August Enrollment. Open Enrollment User Guide

August 2012 Enrollment Open Enrollment User Guide

OE UG August 10, 2012 Table of Contents Introduction Overview... 4 Getting Started... 5 Passive Open Enrollment Passive Open Enrollment... 7 Making Changes to Benefits during Passive Enrollment... 8 Enrollment Wizard... 8 Positive Open Enrollment Positive Open Enrollment... 13 Enrollment Wizard... 13 Email Open Enrollment Messages Email Open Enrollment Messages... 26 Creating Email Messages... 26 View Enrollment Emails... 28 Navigating the Enrollment Message Report s Screen... 29 Print Confirmations Print Confirmations... 33

Enrollment Page 3 Introduction

OE UG August 10, 2012 Overview Welcome to Enrollment, a complete system to manage and streamline benefit enrollments in an electronic and paperless process. The Open Enrollment User Guide is intended to provide tools for an effective and efficient open enrollment. Some or all of these features are available based on the company s setup. Passive open enrollment does not require employees to log into the company s Benergy portal. All of the employee s benefits from the previous year are carried over. The employee only needs to log into the system to make changes. Positive or active open enrollment requires the employee to log into the company s Benergy portal to elect or waive benefits for the upcoming year. Email Open Enrollment Messages is designed to distribute customized emails, announcements, and reminders to employees regarding Open Enrollment (OE), Life Events, and Year Round Enrollment. Print Confirmations functionality generates confirmation statements for all employees who are either marked as Active or Retired and have at least one benefit that falls between the plan start and end dates. Confirmation statements are usually distributed prior to open enrollment so that employees have a record of their current elections. These statements can also be provided once open enrollment has closed to confirm elections, reiterate payroll deductions, and offer any last minute changes.

Enrollment Page 5 Getting Started EbixBenergy - Enrollment Control Center The Enrollment Control Center (ECC) grants access to a number of features based on user permissions. Logging into the EbixBenergy - Enrollment Control Center 1. Type the following URL in any browser window: enroll.mybenergy.com 2. Enter your username in the User ID field. Note: The system default username consists of the person s first initial of their first name, complete last name, and the last 4-digits of their SSN. 3. Enter your password in the Password field. Note: The system default password consists of the person s first initial of their first name, complete last name, and their 4-digit birth year. 4. Click Enter. Additional Support 1. If an employee reaches the ECC login page shown above, the session has timed out due to inactivity. However, the employee cannot use this page to login. The employee must enter from the employee portal login page. 2. If you are a Brokers or HR Admin/HR User and have forgotten your User ID and/or Password, contact EbixBenergy Support at 1.800.475.4041 or email benergy@adam.com. Use the shortcuts, menu options, and links within ECC to navigate in the system. Avoid using the browser Back and Forward arrows which could remove permissions and force user to log back in.

OE UG August 10, 2012 Passive Open Enrollment

Enrollment Page 7 Passive Open Enrollment Passive open enrollment (OE) does not require employees to log into the company s EbixBenergy Communications portal. All of the employee s benefits from the previous year are carried over. The employee only needs to log into the system to make changes. If Passive OE is offered by the company, ensure the steps below are taken: 1. Generate a report for all plan rollovers to review OE start and end dates, plan types/tiers, coverage levels, and costs calculations. Note: Use the Master Custom report to review plan rollovers. Master - Custom report is a customizable report that allows you to select which columns appear and the sequence in which the columns are displayed. It is useful for extracting information and reviewing all plan rollovers by selecting the follow criteria: Plan Start Date Plan End Date Plan Name Carrier Name Group Number Coverage Tier Coverage Level GI Coverage Level Pending Coverage Level Employee Pre Tax Cost Employee Post Tax Cost Employer Cost Instructions on generating the Master - Customer report, see the section Master Customer Report in the Enrollment Reports User Guide (pages 69-71). 2. All Life Events and GI Approvals are current and approved before enrollment begins. Life Events feature is used to manage pending life events. When an employee completes a life event, the transaction is pending until it is approved or disapproved. Select Life Events from the Quick Links menu or select Employee Links, then Pending Life Events from the horizontal navigation menu. Note: See Life Events section in the Enrollment Essentials User Guide (pages 20-23). GI Approval (Guarantee Issue) feature is used to review employee elections that are pending approval based on Evidence of Insurability or to approve/disapprove an election. Select GI Approval from the Quick Links menu or select Employee Links, then GI Approval from the horizontal navigation menu. Note: See GI Approval section in the Enrollment Essentials User Guide (pages 18-19). 3. Print Confirmation Statements or save a copy in the employee s file cabinet to review prior to open enrollment, so employees have a record of their current elections (see section on Print Confirmations).

