GaBreeze Webinar Peoplesoft Action/Reason Codes Webinar

1. GaBreeze WebinarPeoplesoft Action/Reason Codes Webinar WINTER 2012

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

3. Hires • New Hires • Use for an employee’s first job, changed to full-time status, or an employee who terminated and is hired by the agency greater than 30 days • 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 the agency 30 days or less is considered a rehire • Use the applicable Peoplesoft code • Action = REH, Reason = REH

4. 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

5. 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 (Military)

6. 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

7. 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://www.spa.ga.gov/employees/flexible_benefits.asp • The listing is found under the Employer Reference Materials for GaBreeze (Automated) tab • The listing is labeled “PeopleSoft Action Reason Code Mapping with GaBreeze”

8. 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 SPA of the row deletion(s) • SPA will alert GaBreeze of such actions

9. 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

10. Final Questions and Follow-ups