SmartBen Life Event Instructions

Transcription

1 SmartBen Life Event Instructions 1

2 A Life Event According to IRS rules, once you enroll in your benefits choices, your decisions remain in effect for the rest of the year. However, you can make certain changes during the year if you have a qualified change in family status/life event. The following are considered changes in status or life events: Marriage, divorce, legal separation or annulment. You give birth to or legally adopt a child, you gain guardianship or a child is placed in your home for adoption. Your spouse/child dies. Your spouse begins/ends employment. You/your spouse experiences a change in employment status or work schedule that affects benefits (e.g. going from full-time to part-time or vice versa and taking or returning from an unpaid leave of absence). You/your spouse has a significant change in the amount or cost of health coverage attributable to your spouse s employment. Your dependent satisfies or ceases to satisfy the eligibility requirements for the plan. Your change in coverage level must be consistent with a change in status that affects eligibility for coverage which means your new benefits choices must correspond with a gain or loss of eligibility for coverage. For example, if you have a baby, adding a dependent to your medical coverage would be consistent as your baby would be newly eligible. To change your coverage, you must enroll within 30 days of the date of your status change. Changes made after this date will not be approved and you will need to wait until the next open enrollment period. Before You Enroll Review Your Options & Make Your Choices Click on the Plans & Policies tab on Smartben and select the plan you want to review. It will help you understand your benefit choices. If you want to add a dependent for coverage, you will need to provide the Social Security number and date of birth for any spouse or dependent you enroll. If you have not received the Social Security number for a newborn, enter Upon receipt of Social Security Number, you will need to update child s record in SmartBen under People. For Term Life Insurance, you need to enter the beneficiary name(s) and relationship. If you need to exit SmartBen before finishing your enrollment elections, click "logout". The system will automatically save the work you have done up to this point. Note: The election of or changing the amount of a tax shelter annuity (457/403b) is the only benefit NOT elected on SmartBen as original signatures are required. The forms are available on SmartBen under Plans & Policies or contact the Benefits Office at (651) Payroll Deductions SmartBen shows the typical cost per month each benefit. Deductions are listed as EE (Employee Paid) and ER (Employer Paid). The number of paycheck deductions per year could be either 16 or 24 times a year. For employees that work 12 months and/or receive 24 paychecks, insurance deductions will be taken each payperiod for a total of 24 times. For employees that work less than 12 months or receive or have the option to receive less than 24 paychecks, insurance deductions will be taken 16 times, October 15 th through May 30 th. The payroll deduction amount is calculated based on the months of coverage and number of remaining payperiods. 2

3 Steps to Complete Your Enrollment Step 1: Log on to and enter your Username (Social Security Number, no dashes) and Password (eight-digit date of birth, MMDDYYYY format). Example for Social Security number Example: for date of birth on June 10, 1964 Step 2: From the home page, click the Enrollment tab. 3

4 Step 3 On the Available Enrollments page, you ll see a Life Event Changes button. Select the Life Event Changes button and click Begin Enrollment. Life Event and/or Current Plan Year Changes Step 4 Across the top of the screen you will notice a tabbed bar with steps numbered 1-4. This bar will guide you through the steps needed to complete your Life Event Election. If you are adding a new individual to your benefits you will need to click on People. Otherwise, skip to Step 6. 4

5 Step 5 The Personal Information screen will appear. Review your personal information and if necessary, update any personal information on this screen that has changed. Then click on the remaining sections located on the right of the page, to review, add and/or update your spouse, dependent and beneficiary information. The spouse, dependent and beneficiary information in this section will be used later as you make your benefit elections. Click Save if you make any changes. If you have no changes for a particular section, click on the next section that applies to you. Adding spouse/dependent in People DOES NOT assign your spouse/dependent to the health/vision or dental plan. You will assign your spouse/dependent to health/dental coverage later in the enrollment process. Beneficiary Info You will be prompted to assign a primary beneficiary for your Group Term Life Insurance benefit later in the enrollment process. It is recommended that you assign a secondary beneficiary (to be paid if the primary beneficiary is deceased). SmartBen automatically defaults your name as the beneficiary. To enter additional beneficiaries, click on Beneficiary. Select the Add Beneficiary to enter your beneficiary information. Click Save when you are finished. Adding your beneficiary information in People DOES NOT assign a beneficiary percentage. 5

6 Step 6 After completing/updating information for you, spouse and/or dependants, click on the Benefits found on the top of the screen. Step 7 Review the list of benefits and click on the benefit (e.g. Health/Vision, Dental) if you want to make a change. If you are adding a new dependent to your family coverage, you must re-enroll (click on the Health/Vision Insurance Plan, then select Family) to assign the new dependent to your coverage. Note: The Summary of Current Benefits shown above is a sample only and may not exactly match your Summary of Current Benefits. Green Benefit Status lights indicate the stage is complete and red Benefit Status lights indicate the stage has not been started. For information on deduction frequency and your paycheck, please see the Payroll Deductions section on page 3. 6