OE UG August 10, 2012 Making Changes to Benefits during Passive Enrollment Employees can change their benefits during Passive Enrollment though the OE process. The Enrollment wizard navigation bar remains activated so the employee makes the appropriate selection. Any changes the employee makes to medical, dental, or vision covering dependents, the employee must select SUBMIT on each dependent page through the enrollment process. If the employee navigates off the dependent enrollment pages without selecting SUBMIT, the dependents will not be enrolled in those benefits. FSA, HSA, Dependent Care, Parking, and Transportation elections must be reelected each year. Enrollment Wizard 1. Using the Enrollment wizard navigation menu, select the benefit from the previous year s elections to add/edit elections. For example, if the employee needs to change their medical coverage, select Medical under the Enroll in Plans to add/edit the medical election.

Enrollment Page 9 2. Select the medical plan/coverage tier or waive coverage (if coverage is not desired) from the Medical Enrollment page, then click Submit. Note: The dental and vision are elected the same method. The wavier of coverage page can be configured to display when an EE waives coverage for any benefit. 3. Select reason for waiving coverage (if applicable) from the Waiver of Coverage page, then click Waive And Continue.

OE UG August 10, 2012 4. Review the medical plan/coverage and select dependents to enroll in medical benefits, then click Submit. a. Deselect dependents to remove coverage. b. Click Submit

Enrollment Page 11 5. Review the Confirmation Statement for accuracy on the Confirmation Statement page once all changes to elections are made. a. Select Confirmation Statement from the Enrollment wizard navigation menu to review benefit elections. b. If all benefit elections are correct, click Done. If dependent coverage is selected, the dependents display under each benefit election. If the dependents are not displayed, the dependents are not correctly enrolled in the benefit election. Using the Enrollment wizard navigation menu, return to the benefit to re-elect the tier level and click Submit. Review the dependent page for each benefit election to ensure dependents to be enrolled are selected; then click Submit to save. Select Print My Confirmation to print a copy of the Confirmation Statement. Click Done to complete and generate a link to Print/View My Confirmation Statement.

OE UG August 10, 2012 Positive Open Enrollment

Enrollment Page 13 Positive Open Enrollment Positive or active open enrollment requires employees to log into the company s EbixBenergy Communication portal to elect or waive benefits for the upcoming year. The employee must click SUBMIT on each page through the enrollment process. If the employee navigates off the dependent enrollment pages without selecting SUBMIT, the dependents will not be enrolled in those benefits. Coverage effective dates are set to the later of the upcoming plan year start date or the new hire coverage effective date for employees who are not yet eligible for the plan at the beginning of the new plan year. Enrollment Wizard 1. Review all information under the Employee information section for accuracy on the Verify Information page. a. Select Edit to make any changes. b. Click Continue, if no dependents.

OE UG August 10, 2012 2. Select Add dependents from the Verify Information page, if applicable. 3. Add/Edit dependent information on the Modify Dependent Information page. a. Required fields are marked in an orange/red font. b. Select the statement that best applies to this dependent under Additional Information. c. Click Submit to save and return to the Verify Information page. d. Select Add dependent from the Verify Information page to add additional dependents.

Enrollment Page 15 In this dependent example, the Additional Information section for child dependent questions is different versus a spouse dependent. 4. Review the Dependents information for accuracy on the Verify Information page. a. Select Edit to make any changes. b. Click Continue.

