Benefits Open Enrollment Instructions

Transcription

1 Benefits Open Enrllment Instructins Please fllw these instructins t lgin t the INFOR Emplyee Self Service t access the nline Open Enrllment prgram t elect and submit yur benefit plan electins. STEP 1 Lgin G t The Surce. If yu are accessing it frm hme r anywhere yu have an internet cnnectin, use If yu see yur name in the lgin bx, click n the Open Enrllment tile If yu d nt see yur name, enter yur netwrk username and passwrd here. Passwrd Issues: Cntact the IS Help Desk at (ext ) 1. Find the link t Infr n TheSurce. 2. Lgin with yur Essentia Health username and passwrd. 3. Chse Emplyee Self Service 4. Chse Benefits then Open Enrllment 4 Page 1 f 15

2 STEP 2 Welcme Screen Instructins Review the Welcme Screen instructins and click n the Cntinue buttn when yu are ready t begin the enrllment prcess. The plans that yu ll see during the pen enrllment prcess are nly plans that yu can take actin n during pen enrllment. Retirement & Disability Plans Yu need t cntact Transamerica t make changes t yur retirement cntributins. Fr vluntary disability plans, refer t the Open Enrllment sectin in My HR fr infrmatin. Yu will nt see retirement r disability plans during yur nline pen enrllment prcess. STEP 3 Yur Eligible Dependents If yu will be enrlling yur eligible dependents 1 fr the first time in health, dental r vluntary life insurance plans, yu will need t enter their infrmatin int the nline enrllment prgram. The prgram will display the fllwing screen that will enable yu t enter in and submit the details fr each dependent. If yur dependents are in the system, their names will display and yu can click n their link t review their infrmatin and submit any changes. Click n the Cntinue buttn if yu d nt need t enter in any dependents and prceed t step 4. Adding a Dependent: Click n Add and enter in yur dependent s details. Click n the drp dwn menu t select frm the ptins Click n the Update buttn t submit the infrmatin Cntinue this prcess until yu have submitted each dependent and then click n the Cntinue buttn. IRS Requirement: yu must prvide the Scial Security Number and Date f Birth fr each enrlled dependent. After yu click n Update, yu shuld see cnfirmatin that the dependent infrmatin has been updated: Click n Ok and yu ll see a listing f each dependent yu have submitted. 1 Yu have the ptin t elect benefit cverage fr yurself and fr eligible members f yur family which include: yur legally married spuse, children under age 26 wh are yur bilgical, adpted, stepchild; child fr whm yu are the legal guardian; grandchild under age 19 wh lives with yu and is yur tax dependent; grandchild (as defined) and disabled children ver age 26. Page 2 f 15

3 T make a change t yur dependent s details T review r t make changes, click n the dependent s name (the blue link) and enter in the details r make changes and submit. Entering in a different address fr yur dependent If yur dependent des nt reside 2 with yu, yu can prvide the dependent s address by selecting frm the Address drp dwn menu Different frm my hme address. Then click n the Address tab (at the tp next t the Main tab) and enter in yur dependent s address. Then click n Update t submit. After yu have entered in all f yur dependents, click n the Cntinue buttn t prceed. STEP 4 Electing Yur Benefit Plans Yu will see a listing f all benefits plans that yu are eligible fr that yu can make changes t during pen enrllment. As yu g thrugh each plan, yur current benefit plan cverage and cst details as f 12/31 will be displayed. Yur current enrllment infrmatin will help yu decide what changes yu need t make fr the fllwing year. Nte: yu will nt see displayed retirement and disability plans. Refer t the My HR Open Enrllment sectin fr mre infrmatin n these plans. Click n Cntinue t prceed. 2 Plan ID cards and health and dental Explanatin f Benefits (EOBs) will be mailed t yur dependent s address. Page 3 f 15

4 Current Benefit Plans The nline enrllment prgram will display a summary f yur current benefit plan enrllments, rates and cntributins. Review this infrmatin which will help yur determine if yu need t make any changes fr the fllwing year. Remember that yu will need t elect spending accunts each year. Click n the Cntinue buttn t prceed with yur nline enrllment prcess. Buttn Optins As yu use the nline enrllment prgram, yu will see displayed at the bttm f each screen, varius buttns that yu can click n t take actin: Actin Prceed t the next screen Buttn t Click On G Back ne screen Pull up an Electins Summary T Update infrmatin T Submit yur electins Make Changes r G Back T Cancel ut infrmatin yu have entered T Exit (n electins are saved) Page 4 f 15

