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Update first day of school and reconciliation of billing files
Update the first day of school
As your attention shifts to the new school year and new staff are hired before you begin to enter new staff into SEBB My Account (SMA), it is critical that the first day of school be updated in the Organizational Profile prior to entering employees who will be eligible beginning in September.
Updating the first day of school before entering new employees into SMA ensures the employee’s effective date of benefits will be calculated correctly by the system.
Updating the first day of school before entering new employees into SMA ensures the employee’s effective date of benefits will be calculated correctly by the system. As a reminder, the effective date of benefits is determined differently in September than the rest of the year. If a newly eligible employee’s first day of work is on or after September 1, but not later than the first day of school for the current school year, the employee is eligible for the employer contribution on their first day of work and benefits begin on that day. (WAC 182-31-040)
Process to update the first day of school
BA must have admin access in SMA to update the first day of school
- Log into SMA. Select the Organizational Profile tile.
- Update the date in the ‘First Day of School’ field. If there are multiple dates within the district, enter the latest date.
- Select ‘Submit Changes’.
Update the first day of school no later than August 1, 2023.
Reminder: Reconcile your billing file monthly
To ensure the W-2 data provided to you by HCA at the end of the year is accurate it is important to:
- Correct any eligibility or enrollment errors timely.
- Compare the billing file to your records (typically payroll deduction reports) each month. Guidance for reconciling your billing file is available in the SEBB Accounting Manual posted on the SEBB BA website.
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