The benefits enrollment dashboard is comprised of three main components: (1) A custom report feature; (2) Outstanding benefits and retirement enrollment reports (unenrolled employees); and (3) A most urgent case report. As employees become enrolled, or submit their paperwork to become enrolled, their status will be updated and the employee removed from the outstanding/urgent report(s). 1
Custom Report The custom report allows you to run reports for employees with outstanding benefits and/or retirement enrollments. Some employees, by nature of their employment agreement, are defaulted into a retirement plan at date of hire and will appear in the benefits report only. Others may have the option to choose between retirement plans and may enroll for benefits (within 31-day eligibility period) separately from their retirement (30-day eligibility period) election. To use the custom report: 1. Select Benefits or Retirement from the Report drop down menu. 2. To use search preference: a. Dept ID Example: D0501005 b. VP College Select VP College and Department (only populates for VP Area/Depts. with outstanding enrollments) c. Employee Name Example: Smith d. Employee ID Example 1000###### 3. The date range auto populates; however you can edit dates if preferred. 4. Click Go to see the list of unenrolled employees for your area. 2
5. To download a copy, click on the Excel icon in the upper right hand corner of the report. 6. To send a reminder email to your unenrolled employees, copy and paste email addresses from Excel into Outlook. Note: If you would like to review a complete list of recently hired employees for your area, click on the View pull down and expand your search by selecting ALL. The date range permits you to search employees hired within the past year. Employees will be reported with any of the following enrollment status under ALL: unenrolled, unenrolled with a pending indicator (an employee has submitted paperwork to HR and enrollment is pending), enrolled, or ineligible (used for retirement only, where employee is exempt from retirement participation by employment classification or social security exemption). 3
Outstanding Benefits and Retirement Enrollments 1. Enrollment eligibility a. A newly eligible employee must enroll for benefits within 31 days of eligibility date. Employees who fail to enroll will waive coverage until the next open enrollment period, or upon experiencing a qualified life event (QLE). b. A Newly eligible employee, with the exception of Classified Staff, must select a retirement plan within 30 days. Employees who fail to select a retirement plan will be defaulted into the Arizona State Retirement System, retroactively to their eligibility date. 2. Outstanding enrollments are categorized by the time remaining in the employee s eligibility period. a. Critical indicates the employee has 2 weeks or less remaining to enroll. For the most critical list, see Most Urgent Report. b. Other indicates the employee is unenrolled and has more than 2 weeks remaining in the their eligibility period. 4
To use: 1. Click on the number in the Critical, Other or Total Column under your respective VP Area/College. 2. Click on your department to see the outstanding enrollments for your area. 5
3. To download a copy, click on the excel icon in the upper right hand corner of the report. 4. To send a reminder email to your unenrolled employees, copy and paste email addresses from Excel into Outlook. Note: If you would like to review a complete list of recently hired employees for your area, click on the View pull down and expand your search by selecting ALL. The date range permits you to search employees hired within the past year. Employees will be reported with any of the following enrollment status under ALL: unenrolled, unenrolled with a pending indicator (an employee has submitted paperwork to HR and enrollment is pending), enrolled, or ineligible (used for retirement only, where employee is exempt from retirement participation by employment classification or social security exemption). 6
Most Urgent Cases (Outstanding Enrollments) Unenrolled employees with less than one week remaining in their benefits/retirement eligibility period are highlighted in the Most Urgent Cases section of the dashboard. 1. Most Urgent Cases are employees found under the Critical category on the Outstanding Enrollment report who have less than one week to complete and submit enrollment elections to the OHR Benefits Department. 2. Failure to enroll will result in all health and welfare benefits being waived until the next open enrollment and retirement participation in the Arizona State Retirement System by default. If your employees appear on this list, we ask you to take immediate action to contact them and communicate both the urgency and consequences of failing to submit benefits and/or retirement enrollment elections timely. 7