Payroll 310 Badge #04 - COBRA-Payroll 310 Badge #4 - SEBB COBRA Continuation Coverage Process Flow Chart

Payroll 310 Badge #4 - SEBB COBRA Continuation Coverage Process Flow Chart

Pdf Summary

The document describes SEBB COBRA/Continuation Coverage operations effective January 1, 2020, including carrier notification, mailing of election packets, eligibility review, enrollment/denial steps, and first-premium (self-pay) payment handling across HCA/ERB, DES Consolidated Mail Services, IT systems, and Accounts Receivable.

<strong>Termination and carrier notification:</strong> When a SEBB organization terminates coverage in SEBB MyAccount, PAY1 runs daily jobs to create carrier notification files and transaction logs. Weekly jobs consolidate carrier files and (with timing delays to Wednesday evenings) generate a COBRA Election Notice packet mailing-label text file (20-0056).

<strong>Packet production and mailing:</strong> HCA Mail Services/IT processes the 20-0056 file, imports it to a database, prints addresses onto “COBRA books,” and stages the Continuation of Coverage packet (20-0056) for pickup. DES–Consolidated Mail Services transports and mails the packet to the qualified beneficiary (QB), typically taking 8–10 business days to arrive.

<strong>Election form intake and eligibility:</strong> The QB returns a COBRA Election Form (20-0060) or Unpaid Leave Election Form (20-0059) via mail/web/SEBB organization. Imaging date-stamps, scans to WebAX, and staff review for completeness/accuracy, confirm active coverage has been terminated, and determine eligibility (including retirement date checks in DRS where applicable). Incomplete submissions trigger a Request for Information letter (20-0140) and the case is queued pending subscriber response. If ineligible, a Deny Enrollment letter (20-0141) is produced and refunds are coordinated with A/R if needed. If eligible, an acknowledgement letter (20-0022) may be sent.

<strong>Payment processing and deposits:</strong> Checks may arrive with forms or alone. Payments are scanned (Accounting AX/SEBB AX), secured, and processed through A/R batching and validation in PAY1 (F.25/F.26), with deposits handled via the State Treasurer deposit process and supporting reports (e.g., A8-A Cash Receipt Journal Summary).

<strong>Self-pay first premium (new process):</strong> After election is keyed in PAY1 (A.01/S.01, A.41/S.41, and documented on A.58/S.58), PAY1 identifies new self-pay accounts and issues “Payment Needed” letters with 45- or 60-day deadlines. Staff track due dates and payments (F.21/H.21, F.22/H.22). If payment is sufficient, lead staff completes enrollment (A.43/S.43, A.44/S.44). If insufficient, an “Insufficient Payment” letter (46-012) is generated; if no timely payment, an “Offer Expired” letter (50-816/20-0142) is sent and eligibility is closed.

Keywords

SEBB COBRA continuation coverage

carrier notification files

COBRA Election Notice packet 20-0056

DES Consolidated Mail Services mailing

COBRA Election Form 20-0060

eligibility review and denial letters

WebAX imaging and document scanning

PAY1 enrollment transactions A.01/S.01

self-pay first premium payment needed letter

Accounts Receivable batching and State Treasurer deposits