GaBreeze Webinar Peoplesoft Action/Reason Codes Webinar WINTER 2012

GaBreeze Webinar Peoplesoft Action/Reason Codes Webinar WINTER 2012

Session Purpose Topics to Discuss New Hires and Rehires Leaves of Absence Transfers to/from agencies Action/Reason Code Listing Row Deletions Smart Form February APRIL 2010 2010 2

Hires New Hires Use for an employee’s first job or changed to full-time status Use the applicable P’soft code based on the action – Example: Action HIR, Reason (varies) Rehires An employee who terminated employment and is hired by an agency Use the applicable Peoplesoft code – Action REH, Reason REH February APRIL 2010 2010 3

Leaves of Absence Unpaid Leave of Absence Use the applicable P’soft code based on the action – Example: Action LOA, Reason AUT GaBreeze will register the employee’s Leave of Absence after 14 calendar days – GaBreeze will issue bills directly to employees – Employee submits payments to GaBreeze Timely entry of the employee’s return to active status is key – Example: Action RFL, Reason RFL February APRIL 2010 2010 4

Leaves of Absence Unpaid Leave of Absence Certain types of Leave give the employee an opportunity to make changes to coverage at the start and/or return to the leave of absence – Example: Action LOA, Reason FML (FMLA) – Example: Action LOA, Reason MIL February APRIL 2010 2010 5 (Military)

Transfers Employees Transfers For an employee terminating from one P’soft agency and hired by another P’soft agency – The terminating agency should use the “Transfer Out” code Action XFR, Reason OUT – The hiring agency should use the “Transfer In” code Action XFR, Reason IN If the employee is receiving a promotion as a result of the transfer, the agency can include an additional row after the Transfer In Action XFR, Reason PRO NOTE: Using a TERM code and a HIRE or REHIRE code will cause coverage continuation errors with GaBreeze February APRIL 2010 2010 6

Code Listing Action/Reason Codes for PeopleSoft Agencies The complete listing of the Action Reason Codes to be utilized in PeopleSoft in located at the following URL: http://doas.ga.gov/StateLocal/HRA/Benefits/pages/home.aspx – The listing is found under the Employer Reference Materials for GaBreeze (Automated) tab – The listing is labeled “PeopleSoft Action Reason Code Mapping with GaBreeze” February APRIL 2010 2010 7

HR Transactions Data Entry Corrections (P’soft Agencies) For data entry corrections which require the agency to contact SAO to delete a row: – Please also notify DOAS of the row deletion(s) – DOAS will alert GaBreeze of such actions February APRIL 2010 2010 8

Smart Form Smart Form (P’soft Agencies) Frozen Annual Benefit Salary Correction – Use if a salary correction is required for an employee – The correction in ERWS will update GaBreeze’s records overnight February APRIL 2010 2010 9

Final Questions and Follow-ups February APRIL 2010 2010 10