5 Plan Details Click n the plan s blue link t review infrmatin abut the plan Click n the Decline Cverage link t review infrmatin abut yur ptins t enrll during the year if yu experience a Qualifying Life Event TakeCharge Incentive If yu cmpleted the health assessment and at least ne qualifying prgram by September 30, yu will earn a reward when yu enrll in ne f the health plans. The award will be applied based n the type f health plan yu elect as fllws: Yur Health Plan Electin HSA r HSA Plus All nn-hsa health plans TakeCharge Incentive Reward Yu will receive a $10 emplyer-paid cntributin int yur Health Savings Accunt each pay perid. If yu elect t cntribute t yur HSA, dn t frget t reduce the IRS annual maximum cntributin amunt by the $260 award. Yu ll see a $10 per pay perid reductin in yur premium cntributin. The reduced premiums will appear in the enrllment prgram when yu review the nn-hsa health plans. After yu submit yur nline benefit electins, yu ll receive a PDF Open Enrllment Benefits Cnfirmatin delivered t yur Outlk . The cnfirmatin will indicate if yu have earned the TakeCharge incentive fr 2017 and hw it will be applied. Health Plan Reprductive Optins When yu enrll in a My Essentia health plan, yu ll elect whether yu want reprductive cverage fr yu and any cvered dependents. All plans ffer bth ptins: With Reprductive Services cvers prescriptins, devices and prcedures that may be categrized as birth cntrl and/r hrmnal treatment fr yu as well as any cvered dependents. Withut Reprductive Services wuld nt cver any prescriptins, devices r prcedures as described abve, even when prescribed fr purpses ther than birth cntrl. Yu cannt change this ptin mid-year unless yu have a qualifying life event (ex. marriage, divrce, having a baby, lss f cverage, etc.). This ptin des nt change yur premium cst. Page 5 f 15

6 ELECTING PLANS AND ENROLLMENT OPTIONS The enrllment prgram will present varius enrllment ptins t yu based n whether yu are currently enrlled under a plan, newly enrlling under a plan, r currently have a declined cverage under a plan. Currently Nt Enrlled Optins If yu are currently nt enrlled under a plan, as yu visit the plan during the enrllment prcess, yu will see displayed yur plan ptins t select frm t enrll r t decline cverage. Currently Enrlled Optins If yu are currently enrlled under a plan, r have a current declined cverage enrllment, the prgram will display the fllwing actins that yu may select frm: Keep the same cverage click n t keep the same enrllment fr next year which includes cverage level and wh s enrlled fr health and dental plans Keep the same ptin; add r change dependent cverage click n t change wh s enrlled Change the cverage click n t change the cverage level r the Reprductive benefits ptin (with r withut Repr) Select a different plan click n t select a different health plan, t enrll if yu currently decline, r t decline a plan Plan is N Lnger Available If yu are currently enrlled in a plan that is nt an ptin fr next year, the prgram will indicated Plan is n lnger available and the nly enrllment selectin yu ll see is Select a different plan. Click n this ptin and the next screen will display the plans that yu can select frm fr the fllwing year. Revisit Plans t Make Changes Once yu have cmpleted each plan s enrllment sectin, yu will prceed t the next plan. Yu will be able t revisit any f the plans at the end f the enrllment prcess, t make changes, befre yu submit yur electins. After yu submit yur electins, yu can lg back n and submit changes befre the pen enrllment deadline date. Electing a Cverage Level under Health & Dental Plans When yu elect t enrll in a health and dental plan, the prgram will require that yu indicate the cverage level yu want t be enrlled under. Cverage levels crrelate t hw many individuals will be enrlled with yu under the plan. Fr example, d yu need t enrll yur spuse r children under the plan? As yu elect a plan, the prgram will display the cverage level ptins. Simply click n the ne yu need. Page 6 f 15

