WSIPC Guide to

SEBB Reporting

WSIPC Guide to SEBB Reporting (August 2019) i

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Contents

Contents i

About This Guide 1

What You Should Know Before You Start 1 Be Sure You’re Signed In 1

How to Use This Guide 1 Navigation Paths 1 Getting Around 2 Screen Shots 2

What’s in a WSIPC Guide 2 Do Not Post This Guide to the Public Internet 2

Understanding SEBB Reporting 3

Preparing for SEBB Reporting 4

SEBB My Account 4 Determining Eligibility 4

Eligibility Considerations 4 Managing SEBB Eligibility Hours 5

Tracking an Employee’s Eligibility Status 6

Adding a WA-SEBB Employee Record in Employee Profile 6 Using the Profile Export/Import Utility 7

Deleting a WA-SEBB Employee Record in Employee Profile 11 Editing a WA-SEBB Employee Record in Employee Profile 12

Extracting SEBB Eligibility Data 13

Extracting the SEBB Eligibility Data 14 Creating the SEBB Submission File 16

WSIPC Guide to SEBB Reporting (August 2019) 1

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About This Guide

This Guide explains how to use the Human Resources modules to administer SEBB

program eligibility and benefits data to meet state requirements.

What You Should Know Before You Start You’ll find that this Guide is much more helpful if you have experience with the

following:

Working in the Skyward Human Resources module

Determining employees who are SEBB eligible

Detailed information about the School Employees Benefits Board (SEBB) rules and

regulations is outside the scope of this Guide. Go to the Health Care Authority (HCA)

site for guidance: https://hcahealthcare.com/.

Be Sure You’re Signed In This Guide is intended to be read while you are working in the Human Resources

module, so be sure you are signed in. Many of the procedures and concepts

discussed in this Guide are best understood if you practice as you read.

How to Use This Guide This section shows you how to follow navigation paths in a Guide, and how to

navigate around the Guide using various features. This section also describes how

and when screen shots are used in the Guide.

Navigation Paths The procedures in this Guide begin with navigation menu paths. Select the

check box in User Preferences to ensure that you can follow

these paths. The option is not available in User Preferences if it is already enabled for

the entire district. To learn more about setting User Preferences, see the “Setting

Your Preferences” section in the WSIPC Guide to Skyward’s School Management

System.

About This Guide

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Getting Around If you’re using this Guide electronically, you can click any text in blue font to move to

the section of the Guide that the text refers to. Because the Guides are published in

PDF format, you can also use the PDF navigation pane to quickly move from one

section to another. If the pane is hidden, click the button in the menu

bar on the left side of the screen.

Screen Shots You’ll find screen shots throughout the guide to help you learn how to use the

software. The data entered in the screen shots in this Guide is an example of the data

you might enter. These screen shots are updated with each edition to make sure

what you see on your screen matches what you see in the Guide. To prevent the

Guide from becoming a lengthy picture book, WSIPC Guides use screen shots only to

help illustrate a key idea or when options on a screen are described. This allows

WSIPC Guides to be effective and concise.

What’s in a WSIPC Guide WSIPC Guides are designed to provide readers with everything they need to know to

safely and effectively use Skyward’s software. WSIPC strives to make Guides that

address the diverse needs of these audiences. Therefore, this Guide doesn’t contain

information customized for specific audiences, districts, or schools.

If you need to create educational materials that address the specific needs of your

Service Center or district, consider using this Guide as a starting point for developing

your own customized materials.

Do Not Post This Guide to the Public Internet The information contained in this Guide is copyright protected. You may store a

digital copy of this Guide on your internal server for access by authorized users.

Allowing access to this Guide by anonymous users, including search engine crawlers,

is not permitted. If you are unsure whether your website is open or your server is

protected from crawlers, contact your systems administrator.

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Understanding SEBB Reporting

Starting January 1, 2020, the School Employees Benefits Board (SEBB) Program will

administer health insurance and other benefits to all employees in school districts,

charter schools, and union-represented employees of educational service districts in

Washington State.

The School Employees Benefits Board (SEB Board) studies, designs, and approves

comprehensive and cost-effective insurance benefit plans for school employees,

and establishes eligibility criteria for participation in these plans. The SEB Board is

separate and independent from the Public Employees Benefits Board (PEBB).

