University of California, Riverside

Human Resources



DBR Resources


The following sections provide a variety of resources and information relevant to Department Benefits Representatives, Management Services Officers, and Payroll and Benefits Assistants.

Listserv

The Benefits Office has an email list to communicate directly with campus Departmental Benefits Representatives (DBRs). If you are a DBR, or someone who would like to keep apprised of DBR communications, please subscribe to the following listserv: http://lists.ucr.edu/mailman/listinfo/ucrdbr.

Acronyms & Abbreviations

AD&D
Accidental Death & Dismemberment
AYSO
At Your Service Online
BELI
Benefits Eligibility Level Indicator
CAP
Capital Accumulation Provision
CFRA
California Family Rights Act
COBRA
Consolidated Omnibus Budget Reconciliation Act
DBR
Department Benefits Representative
DCP
Defined Contribution Plan
DEPCARE FSA
Dependent Care Flexible Spending Account
EE
Employee
FML
Family Medical Leave
GPA
Garnett-Powers & Associates
HAPC
Highest Average Plan Compensation
HFSA
Health Flexible Spending Account
HMO
Health Maintenance Organization
HRA
Health Reimbursement Account
HSP
Health Savings Plan
ILOC
Involuntary loss of coverage
LWOP
Leave without pay
LWP
Leave with pay
NEO
New Employee Orientation
OE
Open Enrollment
PDL
Pregnancy Disability Leave
PERS
Public Employee Retirement System
PIE
Period of Initial Eligibility
POS
Point of Service
PPO
Preferred Provider Organization
PPS
Payroll/Personnel System
SOH
Statement of Health
SPD
Summary Plan Description
SQC
Status Qualifier Code
SRA
Salary Reduction Agreement
TIP
Tax Savings on Insurance Premiums
UCOP
University of California Office of the President
UCRP
University of California Retirement Plan
UCRS
University of California Retirement System
VSP
Vision Service Plan

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UCNet Forms & Publications

Benefit forms and publications can be found on UCnet.

Benefits Checklists

New Hire Benefits Checklist

Process Hire
Review with Employee
  • Period of Initial Eligibility (PIE) end date: this is the 31 day period from the date of hire in which the employee may enroll in health and welfare benefits.

  • UCRP, OASDI, and Medicare participation. See publication: A Complete Guide to Your UC Retirement Benefits

  • If appointment does not qualify for retirement plan membership they will have mandatory DCP contributions (Safe Harbor).

New Employee Benefits Orientation

The Orientation class is highly recommended for all eligible faculty and staff. New employees are required to sign up online and create a profile at the UC Learning Center.

  • All university benefits and retirement plans will be discussed with a question and answer session. 

  • Employees be provided with all materials relating to their benefits. 

  • Employees have 31 days from their date of hire to sign-up for their benefits online at https://atyourserviceonline.ucop.edu/ayso/.

  • It is recommended that employees attend this orientation prior to signing up for their benefits to make the best decisions.

  • If employees are unable to attend a New Employee Benefits Orientation before the end of their Period of Initial Eligibility (PIE), have them review the New Employee Benefits Orientation presentation for important information on enrolling in benefits.

Note: It takes at least 2 business days from PPS entry before new employees becomes active in the UC Learning Center system.

Intercampus Transfers

If the employee is an intercampus transfer, the employee must re-enroll in benefits and re-elect 403(b), 457(b), Health FSA and DepCare FSA contributions as this data does not automatically transfer. The employee must complete the following forms and attach a copy of the last pay check earnings statement from the prior UC location:

  • UPAY 850 to enroll into medical, dental, vision, legal, life, dependent life, disability, AD&D, Health & DepCare FSAs.

  • Enrollment into 403(b), 457(b) or redirecting DCP investment choices may be done through Fidelity Investments at http://netBenefits.fidelity.com.

Post-Doctoral Scholar Benefits

Processing Hire

Assign BELI code based on appointment attributes.

For more information about the benefits package, enrollment, and beneficiary designation, go to:

Joint Appointments

When a postdoctoral scholar has joint appointments where one or more of the other titles are not in the postdoc series, the benefits program assigned to the employee will be the one that relates to their appointment of highest percentage.

If you have any questions on Postdoctoral Scholar Benefits, please contact the Graduate Academic Affairs Office at (951) 827-3315 for assistance.

Termination Checklist

Below are the guidelines and information that you should provide to employees before they leave or separate from the University.

Separating Process
  • The employee must be separated on the Personnel Payroll System (PPS) bundle.

  • The employee may be eligible to continue their medical, dental, and vision coverage through COBRA. Coverage continues through the end of the month in which the employee terminates.

