was termed prior to conversion A new job data row Effective date: 5/02/2023 Action: Data Change Reason: ICI Age 70 Program Change Elig Field 2 values will be updated with their previous category when coverage was lost if in a permanent plateau (Category 4-6) Or based on their sick leave balances Elig Field 4 will be updated if being offered category 4 or 5

11 ICI Event- Job data

12 DEF Event Employees who would have been eligible through 2023 s Annual Deferred enrollment Employees who lost coverage due to turning age 70 but would also be eligible through the 2023 ICI Annual Deferred enrollment These employees would have had Category 1-5 coverage when their coverage was terminated but would have been eligible for Deferred based on their 2022 sick leave A new job data row Effective date: 5/02/2023 Action: Data Change Reason: ICI Age 70 Deferred Elig Field 2 values will be updated with their new category based on their sick leave balances from 2022 Elig Field 4 will be updated if being offered category 4 or 5

13 DEF Event- Job data

14 Additional Job data updates During this process we found employees 70 or older whose Elig Field 2 value was missing due to them losing ICI coverage prior to conversion in 2015. We will be updating the Elig Field 2 values for these employees so they will be reviewed during the ICI Annual and Deferred Enrollment process. A new job data row Effective date: 5/02/2023 Action: Data Change Reason: Benefits Elig Config Elig Field 2 values will be updated with their either their pervious category (if in a permanent plateau) or based on their ending sick leave balance for 2022. The new action/reasons of ICI Age 70 Program Change and ICI Age 70 Deferred will be removed from the drop down on the job data page once this special enrollment period is over.

15 Additional Job data updates

16 Employee Messaging EMPLOYEES ELIGIBLE FOR SPECIAL ENROLLMENT EMPLOYEES ELIGIBLE THROUGH EOI

17 Employee Messaging 2 Employee Messages will be sent Tuesday, May 2nd in the morning. Employees eligible for special enrollment Employees Eligible through EOI We will provide the query of which employees received notification to the agencies.

18 Event Processing APPLICATIONS

19 ICI Applications A paper ICI application must be collected from all employees receiving the job update for the ICI special enrollment regardless if the employee is enrolling or waiving ICI coverage. The Employer section of the application (page 2) must be completed by checking Other (specify): Special Enrollment- Age 70+ Applications must be received and processed by June 1, 2023 Agencies will use the open ICI or DEF event to enroll the employees in ICI coverage based on their enrollment indicated on their ICI application.

20 ICI Applications Applications not processed by 5pm on June 1st will require a ticket The application must be attached to the ticket so Central Benefits can process. Once your employees' applications have been processed you will need to fax them to ETF at 608-267-4549 no later than Friday, June 9th. Employee and Employer sections must be completed before faxing. Remember to have a cover sheet and indicate Special Enrollment- Age 70+.

21 Timeline 5/1 Job data eff 05/02 will be added to all affected employees 5/2 Employee messaging will be sent to all affected employees 5/2-6/01 Applications received and agency s complete enrollment on the ICI or DEF event 6/01 ICI and DEF events will close to the agencies by 5pm 6/09 Agencies must have all ICI applications faxed over to ETF for processing Applications must have a 06/01 received date

22 Resources ETF news bulletin about the ICI mid-year change Group Insurance Board notes from April 17th meeting ICI premiums ICI application DPM website- 2023 ICI Annual Update, Deferred Enrollment, and Mid-Year change section