Carolyn Herdman
Tomball,TX
Summary
Highly experienced in design and administration in Benefits with a well-rounded background. Hands-on, results-oriented professional with excellent organizational, analytical, interpersonal and communications skills with a track record of significant contributions to organizational goals.
Overview
22
22
years of professional experience
1
1
Certification
Work History
Benefits Manager
TotalEnergies
06.2024 - 08.2024
- Oversee the administration of Health & Welfare plans for active and retired employees for US Affiliate Companies as well as qualified retirement plans
- Manage the day-to-day administration for the Pension Plan by managing the outsourcing provider, working with ERISA counsel and actuaries on updates to plan provisions and plan documents, providing guidance on plan provisions to direct reports, employees and affiliate HR contacts, issue resolution and reviewing monthly pension disbursements and overall compliance with regulations and plan provisions
- Manage the day-to-day administration and implementation of any new affiliate companies, benefits plans, options or programs within the TotalEnergies Affiliates Health and Welfare Program by working closely with the outsourcing partners, consultants, insurance carriers and HR contacts at the various affiliate companies
- This includes managing benefit communications, vendor contracts, vendor costs, issue identification and resolution and proposing solutions to reduce inefficiencies and costs
- Assist with Annual Enrollment from plan design to communication
- Manage vendor relationships
- Manage all federal regulatory filing requirements (i.e
- Form 5300, 5500, SAR, fee disclosure notices, PBGC, etc.)
- Coordinate the appeals process with the outsourcing providers, insurance carriers and vendors for responding to participant appeals within the required timelines for the TotalEnergies Affiliates Health and Welfare Program and Retirement Plans
- Manage the overall administration and implementation of any new options or changes for the Employee Savings Plan by providing guidance on plan provisions to direct reports, employees and affiliate HR contacts, issue resolution, reviewing and approving weekly funding of 401(k) and noncontributory contributions and overall compliance with Internal Revenue Codes and plan provisions
- Manage the overall administration of the Cash Balance Pension Plan by providing guidance on plan provisions to direct reports, employees and affiliate HR contacts, working with ERISA counsel on updates to plan provisions and plan documents, issue resolution, reviewing and approving funding of quarterly postings of contribution credits and reconciliations, approving calculations for pension disbursements and ensuring, compliance with Internal Revenue Codes and plan provisions
- Coordinate and oversee annual projects for the department that include pension valuation, benefit plan audits, periodic financial disclosure needs, annual funding notices, summary annual reports and 5500 filings, and benefit surveys
- Participate in Benefits Committee meetings
- Supervise staff of three team members.
Benefits Manager
Par Pacific Holdings
07.2021 - 06.2024
- Manage multiple benefit plan groups, including union plans for various locations and business segments; lead associated annual open enrollment system set-up and deployment, 401k audits, and other cyclical processes for each group
- Monitor benefits-related regulatory developments and best practices to identify required adjustments and opportunities to optimize the company's benefits portfolio
- Leverage relationships with the company's benefits broker, vendors, consultants, insurance providers and other key contacts to ensure quality and cost-effective programs; work closely with benefit consultants to develop requests for proposals, evaluate alternatives and implement selected platforms and programs
- Prepares materials to request approval of benefits program changes for the Executive Leadership Team
- Participate in quarterly Retirement Plan Committee meetings
- Represent company in negotiation and issue resolution with third-party administrators and benefit plan insurers to ensure vendor performance meets expectations and commitments
- Analyze benefit program metrics to assess program usage, trends and effectiveness
- Research and evaluate benefit plan data issues including internal HRIS, internal payroll, carrier and third-party systems
- Ensure compliance with ERISA and timely filing of appropriate reports (Form 5500's) with the IRS
- Ensure compliance with federal, state, and local regulations, including ADA, COBRA, FMLA, OSHA, Workers Compensation, and USERRA
- Prepare thorough and timely responses to governmental and internal benefit plan audits
- Assess and respond to benefits inquiries and assist employees in resolving benefits issues
- Collaborate with HR Business Partners and other team members on open enrollments, program implementations and other benefit-related projects
- Partner with finance and accounting on key month-end and quarter-end closings and other benefits-related financial reporting
- Provide coaching, training and development, technical guidance and overall support to direct team members
- Develop and deliver clear and impactful employee benefits communications addressing new programs, ongoing enrollments and other benefits-related topics; develop and lead benefit workshops and presentations
- Serve as project lead for all benefits integrations related to acquisitions
- Manage and provide guidance to employees assigned to support the Benefits Department, including Benefits Analyst, including performance management
- On implementation team for Ceridian Dayforce Benefits system.