During October, on an annual basis, eligible school employees have the opportunity

to enroll or modify enrollment benefits such as medical, dental, and vision plans

administered by the Washington Health Care Authority (HCA) under the School

Employee Benefit Board (SEBB) program.

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Preparing for SEBB Reporting

This section describes what you must do before you can submit eligibility data

electronically to SEBB.

SEBB My Account The HCA has designed an online enrollment system to support payroll and benefit

staff. SEBB My Account is an online system used for online enrollment for the SEBB

Program. You must be set up as a benefits administrator to have the ability to upload

files under SEBB My Account. Send questions related to eligibility file uploads and

authorizing benefit administrators to hcasebbitsupport@hca.wa.gov.

Determining Eligibility Employers should record SEBB eligibility determination by using the Skyward system.

The determination should be made July 1 through August 30 of every year. This will

help prepare for uploads to SEBB My Account beginning September 3, 2019. For

details about SEBB Eligibility, go to: https://www.hca.wa.gov/employee-

retiree-benefits/school-employees/how-determine-eligibility.

Eligibility Considerations There are several things that you need to consider when determining the eligibility of

your employees, as stated in WAC 182-31-040. Eligibility is determined solely by

the criteria that most closely describes the school employee’s work circumstances.

Generally speaking, a school employee is eligible if he or she is anticipated to work at

least 630 hours in a school year. However, there are additional considerations:

Consider the hours you expect the school employee to work within one SEBB

organization.

Consider all the hours you expect the school employee to work, from the

beginning of the school year.

Note Even though SEBB benefits are effective January 1, 20YY,

eligibility is based on the entire 20XX-20YY school year.

Consider that the school employee may stack (include) hours from multiple

positions within one SEBB organization to establish eligibility.

Preparing for SEBB Reporting

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Managing SEBB Eligibility Hours The SEBB Profile Export/Import Utility shows hours worked for the current year and

the previous two years. The utility produces a spreadsheet that you can sort, filter,

and modify to use as an import file. To learn more about this utility, see “Using the

Profile Export/Import Utility” (page 7).

The hours used for the SEBB Profile Export/Import Utility are ACA hours. For WSIPC’s

Washington State districts, ACA Hours by Date Records are created during the

Washington State Payroll Calculate process and updated during the Payroll Update

and Quick-Void processes. Contracts, Worksheets, and Substitute Tracking Records

are used to determine an employee’s actual date worked. Any hours not attributable

to Contracts, Worksheets, or Substitute Tracking are recorded on the period end date

of the Payroll. For further details, see the WSIPC Guide to Affordable Care Act Data

Collection.

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Tracking an Employee’s Eligibility

Status

To provide a way to track employees based on eligibility, the sub-tab was

developed and added to the Employee Profile.

The WA-SEBB Record is composed of the following fields:

, and These fields help employers track each

employee's eligibility status.

Multiple WA-SEBB Records may exist for an employee, but dates cannot overlap. The

most recent record is included in the SEBB Eligibility File. Employee’s WA-SEBB

Records are created for tracking purposes and used to generate a SEBB Extract that is

used to produce a SEBB Eligibility File.

This section shows you how to add, edit, and delete records. When you add records,

you can add records individually or by using the Profile Export/Import Utility.

Adding a WA-SEBB Employee Record in Employee

Profile

This section shows you how to add a WA-SEBB Employee Record for an individual

employee in Employee Profile.

To add a WA-SEBB Employee Status Record in Employee Profile:

1. In the Web interface, go to Human Resources\Employee\EP\EP.

2. Click the tab.

3. Select an employee.

4. Click .

5. Configure the screen (Figure 1).

Table 1 describes the options on this screen.

6. Click .

Tracking an Employee’s Eligibility Status

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Figure 1 - Employee SEBB Eligibility Maintenance screen

Option Description

Represents the date the employee becomes eligible

to enroll in benefits. This date may be different than

the effective date of benefits. Also, the entered date

must be equal to or greater than the Employee Hire

Date.

This field is required.

