Summer Insurance Premium Process Timeline

The summer insurance premium process impacts many benefits-eligible employees who have academic work periods in Workday of less than 12 months (e.g. administrative staff, faculty, graduate students etc.)

Employment Actions Potentially Impacting Summer Premiums

The employment actions listed below potentially impact summer premiums for less-than-12-month employees and require communication to the Benefit Services department at benefits@tamu.edu (for TAMU) or hschr@tamu.edu (for HSC) by April 13, 2021 to ensure accurate summer premium calculations and eligibility. They are as follows:

Employee ending employment through termination or retirement on or before May 31, 2021:

Department to notify Benefit Services at benefits@tamu.edu (for TAMU) or hschr@tamu.edu (for HSC) by April 13, 2021 so that the Benefits Partner can update the employee's Custom Other ID in Workday. The Benefits Partner will change the Custom Other ID in Workday to T for Employee Letters for Summer Deductions. The employee will not have four months of premiums deducted from May compensation.

Employee ending employment through termination by August 31, 2021 and not returning to the University in the fall (if you are already aware):

Department to notify Benefit Services at benefits@tamu.edu (for TAMU) or hschr@tamu.edu (for HSC) by April 13, 2021, if possible, so that the Benefits Partner can update the employee's Custom Other ID in Workday and the employee will not have four months of premiums deducted from May compensation. Notifications received later than the deadline will be processed in the month of termination with refunds issued as applicable.

Employee not enrolled in 12-over-9 premiums, but will have summer employment for all three months of the summer (and would prefer deductions during the summer rather than consolidated from May compensation):

Department to notify Benefit Services at benefits@tamu.edu (for TAMU) or hschr@tamu.edu (for HSC) by April 13, 2021, if possible, so that the Benefits Partner can update the employee's Custom Other ID in Workday, as applicable. The Other ID is used to determine who will receive Employee Letters for Summer Deductions. The applicable code is D for employees working for all three months of the summer and should have premiums deducted through payroll.

Summer Premium Process Timeline

The timeline will be updated each fiscal year to provide specific dates related to the payroll processing calendar as well as deadlines from System Benefits Administration. Below is the current FY2021 timeline:

  • April 6: Communication through HR Liaison Network News requesting departments notify the Benefit Services department of employment actions potentially impacting the summer premiums process.
  • Summer Premium Informational for HR Liaisons:
  • April 13: Deadline to submit information to Benefit Services prior to the summer premium notifications to employees. Benefit Partners will add the appropriate code in Workday for those terminating or those needing to be billed, so that such individuals do not receive a letter.
  • April 15: Deadline for Benefit Partners to have changed Other IDs for employees as applicable.
  • April 19: System Benefits Administration will send a notification to employees to explain their summer premiums and the amount that will be deducted from their May paycheck(s). The notice will be distributed via email, with a reference to the Summer Insurance Premium Letter available in HRConnect Legacy under My Insurance Documents. Employees who are currently enrolled in the 12-over-9 program will not receive this notice because they have had 12 months of premiums deducted over their nine-month appointment.
  • April 27: Final deadline to notify Benefit Services of any updates/changes to Other IDs for bi-weekly paid employees, as applicable.
    • Normal Payroll cutoff dates are not used for this process. Unless updates/changes for bi-weekly employees are submitted to Benefit Services by April 27, it will not be possible to make corrections for May payroll.
  • May 10: Final deadline to notify Benefit Services of any updates/changes to Other IDs for monthly paid employees, as applicable.
    • Normal Payroll cutoff dates are not used for this process. Unless updates/changes for monthly employees are submitted to Benefit Services by May 10, it will not be possible to make corrections for May payroll.
  • May–August: As necessary, Workday actions for terminations of employment for employees in appointments less than 12 months should be processed once the department is notified they no longer intend to return to employment with your department. Workday action should be completed within 2 business days of the notification with a reference to the date the department received the notification in the comments. Do not retro term. The termination date will be the date the termination was processed in Workday. The Last Date Worked should be last date of the active appointment.

Departments are responsible for explaining to the employee the impact of employment changes on summer premiums after the summer premium notifications have already been generated.

Funding Source for Summer Premiums

Eligible employees who are in less than 12 month appointments will have their summer insurance premiums charged proportionately to the account(s) on which their May earnings were processed, even if they are put in a separate summer appointment.

Important note: If a change in the funding account for the summer insurance premiums is necessary, this can be accomplished through the payroll cost transfer process.

FY2021 Payroll Dates

Paychecks including the summer insurance deductions:

  • Bi-weekly payroll: May 7 and May 21, 2021
  • Monthly payroll: June 1, 2021

Resource Documents

For Assistance