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HRS Training: Self Service Benefits Enrollment (eBenefits)
The purpose of this guide is to assist you with the HRS Benefits self service enrollment process. It is intended to be used by new and graduate hires.
eBenefits Quick Start Guide (PDF)
Employee Frequently Asked Questions (PDF)
eBenefits Videocast Presentation (Flash) (5 minutes)
eBenefits PowerPoint Presentation (PowerPoint)
eBenefits Readiness Guide
Before you begin, there are several pieces of information you should be aware of:
- With the help of an institution Benefit Administrator, research your available benefits options prior to beginning your enrollments.
- Have all of your enrollment information on hand – this includes your benefits choices and dependent
- information such as social security number(s), date(s) of birth, and tax status. Dependent information should be entered using all capital letters.
- You should expect to spend up to one hour completing your benefits enrollment. It is recommended to complete your benefits enrollment in one sitting.
- Thoroughly read each screen that you are presented.
- Know your institution login and password for
- accessing your My UW System Portal and self service.
- Remember – You have 30 days from your date of hire to complete your self service enrollment. In some cases, this will encompass the enrollment period for all plans that you are enrolling in. For others, there is a longer enrollment period. Refer to your Enrollment Deadline Worksheet for those dates.
Upon logging into your My UW System Portal (my.wisconsin.edu), locate the Benefit Information section. There, if you have an opportunity as a new hire to enroll through self service, you will see a message informing you that you can access your benefit event. Clicking on the provided link will take you into HRS.
Upon logging into HRS, you will see some basic information about your event. To begin the process of enrolling in benefits, click the Select button.
You are presented with the Enrollment Summary screen. To begin making choices, click Edit next to the plan you wish to enroll in. By clicking the Edit button, you will begin making choices about the benefits plans you wish to enroll in.
Plans that you are eligible to enroll in are listed. For information on the plan, click the blue linked text. To choose a plan, click the radio (circle) button.
After making a selection, scroll down to begin adding your dependents. This option becomes available once you click on a plan selection. Click the Add/Review Dependents button to begin. The following screen will present a summary of dependents that are associated with your record. To add a new dependent, click the Add a dependent link to begin.
In the next window, you are required to enter all of the relevant information for your dependent (i.e. First Name, Last Name, Gender, Date of Birth, SSN, Relationship to Employee, Marital Status). NOTE: ENTER ALL DEPENDENT INFORMATION IN CAPITAL LETTERS.
Once you have entered the information, scroll down and click the Save button. You are returned to this screen, summarizing the information that you have entered. To continue, click the Return to Dependent Summary link at the bottom of the page. You can then repeat the process if necessary.
NOTE: This is a good time to enter all of your dependents, regardless of which plans they will be enrolled in as it will make the process more efficient. Be sure to click Save after adding each dependent.
Once you have entered all of your dependents and saved, click the Return to Event Selection link. That will bring you back to the plan selection screen. The plan option that you had previously selected will still be chosen. Scroll down to the bottom of the page.
At the bottom of the page you can click the checkbox of each dependent that you wish to enroll in the plan you are choosing. Once you have done so, click Continue.
You are brought to an election summary screen. This screen will show a rundown of information regarding your plan choice, including: the plan choice and coverage level; your estimated monthly costs; the dependents you have listed as covered under this plan; and a notes section that will list important information such as the date that your coverage becomes effective.
If you accept this information, you may click the OK button to confirm this choice. When you click OK, the HRS system stores your choices. Even though you haven't officially enrolled in any plans yet, if you were to time out from the system, log out, or navigate away from the page your choices would be saved.
If you would like to make a change, you can click the Cancel button to return to the plan selection screen.
You are returned to the Enrollment Summary screen, and you will see the plan that you have chosen updated with your New plan election listed, along with the Before or After Tax costs.
You may continue to make benefit selections by clicking the Edit button next to the plans you choose to enroll in. Dependents will already be listed, as you have previously entered them into the system. For the Medical Employee Reimbursement Account (ERA) Program, you also have the opportunity to use a worksheet to calculate your deductions.
NOTE: You cannot enroll in a Tax Sheltered Annuity 403(b) Program (TSA) or Wisconsin Deferred Compensation (WDC) plan through self service. You are still required to print out and complete a Salary Reduction Agreement form for TSA plans, or work directly through the vendor for WDC plans. More information can be found at the UW Service Center website. All individual paper enrollment forms are also accessible at this site.
Once you are finished enrolling in the benefits plans that you have chosen, scroll to the bottom of the screen to view a brief summary of the total costs of your benefits elections, before and after tax. Again, to make any changes scroll up and click Edit next to the plan you wish to update, unenroll, or enroll in.
If you accept the costs and plan selections, and are ready to submit your choices, click the Submit button. You are shown a second submit confirmation screen with information regarding the submission process. On this page, you can click Cancel if you are not ready to submit your choices and want to return to the Enrollment Summary page to review your selections. Clicking cancel does not remove any data entered, it simply ends the submission process.
If you are ready to submit your enrollment choices, click Submit again to send your enrollment choices to the HRS database. You will receive a Submit Confirmation screeen, which will ask you to click OK. Your status will change to Submitted on the intial benefits enrollment page.
The day following the submission of your benefits enrollment, you will be able to go into your Benefits Summary page to review your choices.
You can access your benefits summary through your My UW Portal page. There you can see your benefits plans and your coverage status. You can also gather more information by clicking on View Benefits Summary Detail, which will take you into the HRS system.