HR Leader, Benefits
EthosEnergy
11.2019 - 12.2020
- Designed benefits services and strategies for US & Canada; made recommendations and prepared proposals for new and improved programs based on institutional need and/or governmental changes
- Worked with third-party broker/consultants to implement and maintain benefits programs in the US & Canada
- Developed and maintained relationships with all vendor partners
- Worked closely with Payroll Department to coordinate benefit related processes and procedures to assure accuracy and compliance
- Implemented benefits programs, ranging from the initial stage of gathering information through program implementation and evaluation that are compliant with all applicable federal, state and local laws
- Made recommendations for strategies/plan design changes to Benefit Committee
- Participated in quarterly meetings with the Investment Committee
- Managed all benefits programs, policies, and procedures, including but not limited to welfare plans (health, dental, life and other voluntary plans), retirement programs and pension
- Planned all annual enrollment activities including but not limited to renewal, recommendations, communications, system updates, and roll out to employees
- Served as Project Manager for Empyrean Version 2 implementation
- Worked with HR teams to assist with union negotiations or benefit analysis as necessary
- Managed employees assigned to support the Benefits Department, including a Sr
- Benefits Specialist and a Sr
- Benefits Analyst, including performance management
- Advised managers and employees on resolutions for specific problems relating to benefit program issues
- Provided information to employees on available retirement options, rules, and regulations, both mandatory and voluntary
- Oversaw leave of absence programs to ensure administration according to applicable federal laws and EthosEnergy procedures
- Coordinated the development and implementation of programs, special projects, research studies, and other HR initiatives to identify best practices and process improvements in order to promote functional efficiency and productivity
- Served as a HIPAA Privacy Officer
- Responsible for required audits related to retirement plans such as 401(k), Deferred Compensation Plan, and Pensions
- Assured the Company remained in compliance with the laws and regulations related to health/welfare, disabilities, leave of absences, and other benefit-related plans
- Collected and interpreted US & Canadian benefit information for all employee levels using a variety of methods (including, but not limited to personal contact, surveys, and publications, studies) to determine the competitive position of the company.
Benefits Manager
TMK IPSCO
04.2016 - 11.2019
- Managed and completed planning and implementation of annual open enrollment process, and analysis of benchmark data to determine competitiveness of benefit structure across U.S
- And Canadian locations
- Provided recommendations for benefit or compliance changes related to competitiveness and legal compliance directly to Executive Committees for implementation
- Directly managed vendor relationships to ensure excellent service was provided to employees for all benefits provided
- Developed, implemented, and communicated benefit or procedural changes with vendors; ensured prompt resolution of issues
- Acted as subject matter expert, serving as contact for employees pertaining to insurance questions and interpretation of billing issues; interacted internally with senior Executives, Human Resources Business Operations, Finance and IT, and interacted externally with benefits providers and vendors, consultants, payroll provider, and applicable union leadership
- Developed written communications materials for employees, and recommended and implemented new or modified plans and employee benefit policies
- Partnered with HRIS and other cross functional organizations to document and streamline processes
- Project Manager for MyADP implementation – tested and trained all HR Managers and developed User Guides for employees
- Managed benefit budget including processing/accurate payment of benefit invoices and expenses
- Designed, evaluated and modified benefits policies to ensure programs were current, competitive and in compliance with legal requirements
- Prepared annual benefit budget based on renewal costs, headcount trending, etc
- Completed annual compliance requirements such as non-discrimination testing, Form 5500, SARs, Annual Notices, SBCs, SPDs, etc.
Sr. Benefits Specialist
Repsol/Talisman Energy USA, Inc.
