Human Resources

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
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
YGIP	Your Group Insurance Plans

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Go straight to the source. Most benefits forms and publications can be found on At Your Service Online.

• New Hire Checklist
• Post-Doctoral Scholar Benefits
• Separation Checklist
• COBRA Checklist

New Hire Benefits Checklist

Process Hire

• Process HIRE in PPS

• Assign BELI code

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: Retirement Plan Summary Plan Description (with Social Security)

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

New Employee 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 http://atyourservice.ucop.edu.

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

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 and AD&D.

• UPAY 717 to enroll into Health FSA or DepCare FSA if newly eligible or UPAY 919 to enroll due to a qualifying mid-year event or re-enroll.

• 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:

• Garnett-Powers & Associates

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.

Examples

• Paula Postdoc holds joint appointments for 12 months as a 75% Postdoctoral Scholar and 25% Lecturer.

• Eligible for the Postdoctoral Scholar Benefits package. (BELI P)

• Louie Lecturer holds joint appointments for 12 months as a 40% Postdoctoral Scholar and 60% Lecturer.

• Eligible for the traditional employee benefits package. (BELI 1)

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

Separation 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 following month.

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

• Termination checklist

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

DCP & Financial Account 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. 

(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

• COBRA on At Your Service Online

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Below are sample letters to employees whose appointments have changed and will no longer have benefits:

• Core
• Full or Mid-level
• Full

 Provide the following letters to employees whose appointments have changed and their benefits will be affected.

• No Benefits or Core Benefits to Full Benefits
• No Benefits or Core Benefits to Full Benefits for Lecturers
• No Benefits or Core Benefits to Mid-level Benefits
• No Benefits to Core Benefits
• Postdoc Benefits to Mid-Level Benefits 

Disability Forms & Documents

• Employee Disability Letter
• How to File for Disability
• Reporting Your Disability Claim
• FML Local Procedure
• Family & Medical Leave Benefits Checklist Brochure
• Liberty Mutual Attending Physician’s Statement (Kaiser members only)
• Kaiser Permanente Authorization Medical Release Form
• Liberty Mutual Authorization Medical Release Form 
• Benefits Insurance Continuation (BIC) 
• T.A.P.S. Payroll Deduction/Cancellation Request
• Disability Factsheet
• Short-Term Disability Insurance Plan
• Supplemental Disability Insurance Plan
• Common Disability Benefits FAQ
• When You Return to Work Checklist 
• Departmental Notice of Disability Claim

Pregnancy Disability Forms & Documents

• Employee Disability Letter
• How to File for Pregnancy Disability 
• Reporting Your Disability Claim 
• Family & Medical Leave Benefits Checklist
• Liberty Mutual Reimbursement Agreement 
• Kaiser Permanente Authorization Medical Release Form
• Liberty Mutual Authorization Medical Release Form 
• Benefits Insurance Continuation (BIC) 
• T.A.P.S. Payroll Deduction/Cancellation Request
• UPAY 850: Enrollment, Change, Cancellation, or Opt Out
• Pregnancy & Newborn Child Factsheet for Employees with Sick Leave
• Disability Factsheet
• Short-Term Disability Insurance Plan
• Supplemental Disability Insurance Plan
• UPAY 919: Health FSA/DepCare FSA Enrollment, change, or Cancellation Salary Reduction Agreement
• Flexible Spending Accounts (FSA)
• Dependent Care Flexible Spending Account Summary Plan
• Health Care Flexible Spending Account Summary Plan
• Common Disability Benefits FAQ 
• When You Return to Work Checklist (pregnancy) 
• Departmental Notice of Disability Claim 

 Stay at Work/Return to Work

• Partial Disability: Stay at Work/Return to Work Factsheet

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The items below are available through the Fulfillment House at no charge.

• Your Group Insurance Plans (item #2001)
• Medical Benefits Summary - Non Medicare (item #2100)
• Summary Plan Description for Retirement, DCP, 403(b), 457(b) Plans (item #1001)

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.

These charts are provided to assist the Department Benefits Representatives

• BELI Codes
• Status Qualifier Codes
• FICA Codes
  

BELI Codes

The Benefits Eligibility Level Indicator (BELI) code determines for which benefit package, if any, an employee is eligible. Each employee must be assigned a BELI code at the time of hire or rehire or be re-evaluated when there is a change to the employee’s personnel status. The BELI code is entered on the EPER screen.

