ebenefits portal reference guide - university of wisconsin ... · ebenefits portal (new hires) –...

eBenefits Portal (New Hires) – UW-Madison Reference Guide

1 | P a g e 08/2017 Madison Benefits Services

eBENEFITS FOR NEW HIRES The eBenefits Portal is a self-service feature of our Human Resource System (HRS) that allows employees to access and enroll in benefits electronically during either an Annual Benefits Enrollment (ABE) or through a New Hire Event. Employees with no previous Wisconsin Retirement Service (WRS) are eligible to enroll through the eBenefits Portal during their New Hire Event.

NEW HIRE ACCESS MyUW Portal > Benefits Information > Benefits Enrollment

*NOTE: If the employee does not have the words “Benefits Enrollment” at the top of their Benefit Information screen, they may or may not be eligible. Factors for no “Benefits Enrollment” listed:

New Hire Hold Report has not yet been completed and the employee remains on the report

Previous UW Madison Service (LMT) – Employees that previously worked with the UW (as a Student Help or other LMT) may not have a eBenefits opportunity

OPENING PORTAL PAGE



COORDINATION OF BENEFITS All employees must complete their Coordination of Benefits screen prior to entering the eBenefits Portal. In order to complete this screen they must “Click Here” in Step 1 of the Opening Page. Benefits > Employee/Dependent Information > Benefits Personal Data

Click CHANGE COORDINATION OF BENEFITS

Under NEW VALUE(S)



Indicate MY SPOUSE/DOMESTIC PARTNER IS ALSO A STATE OF WI EMPLOYEE Indicate I HAVE OTHER HEALTH INSURANCE* *NOTE: This information should be updated as of the employee’s health insurance effective date. The employee should not indicate coverage they currently have if it will no longer be in place once the State Group Health insurance is in effect. If they do have concurrent insurance coverage or are enrolled on their parent/spouse/domestic partner/private plan (instead of enrolling in our plan), they should indicate the information as applicable. If YES, to other health insurance, complete the following: Indicate OTHER INSURANCE COMPANY *If the plan is a High Deductible Health Plan (HDHP), please be sure to indicate HDHP along with the company name (ie. Anthem Blue HDHP) Indicate OTHER POLICY NUMBER Indicate OTHER INSURANCE GROUP NUMBER Click SAVE

Click OK

Click RETURN TO PERSONAL INFORMATION



MARITAL STATUS If the employee is electing FAMILY State Group Health coverage, please be sure to have them check their Personal Information Screen in addition to updating their Coordination of Benefits. In many situations, the employee’s Marital Status is listed as UNKNOWN or SINGLE upon entry of Job Data. If the employee enters the Marital Status in the Dependent Information section of his enrollment without updating the Personal Information Screen, it is creating a mismatch error. This results in a delay in processing to the vendor and a manual review/entry from the Processing Team to clear the error. Personal Information > Update My Personal Information > Change Marital Status

Click CHANGE MARITAL STATUS

Indicate DATE CHANGE WILL TAKE EFFECT (Date of Marriage) Indicate CHANGE MARITAL STATUS TO

Divorce

Married

Single

Widowed *Note: If the employee is in a Domestic Partnership, they should indicate SINGLE as their Marital Status. *Note: If the employee has already been enrolled in benefits and is making changes to this screen due to Divorce or Widowed, please have them notify Madison Benefits Services if that ex-spouse/deceased was enrolled on any of their benefit(s) plan(s). Click SAVE



eBENEFITS PORTAL Self-Service > Benefits > Benefits Enrollment Example Benefit Enrollment Opportunity Screen University Staff:

Academic Staff:

Graduate:

*NOTE: If the event status does not say “Open”, contact your Departmental Payroll & Benefits Coordinator for additional review. If still in question after speaking to your Departmental Payroll & Benefits Coordinator, please contact [email protected] for assistance. If the employee has already gone into their eBenefits Portal and clicked “Submit” and the system has run overnight, the employee will no longer be eligible to go back into their eBenefits Portal (even if it is still within the 30 day eligibility window). If changes are required, the employee must submit a paper application. Click SELECT

*Disclaimer Note: The following screenshots were made available to Madison Benefits Services from a University Staff employee. GRAD/Academic Staff employees may have additional/reduced options in regards to their benefit eligibility. The system will automatically show only those benefit options available per the employee’s classification.

mailto:[email protected]



ENROLLMENT SUMMARY PAGE This page will be the opening page of the employee eBenefits Portal. The employee will see all benefits they are currently eligible to enroll in. The employee should click EDIT for each individual benefit(s) they wish to enroll in and complete the enrollment on the page that opens up.

Click EDIT *NOTE: The employee will need to click EDIT for each individual benefit(s) they wish to enroll in. If they do not wish to enroll in a particular benefit(s), they do not need to click EDIT. The system will automatically indicate WAIVE.

Click I HAVE NO CHANGES - If the employee does not wish to enroll in any benefits, they can DECLINE benefits altogether.

