i. introduction to employee self-service (ess) and my ......i. introduction to employee self-service...

Employee Self-Service (ESS) Screens - My First Days – Medical and Insurance Plan Enrollments of 47

Pennsylvania’s State System of Higher Education – Updated February 2019

I. Introduction to Employee Self-Service (ESS) and My First Days

General Information Employee Self-Service (ESS) is a web-based service within the Self-Service Portal that provides employees with the ability to view and update information related to their employment with the Pennsylvania State System of Higher Education (PASSHE). ESS contains the application, My First Days. My First Days allows employees to add and update personal information such as Dependent(s), W-4 Tax Withholding Information, Education, Ethnicity, Direct Deposit and Emergency contact. It also allows employees to enroll into benefit plans such as Medical, Retirement, Flexible Spending Account(s) and Basic Group Life. Employees should contact their Human Resources Office immediately with any questions regarding the information appearing on ESS.

II. Overview of Self-Service Portal Navigation

1. The first level navigation tabs will only display the applications to which the Username in effect has access and may vary. When a first level navigation tab is selected, the second level navigation links will refresh to show what options are available for use under the selected first level navigation tab.



1. To access My First Days, select Employee Self-Service (ESS) from the first level

navigation tab.

2. The window will display a listing of the ESS applications available. Navigation to the

desired ESS application can be accomplished either by using the second level navigation links under ESS or by the optional navigation links depicted in the screenshot below. Select the My First Days link from either of the provided navigational options.



3. On the first page of My First Days, select Begin the My First Days Application.

III. Navigating ESS and My First Days: Section 2: Medical and Insurance Plan Enrollments

1. To begin the Medical and Insurance Plan Enrollments process within My First Days,

select Begin Section 2.



2. Instructions for completing the section will be displayed. Select Continue to Section 2 to

begin.



Table of Contents Use the following links to locate specific application help within this document for Section 2 of My First Days.

Family Member/Dependent/Beneficiary Information

External Organization Beneficiary Information

Medical Plan Selection (State System Eligible)

Spouse or Domestic Partner Attestation (State System Eligible Only)

Medical Plan Selection (PEBTF Eligible)

Basic Group Life Insurance

Long Term Disability Insurance

Voluntary AD&D Insurance

Voluntary Life Insurance

Flexible Spending Account Enrollment

Special Notes/Not Eligible



Family Member/Dependent/Beneficiary Information

3. Individuals must be added during this step if you wish to: * Assign them as dependents for medical coverage; or, * Assign them as beneficiaries for life/AD&D insurance coverage; or, * Elect voluntary spouse life/AD&D insurance coverage (a spouse must be added); or, * Elect voluntary child life/AD&D insurance coverage (at least one child must be added) To add information during this step, select Add a Dependent. (NOTE: To bypass this step, select Skip This Step and continue with step 4 below).

All fields marked with a red asterisk (*) are required fields. Follow the directions provided on the screen for entering information. When finished adding data, select Save Dependent Information.



The following screen will appear with a confirmation message indicating the dependent information has been saved. If adding additional entries is needed, select Add Another Dependent. If finished adding entries, select Save Information and/or Continue.

NOTE: To modify a dependent already entered/saved, select the row of the dependent to modify. The screen will expand as shown below to show the details of the Family Member/Dependent Input Form. To begin making changes, select Modify This Dependent’s Information.



When finished making changes, select Save Dependent Information.

The following confirmation message will appear indicating the changes have been accepted.



External Organization Beneficiary Information

4. External Organizations must be added during this step if you wish to assign them as beneficiaries for insurance coverage. Potential organizations include: * Charity Organization * Trust Fund * Employee’s Estate *Other Organizations To add information during this step, select Add an Organization. (NOTE: To bypass this step, select Skip This Step and continue with Step 5 below).

All fields marked with a red asterisk (*) are required fields. Follow the directions provided on the screen for entering information and provide as much detail as possible. When finished, select Save Organization Information.