7 Hw d yu want T Pay fr the Cverage? On the cverage ptins screen, right belw the listing f cverage ptins, yu ll see the ptin t change hw yu pay fr yur premium. The prgram defaults health and dental premiums t be paid n a pre-tax basis which means that yu d nt pay incme taxes (federal, state, scial security r Medicare) n the premium amunt. Yu can click n the After-tax ptin if yu want t have yur premiums deducted n an after-tax basis which results with yur taxable earnings nt being decreased by the premium amunt and yu ll pay incme taxes n this amunt. Enrlling Dependents As yu enrll yur eligible dependents under health, dental and life insurance plans, yu ll click n each individual s sectin bx. If yu d nt select an individual, they will nt be enrlled under the plan. Nte: If yu did nt enter in yur dependents at the beginning f the enrllment prcess, yu ll need t click n the Exit buttn and start the prcess ver again. Fllw Step 3 fr entering in yur dependents. Electin Summary As yu elect each plan, yu ll have the pprtunity t review the electins yu have made n the Benefit Summary screen. Yu can click n the Previus buttn t g back and make changes. Once yu click n the Cntinue buttn, yu ll prceed t the next plan. Fr example, nce yu cmplete the health plan, yu ll visit the dental plan next. At the very end f the enrllment prcess, yu ll be able t click n the G Back/Make Changes buttn t re-visit any f the plans again befre yu Submit. T View an Enrllment Summary Yu can click n the Electins buttn t pull up a summary f the electins yu have made s far in the prcess. Need t Exit and Return Later t Enrll? Yu can click n the Exit buttn t leave the enrllment prgram. Please nte that any electins yu have made will nt be saved. Page 7 f 15

8 VOLUNTARY LIFE INSURANCE Electing Vluntary Life & Accident Insurance When yu elect emplyee and spuse life and accident insurance, yu ll need t enter in a requested cverage amunt in $10,000 increments up t the fllwing limits: Emplyee: $1,000,000 (limit includes yur basic life cverage amunt that Essentia Health prvides t yu at n cst.) Spuse: $250,000 Life Insurance Apprvals Needed - EOI (Evidence f Insurability) Remember that Lincln Financial will need t apprve yur new r increased life cverage amunt befre the cverage ges int effect and befre payrll deductins can begin. If yu currently have life cverage fr yu r yur spuse, and yu request t increase yur cverage, yur current cverage rlls ver int the next year. Yu wn t lse yur current life cverage even if yur new r increased cverage amunt is denied by Lincln Financial. What will the life cverage cst? After yu enter in the requested life cverage amunt (and select yur dependent(s) t be enrlled fr spuse and child life plans), click n the Cntinue buttn and the next screen will display the after-tax, biweekly cst fr the amunt f requested cverage. Yu can then click n the Cntinue buttn if yu wish t elect that cverage amunt r click n the Previus buttn t g back and enter in a different cverage amunt. Click Cntinue when yu are satisfied with the cverage amunt and cst and review the life plan summary details. Age Reductins under Life Insurance Plans Lincln Financial requires that all emplyee and spuse life and accident insurance cverage amunts begin t be reduced when yu (the emplyee) reach age 65. We ll take care f this fr yu beginning n the January 1 st after yu reach age 65. At that time, we will reduce yur vluntary emplyee and spuse life and accident cverage amunts based n the age reductin schedule refer t the Life Certificate n My HR under the Life Insurance sectin. Age Reduced Life and Accident Cverage Amunts If yur emplyee and/r spuse life and accident cverage amunts have been age reduced, yu ll see the fllwing message n the life plan electin screens which indicates Current cverage is n lnger available. Dn t wrry, yu ll still have the cverage; hwever, the system will require yu t click n Change the cverage and enter in a cverage amunt that cnfrms t the $10,000 increment rules: Page 8 f 15

9 The example abve indicates that the age reduced cverage amunt equals $13,000 and t cmplete the electin, the emplyee will need t take the fllwing actins: 1) T Keep Current Cverage: Click n Change the Cverage Enter in $20,000 f cverage fr next year r yu can decrease the amunt f cverage 2) T increase Current Cverage: Click n Change the Cverage Enter in a larger cverage amunt fr next year but keep in mind that nce yur life cverage is age reduced, the amunt f requested cverage yu enter in will be reduced befre we submit yur request t Lincln Financial fr the EOI apprval prcess. Therefre, enter in a higher amunt t end up with the new requested cverage amunt yu want. Here s an example: Jhn turned age 65 n January 15 th this year; therefre, his $20,000 f cverage was age reduced by 35% and his reduced life cverage equals $13,000. If Jhn wants t increase his cverage t $100,000, he will actually need t enter in $160,000 f cverage that will be reduced by 35% resulting with $104,000 f requested cverage that is submitted t Lincln Financial fr apprval. 3) T Remve Current Cverage: Click n Select a different plan Click n the Decline Cverage ptin and yu will nt have the cverage next year Electing Child Life and Accident Cverage When yu elect child life and accident cverage, yu ll select bth plans n the same screen: Yu will then select either $5,000 r $10,000 and the cst cvers all f yur eligible, dependent children under age 26. Page 9 f 15

