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1. How do I request reimbursement through the HRA?

There are a couple of ways to submit reimbursement requests.

1. Online
2. Mobile App
3. Fax/Mail

Diversified Benefits Services

Phone: 262-367-3300 or 800-234-1229

Fax: 262-367-5938

PO Box 260, Hartland, WI 53029

2. How do I know how much I have available in my HRA or FSA account?

The best way to check the balance in your HRA, FSA, or Roll-over account is to access your account on-line.  

Diversified Benefits Services

Phone: 262-367-3300 or 800-234-1229

Fax: 262-367-5938

PO Box 260, Hartland, WI 53029

3. I know there are deadlines for HRA and FSA expenses and reimbursements. What are they?

HRA expenses incurred between January 1 and December 31 of a given year must be submitted for HRA reimbursement by March 31 of the following year.

FSA expenses may be incurred January 1 of a given year through March 15 of the following year, but must be submitted for reimbursement by March 31.

4. How do I change my tax withholdings?

Employees may change their tax withholdings as frequently as necessary. Forms can be obtained from the County Administrator’s Office.

5. I'm having a baby, what do I need to do?

1. Have a discussion regarding Family and Medical Leave or Leave of Absence with your supervisor and the Human Resources office.
2. If the leave will include a period of unpaid time off, work with the Human Resources Office and Payroll Bookkeeper to determine if you will need to make separate payment for any insurance premiums during the leave.
3. If you have Income Continuation Insurance, contact  877-533-5020 to discuss what forms will be needed by the insurance company and when they need to be submitted.
4. If you have Aflac Short-Term Disability Insurance, contact AFLAC to discuss what forms will be needed and when they need to be submitted.
5. Once the baby arrives, complete a Health Insurance Change Form to add the child to your health insurance policy. 
6. Once the baby arrives, complete an updated Diversified Benefits Services enrollment/change form to update your HRA/FSA accounts.
7. Once the baby arrives, if you are enrolled in the Group Term Life Insurance, determine if you want to make any changes to your coverage.
8. All forms can be obtained in the Human Resources Office. Completed forms must be returned to the Payroll Bookkeeper within 30 days of the birth.

6. I'm having surgery, what paperwork do I need to fill out?

1. Have a discussion regarding Family and Medical Leave or Leave of Absence with your supervisor and the Human Resources office as soon as you are aware that you will need to take time off.  Human Resources will explain  State, Federal and County benefits that may be available and how to access them. 
2. If the leave will include a period of unpaid time off, work with the Human Resources Office and Payroll Bookkeeper to determine if you will need to make separate payment for any insurance premiums during the leave.
3. If you have Income Continuation Insurance, contact  877-533-5020 to discuss what forms will be needed by the insurance company and when they need to be submitted.
4. If you have Aflac Short-Term Disability Insurance, contact AFLAC to discuss what forms will be needed and when they need to be submitted.

7. I'm planning to retire, what do I need to do/know?

1. Contact ETF for your retirement estimate six to 12 months before you think you will retire. This form contains estimates of the amounts you will receive under the various payment options. To apply for your retirement, fill it out and return it to ETF. You can get this estimate by:

• Calling ETF at 1-877-533-5020 (toll-free) or 1-608-266-3285 (local Madison).
• Downloading the Retirement Estimate Request (ET-4207).
• Requesting it online.

 2. Submit a written retirement notice to your Department Head and/or Human Resources. As much advance notice as possible is appreciated to ensure continuity of service to our citizens.

 3. Once the Human Resources office receives your retirement notification, you will be sent access to several forms.  The sooner these forms are completed, the sooner payroll can make the necessary payroll adjustments related to premiums. Forms will vary depending upon which insurances you have enrolled in. Contact the County Clerk’s Office or Human Resources Office for details on when each insurance is effective through.

4. Schedule an exit interview with the Human Resources Office.

5. If you have participated in the HRA for at least 5 years, you are vested and can access the funds in your roll-over account after retirement. These funds may be used for eligible health insurance premiums and eligible medical, dental or vision expenses.

6. Any vacation earned, but not used, plus pro-rated vacation for the partial year will be paid out.

7. Employees may continue to participate in the Teamster Health Plan or the State of Wisconsin health insurance plan upon retirement if they were enrolled in the plan prior to retirement.  Premiums for health insurance are paid 100% by the employee upon retirement.  

8. Employees must have 10 work days in a month to be eligible for the county's contribution to health insurance premiums. An employee should consider this when selecting a retirement date.

9. Employees are unable to schedule vacation or comp time during the last 2 weeks of employment. The intent is to allow the retiring employee the opportunity to train incoming staff.

8. I'm getting married or divorced, what paperwork do I need to do?

1. Provide an updated Employee Data Sheet to the County Clerk’s Office along with documentation of the legal name change and the effective date.
2. Complete an enrollment/change form for any insurances to add or delete the spouse or to change a name.  These may include, health insurance, Diversified Benefits Services, ICI, Life, Aflac, Delta Dental, and WRS.  Note that premiums may be effected if you are adding or deleting persons from your coverage.
3. If you were not enrolled in county health insurance, but wish to enroll as a result of your qualifying event (marriage/divorce), complete the health insurance enrollment form and submit it to the County Clerk's office within 30 days of the qualifying event.
4. In the case of a divorce, the ex-spouse may apply for continuation of coverage (COBRA) at their cost. Contact the Human Resources Office for the required forms and documentation.
5. You may want to review your beneficiaries with the WRS if applicable.
6. You may want to modify your tax withholdings if applicable.

9. I will not be using all of my allotted vacation time this year, what do I need to do?

Employees may fill out a Carryover Vacation Approval Form if they do not intend on utilizing all of their allotted vacation time for the year and would like to carry over some vacation time to the next year.

Carryover vacation requests are subject to approval by the employee's Department Head or Designee. Full-time employees working a 1950 hour work year may carry over a maximum of 37.5 hours of vacation. Full-time employees working a 2080 hours work year may carry over a maximum of 40 hour of vacation.  Part-time employees carry-over is prorated.

Carry-over vacation must be used within 6 months of the employee's carry-over date.

10. How do I know if a physician or clinic is covered by my insurance?

For employees participating in the State of Wisconsin Health Insurance program, you may call the toll-free Customer Service number on the back of your insurance card to inquire, or search the Health Insurance Provider website.   For employees participating in the Teamster Health Plan, you may contact UMR at 800-535-6373 or search the UMR website provider directory.

11. How do I change my Direct Deposit Account(s)?

Complete a new Direct Deposit Form and provide a document from your bank with the account and routing number to the payroll office.  Email requests will not be accepted.

12. I have a new address. Who do I need to notify?

Complete a new Employee Data Sheet and submit it to the County Administrator's Office.