The following screen will appear with a confirmation message indicating the external organization has been saved. If adding additional entries is needed, select Add Another Organization. If finished adding entries, select Save External Organizations and/or Continue.

NOTE: To modify an external organization already entered/saved, select the row of the external organization to modify. The screen will expand as shown below to show the details of the External Organization Input Form. To begin making changes, select Modify This Organization’s Information.



When finished making changes, select Save Organization Information.

The following confirmation message will appear indicating the changes have been accepted.



Spouse/Domestic Partner Health Benefit Eligibility Attestation

5. The next screen to appear in the process will depend on whether the employee is eligible for State System medical coverage or PEBTF medical coverage. Please choose from one of the options below to determine the next step that will be encountered in the process. a) If the employee is eligible for State System medical coverage and added a spouse during step 3 above, follow the procedure in step 6 below. b) If the employee is eligible for State System medical coverage and did not add a spouse during step 3 above, skip to step 7 below. c) If the employee is eligible for PEBTF medical coverage, skip to step 8 below.

6. Again, the following screen for Spouse/Domestic Partner Health Benefit Eligibility Attestation will appear only if the employee is eligible for State System health care coverage and the employee entered a spouse or a domestic partner in step 3 above. If the employee does not wish to cover the spouse or domestic partner under the State System health care coverage, select I do not wish to enroll my spouse/domestic partner in medical benefits and proceed with step 7 below.



If the employee wishes to cover the spouse or domestic partner under the State System health care coverage, begin the process of entering attestation information by completing all of the required fields marked with a red asterisk (*). The questions on the screen will vary depending on the information supplied by the employee; however, the online process is designed to guide the employee as needed to complete the process. Therefore, no specific details regarding entries for each field will be given in this document.

When finished entering spouse or domestic partner employment attestation, the Certification section of the process will appear. Select the checkbox to indicate the information entered is true and correct. Select Save My Attestation Data and/or Continue.



Medical Benefits Plan Selection (State System Eligible)

7. If the employee is eligible for State System health care coverage, a screen similar to the one below will appear to make enrollment elections. (NOTE: Medical and supplemental benefit coverage is defaulted to waive. If no changes are necessary, select Save Health Enrollment Changes and/or Continue and skip to step 9 below).

If coverage other than waive is needed, select the row for the desired enrollment by clicking on it to highlight it. Choose Select Plan. In this example, the employee is choosing to enroll in a medical plan.



Within the Plan Options screen, choose the appropriate level of dependent coverage from the Dependent Coverage drop-down menu, and if coverage is other than Single, select the corresponding dependents to enroll in coverage by placing checkmarks in the associated dependent box. Select Enroll in Plan.

A checkmark will appear in the Selected column for medical to indicate coverage is ready for submission. The biweekly cost will also be displayed in the Cost column.



If enrolling in supplemental coverage, highlight the desired plan and choose Select Plan.

Choose the appropriate level of dependent coverage from the Dependent Coverage drop-down menu, and if coverage is other than Single, select the corresponding dependents to enroll in coverage by placing checkmarks in the associated dependent box. Select Enroll in Plan.

A checkmark will appear in the Selected column for the supplemental plan to indicate coverage is ready for submission. The biweekly cost will also be displayed in the Cost column.



To change coverage already selected, select the desired plan for change by clicking on the appropriate row. Select Change Enrollment and follow the directions outlined above for making changes on the Plan Options screen.

To waive a plan after enrollment has been elected, select the desired waive plan type by clicking on the desired row. Choose Select Plan. In this example, the employee is choosing to waive medical coverage.

The Selected column will now have a checkmark to indicate enrollment in the waive medical plan.



When finished making elections, choose Save Health Enrollment Changes and/or Continue. Proceed to step 9 below.