Indicates whether an employee is SEBB eligible.

Selecting this flag allows the data to be included in

the eligibility extract file.

Indicates whether an employee is represented by a

collective bargaining unit.

Indicates the effective date on which an employee is

represented.

This field is required if the field is

selected.

Table 1 - Available option on the Employee SEBB Eligibility Maintenance screen

Using the Profile Export/Import Utility You can use the Profile Export/Import Utility to create or update multiple Employee

WA-SEBB Records at one time. The utility consists of two steps. The first (optional)

step extracts the employees’ current WA-SEBB Records. The

parameter uses the employees’ current year ACA Hours to determine if they

should be included in the export. The second step is an import process that creates

or updates Employee WA-SEBB Records.

The sections below describe each step of the Profile Export/Import Utility.

Tracking an Employee’s Eligibility Status

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Step 1: Export to Spreadsheet

In this step you can create a spreadsheet that contains , ,

, , , , , ,

, and .

The file contains ACA hours for each employee.

Tip You can use the spreadsheet to create a Processing List of the

employee names to use for additional reporting as needed.

To run of the Profile Export/Import Utility:

1. In the Web interface, go to Human Resources\Federal/State

Reporting\SR\WA\SB\EI.

2. Configure the screen (Figure 2). Table 2

describes the options on this screen.

3. Click .

Figure 2 – Step 1: Profile Export/Import Utility screen

Option Description

Defines the total minimum number of hours worked

within a school year. Any employee that meets the

manually entered minimum number of hours worked in

the current year OR the previous two years will be

identified in the export.

Defines which employees to run the report on.

Table 2 - Options on the Step 1: Profile Export/Import Utility screen

Tracking an Employee’s Eligibility Status

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Step 2: Import from Spreadsheet

The Profile Export/Import Utility allows you to import WA-SEBB Employee Records

from a file, which populates the fields on the sub-tab in the Employee

Profile. The utility provides a preview screen where you can verify results.

Make sure your file meets the following criteria:

The file must be in Comma Delimited Values (CSV) format.

Column headers must be present and must match the column headers exactly

as listed below in Table 3.

Columns can be in any order. (Any additional columns will be ignored.)

Table 3 lists the format of each WA-SEBB Employee Record field that can be

imported using Step 2 of the Profile Export/Import Utility.

Fields Required Format

Yes Used as the employee identifier.

Yes

MM/DD/YYYY format.

If a record does not exist with the entered date,

the date is applied to the new record.

If a record already exist with the entered date,

the existing record is updated.

No

YES/NO or TRUE/FALSE.

If omitted from the file, the value is updated

and is set to

No

YES/NO or TRUE/FALSE.

If omitted from the file, the value is updated

and is set to

Conditional

MM/DD/YYYY format.

If the field is set to , the

is required.

Table 3 - Format Fields and description for WA-SEBB Employee Record information

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To run of the Profile Export/Import Utility:

1. In the Web interface, go to Human Resources\Federal/State

Reporting\SR\WA\SB\EI.

2. Click to navigate to the import file location (Figure 3).

3. Click .

4. Verify that all records on the screen are

accurate. Be sure you review all three views:

If a record does not exist for the imported , it

appears in this browse view.

- If a record already exists for the imported , it

appears in this browse view.

- Any exceptions are listed under this view. These records

will not be imported.

Tip Click the button to export the data to an Excel

spreadsheet.

5. (Optional) If you need to delete a record, select the employee’s record and

click .

6. When all Employee Records are accurate, click on the

preview screen. The following message appears:

“All employees in this preview will be updated with the new/changed records

shown. Are you sure you wish to continue?”

7. Review and click to run the update. Once the update is complete, the

following message appears:

“The update process has completed and the preview browse will now be

updated with the results.”

8. Click and then click .

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Once the update is complete, you can view the imported information on the

sub-tab in Employee Profile (Human

Resources\Employee\EP\EP).

Figure 3 - Step 2: Import From Spreadsheet

Deleting a WA-SEBB Employee Record in

Employee Profile If needed, you can delete WA-SEBB Employee Status Records for a selected

employee.

