DRI: Automated by PlanSource
DRI: TBD Cadence: Ad hoc (check at least weekly)
Life Events(in the "Your Tasks" box).
Taskssection and in the Actions drop-down, select "Create a Document Request".
We received your request to update your benefits due to your Qualifying Life Event. This Qualifying Life Event requires documentation to substantiate it. Please review the following table to understand the documentation requirements: https://about.gitlab.com/handbook/total-rewards/benefits/general-and-entity-benefits/inc-benefits-us/total-rewards-processes/#qle-acceptable-documentation-table.
If you have any questions or neeed any help uploading your documentation, please reach out to the Total Rewards team.
Life Eventstask for any new life events, navigate to
Document Requestsin the "Your Tasks" box to review whether any team members have submitted documentation. Note that this may reflect 0 in your summary view even if the team member has submitted a document.
|Marriage||Marriage Certificate||Name of team member, name of spouse, date of marriage, official seal/signature|
|Name of team member, name of child, date of birth, hospital letterhead, seal, or signed by doctor/hospital admin (hospital documentation only)|
|Adoption||Court order for adoption||Team member name, new dependent's name, court order effective date|
|Divorce or annulment||Divorce decree/court ruling for annulment||Name of team member and ex-spouse, date of divorce/annulment|
|Establishment or Dissolution of Domestic Partnership||Domestic Partner Affidavit
Dissolution of Domestic Partnership Affidavit
|Name of team member, name of domestic partner, date of birth, date of event|
|Death of Dependent||Death Certificate||Name of dependent, date of death|
|Gain of Coverage Elsewhere||Benefits summary, letter from new benefits admin/HR, letter from new insurance carrier||Name of team member and/or dependents being removed from coverage, effective date of new coverage, list of new coverages (medical, dental, vision)|
|Loss of Coverage Elsewhere||Benefits summary, letter from old benefits admin/HR, letter from old insurance carrier, COBRA paperwork||Name of team member and/or dependents being added to coverage, termination date of old coverage, list of coverages (medical, dental, vision) being lost|
Cigna & Kaiser are automatically fed Member and plan data from PlanSource via the integration.
Cadence: Semi-Monthly, after each pay period DRI: Total Rewards, Benefits - Raisha Kole Temporary process until integrations are in place
HSA, DCFSA, Commuter Parking and Commuter Transit Funding
Finance requires the ongoing FSA and HSA account reporting for tracking purposes
Upload these reports in the Account FSA & HSA reports folder in the US Benefits folder
The Total Rewards Analyst will review and initiate payment for all monthly health bills in the United States.
firstname.lastname@example.org accounting purposes.
The People Operations team will update the 'Benefits Group' in the HR system of record for Team Members when they are onboarded or relocated. The Benefits Group determines which plans team members are eligible for.
There are two parts of the Benefits Group: 1. The entity and 2. The team member's location. For example'Fed-FT-Colorado' would be the correct option for a GitLab Federal Team Member living in Colorado.
Ineligible: Any Team Member that relocated outside of the US and is no longer eligible for a plan, OR any team member that may not be eligible due to Part-Time employment (under 30 hours per week). Please note that interns are eligible for benefits if they work over 30 hours per week.
Temporary until Integrations are put in place between PlanSource/Workday & Navia
How to Fill out the Navia Upload Report:
Example on how many entries should be in the report per team member: If a team member has a spouse & a child; there should be 6 entries: a line for each dependent and a line for each plan (pre-tax & Post tax)
Team members have the option of electing the HRA during Cobra, once elected and payment is made, WEX sends email notification to Navia informing them of the COBRA election and to reactivate the member’s access to HRA. The process for reporting elections is managed by WEX.
### Payroll Hourly Reporting in to Workday for ACA Measurement TBD Every Month Payroll will need to upload a Affordable Care Act Worker Hours and Wages to track working hours during measurement period.
This quarterly audit is conducted to ensure the funding of our account used for FSA, DCFSA, and commuter benefit plans according to Accounts Payable matches the amount of claims incurred in WEX (Discovery)'s system.
Ongoing Discovery Auditspreadsheet, add new entries in the report provided by Accounts Payable to the bottom of the table in the "Discovery Payments History" tab.
Ongoing Discovery Auditspreadsheet as new tabs.
=sumif('March 2020 Funding Detail'!A:A,"Manual Employer Transaction and Adjustment",'March 2020 Funding Detail'!H:H)and you are working on the row for April 2020, change the formula to say
=sumif('April 2020 Funding Detail'!A:A,"Manual Employer Transaction and Adjustment",'April 2020 Funding Detail'!H:H).
This quarterly audit is conducted to identify any differences in enrollment between the carrier records and what a team member has elected in PlanSource.