  • COBRA information will be sent to the employee’s address on file from CONEXIS

  • Termination of Employment Benefits

UCRP Employee Contributions Options
  • Leave money in plan

  • Roll employee contributions plus interest to an IRA, your 403(b) or DCP, or another employer-sponsored plan

  • Request a distribution and pay taxes and pay penalties, if under age 59 ½

Retirement Savings Plans & Balances

Once separated, employees have options regarding their Defined Contribution Plan (DCP), 403(b) or 457(b) accounts. They can elect one of the following: 

  • Leave their contributions in the Plan.

    • Plan balance in each Plan, must total at least $2,000.00  

    • Plan balances may not be combined.

  • Contributions may be transferred among the investment fund options online, subject to the transfer rules and processing deadlines.

  • Take a distribution.

  • Directly rolled over to a traditional IRA or another employer-sponsored plan.

Cashing Out or Transferring Balances

Contact Fidelity Investments at (866) 682-7787 to take a distribution or roll over retirement savings plans. 

Note: Employee must be showing separated from the Personnel Payroll System (PPS) for 30 days in order to request a distribution or rollover.

COBRA Checklist

Consolidate Omnibus Budget Reconciliation Act of 1985

COBRA gives eligible UC employees, annuitants, and their enrolled qualified family members the right to temporarily continue health (medical, dental, and/or vision) coverage in situations that would ordinarily cause an individual to lose group health coverage. UC also extends continuation coverage to enrolled adult dependent relatives, same-sex domestic partners and a partner’s children or grandchildren.

For more information

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Disability

New Disability Benefits Process

Note: Employees may report a disability claim to Liberty Mutual up to 20 days in advance of a planned disability absence (such as child birth or prescheduled surgery).

Disability Forms & Documents

EDD Notice to Employer of Disability Insurance Claim Filed

The Benefits Office forwards the EDD Notice to Employer of Disability Insurance Claim Filed forms to DBRs for processing. To assist with completing the EDD form an example is provided below along with step-by-step Instructions on how to complete the form.  A part-month payment chart is also provided to assist in completing the form. Completed forms should be forwarded directly to the EDD Office.

Instructions on completing the EDD Notice to Employer of Disability Insurance Claim Form

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Fulfillment House Orders

How To Set Up a Fulfillment House Account

  • Contact the Benefits Office to procure your user ID and password.
  • Go to the Fulfillment House website: apps.kpcorp.com/ucbenefits.
  • Enter your user ID and password.
  • Type your one-time shipping information.

To Place an Order

  • Click on “Order Materials” and make your selection.
  • You can preview your order by clicking on "Preview Order."
  • Once your order is correct, click on "Submit Order."
  • Retain the Order ID for future reference.
  • You will receive an e-mail from K/P Corporation as to when your order will be shipped.

Checking Status of an Order

  • Go to the Main Menu, click on “Check Order Status” or you can either enter your Order ID or you can see a list of all the orders you have placed.
  • Make your choice and then click “Go” to view the detailed order and shipment information.

PPS Code Charts

These charts are provided to assist the Department Benefits Representatives

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Status Qualifier Codes

The SQC is used to explain why an employee’s out-of-compliance condition is justified. Only certain specified situations allow an employee to be out-of-compliance. Utilization of a Status Qualifier Code will prevent an employee from appearing on the BELI Out of Compliance report. Enter an applicable SQC on the EPER screen.

20 - Average Appointment Percent Employee

Qualifying Condition

  • An academic year appointment (July 1 through June 30 with different levels of percent time (greater than zero) in each quarter should be treated as a variable time appointment and welfare benefits eligibility based on the average percent time for the total year’s appointment.
  • Averaging the appointment does not affect UCRP eligibility. If the appointment is made for two or more years, each year (July 1 through June 30) should be averaged individually with benefits for the year based on the average for that year.
  • The processor should assign a BELI consistent with the average level of the appointment for the academic year. (July 1 through June 30).
  • If the employment commitment is quarter-by-quarter, the initial appointment for the fall quarter must be evaluated separately with additional appointments.
30 - Extended Sick Leave Recipient

Qualifying Condition

  • While on extended sick leave (80% of regular pay) for a work-related disability covered by Workers’ Compensation, an employee may continue benefits up to the six-month maximum period for extended sick leave.
  • If 80% of the normal pay status results in the 12-month average time reporting to fall below 17.5 hours per week, the status code of 30 should be assigned.
  • It should be deleted at the end of six months or when the employee’s 12-month average time reporting returns to 17.5 hours per week or more – whichever is earlier.
  • Note: Continued benefits for both extended sick leave and special rehabilitation cannot exceed a combined total period of six months.
40 - Employee Rehabilitation