10 FLEXIBLE SPENDING ACCOUNTS (FSA) Flex plan enrllments must be elected each year. Yur current enrllment in a flex plan des nt carry ver int the new plan year. Therefre, yu must submit a flex plan electin during pen enrllment if yu want t be enrlled in a flex plan next year. Entering in Cntributins When yu elect a flexible spending accunt, the prgram will require that yu enter in a cntributin amunt which yu can d by either entering in a per bi-weekly pay perid amunt r a per year amunt: Minimum and Maximum FSA Cntributin Amunts When yu elect a flexible spending accunt, the prgram will display the fllwing limits: Flex Plan Minimum Maximum Medical/Dental FSA $50 $2,600 per spuse Dependent Care FSA $50 $5,000 per husehld Re-Electing a Flex Spending Accunt If yu are currently enrlled in a flex spending accunt, yu will see yur current cntributin amunt displayed and yu ll select the ptin yu want fr next year: Keep the same cverage click n t re-enrll with the same cntributin amunt Change the cverage click n t enrll and enter in a different cntributin amunt Select a different plan click n t decline this plan fr next year Page 10 f 15

11 If Yu Currently Decline Medical Flex If yu currently decline Medical Flex, the prgram will display tw ptins: Keep the same cverage click n t cntinue t decline Select a different plan click n t enrll in the plan If Yu Are Enrlling Fr the First Time - Tw Enrllment Optins: T enrll: click n Essentia Flex Medical/Dental T decline: click n Med/Dent Flex Decline Plan IMPORTANT! If yu enrll in the My Essentia HSA Plus, remember that this health plan cmes with emplyer-paid funding cntributins that will be depsited int yur Health Savings Accunt at Optum Bank. Therefre, yu cannt elect t cntribute t a medical flex spending accunt. If yu enrll in the My Essentia HSA health plan and yu will be making cntributins int yur Health Savings Accunt, yu cannt elect t cntribute t a medical flex spending accunt. The IRS des nt allw yu t have medical flex spending accunt and Health Savings Accunt cntributins during the same tax year. Need Plan Infrmatin? Click n the plan s blue link t review the plan eligibility rules and details. HEALTH SAVINGS ACCOUNT (HSA) Yu will see the Health Savings Accunt plan ptins nly if yu are eligible t elect an HSA health plan. The enrllment prgram des nt have lgic tied t which health plan yu elected earlier in the enrllment prcess and will still display the HSA even if yu have elected ne n the nn-hsa health plans. It is yur accuntability t understand if yu are eligible t elect and cntribute t an HSA. Yu cannt elect the Health Savings Accunt plan if yu have elected a nn-hsa health plan! If yu have elected the HSA health plan and yu have elected t cntribute t the medical flex spending accunt, yu cannt elect t cntribute t the Health Savings Accunt. Electins Summary: click n the Electins buttn t review which health and spending accunt plans yu have elected. Electing r Re-electing HSA Cntributins If Yu Currently Decline HSA select the ptin yu need: Keep the same cverage click n t cntinue t decline Select a different plan click n t enrll in the plan Page 11 f 15

12 If Yu are Currently Enrlled in HSA select the ptin yu need: Keep the same cverage click n t enrll fr 2017 with the same Plan and cntributin amunt Change the cverage click n t enrll but change yur cntributin amunt Select a different plan click n t change the HSA plan (Emplyee r Family) r t decline Click n Cntinue. HSA Plan Optins Select HSA EE Health Savings Accunt if yu elected ne f the HSA health plans with emplyee nly cverage Select HSA Family Health Savings Acct if yu elected ne f the HSA health plans with dependents enrlled IMPORTANT If yu enrlled in the My Essentia HSA health plan and yu have elected t cntribute t the medical flex spending accunt, yu cannt elect t cntribute t an HSA savings accunt. The IRS des nt allw yu t cntribute t bth a medical FSA and t an HSA savings accunt during the same tax year. If yur spuse cntributes t a medical FSA during 2017, yu cannt cntribute t an HSA. If yu have elected the My Essentia HSA Plus health plan yu will autmatically receive the Essentia-paid HSA cntributins. In additin, yu can elect t cntribute yur wn mney int yur HSA. As yu enter in yur HSA cntributin amunt, please remember that yur cntributins plus the Essentia-paid cntributins cannt exceed the IRS annual maximum cntributin amunts. In additin, if yu will be receiving the TakeCharge wellness incentive, Essentia Health will depsit $260 int yur HSA and this amunt needs t be subtracted frm the maximum amunt that yu are allwed t cntribute int yur HSA during Yu can click n the name f the plan (the blue link) t review the annual maximums which will als display in the enrllment prgram fr each HSA plan. Next, if yu are enrlling in the plan, yu will need t let us knw hw much yu want t cntribute: Enter in the amunt f yu want t cntribute fr the calendar year Yu can enter in yur cntributin amunt in either the per pay perid bx r in the annual bx Page 12 f 15

