TriNet HR Information
Due to staffing changes on the HR team, we are reissuing the contact list sent out last month.
HR has eliminated the HR inbox (hr@imaginecolorado.org). Please contact one of the HR team members if you have specific issues and we can refer questions as necessary.
Below is an updated guide of who to contact for Trinet, Payroll and HR issues for the immediate future. By immediate, we mean through the end of March 2024 when we hope some of the outstanding issues will normalize.
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Trinet: 800-638-0461 Benefits – Enrollment, coverage, costs, ID cards, coverage, qualifying events (adding or deleting dependents). First contact for requesting Leaves of Absence Tax questions including W4 changes Direct Deposit |
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Imagine! Payroll: Dorothy Harper/Melody Kim CC to: Mkim@imaginecolorado.org Hours worked, timesheets, timesheet corrections, payroll corrections, time and attendance All things Time and Attendance. |
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Imagine! Human Resources: Recruiting, background checks, CAPS checks, new hires, on-boarding, accrual balance corrections from the transition to Trinet, employee relations, workers compensation, leave of absence assistance, wage changes, position changes, terminations, etc. Ann Levine: Alevine1@imaginecolorado.org Employee relations, HR policies, general questions, 403 (b) and RTD ECO Passes Mindy Hassur: mhassur@imaginecolorado.org Job postings, recruiting, all things Applicant Tracking System, accrual corrections, onboarding, new employee orientation, terms, cost center changes, Principal 403 (b), general questions Debbie Little: dlittle@imaginecolorado.org Leaves of absence, workers compensation, onboarding, new employee orientation, terms, LMS – Schoox, general questions, and miscellaneous projects |
Imagine! will be updating the HR system from Dayforce to TriNet in the coming months. TriNet is a cloud-based professional employer organization for small and medium-sized businesses. This service administers payroll and health benefits and related HR transactions through a state-of-the-art HR system. Additionally, TriNet provides clients advice on employment law compliance and risk reduction with its team of experts. We are excited to make this change to help support the coming CMRD changes.
Why are we changing our HR system?
Our current HR system, Dayforce, is designed for much larger organizations than Imagine!, requiring the involvement of HR professionals to ensure completion of day-to-day transactions needed by employees. We are looking to modernize with a system more suited to small and medium-sized businesses like ours, and offer more self-service features. As an employee, you will have more control over the day-to-day information you need and want, with less reliance on HR to complete those tasks for you. It is also easier to navigate, with several different ways to access help – a help desk and a chat function. We will also have some temporary on-site assistance when we can have access to the system.
As you may recall, we have been talking about this change for several months now. As we assessed our HR needs for the future state – when Imagine! separates into two organizations – we wanted to have a more cutting-edge HR system already in place for both organizations. By transitioning in January, everyone will be used to the system and we will have had the time to work through any additional training issues or questions. It will be one less change to handle next summer!
This approach also gives us the opportunity to reinvest in HR as a “people business.” For too long our HR team has had to focus on making Dayforce do what we need it do with a lot of time-consuming activities. With the adoption of TriNet we can refocus our HR Generalists to help you focus on training and development, for example, as well as performance improvement, employee relations, growth, engagement to help continue and build the culture of Imagine!(the PASA) and the new CMA.
How will employees use TriNet?
You will have access to the new TriNet HR system in early December. While the system does not “go live” until January 1, the import of Imagine!’s Dayforce data will begin during the week of November 13. You will get training on how to log in and optimize the system. You will have nearly a month to test out the system, ask questions, figure out more about the benefits you prefer, and set up some of the many self-service components, including your own dashboard.
TriNet has several methods to ensure we have all the support we need. They provide:
- On-site TriNet staff assistance (see more detail on this below)
- Chat features
- Help-desk staff with a special focus on our transition
- Video and online trainings
TriNet has staff in Colorado and will set up time for their experts to be on site during our transition (we are still working with them on this schedule and hope to have some options for in-person help both in Lafayette and at the residences, if possible).
Because this is TriNet’s business, they transition companies every day, all day, to their HR platform. As a result, they know how important it is to ensure that this transition works as smoothly as possible right out of the gate. We have spoken to other Colorado companies that have switched over to TriNet, and they confirm that we can count on the transition assistance as it has been laid out.
Imagine!’s current HR team and some “early adopter” members of our staff will also be available to share what they know and to help guide you on how to find answers. While these staff members are also learning, they have had the opportunity to view a few demos, ask some questions, and generally feel ready and excited for this change.
When will this transition take place?
Everyone will have access to the new system in early December to learn the system and to sign on for benefits. We expect to have more detailed information about the array of health benefits plans for review and consideration shortly. As soon as we have it in hand, we will share with you to give you ample time to research and understand the options. TriNet will flag which plans have the most similarity to the current Kaiser Permanente plans.
What do employees need to do during this transition?
Once we have completed some of the behind-the-scenes requirements that HR and the Business Office are attending to at this time, we will finalize the schedule for orientation and early access to the portal for all employees. At this point in mid-November, continue to read the communications we are putting out regularly and check this web page frequently for any new information posted. We will outline next steps once this piece of the work is completed.
Who can you contact if you have more questions?
You can use the contact form below or email HR@imaginecolorado.org. Additionally, Our current HR team has had the opportunity to demo the system, ask more detailed questions, and begin to get more familiar with the system. However, we will ask them only to help guide you to the various “help” options that TriNet will provide as we all get into the system. The HR team is learning the system, too, and we don’t want to put unrealistic expectations on them to be the “answer” people.
We also identifed some “early adopters/ambassadors” throughout the agency who have received an inside view of TriNet in order to increase comfort level and to help us identify where there might be some challenges. That way all of us can be prepared with extra training and help desk activity. They are listed below, and part of their role is to help their fellow employees navigate this new system. Our expectations will be similar for these ambassadors, however. They cannot be “answer” people on the technology, but they will be versed enough to offer help in finding how to access answers from the TriNet resources.
Kristin Halvorson
Paula McCormick
Jenna Sallee
Dani Michaelis
Lucy Sample
Carla Rapp
Erika Schroeder
Jensen Hayak
Valerie Temple
Claire Gritten
Kristen Lundy
Heather Forsyth
Cindy Vogels
Sam Matzen
Liz Mast
Chloe Wright
Brigitte Hipp
TriNet Resources
Carrier Pre-Enrollment Phone Lines
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Dependent Day Care Flexible Spending Account Expense Eligibility List
Flexible Spending Account (FSA) FAQs
Health Insurance Marketplace Coverage Options
Imagine! Worksite Employee Orientation
List of Acceptable Documents for I-9
Reporting a Work-Related Injury Through Tri-Net
TriNet New Employee Orientation FAQ
TriNet Workers' Compensation Injury Report Worksheet
TriNet Workers' Compensation Provider Authorization Card
TriNet Workers' Compensation Temporary Prescription Card
FAQs
New FAQs Added 1/16/2024
How do I access TriNet?
You should have received a welcome email from TriNet with a temporary login and password. If you did not receive this, please check your spam or junk folder as sometimes outside messages from o=unknown sources will go there. If you still do not have it, please email HR at hr@imaginecolorado.org.
Do I have to use a computer to access TriNet?
No. You can access TriNet on a mobile device by downloading the free mobile app from the App Store or Google Marketplace. Seach the app store for HCMToGo. The logo looks like this:
After you have downloaded the app, you will do the following:
- Enter the company short name: 23NN
- At the prompt for Username and Password, select Forgot Password
- Enter your Username which is your TriNet employee ID which can be found on your welcome email from TriNet
- Verify your full social security number
- Select a new password
Once completed, you will be able to login with your Username and new password and be prompted for the 2-step verification process.
Payroll/Timesheets
When will I be paid?
