For 2012, Benefit Strategies has implemented a new payroll process for all GIC offline agencies.  Below is a detailed explanation of the new process and requirements.  Please carefully review the details and contact Benefit Strategies with any questions or concerns: gicpayrolls@benstrat.com or (877) 353-9442.

 New 2012 Payroll File Process:

 In order to assist you with the new 2012 payroll process Benefit Strategies will send by email:

  •  Each pay period, a HCSA/DCAP Payroll Deduction Report  pdf format of HCSA/DCAP Payroll Deduction Report  to the payroll coordinator 5 days prior to the actual pay date for your agency, beginning with the first pay period of 2012.  The HCSA/DCAP Payroll Deduction Report will contain specific information for each employee:
    • Identifier  (a unique number used to identify the participant)
    • Participant Name
    • Plan Name (HCSA and/or DCAP) 
    • Pay Period Deduction Amount
    • Total Pay Period Deduction (aggregate total for the participant)
  •  In order to report participant changes to the HCSA/DCAP Payroll Deduction Report to Benefit Strategies, you must complete the GIC Offline Payroll Deduction Report Change Form xls format of GIC Offline Payroll Deduction Report Change Form . You will receive a blank change form with your agency report. You must complete every column to report a discrepancy with the payroll deduction report:
    • Identifier  (a unique number used to identify the participant)
    • SSN (last 4)
    • Participant Last Name
    • Participant First Name
    • Plan Name (HCSA or DCAP)
    • Division Code
    • Plan Start Date
    • Plan End Date
    • Election
    • Prior Per Pay Period Deduction Amount
    • New Per Pay Period Deduction Amount
    • Payroll Date
    • Reason For Change
  •  Benefit Strategies must receive one of the following at gicpayrolls@benstrat.com at least 3 days prior to the actual pay date:
    •             An email indicating “HCSA/DCAP Payroll Deduction Report for agency 999 XXXX (include your division #) is accurate and complete”.  This should be the default if there are no changes required to the HCSA/DCAP Payroll Deduction Report or
    •             If the HCSA/DCAP Payroll Deduction Report is not accurate and changes are required, then any and all changes must be reported on the GIC Offline Payroll Deduction Report Change Form.      

If you will be out on vacation or away for submission of this report, please be sure someone else from your agency completes and sends the accurate complete or Deduction Report.

  •  If Benefit Strategies does not receive either “HCSA/DCAP Payroll Deduction Report is accurate and complete” email or GIC Offline Payroll Deduction Report Change Form, all participant accounts in your agency will be placed on hold. This means that no claims will be paid and HCSA debit cards will be suspended.

 Thank you for your assistance with these new changes for 2012.



 


This information provided by the Group Insurance Commission .