UCD Directives

UC DAVIS:  VICE CHANCELLOR-ADMINISTRATION

December 18, 1997

DEANS, DIRECTORS, DEPARTMENT CHAIRPERSONS
AND CAMPUS ADMINISTRATIVE OFFICERS

RE:     BENEFITS ENROLLMENT BY NEWLY HIRED EMPLOYEES VIA INTERACTIVE VOICE
RESPONSE (IVR) TELEPHONE SYSTEM

Beginning January 12, 1998, newly hired employees (hired for the first time
or re-hired after their records have been deleted from the Payroll System)
will enroll in their group insurance benefits electronically - by using a
new Interactive Voice Response (IVR) Telephone System.  This shift from a
cumbersome paper process to a streamlined "paper-less" process will result
in timely communication with insurance carriers and will ultimately result
in better benefits customer service to the employee.

The shift to a fully automated process will require some changes at the
departmental level.  Staff employees will now be required to attend New
Employee Orientation.  At that Orientation, new hires will be given
comprehensive benefits enrollment information and worksheets necessary for
completion of their telephone enrollment.  Departments are urged to stress
to New Hires the requirement of attending New Employee Orientation.
Faculty members will be required to meet with a Benefits Analyst for
individualized orientations.

It is imperative that employees enroll in their benefits within the first
31 days of employment.  For newly hired employees to enroll via the IVR
telephone system, they will be required to complete a Personal
Identification Number (PIN) Authorization Form.  This form, when completed
and signed, authorizes the University to act upon the employee's
instructions given via University web sites and/or IVR telephone systems.
This form must be completed by all new hires, including those who may not
be eligible for insurance benefits, but who contribute to the University of
California Defined Contribution Plan (e.g., student employees.)

This form must be routed for signature with the New Hire Packet, which
includes the New Hire Personnel Action Form (PAF), the I-9 form, the Oath
of Allegiance, and the Benefits Eligibility Level Indicator  (BELI) form.
The BELI form is sent to the Benefits Office.  The remainder of the
completed packet, with all necessary signatures, must be submitted to the
Payroll Office for processing.  Important Note: Payroll must enter the data
into the Payroll System before employees can enroll in benefits via the
IVR.

For departments using on-line processing, the PIN Authorization Form data
will be entered at the departmental level, and the PIN form must be sent,
along with the I-9, to Payroll.

The Benefits Office is seeking cooperation from all offices in expediting
the New Hire Packet through the system.  Delays in obtaining the required
signatures will significantly impact an employee's ability to enroll in
benefits.  To assist in emphasizing the urgency of New Hire packets,
departments have been given a bright red cover sheet to accompany the New
Hire Packet.  This sheet will, hopefully, draw attention and encourage the
immediate signing and routing of the New Hire Packet.

In an on-going effort to provide process training at the departmental
level, the Benefits Office recently completed a training session with
Departmental Benefits Assistants (DBAs).  Specifics regarding the
processing of the New Hire Packet can either be obtained from your
departmental DBA or by calling the campus Benefits Office at 752-1774.

Dennis Shimek
Associate Vice Chancellor --
Human Resources & Risk Management

97-169

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