7 If you are enrolling a spouse or dependent in health/vision and/or dental coverage, click on the box next to the dependent you wish to enroll. If you are dropping a dependent from health/vision and /or dental coverage, you must uncheck the dependent you are dropping. Note: If you changed coverage to single, your spouse and/or child(ren) are automatically dropped. 7

8 If you are enrolling a spouse in family Health/Vision coverage you will be asked a series of questions pertaining to other health coverage for which your spouse might be eligible. The page will automatically refresh as you answer the questions. Click Save at the bottom when this page is completed. Page refreshes as questions answered 8

9 Electing the HSA Health Plan If you are enrolling in the HSA Health Plan, you will elect the medical plan on Smartben and then complete the HSA Election form for your annual election for the Health Savings Account. The form is located at the top of the screen in the documentation box. You will need to complete the form and return to the Benefits Office for your contribution to the HSA to begin. Any District Contribution will begin automatically; you do NOT need to complete the form to begin the District contribution towards the HSA. 9

10 If you elect family coverage, you will assign spouses/dependents as shown on page 7. Following the spouse eligibility question set is verbiage specific to the eligibility and particulars of the Health Savings Plan including a field to initial your understanding. Spouse eligibility questions Health Savings Account eligibility and acknowledgement 10

11 Flexible Spending Account-Medical Flexible Spending Medical and Dependent care is for a 12 month periods, July 1, 2013 through June 30, You may opt for a Debit Card for a fee of $18/plan year; the debit card is free for employees on the NationalONE HSA 2400 plan. Please be aware of the possible restrictions for the flexible spending medical account if enrolled in the NationalONE HSA 2400 plan. You will need to acknowledge the plan year by initialing and then clicking Save. If you elect Yes the page will refresh with additional information about the plan; see the screenshots below. Medical Flex Spending Screenshot for those groups with NationalONE VEBA If you elect Yes for the Debit Card, the screen will refresh providing additional information and a text box to enter your address. 11

12 Medical Flex Spending Screenshot for those groups with NationalONE HSA 2400 If you elect Yes for the Debit Card, the screen will refresh providing additional information and a text box to enter your address. 12

13 As you enroll in Group Term Life Insurance, you will be able to assign beneficiaries and the percent of the benefit they are to receive. If you are electing to increase your basic, supplemental or dependent life insurance the additional coverage must be approved by the District s life insurance company. In Step 10, you will see the following note section. Print and complete the provided forms and mail directly to the insurance company (address on top of the form). The underwriters will review the information and notify you by mail if the coverage has been approved. 13

14 Step 8 Once your elections are complete, each benefit within the Status column will have a green light. All lights must be green to continue. When you are ready to finalize your elections, click on the Accept Benefits and Continue button found below the Steps Bar. You will now move to Step 2- Verify Required Data. 14

15 Step 9 If you have entered all required information, you will not see the first screen below. You will see the second screen. Click on the Continue button to move to Step 3-Review Confirmation (see Step 10). However, if you did not enter all required information, SmartBen will not process your enrollment. Click the click here and SmartBen will take you to the required page for corrections. Make your corrections, click Submit, Enroll or Next, whichever is applicable. Then click the Continue button to move to Step 3-Review Confirmation. INCOMPLETE INFORMATION SCREEN COMPLETE INFORMATION SCREEN 15

16 Step 10 Check to ensure all benefit elections and Health/Vision and Dental dependent assignments are correct. If so, click Continue to move to Step 4-Life Event Reason. If changes need to be made, click on People or Benefits as appropriate. To make changes 16

17 Step 11 Check the reason for the Life Event (e.g. termination of employment of the employee s spouse or marriage of the employee) and enter the Life Event Date (e.g. date spouse s employment ended or date of marriage). Add any additional information in the Comment box (e.g. name of individual you are adding to coverage, the type of coverage change, the date coverage ended, if applicable). Enter your initials and click Continue. Note: Entering your initials on this page is your attest that the change is made on account of and is consistent with the change in life event election. 17

18 Step 12 You have successfully completed the enrollment process! Select the click here for a printer ready copy of your Confirmation Statement. This copy is for your records. Human Resources will receive your enrollment when you receive the following screen. Review Your Confirmation Statement Carefully review your statement to ensure your benefit elections are accurate. Keep in mind, this Confirmation Statement is only a confirmation of your benefit elections. If carrier approvals are required, coverage will be subject to those requirements. Do not initiate another Life Event change by going through the enrollment process to double check the elections. This causes an incomplete election and your changes will not be processed. In reviewing the confirmation statement, if you need to make a correction, then you will need to complete the Life Event again making the necessary corrections. If you enrolled in medical and/dental coverage, the insurance carrier will send your member ID card within 3 weeks of your SmartBen enrollment. There is not a card for the vision coverage through Vision Service Plan (VSP). Step 13 Click Log Out located at the top of the page. For Enrollment and Eligibility Questions, Please Contact the Benefits Office at (651) /26/13 18