OE UG August 10, 2012 5. Select the medical plan/coverage or waive coverage (if coverage is not desired) from Medical Enrollment page, then click Submit. Note: Dental and Vision are the same. If an employee does not have any dependents, they can only elect Employee for coverage. If an employee has a spouse only, they can elect Employee or EE + Spouse. If an employee has at least one child, they can select Employee or EE + Children. If an employee has a spouse and at least one child, they can select Employee, EE + Spouse, EE + Children, or EE + Family. The wavier of coverage page can be configured to display when an EE waives coverage for any benefit. 6. Select reason for waiving coverage (if applicable) from the Waiver of Coverage page, then click Waive And Continue.

Enrollment Page 17 7. Review the medical plan/coverage and select dependents to enroll in medical benefits. Note: Dental and Vision are the same. a. Deselect dependents to remove coverage. b. Click Submit. 8. Review the Group Life coverage on the Group Life Enrollment page, then click Continue.

OE UG August 10, 2012 9. Add/Edit Primary and Contingent Beneficiary information on the Beneficiaries page, then click Submit. a. Must provide at least one primary and one contingent beneficiary with the share of proceeds you want each to receive. b. Shares are in percentages and must add up to 100% for each beneficiary type.

Enrollment Page 19 10. Select the Employee Life coverage level from the dropdown on the Employee Life Enrollment page, then click Submit. a. Select Waiver Coverage, if coverage is not desired. b. Click Submit. If an employee selects more than the Guaranteed Issued (GI) amount, the amount exceeding the GI level will pend until HR department receives decision from carrier. Employee will only pay for the guaranteed coverage issued amount. Selected coverage levels over the Guaranteed Issued amount require the employee to complete an Evidence of Insurability form. 11. Select the Employee AD&D coverage level from the dropdown on the Employee AD&D Enrollment page, then click Submit. a. Select Waiver Coverage, if coverage is not desired. b. Click Submit.

OE UG August 10, 2012 12. Select the Spouse Life coverage level from the dropdown on the Spouse Life Enrollment page, then click Submit. a. Select Waiver Coverage, if coverage is not desired. b. Click Submit. 13. Select the Dependent Life coverage level on the Dependent Life Enrollment page, then click Submit. a. Select Waiver Coverage, if coverage is not desired. b. Click Submit.

Enrollment Page 21 14. Review the Group STD coverage level on the Group STD Enrollment page, then click Continue. 15. Select the LTD coverage level on the LTD Enrollment page, then click Submit. a. Select Waiver Coverage, if coverage is not desired. b. Click Submit.

OE UG August 10, 2012 16. Enter the Medical Reimbursement contribution amount on the Medical Reimbursement Enrollment page, then click Submit. a. Select I wish to decline healthcare reimbursement account participation, if not participating in the medical reimbursement program. b. Click Submit. 17. Enter the Dependent Care Reimbursement contribution amount on the Dependent Care Enrollment page, then click Submit. a. Select I wish to decline healthcare reimbursement account participation, if not participating in the medical reimbursement program. b. Click Submit.

Enrollment Page 23 18. Enter the Health Savings Account contribution amount on the Health Savings Account page, then click Submit. a. Select I wish to decline healthcare reimbursement account participation, if not participating in the medical reimbursement program. b. Click Submit.

OE UG August 10, 2012 17. Review the Confirmation Statement for accuracy on the Confirmation Statement page once all changes to elections are made. a. Select Confirmation Statement from the Enrollment wizard navigation menu to review benefit elections. b. If all benefit elections are correct, click Done. If dependent coverage is selected, the dependents display under each benefit election. If the dependents are not displayed, the dependents are not correctly enrolled in the benefit election. Using the Enrollment wizard navigation menu, return to the benefit to re-elect the tier level and click Submit. Review the dependent page for each benefit election to ensure dependents to be enrolled are selected, then click Submit to save. Select Print My Confirmation to print a copy of the Confirmation Statement. Click Done to complete and generate a link to Print/View My Confirmation Statement.