The work week for Imagine! Is Monday through Sunday. There are 2 weeks in a pay period, and you will be paid the Friday following the close of the pay period. A schedule of paydays can be found on TriNet by doing the following:
- Select Paychecks and Statements
- Select Overview from the menu bar at the top of the screen
The payroll schedule is on the right as shown below. The days highlighted in red indicate the last day of the pay period. Days highlighted in green indicate paydays.
When do I need to complete my timesheet?
Time should be entered into TriNet on a daily basis to ensure that you are paid correctly. All time must be entered by midnight on Sunday for the current work week.
How do I request time off?
Time off should be requested from your dashboard on TriNet. It is not entered on your timesheet.
How do I sign up for direct deposit?
You can sign up for direct deposit on TriNet. If at any time your account information changes, please update it on TriNet as soon as possible to avoid issues with receiving your pay.
If you do not have your own bank account and would like to receive a Pay Card, you can request this through TriNet.
To elect either direct deposit of request a Pay Card, go to your TriNet dashboard and do the following:
- Select Paychecks and Statements
- Select Pay Options from the menu bar at the top of the screen
- Enter your account information OR click on the Request Pay Card button in the upper right-hand corner of the screen
If you do not elect to receive your pay by either direct deposit or a Pay Card, TriNet will mail a check to your address in the TriNet system. Please make sure your address is kept up to date.
How do I sign up for direct deposit?
You can sign up for direct deposit on TriNet. If at any time your account information changes, please update it on TriNet as soon as possible to avoid issues with receiving your pay.
Benefits
When am I eligible for benefits?
Full-time employees working 30 or more hours per week are eligible for benefits the first of the month following 30 days of service. You will have 30 days to elect coverage. This coverage will remain in place for the calendar year.
I don’t see my wellbeing days. How do I know how many I have?
Wellbeing days are now called Restricted Floating Holidays. All employees are given 3 days at the beginning of the calendar year or at time of hire if hired before November 15th. The number of hours given is based on the average scheduled hours per day up to 24 hours and will show on the dashboard once the first pay period of the year has been processed.
Use the Request Time Off button on your TriNet dashboard to use available hours. You do not add these hours on your timesheet.
Unused Restricted Floating Holidays do not carry over from one calendar year to the next.
My time off balances don’t show the exact balance.
When you are looking at your balance on the dashboard, it will show your balances rounded down to the nearest whole number. When you click on a specific type of time off, you will see the full amount including the decimal points.
What holidays does Imagine! observe?
Imagine! Observes the following holidays:
- New Year’s Day
- Martin Luther King Jr. Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving
- Day after Thanksgiving
- Winter Holiday
- Christmas Holiday
Full-time and part-time employees will receive prorated holiday pay (not to exceed eight hours) based on the average number of scheduled hours per day (number of scheduled hours per week divided by 5), rounded to the nearest hour.
When a holiday falls on a regular workday, full-time and part-time employees will have the day off and receive holiday pay (unless otherwise scheduled and authorized to work in 24/7 facilities). If the holiday falls on an employee’s day off, the employee will also receive holiday pay.
Full-time, part-time, casual, substitute and temporary non-exempt employees who are scheduled to work on a holiday will receive holiday pay of two times their regular hourly rate (regardless of hours worked for the week).
A paid holiday does not count as a day worked in calculating overtime for the week.
Please check your TriNet dashboard for the exact days holidays will be observed this year.
I don’t see my sick donation in TriNet?
Sick donation balances did not transfer to TriNet; however, we have captured the balances for all employees who have donated time, and you will still have access it. Imagine! will administer this outside of TriNet is working through a process for employee access and company administration.
New FAQs Added 1/8/2024
I noticed that we have salaried employee timesheets in Time and Attendance with no times showing. I am assuming this is correct.
You are correct, Time & Attendance syncs all company employees and automatically creates a timesheet for each individual regardless off pay type. Since your salaried employees are not tracking time, salaried timesheets Salaried employees do not need to do anything with their timesheet at all regarding time entries or time offs since their regular hours are prepopulated on the TriNet Platform for payroll processing and time offs are also managed on the TriNet Platform using the leave tool.
Other than approving time off requests, do managers approve salary employee payroll?
Yes, please approve the salary timesheets because it clears the notification from their mailbox widget and it clears the blank timesheet from their view. Otherwise, the notification and timesheet is just sitting there.
When manager approve timesheets for employees, it goes away and neither the manager nor employees are able to pull up the timesheets for corrections. How can they make changes if managers approved the timesheets prematurely?
If changes need to be made to timesheets after manager approval, manager will need to contact payroll to reject the approved payroll. Employees - please be sure your timesheet is correct by the end of the day Sunday before payroll processing.
When approving timesheets, managers are not able to see the employees total time including the employee time offs. How can manager see the total time employees will be paid on one screen?
Since the systems are not connected, there is not a way to see total time on one screen. Managers will need to have a separate tab open to cross check the Time off hours.
Once managers approve timesheets, are the managers still able to view them?
They will view the timesheet via Timesheets by Pay Period in their favorites.
My timesheet have been approved before I was able to complete my timecard.
Employees - Please complete your timesheets daily but at least by the end of day Sunday.
Managers - please review timesheet before thoroughly prior to approving.
New FAQs Added 1/4/2024
Who will have the ability to move employees to a different manager/supervisor?
The HR Team has the ability to move employees to a different manager.
If a supervisor is absent then the program manager needs to be able to approve staffs timesheets.
The supervisor can assign a proxy to approve staff time sheets.
Can more than one person be assigned as a manager/supervisor for an employee?
The HR Team cannot current see any option to have an employee assigned to more than one supervisor in Trinet.
New FAQs Added 12/10/2023
When we first came to Imagine!, we provided all types of documentation. Why can’t that same documentation be used now instead of us having to provide it again?
The IRS rules regarding eligibility for employment in the U.S. are strict and therefore because this change flags as a change of employer, since TriNet is now the provider of payroll and benefits services, you must complete the I9 requirements again by providing documentation in hard or electronic copy to the HR department.
Will we still have access to previous earnings statements from DayForce once we are fully switched over to the TriNet platform?
Yes.
Clarify the new pay which will be Fridays? I just want to know if each check in January will be 80 hours per check.
Yes. One paycheck from Dayforce on 1/2/23. Two paychecks from TriNet on 1/12/23 and 1/26/23.
TriNet seems to force a withholding choice. In my employee category, I am exempt.
TriNet and Imagine! cannot provide tax advice. However, when filling out the W-4 forms employees are able to request exemption status. Please refer to instructions for completing the W-4 forms and/or contact TriNet or Imagine! HR during the onboarding period if you are not able to find the instructions.
Will unused vacation hours roll over?
Yes.
Should we start entering hours into TriNet right away? Or should we continue using Dayforce (until when)?
Continue with Dayforce until 12/24. Use the TriNet system starting 12/25.
Given the complexity of the insurance market and access to alternative insurance through the Colorado State Market Place, it seems like we are being asked to rush into picking a health plan so quickly.
The new plan will go into effect January 1, 2024. Employees have until the end of January to select a health plan. Waiting to enroll in a plan until the end of January only means that your premiums will be paid retroactively since benefits go into effect January 1. You may also have to contact the carrier to get a hard copy of your copy. An electronic copy of your health card will be available on the TriNet portal.
When can we contact the Health Care Advocate? Can they help us during pre-enrollment?
The Health Care Advocate is a post-enrollment service to assist with questions such as scheduling appointments, understanding diagnosis, and reviewing medical bills.
I have coverage with my full-time employer who is not Imagine!. Can I get dual coverage through Imagine! so I have double coverage?
Assuming you are eligible, you will be able to enroll. The system will not block you. Be sure to consider, however, that there usually are not many advantages to dual coverage as only one carrier will pay out the claim. Please call the pre-enrollment lines to the carrier of choice to ask more specific questions about plan coverage and reimbursement.
Why are there no Kaiser plan options that are identical to what we have now at Imagine!?