Medical Benefits Plan Selection (PEBTF Eligible)

8. If the employee is eligible for PEBTF health care coverage, a screen similar to the one below will appear to make elections. (NOTE: Medical, prescription, and supplemental benefit coverage is defaulted to waive. If no changes are necessary, select Save Health Enrollment Changes and/or Continue).

If coverage other than waive is needed, select the row for the desired enrollment by clicking on it to highlight it. Choose Select Plan. In this example, the employee is choosing to enroll in a medical plan.



Within the Plan Options screen, choose the appropriate level of dependent coverage from the Dependent Coverage drop-down menu. If coverage is other than Single, select the corresponding dependents to enroll in coverage by placing checkmarks in the associated dependent box. Select Enroll in Plan.



If the employee electing coverage is within the first six months (*) of employment, selecting coverage other than single for a medical plan will result in the addition of a Medical Dependent Buy-Up Plan. This plan is an additional cost plan associated with electing medical coverage other than single and will end after six months (*) of continuous employment. The following will outline what occurs on the screen as elections are made. a) Once a plan is selected for enrollment, the Selected column will show a checkmark. b) Additional required cost plans will display in this area. In this case, the employee is paying the Medical Dependent Buy-Up as well as the Get Healthy Non-participating contribution. Costs for these plans are displayed on the far right of the grid under the Costs column. c) The cost of the medical plan will display in the Cost column. d) The dollar amount displayed here will advise the employee how much the cost of the elected coverage will be for the first six months (*). e) The dollar amount displayed here will advise the employee how much the cost of the elected coverage will be after the first six months (*).

* Employees with previous PEBTF service may qualify for an exemption. Speak with your university benefit coordinator if this applies.



If coverage other than waive is needed for the prescription plan, select the row for the prescription plan and choose Select Plan




If the employee electing coverage is within the first six months (*) of employment, selecting any level of coverage for a prescription plan, including single coverage, will result in the addition of a Prescription Buy-Up Plan. This plan is an additional cost plan associated with electing prescription coverage and will end after six months (*) of continuous employment. The following will outline what occurs on the screen as elections are made. a) Once a plan is selected for enrollment, the Selected column will show a checkmark. b) Additional required cost plans will display in this area. In this case, the employee is paying the Medical Dependent Buy-Up, the Prescription Buy-Up, and the Get Healthy Non-participating contribution. Costs for these plans are displayed on the far right of the grid under the Costs column. c) The cost of the prescription plan will display in the Cost column. d) The dollar amount displayed here will advise the employee how much the cost of the elected coverage will be for the first six months (*). e) The dollar amount displayed here will advise the employee how much the cost of the elected coverage will be after the first six months (*).

* Employees with previous PEBTF service may qualify for an exemption. Speak with your university benefit coordinator if this applies.



If coverage other than waive is needed for the supplemental plan, select the row for the supplemental plan and choose Select Plan




If the employee electing coverage is within the first six months of employment, the employee must complete six months of continuous employment before coverage in the supplemental plan is permitted. Employees with previous PEBTF service may qualify for an exemption. Speak with your university benefit coordinator if this applies. When finished making changes to enrollment selections, choose Save Health Enrollment Changes and/or Continue. NOTE: Once PEBTF coverage elections are submitted, you cannot make changes in ESS until the next PEBTF Open Enrollment. If you experience a qualifying status change after submitting coverage elections in ESS, you may be permitted to change your enrollment by contacting your human resource department.



NOTE: To change coverage already selected, select the desired plan for change by clicking on the appropriate row. Select Change Enrollment and follow the directions outlined above for making changes on the Plan Options screen.

To waive a plan after enrollment has been elected, select the desired waive plan type by clicking on the desired row. Choose Select Plan. In this example, the employee is choosing to waive medical coverage.



The Selected column will now have a checkmark to indicate enrollment in the waive medical plan.

When finished making elections, choose Save Health Enrollment Changes and/or Continue. Proceed to step 9 below.



Basic Group Life Insurance Plan Selections

9. The next screen provides information regarding the Basic Group Life Insurance plan. Changes cannot be made to this plan and is only provided in the process to notify the employee of automatic enrollment in the plan if eligible. Select Continue.



