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January 2010
Agency Update

 PEBB seeks to support agency and university administration of benefits. These periodic newsletters keep you updated on plans and changes. We look forward to your ideas and feedback.
Download the January Agency Update (pdf)

Plan Transitions
Premium Reconciliation Report. PEBB staff is working directly with agency staff to finalize December’s premium reconciliation report. PEBB will apprise agencies of discrepancies via e-mail. These must be cleared by Jan. 31, 2010. Agency staff  should direct questions related to discrepancies to Isabel.m.joslen@state.or.us no later than Jan. 15 to ensure they are addressed. 
ID Cards. The vendor for Providence ID cards mailed the cards from its production facilities in Kansas at the same time that a major storm hit the East Coast and holiday shipping was at peak. If members do not receive ID cards by the first week in January, they may want to call the plan to check their address on record. Kaiser Permanente mailed ID cards to all its members. Some Kaiser members may receive two cards; they may keep the additional card as back-up.
Group Numbers. The group number for PEBB’s Statewide Plan beginning Jan. 1, 2010, is 108601. Group numbers for all other plans remain the same.
End of Remedy Period. Members’ opportunity to remedy loss of coverage through Open Enrollment ends Dec. 31, 2009. Use the short-cut process PEBB provided via e-mail on Dec. 21. Do not accept or process remedy forms submitted after Dec. 31.
Correcting  Enrollment Errors. PEBB advises employees to contact their agency payroll or university benefits office directly to correct enrollment errors they may become aware of through their first pay stub or statement of the new year. Agency payroll staff may make such corrections through January; OUS benefits administrators may make corrections through February. Note that failure to enroll during Open Enrollment is not an enrollment error.
Dependent Coverage.  After Open Enrollment, PEBB automatically moved members who failed to enroll in a medical plan to the employee-only tier of the Statewide Plan beginning Jan. 1. This action may have caused dependents of some of these individuals to lose coverage. These dependents received a letter in December about their coverage options through COBRA. Employees who want to cover eligible dependents in their health plans may do so by submitting a Midyear Change form. Coverage goes into effect the first of the month following the agency’s receipt of the form. The coverage is not retroactive and will not cover healthcare costs incurred by or on the part of the dependent while the dependent was not covered in the plan.

Communication Channels
Enrollment Issues. Some employees may call Providence and then contact the agency or university if Providence does not find their record in the data supplied by PEBB. Please direct these issues to PDB administration. This process will help to efficiently administer the self-insured plans.
Medical Issues.  Do not contact the plans to assist members with coverage related to personal medical issues. Privacy rules allow the plans to discuss issues that touch on personal health information only with covered individuals or their personal representative. Members need to contact the plans directly.
FSA Issues. Agencies may not make adjustments to 2009 flexible spending accounts in the payroll system after Dec. 31, 2009. Send any requests for adjustments to amy.boughton@state.or.us.
Donated Leave and Disability. The Standard Insurance Company asks that agency and university representatives, along with PEBB staff, advise employees about the impact of donated leave on disability benefit payments. Donated leave will reduce these payments. If employees receive disability benefit payments and donated leave, they may have to pay back a portion of the disability benefit. 
New Hires. The New-hire Resource Center for 2010 has been posted at www.oregon.gov/DAS/PEBB/2010Benefits/NewHire/landingpage.shtml. Agency and university representatives may want to print out copies of brochures, guides and other documents for newly hired employees who do not have access to the Internet. Select “I want to print out new hire materials.”
Potential Retirees. Please direct employees who are considering retirement to PEBB’s Retiree Resource Center: www.oregon.gov/DAS/PEBB/2010Benefits/Retiree/Retireelandingpage.shtml.
Forms. All current forms are available at www.oregon.gov/DAS/PEBB/forms.shtml. The Remedy form will no longer be posted after Dec. 31, 2009.

Member Communications
Newsletter. The January newsletter will be posted Jan. 4, 2010. It advises members to review their first pay stub or pay statement of the year to ensure their premium deductions line up with their enrollment choices. It also presents common first-of-the-year comments and responses and an update on enrolling in Weight Watchers.  PEBB will send e-mail notice about the newsletter Jan. 3, 2010.
Please suggest topics for future editions of the Agency Update via e-mail to pebb.hottopics@state.or.us.

Agency Resources
PEBB oregon.gov/das/pebb    
Benefit Questions: inquiries.pebb@state.or.us
Comments for the Board: pebb.connect@state.or.us   
(503) 373-1102, fax (503) 373-1654        
Agency Resources
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