13 Remember that the IRS annual maximum amunt als includes any emplyer-paid funding yu will receive if yu are enrlling in the Essentia HSA Plus health plan and/r yu will receive the TakeCharge $260 award Yu are eligible fr the $1,000 catch-up cntributin nly if yu will be age 55 r lder as f 12/31/2017 Click n Cntinue STEP 5 Review & Submit Yur Electins The last step in the prcess is t review and submit yur electins. Review The prgram will display a summary f yur benefit electins t verify: Have yu elected the right health plan, cverage level and reprductive ptin? Have yu elected the right dental plan and cverage level? Are all f yur dependents listed wh need t be enrlled in each plan? Are the life insurance cverage amunts what yu need? Are the Flex plan r HSA cntributin amunts what yu need? Review Yur Cst infrmatin and the pre-tax and after-tax ttals at the bttm Nte After yu submit yur benefit electins, yu can lg back int the prgram t make changes as many times as yu need t befre midnight, Friday Nvember 13 th. G Back and Make Changes If yu need t make changes, yu can d that at this time prir t submitting. Click n G Back/Make Changes and then fllw the Enrllment Change prcess n the next page Submit Yur Benefit Electins If all f the infrmatin is accurate: Click n Submit t submit yur electins Print ut yur enrllment cnfirmatin and keep fr yur recrds IMPORTANT Make sure that yu see displayed Cngratulatins Yur enrllment has been successful Click n Cntinue t leave the enrllment prgram Click n Lgut (tp, right crner) t Exit Lawsn Emplyee Self Service Page 13 f 15

14 Nt Ready t Submit? If yu are nt ready t submit yur benefit electins, click n Exit t leave the prgram. Nne f yur electins will be saved. Yu can lgin when yu are ready t enrll and submit yur electins befre the enrllment deadline. ENROLLMENT CHANGE PROCESS Yu can revisit any f the plans t make changes befre yu submit yur benefit electins. If yu have already submitted and yu need t make changes, the prgram will put yur thrugh the Make Changes prcess. T revisit a plan and make changes: Click n the G Back/Make Changes buttn Click n the plan(s) that yu need t make a change and then click n Cntinue The prgram will then walk yu thrugh each plan that yu have checked s that yu can make yur electins fllwing the same prcess steps that yu did the first time. After yu have visited each plan and yu have made yur electins, the prgram will prvide yu with a revised enrllment summary t review. The plans yu have changed will nw be displayed at the bttm f the list with an * that the electin changed. If all f the infrmatin is accurate, then click n Submit t submit yur benefit electins and make sure that yu receive the Cngratulatins message and click n Cntinue t exit the prgram. PRINT YOUR ELECTIONS CONFIRMATION After yu have submitted yur electins, yu shuld print ut yur enrllment cnfirmatin: Click n Yes Prmptly retrieve yur printed cnfirmatin frm the printer Page 14 f 15

15 PDF OPEN ENROLLMENT BENEFITS CONFIRMATION After yu submit yur benefit electins, within 6 hurs, yu will receive a PDF enrllment cnfirmatin delivered t yur Outlk . We recmmend that yu review this cnfirmatin and take actin befre the enrllment deadline if yu need t submit changes. The PDF benefits enrllment cnfirmatin will indicate all f the benefit plans yu will be enrlled in next year. Need Assistance? Cntact the HR Service Center at Mnday Friday: 8:00 a.m. 4:00 p.m. Extended hurs: Nvember :00 a.m. 6:00 p.m. MyHR@EssentiaHealth.rg If yu re a physician r leader, call *Passwrd Issues: Cntact the IS Help Desk Phne: (ext ) Page 15 f 15