Qualifying Condition

  • Campus and laboratory officials may approve continuation of benefits during a period of formally approved rehabilitation for up to six months.
  • This code should be assigned at the beginning of the rehabilitation period and deleted at the end of the period. In this context, rehabilitation refers to an employee who has returned to work part-time at the University as part of a formally approved plan and whose time worked is such that benefits would otherwise be lost during the rehabilitation attempt.
  • For example, the approved plan might consist of one month at 25% time, two months at 40% and subsequent periods at greater than 43.75% until normal schedule resumes.
  • To avoid loss of benefits, if the approved plan causes the 12-month average time reporting to fall below 17.5 hours per week, the status code of 40 should be assigned.
  • Note: Continued benefits for both extended sick leave and special rehabilitation cannot exceed a combined total period of six months.
60 - Seasonal Employee

Qualifying Condition

  • Individuals who work seasonally each year for less than three months (e.g., agricultural workers) may be excluded from Core benefits.
  • Seasonal employees typically are hired around the same time each year on a temporary basis.
  • The seasonal employee category does not apply to someone who has a series of short-term appointments, with or without breaks in service, during the year.
  • Status code 60 should be assigned in addition to the BELI code.
  • The special status code should be deleted if the employee transfers to a non-seasonal position.
90 - Sabbatical/Leave for Professional Renewal

Qualifying Condition

  • Faculty or staff enrolled in medical, dental, optical and/or University-paid Career or Core life insurance who go on sabbatical leave or leave for professional renewal at reduced pay may continue the coverage for up to 24 months so long as each month’s paycheck cover any required deductions.
  • For dental, optical and University-paid Career life insurance, earnings during the leave also must be covered compensation for retirement plan purposes.
  • If the reduced pay status will cause the 12-month average to fall below 17.5 hours per week, status code 90 should be assigned at the beginning of the period and deleted at the end of the period or at the end of 24 months from the date the leave originally began, whichever is earlier.

FICA Codes

FICA is comprised of two components — Old Age, Survivor and Disability Insurance (OASDI) and Medicare. This code indicates which component(s) the employee is required to pay, if any. There are three codes that are currently available.

N – Does not pay FICA
  • Registered UC Undergraduate and Graduate Students
  • Students who are not already UCRP members, carrying a course load equal to ½ time or more, and appointed at less than 80% for whole current month
  • Each Summer Session evaluated separately
  • F-1 or J-1 non-resident alien visa holder under the Hours Eligibility Rules threshold
  • With appointments less than 50%
  • With appointments less than one year
  • With “Visiting” or “Regents” titles
  • All Student Appointees not already UCRP members
  • Employees who opted out of FICA in 1976
  • Without a break in service
  • Following a break in service where re-hired prior to 4/1/86.
  • This election is irrevocable
  • Safety Officers hired prior to 4/1/86
M – Pays only Medicare
  • Applies only to US citizens, Resident Aliens and Permanent Residents
  • Non-student employees with appointments that are
  • less than 50% time or less than one year
  • under the Hours Eligibility Rules threshold  
  • Rehired Retirees who have accepted the UCRP Waiver
  • Post MDs, Per Diem Nurses, UNEX Instructors, Summer Session Instructors, and Contract Employees paid by agreement
  • Postdoctoral Scholars
  • Visiting or Regent Title appointees
  • Contract Employees with appointments that are
  • less than 50% time or less than one year
  • under the Hours Eligibility Rules threshold
  • Employees with only Without Salary Appointments (including Emeritus)
  • Registered UC Undergraduate and Graduate Students
  • Students who are not already UCRP members and either carrying a course load equal to less than ½-time or appointed at 80% or more for any portion of current month
  • Each Summer Session evaluated separately
  • Safety Officers hired on or after 4/1/86
  • Employees who opted out of FICA in 1976 with a rehire date on or after 4/1/86
  • Social Security Act excludes F-1 and J-1 non-resident alien visa holders
E – Pays both OASDI and Medicare
  • Applies only to US citizens, Resident Aliens and Permanent Residents
  • Employees in non-student academic and staff titles appointed at 50% time or more for at least one year
  • Excluding employees not eligible for UCRP
  • Contract Employees with appointments of 50% time or more for at least one year
  • Employees in non-student academic and staff titles appointed at 50% time or more for a definite period of less than one year where the end date is due to visa (work permit end date) or funding restrictions, and that the intention is the appointment will be extended at 50% time or more for a total period of at least one year. This must be stated in writing, by the department, at the time of appointment.
  • Employees who reach the appropriate Hours Eligibility Threshold
  • Excluding students accruing eligible hours
  • Social Security Act excludes F-1 or J-1 non-resident alien visa holders from

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Retirement Gifts

Retirement Gift Program

The Retirement Gift Program is designed to provide recognition to employees who have served the university with pride and dedication and who have completed five or more years of University service. UCR congratulates these employees for their valuable contributions and wishes them the best as they embark on their new endeavors. The customized program provides crafted awards and hand-selected items through O.C. Tanner’s exclusive symbols of appreciation.