BELI 1

• Initial Requirements
• Method 1: Appointment is 50% or more and 12 months or more
• Method 2: Accumulation of qualifying hours in rolling 12-month period
• Eligible for UCRP
• Comments
• Eligible for Full Benefits
• Must have appointment type which is eligible for benefits (Contract, Career, Limited, Non-student Academic and Partial-Yr Career)
• May not be a title excluded from UCRP

BELI 2

• Initial Requirements
• Appointment is 50% or more and 12 months or more
• Not eligible for UCRP
• Comments
• Eligible for Mid-Level Benefits
• Titles excluded from UCRP (“Visiting” Title, Regents’ Lecturer, Regents’ Professor)

BELI 3

• Initial Requirements
• 100% & 3 months or more, but less than 12 months
• Not eligible for UCRP
• Comments
• Eligible for Mid-Level Benefits
• If appointment is extended to a year or more in length, then employee will automatically become a BELI 1 (if UCRP eligible title) effective the date the extension is processed in PPS

BELI 4

• Initial Requirements
• 43.75% or more but does not satisfy % and duration requirement for BELI 1, 2 or 3
• Not eligible for UCRP
• Comments
• Eligible for Core Benefits
• May not be a seasonal employee

BELI 5

• Initial Requirements
• Any appointment at less than 43.75%
• Student Titles and Academic Titles Restricted to Students at any percentage, any duration
• Not eligible for UCRP
• Comments
• Not eligible for Benefits

BELI P

• Initial Requirements
• Post-Doc Employee (TC 3252)
• Post-Doc Fellow (TC 3253)
• Post-Doc Paid-Direct (TC 3254)
• Not eligible for UCRP
• Comments
• Eligible for Post-Doctoral Scholar Benefits

Preparer Tip

When assigning a BELI code, consider the following:

Initial Hire/Rehire	Continuing Employment
Appointment Attributes Type Title Percentage Time Duration For rehired employees appointed in UCRP-includable title, must consider eligible hours worked within 12-month period prior to month of rehire date before considering percentage time and duration of new appointment.	Appointment Attributes Type Title Description of Service (DOS) code Exclude zero-%-time reported DOS codes Consecutive periods at 50% time or more in benefit-eligible appointments (See Continuing Eligibility) Employment Attributes 12-month total of eligible hours worked (IHR2 screen) 12-month rolling average hours (IHRS screen)

Eligibility Base On

Appointment Criteria

Employee must have an appointment which is eligible for benefits and satisfy minimum percent and duration of appointment requirements.

If appointment end date is due to funding or visa purposes, and the intention of the appointment is to be 12 months or more at 50% time or more, the BELI code may be based on the intent of the position by assigning the appropriate Duration Indicator.

Hours on Pay Status

Once an employee had accumulated a certain number of eligible hours in a given 12-consecutive month period, the employee automatically qualifies for Full-Benefits and UCRP membership if appointed in a UCRP includable title.

Hour thresholds are:

• 1000 hours for Non-Student Staff and Academic Titles (excluding IX Unit employees)
• 750 hours for Non-Senate Faculty

Includes the following appointment types

• Contract (Appointment Type “1”)
• Limited (Appointment Type “3”)
• Certain Academic (Appointment Type “5”)
• Covered Member of the IX Unit

Does not apply to individuals where Student Status is:

• “3” or “6” - UC Undergraduate Student
• “4” or “7” - UC Graduate Student

Continuing Eligibility

Once initial eligibility is established, employee must be appointed in an appointment that is in a benefit-eligible category and maintain a rolling 12-month average paid time of at least 17.5 hours per week to remain benefit-eligible. After falling below this level, if the average remains below 17.5 for a second consecutive month, then the employee loses eligibility effective the first of the next month.

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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 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.

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.

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
• Core Reports
• 1000 Hours Reports
• 750 Hours Reports

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.

Departmental 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.

Departmental 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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• Accessing Your Benefits — COMING SOON!
• A Guide to At Your Service Online Account Access(includes password reset instructions)
• New Employee Benefits Orientation — COMING SOON!
• A Complete Overview Of The Disability Process — COMING SOON!
• DBR Training — COMING SOON!