*NOTE: If the employee wishes to receive the OPT-OUT Incentive, they may indicate I HAVE NO CHANGES via eBenefits Portal, however; they are also required to submit a paper application.



STATE GROUP HEALTH Within this page, the employee can enroll in either a regular HMO or a High Deductible Health Plan (HDHP). The employee should always read the opening text of the page in review.

*Note: There is another opportunity to update their Coordination of Benefits Screen if they have not already done so. This can be found in the opening text under the “Please note the following:” Section.



FILTER PLAN OPTIONS When reviewing and enrolling in State Group Health through eBenefits, this Filter Plan Option is a great tool to ensure the employee’s options are narrowed down to those specific for their needs. The employee can indicate HDHP or Non-HDHP and with/without Dental. Example #1:

Example #2:



Indicate their requested FILTER PLAN OPTIONS (ie. HDHP Only / With Dental) Click APPLY

Once the employee has narrowed down their options, have them select the plan that best suits their needs - Employee Only or Employee + Family. There are additional options – Employee + Non-Qualified DP or Family + 2 Non-Qualified DP (&DP Child).

ADD SPOUSE/DEPENDENTS If the employee has indicated Employee + Family, they must also ADD DEPENDENTS

Click ADD/REVIEW DEPENDENTS

Click ADD A DEPENDENT OR BENEFICIARY



*NOTE: This screen will filter to all others – VSP, EPIC, etc. If the employee does not wish to actually elect State Group Health, but has another plan (ie. VSP Vision) that they are enrolling their spouse/dependents on, they will need to go into the benefit plan as indicated previously and click ADD/REVIEW DEPENDENTS. They should follow the steps below as well. Indicate ALL REQUESTED INFORMATION The employee should type this information in ALL CAPITOL LETTERS.

*IMPORTANT – If the employee clicks SAVE at any point without completing the requested information, they must submit an email request to [email protected] with the rest of the information. The information will require a manual update from the eBenefits Team. SOCIAL SECURITY NUMBERS – The Social Security Numbers (SSN) are required for all Spouse/Dependent(s) added to the employee Dependent/Beneficiary Screen. Do not click save without indicating this number in the Personal Information portion.

If a SSN is available and the employee omits it during the process, please have the employee notify the eBenefits Team via phone or in-person. The information will require a manual update from the eBenefits Team.

If a SSN is not available, the employee must complete an Affidavit for Insurance Purposes and submit it to their Department and/or Madison Benefits Services immediately upon submission.

*Note: Do not provide SSN information via email as it is not a secure network.

mailto:[email protected]

https://uwservice.wisconsin.edu/docs/forms/uws93.pdf



DOMESTIC PARTNER - If indicating Domestic Partner, the employee must provide additional documentation to Madison Benefits Services including the Tax Status Verification Form & ETF Acknowledgment Letter. The employee may proceed with the eBenefits enrollment, however; must provide copies to their Department and/or Madison Benefits Services immediately upon submission. ADULT CHILD – This ‘Relationship to Employee” status only refers to the dependent child over the age of 26. Do not indicate ADULT CHILD for those dependents over the age of 18 as the system will not allow the employee to add them to the insurance plans (if indicated). All dependents should be listed as a Qualified Child, Qualified Stepchild, etc (as applicable). Click SAVE

The employee should now see the Spouse/Dependent listed on the DEPENDENT BENEFICIARY chart. The employee should then repeat ADD/REVIEW DEPENDENTS to add any additional individuals. *NOTE: For State Group Health, family is family. For example, if the employee is enrolling a dependent child on their State Group Health plan, however they wish to leave off their spouse (reason - has other coverage, not in the country, etc.) but indicates Married – they must add all of their spouse/dependent(s) to the State Group Health Plan – no exceptions. Click RETURN TO EVENT SELECTION

Click UPDATE AND CONTINUE - If they enrolled in State Group Health and have completed their enrollment above. Click DISCARD CHANGES - If the employee is only updating the ADD/REVIEW DEPENDENT screen and no additional changes were made to the State Group Health (ie. Waive) *NOTE: If clicking Discard Changes, because the employee has already clicked SAVE in the ADD/REVIEW DEPENDENTS screen, the addition of the Spouse/Dependents will not be removed and the State Group Health will remain ‘waived’ if no selection has been made.



Click UPDATE ELECTIONS - If they enrolled in State Group Health and have completed their enrollment above. Once the employee has clicked UPDATE ELECTIONS, it will take them back to the ENROLLMENT SUMMARY PAGE, unless they have enrolled in an HDHP.



HEALTH SAVINGS ACCOUNT (HSA) If the employee has elected a High Deductible Health Plan, the eBenefit Portal will automatically prompt the employee to enroll in a HEALTH SAVINGS ACCOUNT.

This page does not have a filter option; the employee should scroll through the options and select the plan that matches their State Group Health selection. Example: State Group Health Plan – Dean with Dental (HDHP) HSA Election: HSA Dean w/ Dental Once the plan has been selected, the employee should scroll to the bottom of the page to indicate the requested contribution amount. *NOTE: UW Employees are not required to contribute to the HSA, however; are required to open the account so that the employer contributions may be added.