Long Term Disability Plan Selection

10. Long Term Disability Plan Selection is next in the process. The default election in Long Term Disability is waive. Employees can choose to elect from two other options, which are Long Term Disability 180 Day and Long Term Disability 90 Day. To make an election in a plan, click the desired plan to highlight the row. Select Enroll in Plan.

The columns for Selected, Coverage, and Cost will be updated based on the plan selected.

When finished, select Save LTD Enrollment Changes and/or Continue.



Accidental Death and Dismemberment (AD&D) Insurance 11. Rules for AD&D plan elections:

* In order to elect spouse coverage, employee coverage must be elected for an equal or greater amount. * In order to elect child coverage, employee coverage must be elected for an equal or greater amount. To add information during this step, employees must begin by electing coverage in the voluntary AD&D employee plan. Select the row for the employee plan, and choose Enroll in Plan. (NOTE: To bypass this step, select Save AD&D Enrollment Changes and/or Continue. The defaulted waive plans will be saved. Continue with step 12 below).



Carefully review the information provided on the pop-up screen that comes next in the process. It provides exact instructions for electing coverage as well as how to handle assigning beneficiaries. a) Use the Additional Unit(s) drop-down to elect higher/lower coverage. b) Making changes to the Additional Unit(s) drop-down box will automatically adjust the total elected coverage and employee cost on the screen. c) Adjust beneficiary percentages and assign contingent beneficiaries as necessary. When finished, select Enroll in Plan.



Enrollment in the voluntary AD&D employee plan is now set for submission.

If adding coverage under the voluntary AD&D spouse plan, select the row for the plan and choose Enroll in Plan.



Carefully review the information provided on the pop-up screen that comes next in the process. It provides exact instructions for electing coverage as well as how to handle assigning beneficiaries. a) Use the Additional Unit(s) drop-down to elect higher/lower coverage. b) Making changes to the Additional Unit(s) drop-down box will automatically adjust the total elected coverage and employee cost on the screen. c) Adjust beneficiary percentages and assign contingent beneficiaries as necessary. When finished, select, Enroll in Plan.



Enrollment in the voluntary AD&D spouse plan is now set for submission.

If adding coverage under the voluntary AD&D child plan, employees may only select one of the available coverage plans; either the $10,000 or the $5,000 plan. Select the row for the desired coverage plan and choose Enroll in Plan.

Set the percentage for the beneficiaries and indicate whether the beneficiaries are contingent as applicable. When finished, select Enroll in Plan.

Enrollment in the voluntary AD&D child plan is now set for submission.



To make changes to any of the selected enrollments, select the plan and choose Change Enrollment. Depending on the plan selected for change, follow the directions outlined above for making adjustments.

To enroll back in a waive plan after making elections, highlight the desired waive plan and choose Enroll in Plan.

NOTE: In the example provided, the employee elected coverages in all plan types. However, by choosing to go back and waive employee coverage, it defaults waive for all plan types since enrollment in employee coverage is required in order to elect additional plans.



When finished, select Save AD&D Enrollment Changes and/or Continue.

Voluntary Life Insurance

12. Rules for Voluntary Life plan elections: * In order to elect spouse coverage, employee coverage must be elected for an equal or greater amount. * In order to elect child coverage, employee coverage must be elected for an equal or greater amount. To add information during this step, employees must begin by electing coverage in the voluntary life employee plan. Select the row for the employee plan, and choose Enroll in Plan. (NOTE: To bypass this step, select Save Life Enrollment Changes and/or Continue. The defaulted waive plans will be saved. Continue with step 13 below).