Chancellor’s Recognition of Staff & Faculty Service Program

The Chancellor's Recognition of Staff & Faculty Service Award Program

The Chancellor’s Recognition of Staff & Faculty Service Program is offered to recognize the dedication and service of staff, faculty and other eligible academic personnel (all non-student academic title series that accrue service credit are eligible). Each service award bears the insignia of the University of California, Riverside and is exclusive to the years of service milestone that has been achieved.

Understanding Reports

All reports can be accessed through iReport. Please review all reports at the beginning of each month to avoid potential problems.

BELI Out-of Compliance

This report lists employees who may be assigned a BELI code that is inappropriate based on their current appointment and average hours per week.

Department Responsibility

It is the department's responsibility to review the employee's record for accuracy and update the BELI as appropriate. Failure to make necessary changes could result in the employee reflecting incorrect benefits eligibility and inaccurate charges to departmental accounts.

Below are things to consider when evaluating the employee's record:

Appointment Attributes
  • Are the following correct?
  • Type (I.E. - Career, Limited, Casual-Restricted)
  • Title and Percentage
  • Rate Code (I.E. - Annual, Hourly, By-Agreement)
  • Appropriate application of Duration Indicator
  • Does the appointment percent accurately reflect paid time?
Average Hours Worked
  • Is the average hours above 17.50 hours per week?
  • How many months has the employee been under 17.50 hours per week?
Continuous Employment
  • Has expired appointment data dropped from current database record?

Core Reports

The purpose of these Core Reports is to inform departments of those employees that are enrolled in Core Medical.

Department Responsibility

This report will show employees that have recently become eligible for Core and those that have ongoing Core coverage.

  • You should identify those who are eligible for full benefits.

If a career employee does not enroll in benefits within their 31 PIE, they automatically default into self-only Core medical, Delta Dental PPO, and VSP vision plan.

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1000 Hours Reports

Approaching 1000 Hours Towards Benefits Eligibility

This report lists employees who are not in UCRP and have accumulated 650 hours or more of eligible time during the immediately preceding 12-month period towards UCRP membership and Full Benefits.

Although the employee has not reached eligibility, this report is provided to assist departments in monitoring the status of the employee whose position is not intended to achieve full benefits eligibility.

With 1000 Hours - Eligible for Benefits

This report lists employees who have newly become eligible for UCRP membership and Full Benefits by having accumulated 1000 hours of eligible time during the immediately preceding 12-month period.

Having achieved Full-Benefits eligibility, the employee should be notified that they have a 31-day period of initial eligibility (PIE) to enroll in benefits. The PIE begins on the first of the month following the month in which the 1000-hour qualifier was met. Provided enrollment occurs during this period, coverage will begin on the date the employee became eligible.

Review the following with the employee:

  • Period of Initial Eligibility (PIE) end date
  • This is the last day in which the employee may enroll in health and welfare benefits.
  • Highlight statement for employee on IDOC.
  • FICA (OASDI/Medicare) participation
  • Review with employee mandatory DCP contributions.
  • Review with employee whether appointment qualifies for mandatory contributions to OASDI (Social Security) and/or Medicare.

750 Hours Reports

Approaching 750 Hours Towards Benefits Eligibility

This report lists covered Unit 18 Lecturers who are not in UCRP and have accumulated 500 hours or more of eligible time during the immediately preceding 12-month period towards UCRP membership and Full Benefits.

Although the employee has not reached eligibility, this report is provided to assist departments in monitoring the status of the employee whose position is not intended to achieve full benefits eligibility

With 750 Hours - Eligible for Benefits

This report lists covered Unit 18 Lecturers who have newly become eligible for UCRP membership and Full Benefits by having accumulated 750 hours of eligible time during the immediately preceding 12-month period.

Having achieved Full-Benefits eligibility, the employee should be notified that they have a 31-day period of initial eligibility (PIE) to enroll in benefits. The PIE begins on the first of the month following the month in which the 750-hour quailfier was met. Provided enrollment occurs during this period, coverage will begin on the date the employee became eligible.

Review the following with the employee:

  • Period of Initial Eligibility (PIE) end date
  • This is the last day in which the employee may enroll in health and welfare benefits.
  • Highlight statement for employee on IDOC.
  • FICA (OASDI/Medicare) participation
  • Review with employee mandatory DCP contributions.
  • Review with employee whether appointment qualifies for mandatory contributions to OASDI (Social Security) and/or Medicare.

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Templates & Medicare Coordination

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

UCR LibrariesCampus Status
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Visit UCRMaps and Directions

Department Information

Human Resources
1201 University Ave., Suite 208
Riverside, CA 92507

Tel: (951) 827-5588
Fax: (951) 827-2672

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