No health insurance carrier, including Kaiser, will ever just simply transfer a plan from one company to another and because the plan is being offered through TriNet, Imagine! must work with the options available from the carrier. The word “comparable” is used because there was care put into ensuring an array of plans that did cover most of the critical health care needs already existing with our current census of employees.
Imagine! does not set the cost of health plans. Insurance carriers have been increasing costs routinely over the past number of years. Even without having made the switch to TriNet, Imagine! would have faced significant increases for the plans currently in place for 2023. Imagine! determines a level of funding of the programs to share in the costs of health care with employees based on the annual budget and other financial commitments.
Are there any tools to help us calculate costs and do a solid comparison of health plans?
There is a benefits enrollment tool inside the TriNet portal located at the end of the section outlining benefits. TriNet or HR can help you locate and utilize the tool if you are having difficulty. Imagine! will also share a basic spreadsheet tool where you can insert the type of usage of medical care you rely on for you and your family to complete rough comparisons of the plans.
Spending time detailing your usage level and comparing all the costs of your health care currently (e.g., cost of premium, deductible, co-insurance, co-pay amounts, maximum out-of-pocket amounts and service enhancements will give you a fuller idea of the best way to compare the plans. Looking only at the cost of premiums and deductibles will limit your choices unnecessarily. Of course, there are many personal factors that influence health care choice that may drive your selection or decision not to proceed with a selection from the TriNet portal.
Are we able to keep the three wellbeing days and the wellness benefit for such things as gym memberships?
Yes, those benefits are not changing.
Imagine! has been contributing to (paying for part of) our health plans. Will that be continuing?
Yes, Imagine! will continue to contribute towards your health plans. Those are referred to in our conversations as “funding levels,” a topic that has been much under discussion during the roll-out of TriNet. See the separate information listed for the amounts Imagine! is funding as its portion for employees and families.
What does AD&D stand for?
AD&D stands for Accidental Death & Dismemberment
Do we still have access to the Delta Dental premium plan?
Yes. See the list of options that were outlined in a recent communication. The TriNet system will be updated shortly to reflect the correct costs in the benefits enrollment section.
If I am not adding my spouse to my health care insurance, do I still need to list my spouse as a dependent in the system?
Yes. Add your spouse to the system as a dependent in order to designate a beneficiary. You choose which, if any, dependents you add onto your health insurance.
For those of us with the case management agency who will no longer be Imagine! employees on 7/1, will we maintain these benefits throughout the calendar year or will we be offered new ones at that time?
These decisions are not yet finalized for the new CMA. Imagine! leadership and TriNet have discussed the changes scheduled for next July in an effort to minimize disruption. However, leadership and the Boards of Directors of Imagine! and ACMI have not yet finalized a budget or determined the specific array of benefits that will influence those financials.
Will insurance and benefit payments still be able to go through as pre-tax?
Yes.
For those of us that were already paying into life insurance plans, how is this changing and how does this affect us?
You will enroll in new life insurance plans through the Benefits Enrollment section.
How can we opt out of coverage if one has coverage from another source?
In your Benefits Enrollment site, you have the capability to waive coverage that you are not interested in. TriNet will not automatically enroll you into any coverage, unless it is something your employer is offering at no cost to you.
New FAQs Added 12/8/2023
We have been getting several questions regarding Section 1 and Section 2 for your I9 Form. Below are the answers to some of your questions!
What address do I use for Section 1 when completing the I9 requirements?
Please use your physical home address. (Not the company address and not a PO Box address)
Even after I have completed Section 1, it still shows pending action?
That is okay. You are done with Section 1! Please send your appropriate identification to hr@imaginecolorado.org and they will be able to complete Section 2.
For the I9, Section 1, the box with social security # says optional, do I need to fill it out?
Yes! If you have a Social Security # please fill it out in Section 1.
New FAQs Added 11/30/2023
Please know that we appreciate all the questions and comments. Some are addressing very specific individual health situations. Please understand that to protect everyone’s privacy, we will not use these FAQs to address any individual circumstances. Please send specific questions to HR. Once you have access to the TriNet system, you will have contact information for specialists trained in TriNet and experts in the health benefits plans.
Will TriNet offer Kaiser Permanente health plan options?
Yes, there are two options, one quite similar to our current coverage.
Will there be knowledgeable experts to discuss specific health circumstances relevant to me and my family?
Yes, there is a Solutions Center that is run by humans (not bots!) that you can access on a 24/7 basis, among other help desk type functions. You will receive phone numbers and email addresses with your orientation session in early December. There is also a benefits calculator tool built into TriNet to facilitate your own exploration of the various coverage packages.
What about dental and vision coverage?
You will have a choice of plans, some comparable to those we have today, including carriers.
Will I still be able to buy pet insurance?
Yes.
Will we still have the same time off types, including wellness days, vacation and sick time?
Yes. There are no changes to those benefits.
Will the change in benefits take into account pre-existing conditions?
Yes. During our discussions and negotiations for the partnership with TriNet, they review all kinds of data, including claims information. The pricing and types of plans being offered are based on Imagine!’s actual data. A reminder that this information is HIPAA protected as well and as a benefits provider, TriNet is considered a covered entity, as we are, and therefore is obliged by HIPAA requirements to protect the privacy of individuals. Their team has experts in health care benefits details and will offer assistance on individual situations.
Will TriNet require multifactor authentication (MFA) for all employees to sign into the system?
Yes. It is a security standard these days.
Will there be a change to the 403 B plan?
There are no changes being implemented at this time with the 403 B plan.
New FAQ Added 11/28/2023
I am an hourly employee. Will the way I enter my timecard change?
Yes, there will be a few differences, mostly in the layout of the new system. The basic functionality of "time and attendance" software is similar, however. We will be providing training to supervisors and staff to ensure everyone who must enter work hours and approve them understands how to use the system.
Will TriNet have their staff available in person during our transition to the new system?
Yes, we are working with the company now to set up a more detailed timeline with expectations, including some temporary on-site support during the period of time when the system opens for your use and into the official go live in January. We are asking for a schedule for Dixon, Coal Creek, the residences and the Longmont site. We will provide more information as this schedule and timeline firm up.
What about training? Will Imagine! still have the Schoox Learning Management System (LMS)?
We expect to continue offering training through Schoox during these months and perhaps into the early transition of the two separate agencies. TriNet offers some training of standard compliance through their system. They are in the process of securing an upgraded partnership for an LMS, so our possibilities may expand as we learn more about that.
Will there be an internal HR team?
As Imagine! splits into the direct services PASA and combines with ACMI to form the new CMA, each organization will have to determine what all the support structures look like. That work is underway, of course, as we have reported. Having a new HR system that can then be split to support each agency is essential and we have those details ironed out already with TriNet about supporting each agency when the CMRD transition fully implements by July 1. Additionally, we have recently hired two HR Generalists, roles that we foresee for the future organizations. We have not made any decisions yet about individuals, but the idea is that each agency will have at least one HR Generalist on its staff to serve as the liaison with TriNet and as the business partner to the agency and its employees. We will share more on this as we implement TriNet and experience its full capacity.
Employee Communications
Message from Ann Levine, sent January 24, 2024
Imagine! Employees,
Thank you first and foremost for your patience through the first Trinet payroll on 1/12/2024. As you know we encountered numerous issues with employee regular pay, holiday and vacation pay, accrual balances and the like. It has been a challenging transition to the Trinet platform, however, we remain optimistic that the issues with pay and accrual will even out over the next few pay periods as corrections are made in the system and benefits enrollments are completed.
That said, we would like to provide you with a guide of who to contact for Trinet, Payroll and HR issues for the immediate future. By immediate, we mean through the end of March 2024 when we hope some of the outstanding issues will normalize.
