In case you missed our recent notice, PEIA would like to introduce you to the new Online Transfer Process that allows you to transfer an employee from one agency in the PEIA system to another agency within the system with just a few clicks of the mouse.
This new function on the PEIA “Manage My Benefits” system is so simple to use! The process can be initiated by either the agency that’s RECEIVING the transferring employee or the agency that’s SENDING the transferring employee. All you need is the transferring employee’s social security number.
Follow these steps and see for yourself how this new online tool can make your life as a Benefit Coordinator easier:
Log in as a Benefit Coordinator and select Transfer Policyholder from the menu, then enter the employee’s SSN. When the name pops up, click on it.
2. Pick the first letter of the RECEIVING agency’s name off the alphabetical list, and click on that agency in the list.
3. The benefit coordinator RECEIVING the employee always sets the new index code for the employee (or choose “No IDX Needed” if you’re a non-state agency) and the effective date of the transfer.
4. The benefit coordinator who is SENDING or losing the employee sets or agrees with the transfer effective date.
The system takes it from there by notifying the ‘other’ (non-originating) benefit coordinator via e-mail when a transfer is pending, asking them to log in and review the transfer. Once the ‘other’ benefit coordinator has approved the transfer, the system notifies the policyholder of the transfer via e-mail (if there is an e-mail address on record for the policyholder). When the transfer is complete, the employee will be moved from the SENDING agency’s account to the RECEIVING agency’s account.
One important note to keep in mind, however, is that the agency losing the employee MUST NOT go into the Web Contributions System and terminate coverage for the employee. If you terminate coverage, the transfer cannot happen. No action in the Web Contributions System is necessary.