Indicate TOTAL ELECTED CONTRIBUTION AMOUNT *NOTE: If the employee does not wish to contribute, indicate $0.00 Click UPDATE AND CONTINUE

Review the HEALTH SAVINGS ACCOUNT elections Click UPDATE ELECTIONS



DENTAL WISCONSIN SCREEN

EPIC BENEFITS+ SCREEN



VSP VISION SCREEN

UW EMPLOYEES INC. LIFE INSURANCE



STATE GROUP LIFE

*NOTE: The employee must elect BASIC coverage in order to elect SUPPLEMENTAL, ADDITIONAL and/or SPOUSE/DEPENDENT coverage.



STATE GROUP LIFE: Supplemental, Additional & Spouse/Dependent



INDIVIDUAL & FAMILY GROUP TERM LIFE INSURANCE

*NOTE: The employee must elect EMPLOYEE coverage in order to elect SPOUSE or CHILD coverage. The amount of SPOUSE or CHILD coverage may not exceed that of EMPLOYEE coverage.



ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE



INCOME CONTINUATION INSURANCE

Example of Income Continuation Insurance Options University Staff:

Academic Staff:



FSA MEDICAL SPENDING ACCOUNT

Indicate ANNUAL PLEDGE *NOTE: The employee may click WORKSHEET to help calculate their annual pledge for this year plan. This feature will take into account the remaining payrolls for the year. Click WORKSHEET (if needed)



Indicate YOUR NEW ANNUAL PLEDGE *NOTE: By indicating this amount, in this screen, the employee has not elected the amount. This screen is for calculation purposes only. Please be sure to indicate the ANNUAL PLEDGE on the main FSA MEDICAL screen. Click CALCULATE If satisfied, click RETURN TO BENEFITS ENROLLMENT – HEALTH FLEXIBLE SPENDING Indicate ANNUAL PLEDGE Click UPDATE AND CONTINUE



FSA DEPENDENT CARE SPENDING ACCOUNT

Indicate ANNUAL PLEDGE *NOTE: The employee may click WORKSHEET to help calculate their annual pledge for this year plan. This feature will take into account the remaining payrolls for the year. Click WORKSHEET (if needed)



Indicate YOUR NEW ANNUAL PLEDGE Click CALCULATE *NOTE: By indicating this amount, in this screen, the employee has not elected the amount. This screen is for calculation purposes only. Please be sure to indicate the ANNUAL PLEDGE on the main FSA MEDICAL screen. If satisfied, click RETURN TO BENEFITS ENROLLMENT – HEALTH FLEXIBLE SPENDING Indicate ANNUAL PLEDGE Click UPDATE AND CONTINUE



ENROLLMENT SUMMARY SCREEN The employee should review the ENROLLMENT SUMMARY to be sure that all selections have been made. If something does not look correct, the employee should click EDIT and review the enrollment screen for that individual benefit.

Click SAVE AND CONTINUE – If the employee has completed their enrollment and the ENROLLMENT SUMMARY is correct.



Once SAVE AND CONTINUE has been clicked, it will prompt another review screen – SUBMIT BENEFIT CHOICES

Click SUBMIT Click CANCEL – If the employee wishes to return to the ENROLLMENT SUMMARY screen.



Once the employee clicks SUBMIT, it will not change the screen. It will appear as though nothing has happened. To ensure a SUBMIT, the employee can look in the top right corner of the screen and will see the word SAVED in a box.

The benefits will process nightly confirming the elections. This process typically runs anywhere from 6pm to 10pm at night, however; it may take longer depending on if errors occur. If the employee completes their enrollment after 6pm at night, it may not officially submit the benefits until the following evening processing. Commonly, processes run throughout the day which may initially start the finalization process of the elections. A way to see this would be to have the employee log back in later on (hour or so later) and check the ‘Event Status’ of the eBenefits Portal. MyUW Portal > Benefits Information > Benefits Enrollment

The employee’s ‘Event Status’ went from “OPEN” to ‘SUBMITTED”. The employee will no longer be able to go into their eBenefits Portal and it will finalize when Ben. Admin runs that evening.



CONFIRMATION STATEMENTS The employee will receive a CONFIRMATION STATEMENT via email within 24-48 hours of submission. This will arrive in the form of an email with directions on how to review the confirmation statement within their MyUW Portal. The email will come from System Administration. *Note: Confirmation Statements are not generated over the weekend (Saturday/Sunday). If an employee submits their eBenefits elections on a Saturday, their Confirmation Statement may not arrive until Monday. Log-in to MYUW PORTAL Click BENEFIT INFORMATION Click STATEMENTS Click on the CURRENT YEAR STATEMENT *NOTE: If the employee finds an error or wishes to enroll in other coverage, the employee must now submit a paper application no later than 30 days from the date of hire. The Division/Department will receive a CONFIRMATION STATEMENT via their Cypress Report. These should be printed and added to the employee’s file for reference (similar to a hardcopy paper application).

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