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Trinet: 800-638-0461
Benefits – Enrollment, coverage, costs, ID cards, qualifying events (adding or deleting dependents). First contact for requesting Leaves of Absence Tax questions including W4 changes Direct Deposit
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Imagine! Payroll: Dorothy Harper/Melody Kim CC to: Mkim@imaginecolorado.org
Hours worked, timesheets, timesheet corrections, payroll corrections, time and attendance All things payroll
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Imagine! Human Resources: Recruiting, background checks, CAPS checks, new hires, on-boarding, accrual balance corrections from the transition to Trinet, employee relations, workers compensation, leave of absence assistance, wage changes, position changes, etc.
HR will be eliminating the HR inbox (hr@imaginecolorado.org) effective immediately. Please contact one of the HR team members if you have specific issues and we can refer questions amongst the team as necessary.
Ann Levine: Alevine1@imaginecolorado.org Employee relations, HR policies, general questions, 403 (b) Mindy Hassur: mhassur@imaginecolorado.org Job postings, recruiting, offers of employment, all things Applicant Tracking System, accrual corrections, general questions Debbie Little: dlittle@imaginecolorado.org Leaves of absence, workers compensation, general questions and miscellaneous projects Courtney Ohley: cohley@imaginecolorado.org On-boarding, new employee orientation, new employee set up in Trinet, off-boarding and general questions, cost centers set up, questions and changes
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Thanks Much!
Ann
Message from Kathryn Arbour, sent January 17, 2024
Hi, Everyone.
As some of you experienced first-hand, the initial pay day last Friday did not go as smoothly as all of us wanted. To date, roughly 50 individuals experienced pay issues, while some others still have incorrect information listed for vacation/sick balances. We took a series of actions immediately to rectify serious pay issues, including the overnighting of checks to some for Saturday morning, writing checks today for those who identified themselves over the long weekend with pay problems, and initiating other fixes with TriNet and individuals regarding a number of related issues.
Types of problems identified:
What is certain is that the greatest number of issues are related to the process of tracking time and attendance. We have discovered that hours were either entered incorrectly (or not at all in some cases where they are required), or the hours were not appropriately approved. Please see the attachments for a review of the training tips previously sent. We have also asked TriNet to issue alerts to supervisors prior to the close of a pay period to remind them to approve hours.
Some problems are still related to the tracking of vacation time or sick time and each of those cases is being examined to determine if the balances were not properly entered into TriNet prior to the cutoff. The HR team is double checking balances to ensure they will be correct going forward. In some cases, approval of the vacation or sick time did not occur, so the hours were not properly captured.
We have heard a number of questions regarding Federal withholding taxes. Because neither HR nor TriNet is authorized to offer tax advice, we direct you to the IRS web page that provides information on completing the new W-4 form. You can also view a copy of the form on the IRS website along with their instructions. This information is duplicated on the TriNet section for completing the W-4. You can edit your form in the portal as you learn more and may want to update that form.
You must complete a W-4 in TriNet. There is no carry over of a previous W-4 form to your new TriNet record. Secondly, the form is a relatively new one from the IRS, we hear, so if you have not completed one in a while, it may have puzzled you or led you to complete it incorrectly. Please revisit your form in TriNet to double check that you completed it correctly. We are also trying to line up some financial planning guidance to make available to anyone who may want to take advantage of this, but it will take us a minute to get that resource in place for your reference and won’t likely be before the end of the next pay period which is January 21. (Next pay day is January 26.) Stay tuned for more details on this resource. Also of importance in this case is to understand your deductions for benefits. Some are taxed, others are not, so given a different mix of benefits with TriNet, it is likely that some of the differences in withholding amounts are related to your personal benefits selections.
In some rare cases there were overpayments, so there is a process underway for making corrections with those employees.
Clarifying the $50 x 2/month benefit for not selecting health insurance from TriNet:
Finally, some questions came from those who said they are waiving health insurance from Imagine!. You will receive your payout for waiving health insurance benefits ($50 twice a month) only after selecting benefits. You must complete the whole section of benefits enrollment to select the waiver. And, if you waived only in January and close to the end of the pay period, you will see those dollars in your next paycheck.
We are making all efforts to correct the issues that we at Imagine! and TriNet have control over to ensure smoother sailing next time. We ask you to do the same, please. Here are a couple of tips to focus on:
- Please review the process of tracking work hours as well as vacation/sick time.
- If you are a supervisor, please be sure to check hours of your employees and make note of when approval must occur. We suggest that supervisors review employee hours throughout the pay period to ensure the correct number of hours and time off requests are submitted prior to the end of the pay period so as not to cause delays in timesheet submission and to reduce any errors. For a time, you will continue to see reminders from Imagine! payroll expert, Dorothy Harper. TriNet will be sending messages to supervisors for the next pay cycle as a reminder as well. Note: For supervisors who manage exempt/salaried employees, you do not have to approve time as you know. Hours are applied automatically for salaried employees in the system. You do have to approve vacation/sick/wellbeing days, however.
- Complete all your onboarding exercises, including a revisit of your W-4 to be sure you have selected the proper withholding taxes. And review your benefits to be sure you understand which ones are taxed and which are considered pre-tax.
- Complete your benefits selections by January 30. Gabe Revnew is available to schedule one-on-one time through this month if you would like. HR will help you schedule that time. If you are going to waive health insurance benefits, please complete that process fully to ensure your choice is noted in the system to apply your rebate of $50/pay period appropriately.
- Compare your previous Dayforce pay stubs with your most recent TriNet one to underline where the differences still are so the Solution Center can help you make your corrections.
Please continue to refer to the Imagine! TriNet HR web page for reference and updated information. And, please call the TriNet Solution Center at 303-638-0461. It is important to get into the habit of relying on TriNet for help with questions about the system, benefits and other HR related matters that are now managed out of TriNet.
Thank you for your patience and collaboration as we continue to move through this major change.
Warmly,
Kathryn
Message from Ann Levine, sent January 10, 2024
Hello everyone,
With Imagine!’s transition to Trinet, we have moved the Workers’ Compensation administration over to the Trinet Platform. Imagine is no longer utilizing Pinnacol Assurance as of 12/31/2023.
In the "TriNet Resources" section above you will find a link to the instructions on reporting a work-related injury directly to Trinet, as well as the Injury Report Worksheet which should be completed in as much detail as possible prior to making a report.
Please begin utilizing this process immediately for any work-related injuries.
Thank you and please reach out to the HR Team with any questions.
Ann
Message from Mindy Hassur, sent January 5, 2024
Hi Everyone,
We have received several inquiries on submitting your timesheets and time off in TriNet, please refer to the instructions below:
Completing Your Timesheet in TriNet
To submit your hours, you will go to Time and Attendance from your dashboard and add your time worked. If you are using paid time off such as Vacation, Sick, or Unrestricted Floating Holiday (formerly called Wellbeing Days), you will not include those hours on your timesheet as those hours are managed in the Request for Time Off area in TriNet. Any hours submitted and approved through TriNet’s Request for Time off module will automatically be added to the hours you worked.
Pre-Approved Time Off Submitted in DayForce
If you requested pre-approved time off in DayForce for the pay period 12/25/23-1/7/24, the hours you requested did not transfer to TriNet. If you have not already done so, please email mhassur@imaginecolorado.org by close of business today the type and number of hours. For example, 24 Vacation hours and 8 Restricted Floating Holiday hours. Please do not resubmit time off in TriNet if it has already been approved in DayForce.
Thank you for your patience as we go through this transition.
Your Payroll & HR Teams
As a clarification and follow-up:
- For this upcoming payroll in Trinet, only submit vacation, PTO and Wellness/Restricted Time Off hours on your timesheet that were not previously submitted through Dayforce.
- Let Mindy Hassur in HR know your time-off hours if you had them pre-approved in Dayforce.
- Salaried employees do not submit time worked on a daily basis, but do submit time off requests.
Message from Ann Levine, sent January 3, 2024
Good Morning, All!
The HR team has received many questions on how employees request time off in Trinet. Attached you will find Screenshots outlining the process. Requesting time off is not done through the timesheets, but through a different path.