To delete a WA-SEBB Employee Status Record in Employee Profile:

1. In the Web interface, go to Human Resources\Federal/State

Reporting\SR\WA\SB\EI.

2. Click the tab.

3. Select an employee.

4. Click . A message asks if you want to delete the record.

5. Click .

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Editing a WA-SEBB Employee Record in

Employee Profile If needed, you can edit WA-SEBB Employee Status Records for a selected employee.

To edit a WA-SEBB Employee Status Record in Employee Profile:

1. In the Web interface, go to Human Resources\Federal/State

Reporting\SR\WA\SB\EI.

2. Click the tab.

3. Select an employee.

4. Click .

5. Make the desired changes on the screen.

6. Click .

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Extracting SEBB Eligibility Data

Employers can only send newly SEBB Eligible employee data in bulk. The Extract SEBB

Data Utility creates a file, according to the SEBB Eligibility Specifications, which can

be uploaded through your district’s SEBB My Account.

Note Go to the Health Care Authority (HCA) site for more information

about the SEBB Eligibility Specifications: https://www.hca.wa.gov/assets/perspay/SEBBEligibil

itySpecifications.pdf.

Employees included in the extract file must meet the following criteria:

The WA-SEBB Employee Record has flag set to .

-- AND --

The WA-SEBB Employee Record meets the date range criteria configured

under the template.

-- AND --

The employee meets the criteria of the selection parameters configured

under the template.

This section describes how to extract the SEBB eligibility data, and how to create the

SEBB submission file.

Extracting SEBB Eligibility Data

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Extracting the SEBB Eligibility Data The first step is to extract the SEBB eligibility data.

To create the SEBB Eligibility File:

1. In the Web interface, go to Human Resources\Federal/State

Reporting\SR\WA\SB\EX.

2. Click and configure the template

screen (Figure 4). Table 4 describes the options on this screen.

3. Click .

4. Click .

5. Verify all records on the screen.

6. (Optional) If you need to delete a record, select the employee’s record and

click .

7. When all Employee Records are accurate, click to continue with the

update process.

8. Click . A message asks if you want to run the update.

9. Click to run the update.

10. Once the file is created, a screen appears. Do one

of the following:

Click to view the report. The report lists the number of

employees extracted and the corresponding file name (Figure 5)

-- OR --

Click to return to the

screen.

11. Continue to “Creating the SEBB Submission File” (page 16).

Extracting SEBB Eligibility Data

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Figure 4 - SEBB Electronic File Extract screen

Option Description

Use the default Employee Selection Parameters or

create your own Employee Selection Parameters.

Enter the desire date range.

Table 4 - Options on the SEBB Electronic File Extract screen

Figure 5 - Example of the report generated once the SEBB Extract is complete

Extracting SEBB Eligibility Data

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Creating the SEBB Submission File The second step allows you to verify that a file was created, and provides the

submission file for upload to SEBB My Account.

To create the SEBB submission file:

1. In the Web interface, go to Human Resources\Federal/State

Reporting\SR\WA\SB\VS.

2. Verify that the Eligibility.txt file was created (Figure 6).

3. Select the correct extract file, and click .

4. Click

5. Save the .txt file.

Tip Your browser settings define how and where the file is saved

as a download. Your browser treats this file as it would any

web download, and saves it to the location defined in your

Browser Options/Settings.

Caution DO NOT open the file as this can cause unexpected

reformatting.

The file name and format must remain intact to avoid

unexpected results at the time of submission.

6. Submit the file to SEBB using SEBB My Account.

Figure 6 shows an example of a .txt file record and the Log History associated with

the file.

Figure 6 - SEBB Eligibility .txt file

TERMS OF USE

The information contained herein is licensed, trade-secret and proprietary and may not be used,

disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As

a condition of use, the User agrees to protect and keep the information from disclosure or falling into

the public domain. The failure to comply with this agreement may result in the immediate termination

of the User’s right to access the information.

COPYRIGHT

© Copyright 2019 WSIPC. All rights reserved.

Reproduction of any part of this manual in any medium without the express and written permission of

WSIPC is prohibited by law.

This edition is printed in the United States of America. The contents may be corrected or modified by

revisions without prior notice. Pages may be added, deleted, or changed as required.

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