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Benefits Administrators,
We recently updated the guidance on the PEBB BA website about the steps that benefits administrators need to follow when using the eligibility worksheets. Employer groups may either use the eligibility worksheets provided or create their own notification document that aligns with PEBB Policy 11-1.
Specifically, for employer groups that are using the eligibility worksheets, the information in Step 3 has been updated:
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Step 3: Provide a copy of the completed worksheet to the employee in a non-modifiable format, such as print or PDF. Retain a hard copy or electronic record (e.g., email confirming receipt), indicating how and when the worksheet was provided to the employee.
- Have the employee sign, date, and return the completed worksheet to the employer as indicated on the worksheet.
- If the employee does not return a signed and dated worksheet, then keep a record of what efforts were made (including dates) in attempting to obtain the worksheet from the employee. NOTE: For audit purposes, this will not alleviate exceptions in an audit report.
- If they are not available to provide a signature, PEBB will accept the following:
- Electronic signatures on the worksheet.
- An email from the employee confirming they received the worksheet.
- Email the read receipt indicating the worksheet was sent to the employee.
- Any other written response from the employee acknowledging receipt of the worksheet.
- A copy of the returned tracking information, if sent through the mail.
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