11.2013 - 02.2016
- Designed, implemented, and maintained/monitored U.S
- Benefits programs including medical, dental, life, accident and disability insurances and 401(k) plan, as well as other benefits such as time off and wellness, in 4 primary locations
- Responsible for effective application of benefit processes and procedures, including service provider monitoring and management, and corporate reporting as required
- Worked closely with Global Pension & Benefits Lead in Global Total Rewards Center of Expertise (COE) to define, review and implement overall U.S
- Benefits strategy and specific benefits plans for all U.S
- Employees
- Prepared and presented appropriate reports, business cases and cost/benefit analysis on recommended changes to benefits strategy and plans
- Partnered with brokers to prepare negotiation materials recommendations and analysis for vendor selection
- Identified and implemented process efficiencies to effectively manage and contain costs of benefits plans
- Worked in collaboration with other functions (e.g., Payroll, Occupational Health), external providers and COE representatives to implement standards and processes to administer benefits plans and validate system requirements and data accuracy to administer benefits plans
- Developed strategy to educate employees about benefits plans and enhance employee health and wellness, including preparing and presenting benefits-related employee communication materials
- Handled all Worker’s Compensation Claims and developed Return to Work policy in conjunction with Health and Safety Managers
- Managed benefits carriers, including monitoring of costs and performance
- Participated in research and external benchmarking and keep abreast of U.S
- Benefits-related legislative environment and market practices
- Ensured compliance with all regulatory requirements applicable to benefits plans, including employee notifications and government filings
- Served as administrator for all benefits plans, including interpreting plan provisions
- Coordinated meetings of 401(k) Committee and prepared meeting agendas and meeting materials
- Implemented new 401(k) vendor (Fidelity) and worked with Workday team to develop interfaces to and from Fidelity’s systems
- Contributed to corporate governance of U.S
- Benefits programs by providing reports, guidance and expertise, as required, including serving as key technical contact for 401(k) Committee and to Global Total Rewards COE on U.S
- Benefits matters
- Oversaw and mentored 2 HR Coordinators on benefits-related issues.
Manager, Benefits Services
Sysco Corporation
02.2003 - 11.2013
- Responsible for daily administration of company-wide Health and Welfare Benefit Plans; assisted in design and communication of nation-wide health programs covering 50,000+ employees at 180 sites consisting of medical, dental, prescription drug, vision, mental health, life, AD&D, LTD, FSA and EAP, and disease management and wellness programs
- Provided support to 180+ operating company HR/Benefit personnel in the field and daily communication with providers, associates, consultants and management on plan issues/resolutions
- Assisted in negotiating contracts with Health and Welfare vendors; ensured they meet or exceeded agreed upon performance objectives
- Coordinated annual enrollment process each year for Group Benefit Plans; planned, developed, and distributed communication materials and presentation in associate meetings
- Presented new hire orientation; trained associates joining company due to merger or acquisition
- Acted as Project Manager for implementation of company-wide biometric screening program with Quest Diagnostics
- Provided assistance and recommendations to management regarding specific claims, legal determinations and plan design alternatives
- Designed, implemented and communicated disease management and health/wellness programs to promote prevention, education and healthier lifestyles and reduce future medical plan cost
- Chaired Corporate Wellness Committee as well as serve as lead to Operating Companies to consult with them on their wellness initiatives
- Worked with consultants to design, implement and audit wellness and disease management programs, including maternity and case management program
- Planned, developed, and/or participated in area and industry surveys
- Advised and counseled management, HR and associates on benefits matters
- Designed, developed and championed health/wellness program, including Weight Watcher’s at Work, semi-annual wellness challenges, annual health fair and monthly seminars at Corporate Office to promote prevention, education and healthier lifestyles
- Worked with Shared Services and operating company payroll personnel to accurately administer FSA program with proper data entry and administration; troubleshot issues
- Ensured H&W plans and contracts were up-to-date and within regulatory compliance with federal regulations (e.g
- ERISA, PPACA, HIPAA, COBRA and Section 125).
Education
BACHELOR OF ARTS DEGREE IN PSYCHOLOGY -
The University of Texas at Austin
Skills
- Microsoft Word
- Excel
- PowerPoint
- Access
- Outlook
- SAP
- Success Factors
- Ceridian Dayforce HR/Benefits and Payroll
- PeopleSoft HRMS Versions 501, 60, 70 and 75
- Query/Crystal Report Writer
- ADP Workforce Now
- ADP Enterprise and ADPR
- ADP HR Perspective and HRizon
- Workday HR System
- Reportsmith
- Empyrean Benefits Software Version 2
- Ceridian Dayforce
Certification
- Currently working on CEBS Certification
- Professional in Human Resources Certification (PHR)
Timeline
Benefits Manager
TotalEnergies
06.2024 - 08.2024
Benefits Manager
Par Pacific Holdings
07.2021 - 06.2024
HR Leader, Benefits
EthosEnergy
11.2019 - 12.2020
Benefits Manager
TMK IPSCO
04.2016 - 11.2019
Sr. Benefits Specialist
Repsol/Talisman Energy USA, Inc.
11.2013 - 02.2016
Manager, Benefits Services
Sysco Corporation
02.2003 - 11.2013
BACHELOR OF ARTS DEGREE IN PSYCHOLOGY -
The University of Texas at Austin
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