ESS Online Benefit Enrollment Guide

Transcription

1 From your web browser type in: Or from CityPoint: -> City Systems -> Employee Self Service Those departments that use the External Agencies link should notify their employees (ex. Libraries, CIBH and a few others) *Select: Log In *Type in: User name and password (first time users will be prompted to change the password) Employee name here

2 *Select Employee Self Service Employee name here Employee name shows here *Select: Benefits Employee address & phone # is seen here This is what a new hire benefit screen looks like

3 NEW HIRES: 1. New employees will see the Sections of benefits available to them (see above) based on their Full or Part time status as well as their bargaining unit. For example Medical, Dental, Vision, Legal and/or Flexible Spending Accounts. 2. For each available benefit they must: make an election or decline the benefit they must select either button 3. If they are eligible and make an election for Health care, they will see the choices available: Health Insurance HMO, POS or PPO see below: 4. If electing Medical coverage, when the employee selects the Medical plan, the employee must choose the coverage level: Employee only Employee and spouse Employee and child Employee and children Family

4 5. When the employee chooses the coverage level, they may see a message if they are required to enter dependent information and cannot proceed without entering that information (name, sex, relationship, date of birth and social security number). 6. If the dependent information is not listed: they select Add new dependent and enter the information required) 7. If the dependent information is already there in the pull down menu (possible for a re-hire): they select that dependent and then Add Coverage. This is an example of an error message that won t allow the employee to continue without adding their dependents, based on the coverage level they selected. 8. When all desired covered dependent names are appearing below the line on the page for that benefit option, the employee selects Continue to make selections for the next available benefit. Important Notes: If the employee is unable to proceed with their enrollment there should be an error message telling them why (such as: you need to list at least one other dependent for this coverage level or Social Security number is required, etc.). When the employee enters the dependent and have to identify the relationship they will see options such as parent or sibling which are not available for coverage under benefit plans listed under ESS. That information is only available so they can select them as a beneficiary for other purposes. Also note: Same sex marriage dependent should be listed as spouse Grandchild (who is covered as a legal dependent with guardianship documentation should be listed as child Proceed Continue) through each benefit option available if selecting multiple benefits, make sure the dependent information is showing below the line at the bottom of the page for EACH of the desired benefits! Listing them under one benefit such as Medical, does not automatically select them for other benefits such as dental or vision. To decline either of the Flexible Spending Accounts use the decline button, DO NOT enter zeros in the amount!

5 QUALIFYING EVENTS/FAMILY STATUS CHANGES: Report /View Life Event select the button (see above) Then select type of life event and the effective date (see below) Finance will receive an that a life event is pending. The employee must provide the documentation for the life event such as: birth letter for a newborn; marriage certificate; divorce decree, document from other employer regarding loss of coverage, with effective date of loss, or new coverage with effective date etc., in order for them to be able to make any benefit changes. Please Note: the Effective Date is the day of the qualifying event: Birth/Adoption = date of birth/adoption Court Order = date the judge signed the order Change in Employment Status = date this occurred Marital Status Change = date of marriage, divorce or legal separation

6 Notes for Life Event changes: Documentation can be faxed to: or ed from work. For security reasons, do not documentation from any personal or outside accounts. When a life event occurs, you can change a coverage tier (ex. go from employee and spouse to family coverage tier) but you cannot change medical plans (you have to wait for Open Enrollment to make a plan change). You can only add new coverage (i.e. dental, vision, etc.) that you did not previously have, if you have lost similar coverage under another plan (otherwise you have to wait until Open Enrollment). Important note: Only employees who do not have access to the active directory should use the forgot password button. Most City Employees who have access to City and the active directory must submit a heat ticket to IT or notify the Help Desk if they have forgotten their password.