Enrollment Page 25 Email Open Enrollment Messages

OE UG August 10, 2012 Email Open Enrollment Messages Email Open Enrollment Messages helps to distribute customized email enrollment announcements and reminders for Open Enrollment (OE), Life Events, and Year Round Enrollment. Creating Email Messages 1. Select Administration links from the horizontal navigation menu. 2. Select Email Open Enrollment Messages. 3. Select Create Enrollment Messages on the Email Open Enrollment Messages page.

Enrollment Page 27 Copy self, HR Admin and/or HR User on all emails company records outside ECC. Use semi-colon ( ; ) to separate multiple email addresses. 4. Complete all required fields (*): a. Start Date (date does not have to match enrollment start date) b. End Date (date does not have to match end date) c. Enrollment Type (The default is Open Enrollment; however, additional options are Change of Family Status and Year Round Enrollment.) d. Departments (select all items or more than one by holding Ctrl key while selecting criteria) e. Locations (select all items or more than one by holding Ctrl key while selecting criteria) f. From (enter group or individual email address indicates where the email originates) g. CC (enter group and/or individual email address (es) if anyone needs to be copied on the email) h. Subject (max 1500 characters) i. Message Text (max 1500 characters) 5. Click Send Email to send the email to all employees who have not completed open enrollment. Note: Returned emails are not currently tracked. Note: An employee completes OE when Done is selected at the end of the selection process. 6. The message Your email message has been processed displays after the email has been sent.

OE UG August 10, 2012 View Enrollment Emails 1. Select Administration links from the horizontal navigation menu. 2. Select Email Open Enrollment Messages. 3. Select View Enrollment Message Reports on the Email Open Enrollment Messages page. Once the message Your email message has been processed displays, click View Enrollment Message Reports on the Create Enrollment Messages page. This allows a report to be generated without navigating through steps 1-3 above under View Enrollment Emails.

Enrollment Page 29 4. Complete all required fields (*). a. Enrollment Type (The default is Open Enrollment; however, additional options are Change of Family Status and Year Round Enrollment.) b. Departments (select all items or more than one by holding Ctrl key while selecting criteria) c. Locations (select all items or more than one by holding Ctrl key while selecting criteria) 5. Click Submit and all Enrollment Message reports matching the criteria will display. 6. Select the Enrollment Message link for a report. Click Delete to remove the report Enrollment Message link.

OE UG August 10, 2012 Navigating the Enrollment Message Reports screen 1. Email message sent 2. Navigate report pages using the forward and back arrows 3. Enlarge or reduce the size of the report preview 4. Find and select feature a. Enter term, then select Find b. Select Next to advance 5. Select Excel format from the dropdown, then select Export link to export report. Report can also be saved and/or printed. 6. Refresh data 7. Print icon functionality is currently disabled. 8. Move the scroll bars to view the contents of the report.

Enrollment Page 31 Employees who received the email will have a white check mark in a green circle under the Email Sent column. If an employee has both a work and home email address listed, an email was sent to both email addresses. Employees who did not receive the email do not have a work or home email configured in the ECC. Employees who have not started open enrollment will have a Not Started Enrollment Status. Employee who have started, but have not completed open enrollment will have a Not Completed Enrollment Status. Returned emails are not currently tracked.

OE UG August 10, 2012 Print Confirmation

Enrollment Page 33 Print Confirmations Confirmation statements are generated for all employees who are either marked as "Active" or "Retired" and have at least one benefit that falls between the plan start and end dates that you enter below. 1. Select Organization links located in the horizontal navigation menu, then Print Confirmations. 2. Select Organization links located in the horizontal navigation menu, then Print Confirmations. 3. Select from the existing set dates or enter a date range (MM/DD/YYYY). 4. Select Save a copy in employee s file cabinet of confirmation statement, if desired. 5. Click Create Confirmations to generate. 6. Click on the computer disk icon at the bottom of the Print Confirmations page to save the statements and print. Confirmation statements can be downloaded and saved as a PDF file. The confirmation statements can also be saved to the employee s File Cabinet by selecting Save a copy in the employee s file cabinet option.

OE UG August 10, 2012