- Go to your Trinet Dashboard
- Select “Time”
- You will see a tile for “Time Off,” Select this option
- You will be brought to a screen “My Time Off Requests”
- Click on the button “Request Time Off”
- Select the type of time off, dates, any comments
- Submit
Accruals are still in the process of being uploaded, so employees will not see their available vacation, sick and well-being at this time.
Please note, our well-being days are now called “Restricted Floating Holiday” in Trinet
Ann
Message from Ann Levine, sent December 29
Good Morning, Everyone!
Now that Imagine! has made the transition to Trinet, we are in the beginning stages of disabling access to DayForce/Ceridian. Imagine! will ensure the requirements of payroll, payroll reporting and W-2 processing are met prior to ceasing our relationship with DayForce/Ceridian. Many employees have inquired as to access to personal information in DayForce after the transition. Below are some important points and dates for employees to know about the move away from DayForce:
- Employees will continue to have access to Dayforce until March 31st.
- You must download any 2023 year end forms such as W-2 and 1095-C by March 31st.
- These can be found under Earnings – Year End Forms.
- If you think you’ll be applying for a loan in the next few months, you might want to download some recent earning statements.
- These can be found under Earnings – Earning Statements.
Please let me know if you have any questions.
Ann
Message from Ann Levine, sent December 27
Good Morning, Imagine!
We have a number of updates to pass along to employees as we continue to transition to the Trinet platform.
Benefits
The benefits portal with the updated medical/dental and vision rates went live on Thursday, December 21st.
Logging into Trinet
The HR team has come to discover that there are employees who may be having difficulties logging into Trinet for various reasons such as the temporary password not working or an incorrect e-mail address. Please reach out to the HR team if you are having difficulties.
or contact us directly:
Supervisors/Direct Reports
Imagine! has sent Trinet a list of supervisors/managers and their direct reports. Trinet is in the process of uploading this information into their system, thus the reason supervisors/managers cannot see them as of yet. Trinet will notify Imagine! when this information has been uploaded.
Vacation and Sick Leave Balances
Imagine! will be providing Trinet with leave balances later this week. We have been instructed to wait to run the final payroll in DayForce prior to uploading balances into Trinet to provide the most accurate information as possible.
Trinet Questions – Benefits or other
Trinet Representative, Gabe Revnew, is available for individual consultation with employees who have questions. Employees can schedule to meet with Gabe at the below link to his calendar.
https://trinet.my.salesforce-sites.com/cts?Id=HCJGfhMEGhIAKvk3C4PzXWU7viIJ8jU2ooysg4D0O_w-Z
Form I-9
The HR team has sent a number of communications on missing I-9 documentation and have reached out with telephone calls and e-mails to individual employees. The team is still in the process of collecting and verifying documentation. The HR team must complete the verification process by 12/28. We have received many responses to requests for documentation in the last few days and are continuing the verification process in Trinet as quickly as possible. A thank you to everyone who has submitted their documentation!
Trinet Solution Center
The Solution Center is available M-F from 6:00 am – Midnight ET for any other questions you may have.
Phone: 800-638-0461
e-mail: employees@trinet.com
Please reach out with any questions.
Ann
Message from Ann Levine, sent December 20
Good morning all,
The benefits are now LIVE in the Trinet portal with the updated rates and dental and vision offerings now reflected. If you are benefits eligible , you are now able to enroll with an effective date of 1/1/2024.
Some important points:
- The sooner you enroll, the sooner you will have access to benefits group number, member IDs and access to benefits cards
- The sooner you enroll, the less chance you will have in delaying the first benefit deduction for the first Trinet paycheck on 1/12/2024 -
- If you previously enrolled in benefits with the prior rates, we strongly suggest you access the New Employee Enrollment to see the corrected rates and funding. If you have already enrolled, you can make corrections to other plans with these updated rates.
Message from Ann Levine, sent December 18
Good Afternoon Everyone!
There are many activities going on this week in regards to Trinet. This communication is meant to keep all employees updated on the numerous events and the countdown to the Trinet conversion on 12/25/2025.
I-9 Forms
The HR team is feverishly collecting I-9 documentation from all employees and updating information into the Trinet portal. If you have not already, please complete section 1 of the I-9 form in the portal and submit electronic copies of your documentation to HR and /or bring it by the office for the team to copy. The list of acceptable documents for the I-9 is above. I-9s are due the Thursday, December 21st. I-9s must be completed prior to the 12/25/2023 conversion.
Training
Supervisors
We have finalized dates for Trinet training for supervisors on the time and attendance system for a few dates next week. Please plan to attend one of the below virtual sessions.
Supervisors will learn to view/edit/approve employee timesheets.
The session will be recorded and available to those that are unable to attend these live sessions.
|
Supervisor/Hiring Manager Training Tuesday, December 19th 2:30 – 3:30 p.m. Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 235 988 377 225
|
Wednesday, December 20th 8:00 -9:00 a.m. Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 251 696 208 55
|
Trinet Representative – Gabe Revnew - Your Trinet Questions Answered
Gabe Revnew will be available both virtually and on-site this week in the HR Office for your questions on benefits and all things Trinet.
Gabe Revnew Schedule
|
Monday, December 18th – 4:00 – 8:00 p.m. - Virtual Office Hours Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 297 148 089 867
|
Tuesday, December 19th - 12:00 – 3:00 p.m. – On Site – HR Office, 1400 Dixon
Wednesday, December 20th – 12:30 – 3:00 p.m. - On -site – HR Office, 1400 Dixon
Contact Mindy Hassur in HR to schedule a session on Gabe’s calendar. mhassur@imaginecolorado.org
|
Wednesday, December 27th – 12:00 – 4:00 p.m. Virtual Office Hours Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 211 496 592 617
|
Benefits
Trinet is still in the process of updating the Benefits portal. We will let everyone know when this has been updated and you can enroll in benefits.
Thank you everyone, and please reach out to the HR team with any questions.
Ann
Message from Cindy Vogels, sent December 15
Here is the link to the recording of the All Staff Town Hall zoom meeting on Monday, December 11 where we discussed the TriNet transition.
Passcode: *w2Sh1#7
Here is the link to the All Staff Town Hall meeting that happened this morning, Friday, December 15. The main topic of discussion was the TriNet transition.
Passcode: B7%+3Y&0
Message from Ann Levine, sent December 13
All,
Trinet is in the process of updating Imagine! benefits in their portal and when this process begins in full, employees will not have access to view the 2024 benefit plans in Trinet. We know many of you are still considering benefit options and for that reason, we have posted Summaries of the plans on the “Z” drive. The Summaries of Benefits Coverage for all the plans can be found in Egnyte here: Z:\Shared\TriNet
You will also find in that drive a Benefits Comparison Table which is an abbreviated version of the printed guide distributed on 12/4. Note the printed Benefits Guide, attached to this e-mail, does not have the updated costs but is provided for plan comparison purposes only.
We will notify employees when the plans have been updated in Trinet.
Thank you and please reach out with any questions.
Message from Ann Levine, sent December 12
We have finalized dates for Trinet training for supervisors on the time and attendance system for a few dates next week. Please plan to attend one of the below virtual sessions.
Supervisors will learn to view/edit/approve employee timesheets.
The session will be recorded and available to those that are unable to attend these live sessions.
Tuesday, December 19th
2:30 – 3:30 p.m.
Microsoft Teams meeting
Join on your computer, mobile app or room device
Click here to join the meeting
Meeting ID: 235 988 377 225
Passcode: TcRLx4
Download Teams | Join on the web
Wednesday, December 20th
8:00 -9:00 a.m.
Microsoft Teams meeting
Join on your computer, mobile app or room device
Click here to join the meeting
Meeting ID: 251 696 208 55
Passcode: yrwWA7
Download Teams | Join on the web
Message from Kathryn Arbour, sent December 11
Hello, Everyone.