Carefully review the information provided on the pop-up screen that comes next in the process. It provides exact instructions for electing coverage as well as how to handle assigning beneficiaries. a) Select the checkbox if the employee is a smoker. b) Use the Additional Unit(s) drop-down to elect higher/lower coverage. c) Making changes to the Additional Unit(s) drop-down box will automatically adjust the total elected coverage and employee cost on the screen. d) Adjust beneficiary percentages and assign contingent beneficiaries as necessary. When finished, select Enroll in Plan.



Enrollment in the voluntary life employee plan is now set for submission.

If adding coverage under the voluntary life spouse plan, select the row for the plan and choose Enroll in Plan.



Carefully review the information provided on the pop-up screen that comes next in the process. It provides exact instructions for electing coverage as well as how to handle assigning beneficiaries. a) Select the checkbox if the spouse is a smoker. b) Use the Additional Unit(s) drop-down to elect higher/lower coverage. c) Making changes to the Additional Unit(s) drop-down box will automatically adjust the total elected coverage and employee cost on the screen. d) Adjust beneficiary percentages and assign contingent beneficiaries as necessary. When finished, select Enroll in Plan.



Enrollment in the voluntary life spouse plan is now set for submission.

If adding coverage under the voluntary life child plan, employees may only select one of the available coverage plans; either the $10,000 or the $5,000 plan. Select the row for the desired coverage plan and choose Enroll in Plan.

Set the percentage for the beneficiaries and indicate whether the beneficiaries are contingent as applicable. When finished, select Enroll in Plan.

Enrollment in the voluntary life child plan is now set for submission.



To make changes to any of the selected enrollments, select the plan and choose Change Enrollment. Depending on the plan selected for change, follow the directions outlined above for making adjustments.

To enroll back in a waive plan after making elections, highlight the desired waive plan and choose Enroll in Plan.

NOTE: In the example provided, the employee elected coverages in all plan types. However, by choosing to go back and waive employee coverage, it defaults waive for all plan types since enrollment in employee coverage is required in order to elect additional plans.



When finished, select Save AD&D Enrollment Changes and/or Continue.

Flexible Spending Account Enrollment

13. To enroll in a Dependent Care Reimbursement Account, the employee must have qualified dependent care expenses that meet at least one of the following criteria: * One or more dependent children under the age of 13 who reside with the employee for more than half of the year; or, * A spouse or other tax dependent who is physically or mentally incapable of self-care and lives with the employee for more than half of the year. To enroll in a Medical Reimbursement Account: * The employee must incur costs for products and/or services that treat a medical condition incurred by the employee, the employee’s spouse, or the employee’s eligible dependent(s). To begin enrollments, select the desired plan and choose Enroll in Plan. (NOTE: If no coverage is desired, select Save FSA Enrollment Changes and/or Finish Section 2. Continue to step 14 below.) In this example, the employee is electing enrollment in a dependent care reimbursement plan first.



Enter the annual election by typing in the amount and select Enroll in Plan.

The dependent care reimbursement plan is now set for submission.

Next, the employee is enrolling in a medical reimbursement account. Highlight the plan and choose Enroll in Plan.



Enter the annual election by typing in the amount and select Enroll in Plan.

The medical reimbursement plan is now set for submission.

To change an annual contribution amount set for submission, select the appropriate plan and choose Change Enrollment. Follow the instructions above for making annual election entries.

To remove an annual contribution amount set for submission, select the appropriate plan and choose Remove Enrollment.



The plan will be deselected for enrollment, and the contribution amount will change to $0.00.

When finished making changes, select Save FSA Enrollment Changes and/or Finish Section 2.

14. A confirmation message will appear indicating Section 2 of My First Days has now been completed. A confirmation email will be sent to the email displayed on the screen. This confirmation email will reflect employee elections made during Section 2 of My First Days and should be retained for employee records.



Special Notes/Not Eligible The following screenshots may appear during Section 2 of My First Days if the employee is not eligible for a specific benefit plan. These screens appear to inform the employee that he or she is not eligible, and the employee simply needs to select Continue to proceed with the process.

i. introduction to employee self-service (ess) and my ......i. introduction to employee self-service...

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