Transmittal Report
From WEA Trust Insurance Coordinators Handbook
Contents |
Using and completing the Transmittal Report
There are two uses for Transmittal Reports:
- Reporting deletions and changes when an Enrollment Form is not required; and
- Reconciling an amount that is different from what was billed (additions, deletions, changes).
Click here for a copy of the Transmittal Report. Note: This is a fillable PDF document, which allows you to enter information onto the form directly from your PC. Once you have completed filling the form, you can print it and mail it to the Trust.
The following are some examples of changes you need to report:
- Termination
- Salary change
- Retirement
- Leave of absence
- Medicare eligibility
Fill in the school district’s name, group number, and the month the report is for. Then, fill in the employee’s name, subscriber number, and last date worked (if applicable). (For retirement, we use the last day worked as the official retirement date.)
Use the following codes on your Transmittal Report to indicate the type of change:
- “A” for employee additions
- “D” for deletions (terminations)
- “C” for all other changes
Each type of change is discussed in detail on the following pages.
When you list additions, deletions, or changes on a Transmittal Report, use a separate line for each plan and premium. Here are some other things to include when you send us the Transmittal Report:
Additions “A”
Additions can be listed for reconciliation purposes only.
(We will not process the additions in our system; an Enrollment Form must be completed.) For example, include effective date of coverage, coverage type, and salaries for disability and life plans. (See Checklist for enrolling new employees. Here are some examples of additions and how they should be reported:
- A – New employee
- A – Increase in hours worked
- A – Job classification change
- A – Loss of coverage
- A – Late applicant
Premium will be charged for the entire month when the effective date of coverage is the 1st through the 15th of the month. If the coverage is effective the 16th through the last day of the month, no premium will be charged for that month.
Deletions “D”
Fill in the termination date (the date the school district is no longer responsible for the employee’s premium) under the “Effective Date or Termination Date” column and give the reason for termination. Here are some examples of deletions and how they should be reported:
- D – Retired
- D – Resigned
- D – Deceased
- D – Laid Off
- D – Dismissed
- D – Leave of absence (state type of leave)
- D – Reduction in hours worked
- D – End of employer-paid premium
For each deletion on the Transmittal Report, complete the column marked “Last Date Worked.” This date is the last day the employee worked (or the official retirement date).
Coverage will expire at midnight on the date of termination. If an employee has coverage for any part of a month before the date of termination, the premium must be paid for the entire month. We do not prorate premiums.
Eligible employees may choose to waive existing coverage. The Trust will terminate coverage at the end of the month in which we receive the transmittal or written notification requesting the termination.
It is important to remember that you must notify us in writing of deletions (terminations) within 30 days of the date of termination to preserve continuation rights for the employee under our group insurance policies (please refer to Continuation Coverage Rights). In addition, notify us of any events which you become aware of that may result in a loss of coverage under a group insurance policy for an employee or a dependent, including divorce. Don’t rely on the employee or dependent to notify us. Your district may be liable for premiums for continuing insurance coverage past the termination date or may be liable for the actual health care costs for a former employee or dependent if we do not receive timely notice.
Changes “C”
Use “C” whenever additions “A” or deletions “D” aren’t appropriate. Changes often affect the employee’s premium. When this happens, indicate the changes on the Transmittal Report. Send it to us and, if necessary, send a new Enrollment Form. There are different times when
you will need to send an Enrollment Form, depending on the situation. Please refer to the procedure for each specific change in the
Employee Status and Plan Changes section. Here are some examples of changes and how they should be reported:
- C – Marriage
- C – Adoption
- C – Employee request
- C – Leave of absence
The new premium rate will be charged for the entire month for changes that are effective on the 1st through the 15th of the month. If the change in coverage is effective the 16th through the last day of the month, the new premium will be charged the first day of the following month.
Report all additions, deletions, or changes to the Trust as soon as you know of them. We’ll process them as soon as possible so that your invoice is up to date. If the Transmittal Report is not filled out completely, it will delay processing. Keep a copy of the Transmittal Report for your records and for your use in reconciling payments.
Using the Transmittal Report for reconciling payments
We strongly urge that you pay your total monthly invoice amount and wait for any credits and charges to appear on a subsequent invoice. We’ll adjust the invoice total for any retroactive charges or credits due.
If you don’t pay the billed amount each month, you must reconcile your payment with the invoice total amount as follows:
- Enter the individual adjustments in the “Adjustment Amount” column on your Transmittal Report.
- Add up these individual amounts and summarize them in the lower right-hand corner to show how you arrived at the payment you’ve made.
- Send the Transmittal Report, your reconciled payment, and the original summary page to:
- WEA Trust
- Box 689511
- Milwaukee, WI 53268-9511
Note: When you send in your invoice payment, keep a copy of your reconciled Transmittal Report for your reference.