We just completed our Monday All Staff Town Hall meeting. Cindy will send out the link to the recording in a separate email. We will also continue to add to the information and FAQs listed on the Imagine! Trinet HR web site page.
I announced at this Town Hall meeting and am now sending this email to be sure you all have the news that Imagine! will increase the flat amounts it is contributing to health insurance coverage. I worked with the Executive Team throughout last week and the Board of Directors over the weekend to approve an additional $140K to be applied to the costs of health care insurance. Here is how that impacts you if you are selecting one of the health insurance plans from Imagine!:
|
|
2024 subsidy original
|
2024 subsidy updated |
change |
|
Employee only |
$596 |
$639 |
$43 |
|
Employee + Spouse |
$1144 |
$1259 |
$115 |
|
Employee + Children |
$1017 |
$1112 |
$95 |
|
Employee + Family |
$1371 |
$1521 |
$150 |
TriNet will be updating the system to reflect these rates and the dental/vision plans as we had noted last week. In the meantime, please continue your research since the plans themselves are not changing, just the premiums listed. You can use the chart above to do your calculations. We will let you know when these changes go live inside the TriNet portal. At that time, you will be able to select and submit your selection. Until then, please do not submit your choices. If you already have, we will ask you to make them again once the new data appears.
Please note also from previous communication that there are a number of office hours scheduled for this week with Gabe Revnew from TriNet that include time on site and virtually. Please note some hours are also in the evening. I have cut and pasted that information below again for your convenience, but you can find copies of all our communications on TriNet on the Imagine! Trinet/HR web page as an easy reference for all the information shared and questions asked. We are still finalizing some times and location and will send follow up details shortly.
Tuesday, 12/12, 4 – 8 p.m. Virtual FAQ and individual side-by-side meeting office hours hosted by Gabe Revnew of TriNet.
Click here to join the meeting
Meeting ID: 296 229 017 988
Passcode: 5pyQVR
Wednesday, 12/13, 12:30 – 3 p.m. On site office hours for FAQs and/or individual side-by-side meeting office hours with Gabe and HR
HR office, Dixon building
Thursday, 12/14 Office hours, 3 - 4
Longmont Day Program Office
Friday, 12/15, 11 – noon Virtual All Staff Town Hall hosted by Kathryn and the Executive Team (invitation to follow from Cindy Vogels) – similar agenda/format to Monday’s Town Hall with plenty of opportunity for questions
Monday, 12/18, 4 – 8 p.m. Virtual meeting office hours hosted by Gabe
Click here to join the meeting
Meeting ID: 297 148 089 867
Passcode: GZcW9g
Tuesday, 12/19, 12 – 3 p.m. On site office hours with Gabe and HR
HR office, Dixon building
Wednesday, 12/ 20 Times and location to be finalized; stay tuned for more information
Week of 12/25 Times and location to be finalized; stay tuned for more information
January 2024 Times and location to be finalized; stay tuned for more information
You have until the end of January to select benefits, however, doing your research now will put you in the best position to make your decision before the end of December, if that is your goal.
We will continue to provide you with information and tools.
Thank you as always for the work you do every day and for continuing to work with us through this transition.
Warmly,
Kathryn
Message from Mindy Hassur to employees, sent December 8
Hi Everyone!
We have been getting several questions regarding Section 1 and Section 2 for your I9 Form. Below are the answers to some of your questions!
- What Address do I use for Section 1? Please use your physical home address. (Not the company address and not a PO box address)
- It still shows pending action after I completed Section 1? You are done with Section 1! Please send your appropriate identification to hr@imaginecolorado.org and they will be able to complete Section 2.
- The social security # says optional, do I need to fill it out? Yes! If you have a Social Security # please fill it out in Section 1.
If you would prefer HR to scan your documents in person, please stop by our office! You may also bring your identification to our Open Houses. Attached is the list of appropriate documentation you can bring.
HR Office Hours:
Monday-Thursday: 8:30am-4pm
Friday: 8:30am-12pm
Open Houses:
Coal Creek on 12/13/23 from 8:30am-10am
Dixon Ave on 12/13/23 from 11am-12:30pm
Longmont on 12/14/23 from 3pm-4pm
Please let us know if you have any additional questions!
Message from Kathryn Arbour to employees, sent December 7
Hi, Everyone.
Thursday’s orientation session offered a full and rich opportunity for framing the TriNet partnership, reviewing the system’s features and diving deeper into the benefits selections. We will receive a recording of the meeting to distribute from TriNet and will pass it along for those who were not able to attend. We have also collected all the questions from Monday’s and Thursday’s sessions and will post FAQs of any that have not already been posted on our special Imagine! TriNet HR web page by the weekend.
We are asking you all to review the benefits sections, use the benefits enrollment calculator to try out different options, and contact the individual providers to help you during this pre-enrollment period to discuss the particulars of your health insurance needs. And, because we are discussing a few additional adjustments, please do not finalize your benefits selections for a few days. We will keep you posted on when the final versions will be ready for selection.
Below, please see a schedule of office hours specific to TriNet hosted by Gabe Revnew of TriNet, who spent all day Thursday with Imagine!, presenting, answering questions during the orientation, and holding one-on-one meetings with HR. You will also see a few other TriNet specific meetings next week, including two Town Hall meetings open to all employees. We will be adding more opportunities later in the month and in January and will update this list, which will also be posted on the Imagine! TriNet HR web page. I have included links to the virtual meetings already set. We will also send along the invitations for your convenience.
Monday, 12/11, 10 – 11:30 a.m. Q & A session hosted by TriNet Click here to join the meeting Audio Only +1 424-348-0692,,737666297#
Meeting ID: 267 284 991 73 Phone Conference ID: 737 666 297#
Passcode: nEqc9k
Monday, 12/11, 3 – 4 p.m. Virtual All Staff Town Hall hosted by Kathryn and Executive Team (invitation to follow from Cindy Vogels) with a TriNet focused agenda with plenty of opportunity for questions
Tuesday, 12/12, 4 – 8 p.m. Virtual FAQ and individual side-by-side meeting office hours hosted by Gabe Revnew of TriNet
Join on your computer, mobile app or room device
Click here to join the meeting
Meeting ID: 296 229 017 988
Passcode: 5pyQVR
Wednesday, 12/13, 12:30 – 3 p.m. On site office hours for FAQs and/or individual side-by-side meeting office hours with Gabe and HR
HR office, Dixon building
Thursday, 12/14 Office hours
Time and location to be finalized; stay tuned for more information
Friday, 12/15, 11 – noon Virtual All Staff Town Hall hosted by Kathryn and the Executive Team (invitation to follow from Cindy Vogels) – similar agenda/format to Monday’s Town Hall with plenty of opportunity for questions
Monday, 12/18, 4 – 8 p.m. Virtual meeting office hours hosted by Gabe
Join on your computer, mobile app or room device
Click here to join the meeting
Meeting ID: 297 148 089 867
Passcode: GZcW9g
Tuesday, 12/19, 12 – 3 p.m. On site office hours with Gabe and HR
HR office, Dixon building
Wednesday, 12/ 20 Times and location to be finalized; stay tuned for more information
Week of 12/25 Times and location to be finalized; stay tuned for more information
January 2024 Times and location to be finalized; stay tuned for more information
Please watch for additional emails and information. Also, please continue your exploration of the TriNet system and work to complete the onboarding requirements. It is critical to complete section 1 of the I9 documentation requirements by December 18.
Thank you for your patience and commitment to work through this transition together. I appreciate you very much.
Warmly,
Kathryn
Message from Ann Levine to employees, sent December 6
All,
Imagine! has many updates for employees regarding Trinet today.
As mentioned in the Trinet/Imagine! Orientation session on Monday, Imagine! will be adding Dental and Vision benefits to your insurance selections in the Trinet portal.
Dental
Imagine! will support Dental benefits as in past years at 50% cost to employees. Imagine! is supporting this benefit equivalent to the rates of Aetna Dental 50 Vol in your Benefits Booklet. Employees may chose an alternate coverage for either a higher (and pay the difference) or lower cost depending upon the employee’s insurance coverage needs. This particular plan that Imagine! is using to match coverage include orthodontia.
Aetna Dental 50 Vol
|
Monthly Total |
Employee and Employer Cost 50% |
|
$48.16 |
$24.08 |
|
$98.76 |
$49.38 |
|
$98.70 |
$49.35 |
|
$149.31 |
$74.66 |
Vision
Imagine! will support Vision benefits as in past years at 50% cost to employees. Imagine! is supporting this benefit equivalent to the rates of Aetna Eyemed Vol in your Benefits Booklet. Employees may chose an alternate coverage for either a higher cost (and pay the difference) depending upon the employee’s insurance coverage needs.
Aetna Eyemed Vol
|
Monthly Total |
Employer and Employee Cost 50% |
|
$3.55 |
$1.78 |
|
$7.29 |
$3.65 |
|
$7.28 |
$3.64 |
|
$11.02 |
$5.51 |
|
|
|
Form I-9 Documentation
As you know I-9 documentation is required by Trinet. Imagine! HR is accepting electronic copies of employee documentation for verification. Please forward your documentation to the HR inbox at HR@imaginecolorado.org
We will need your I-9 documentation by December 18th.
Trinet Representative
At the Trinet Orientation tomorrow, Gabe Revnew from Trinet will be present to answer your questions following the presentation from 11:30 – 12:15. He will also be on-site and available Thursday afternoon for questions and 1:1 sessions with employees from 1:30 to 4:00. You can meet up with Gabe in the HR office beginning at about 1:30. We are scheduling additional time with Gabe to visit with Imagine! employees the week of December 11th, 18th and 25th.
Qualifying Events
Many employees have asked about declining Trinet benefits and taking benefits through their spouse’s/domestic partner’s plan. Employees’ loss of benefits through Imagine! is considered a qualifying event. However, employees should check with their spouse’s/domestic partner’s benefits administrator ensure they are eligible for coverage. There may be specific documentation required.
Deadline to Sign Up for Benefits
The deadline to sign up for benefits in Trinet is 30 days from your benefit eligibility period. Employees have until the end of January 2024 to sign up for benefits and consider the various options.
Imagine! encourages employees to sign up for benefits sooner so as to obtain benefits cards when coverage begins. If you sign up in January, you may be faced with a double deduction for benefits on one of your paychecks.
Please reach out with any questions.
Ann
Message from Kathryn Arbour to employees, sent December 5
Hello, Everyone.
I am following up on the first TriNet orientation session that took place yesterday, Monday. I was not able to be in attendance as I was visiting my brother back east who is in ill health. I have heard from many of you and reports from members of leadership about just how disappointing the meeting was, especially the information shared about benefits. I am listening and am in discussion with the executive team and with our Board of Directors, so we will all understand your concerns clearly to help guide future solutions and communications.
For this moment, I am asking only that you spend some time inside the TriNet portal, reading through the various benefits options listed, trying out the benefits calculator, and that you make your selection very carefully based on your needs. Please be aware that we have plenty of time. It is important not to rush. We will be further defining the options and sharing responsibility with TriNet to ensure that you are getting your questions answers and have sufficient time to explore alternatives.
I can already assure you that the orientation session on Thursday will be different as we had the chance this morning to express our disappointment to our partners regarding what was to have been advanced information about the benefits details. As you know from my previous communications, we had planned to do further education prior to Monday. Gabe Revnew, another of the TriNet leaders, will be present at the meeting on Thursday and one of his team leaders will be moderating the meeting to ensure everyone’s questions are covered. I will be there as well. Robin Grey and Ann Levine were in attendance, as were other members of our executive team. They will also be there for Thursday’s session.
We are also planning for a separate Q & A session on Zoom on Monday. Details are forthcoming. Please also watch for invitations to two Town Hall meetings for all employees dedicated specifically to the topic of TriNet and benefit options for employees next week on Monday afternoon and Friday morning.
Ann will be sending a more detailed email later today and will attach the recording from Monday’s session which we promised would be available. The TriNet team and ours are preparing a set of FAQs that grew out of that Monday meeting, along with questions in the chat session from Monday that I understand were not addressed during the meeting. Again, I am sorry for the additional concerns you have as a result of that experience. Of course, our executive team and I care deeply, and I have clearly received your messages that not everyone is feeling this right now - a reality we are taking seriously.
To that end, I am committed to daily communications either from me, Ann, Robin or others on our Imagine! team involved in this transition to outline new information, provide answers to questions, and share materials/resources to help you consider your health needs and your circumstances. We will also help you continue to complete the set up work in TriNet that is important to tend to as part of our transition.
As always, I am appreciative of you and the willingness many of you have to tell us plainly about your disappointments as well as share some practical ideas for moving forward. I am reading every email and, as always, will respond personally. However, given this subject, we are working on ways to address collective concerns with frequent and relevant communication with priority, so please forgive me if there are a few days delay with my personal replies.
Warmly,
Kathryn
Message from Ann Levine to employees, sent November 30
Hello Imagine! Employees –
As you all know, Imagine! is in the process of updating our HR system from Dayforce to TriNet. TriNet is a cloud-based professional employer organization (PEO) for small and medium-sized businesses. This service administers payroll and health benefits and related HR transactions through a state-of-the-art HR system.
Our partnership with TriNet is considered a co-employment relationship for the purposes of taxes, payroll and benefits administration. For that reason, employees will be asked to complete several “new hire” tasks such as a new I-9 and other onboarding documents which TriNet requires in their system. This type of information is not transferrable from Imagine!’s system given the rules for a PEO relationship.
Our transition will begin on Monday, 12/4 when the TriNet portal will go live. TriNet provides an online platform for managing certain HR tasks such as benefits and payroll. TriNet will be replacing Dayforce as Imagine!’s HR information system.
TriNet Orientation and Employee Benefits
As Kathryn noted in her Monday e-mail, we have arranged for two employee orientation sessions, which will be held in the Pounds Conference Room at our Coal Creek location. These sessions are also available via Microsoft Teams for those who will be remote. Orientation sessions will also be recorded for on-demand viewing/listening. Both sessions will cover the same
topics, so feel free to attend one or both sessions. A TriNet Executive, Alex Metz, will be on site at the 12/4 session to answer elaborate on the TriNet partnership and field questions.
Monday, December 4th
3:00 – 4:00 p.m.
Pounds Conference Room
Coal Creek Building
Join on your computer, mobile app or room device
Click here to join the meeting
Thursday, December 7th
10:30-11:30 a.m.
Pounds Conference Room
Coal Creek Building
Join on your computer, mobile app or room device
Click here to join the meeting
The agenda is as follows:
- About TriNet
- Payroll
- Technology Platform
- TriNet Marketplace
- Benefits Overview
- Solution Center
- Questions and Answers Session
TriNet Welcome and Launch
Employees will receive a welcome e-mail from TriNet on 12/4/2023. This welcome e-mail will contain a temporary password and how to log in to the TriNet platform for the first time. Once you receive this welcome e-mail, employees may log in, set up their profile, and complete their on-boarding information. You will find a new hire check list and detailed instructions upon log in. Directions will be in your welcome e-mail.
You will also have access to the TriNet benefit offerings after you complete your on-boarding information. I will be sending a guide being prepared by TriNet to help you navigate a deeper understanding of the benefits choices. Please also know there is a health insurance help line that you will have access to, operated by TriNet, who will help guide you quickly to relevant choices based on your circumstances.
New I-9 Form Completion
Though completing the I-9 for TriNet is part of employee on-boarding, this section deserves special attention. With the co-employment relationship we are establishing with our partnership with TriNet, ALL employees will be required to complete a new I-9 form. Employees will complete section 1 of the form and present their documentation to the HR team for verification.
Employee Benefits
Benefits will be effective on 1/1/2024 – 12-31/2024. The benefits structure has changed for the coming year and employees will receive a flat credit for Employee Only/Employee Spouse/Employee Children/and Family levels. Employees may choose from a number of plans using their credited amount. The flat credit amounts are:
EE Only - $596.00/mo
EE+ Spouse - $1144.00/mo
EE + Children - $1017.00/mo
Family - $1371.00/mo
Different from previous years, employees who opt out of Imagine!/TriNet health care benefits entirely will be eligible for a $100.00 per month taxable opt-out payment.
Benefits enrollment will run from 12/4/2023 – 1/31/2024. Employees will be covered as of January 1,2024, once a plan selection is made.
Additionally, Imagine! will continue to offer its current 403 (b) retirement plan through Principal so there is nothing that needs to be completed by employees to continue with their participation.
Important Dates
- 12/4/2023
Benefits enrollment will begin 12/4/2023. We encourage all employees to learn about and enroll in benefits once they log-in to TriNet, complete their new employee checklist, and have attended an orientation session.
- 12/4 New Employee/Benefits Orientation
- 12/7 New Employee/Benefits Orientation
- 12/18
Please have your I-9 form completed by December 18. It is one of the most important parts of the onboarding process. Additionally, we recommend aiming for that same date to enroll in benefits. As noted previously, you can delay the decision and still be covered, but you won’t receive an ID card from the insurer until later. You will be able to get that information from TriNet, however, if for some reason you must defer your decision. Additionally, you may also then face the issue of double deductions from your paycheck to make up for that delayed decision.
- 12/25
Start of first pay period under TriNet
- 1/12/2024
First pay date under TriNet
More Information
Imagine! has established a site on Imagine! website under Employee Resources>Tutorials and Support>TriNet HR Information (or you can go directly to the page here) for specific information including FAQs, how to set up the TriNet Mobile App and other information as it becomes available.
For additional questions about the TriNet platform, employees are encouraged to reach out to the TriNet Employee Solutions Center at 800.638.0461 for questions regarding benefits, payroll, direct deposit and other routine HR matters.
Thank you all for your patience through this transition and as we move to a new platform that will better support Imagine!’s overall needs.
Message from Kathryn Arbour, sent to employees 11/29
I’m sending out a quick note today in advance of more specific communication from Ann Levine, Imagine!’s acting HR manager, as I am hearing some concerns around the timing of our implementation of the TriNet solution, especially regarding benefits. I know a change like this creates ripples, some of them anxiety-producing, and I apologize that there are some of you feeling quite unsettled about where things are, especially as we wind down another calendar year. As I have noted in my Monday emails, we are moving forward steadily and have plenty of time to get the transition completed and completed well. Anyone who wants benefits, will have the information and time to make the best selections for yourselves and your families. Hopefully a reminder of the following facts will help a bit as we finish our preparation work with TriNet and they become more front and center with all of you starting next week. As always, though, please feel free to reach out to me if you continue to feel unsettled. I promise you my full attention is on this transition.
- Ann sent out invitations today for the two orientation sessions planned for next week. The invitation has a Zoom link and a conference room noted if you would like to come in person.
- We have confirmation that one of the TriNet key players, Alex, will be on site on Monday to help introduce the orientation and to be available following the session to answer specific questions. I am working with him and their team to put other dates on the calendar for on-site consultation and coaching on the system.
- There are over a dozen health plans you will be able to choose from, including two Kaiser Permanente plans, one of which is nearly identical to our current plan.
- Imagine! is continuing to cover the lion’s share of health care cost increases, although we must have employees share in a portion of those costs. Ann will be outlining some of the specifics around costs in her separate email. A reminder that even if we were not making the move to partner with TriNet right now, health care costs are only going up. We would have been in a similar situation of having to share costs.
- TriNet has health insurance experts at the ready once you are in the system (which you will be starting on Monday, Dec. 4). They will be prepared to help you walk through your personal situations in a HIPAA protected manner.
- TriNet has a built-in calculator to help you sort through the many plans, some of which you will learn instantly will be more suited to your situation than others. In the demos we witnessed how easily this can work by putting in something as simple as a key word or diagnosis, along with other data regarding the type of coverage you may want.
- We have asked TriNet to prepare a more extensive benefits guide than is typical for them and we expect to have that in hand before this week ends.
Please also know that with the introduction of new health and benefits plans we are all relying most specifically on the health insurance experts affiliated with TriNet, so while HR is always welcoming to listen and offer reassurance, they are not in a position at this moment to speak specifically to any particular medical condition or situation you might bring forward. As you know, even under our current plans, we often refer your specific questions to specialists in the field. Please know we all care deeply and truly are working to offer you through this partnership with TriNet a more robust set of tools and choices.
Thank you for all that you do and for the patience you have shown as we make this change to improve our options and systems for everyone here at Imagine!.
Message from Kathryn Arbour, sent to employees 11/27
As we continue with the implementation of the TriNet HR system, we have more information to share. Everyone will have access to the TriNet portal during the week of December 4. There will be two live orientation sessions on video conference on December 4 at 3 p.m. and December 7 at 10:30 a.m. We will share the invitation and sign up information later this week. The session will be recorded for access to all employees at any time. We are also working with the Colorado TriNet team to secure dates for on-site coaching help. We also expect to have that schedule later this week. Ann Levine will send out a more extensive email on Wednesday or Thursday that outlines additional details about benefits and the array of options that will be available to you during the selection process in December.
I am grateful to Ann and Robin Grey, Imagine!’s COO/CFO, who have dedicated hours and hours to this project and expect to dedicate many more to ensure as smooth a transition as possible. The HR team is also leaning in to be sure they get as much learning under their belts to be of assistance during December. And, again, we are grateful for the Early Adopters, who volunteered to help us out by diving in a bit early. They will be reviewing some of the welcome materials TriNet provides to give us advice about any further clarifications that might be needed. However, TriNet will provide the expertise and full support throughout the process.
We are also holding two Town Hall meetings in December to field additional questions about TriNet and to outline other important updates and information about everything going on at Imagine!. I will send invitations later this week once we finalize the dates.
Please be sure to check out our web page dedicated to TriNet HR. You can send your questions through a form on that site or, as always, send me an email directly. We currently have some FAQs listed on that page, but expect to expand the information as we proceed through implementation.
ACA Information
The State and Federal Health Insurance Marketplaces (also referred to as "Exchanges" by the ACA), are a key part of the Affordable Care Act (ACA) designed to provide individuals with access to medical coverage.
You may have seen or heard advertisements about the Marketplaces. In an attempt to make sure individuals are aware of the Marketplaces, the ACA requires most employers to send a notice about the Marketplaces to their employees. Attached, you will find a copy of the ACA Marketplace Notice which provides basic information about the Marketplaces and TriNet-sponsored benefits. If you choose to shop for medical coverage through the Marketplaces, you will need to provide the information shown in this notice.
Can I elect TriNet benefits coverage?
It is important to know that the ACA Marketplace Notice is only intended to make you aware of the Health Insurance Marketplaces. It does not change the TriNet benefits that you may be eligible for or the costs. If you are eligible for TriNet benefits, you will elect your benefits online as outlined in the "Welcome to Incredible" email that was recently sent to you.
What do I need to do?
You do not need to take any action. This notice is being sent in accordance with the ACA requirements. If you are eligible for TriNet benefits, you will receive a separate email notification with instructions for electing benefits online. Please remember to elect your benefits within 30 days after your TriNet benefits eligibility date.
If you have any questions, please contact Connect 360.
- 24/7 Live Chat: Log in to TriNet (login.TriNet.com) and click Contact TriNet > Live Chat
- Phone: Call 800.638.0461, Monday through Friday 6 a.m.-midnight ET (3 a.m.-9 p.m. PT)*
- Email: employees@TriNet.com
*TriNet is closed on select U.S. holidays.