BN - Self Service Benefits Enrollment for New Hires (eBenefits)

GENERAL DESCRIPTION:

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 Hires.

PROCESS CONSIDERATION:

It is recommended that you complete your full enrollment process in one sitting, so please be sure to allow plenty of time. Before beginning your online benefits enrollments, make sure you have the following information readily available:
  • Login and password information for accessing your MyUW System Portal or MyUW Madison Portal and associated Self Service module.
  • Research your available benefits options in advance by visiting the OHRWD Benefits Website and make your enrollment decisions prior to beginning your self-service enrollment session. We estimate it will take one hour to complete this process. Take your time and thoroughly read each screen you are presented with before moving to the next screen.
  • Please note that you cannot enroll in a Tax Sheltered Annuity 403(b) Program (TSA) or the Wisconsin Deferred Compensation (WDC) plans through Self-Service.  You must complete a Salary Reduction Agreement form for any TSA plan, or enroll online for WDC.  More information and enrollment forms for all Benefit Plans can be accessed at the UW Service Center website. TASC Parking and Transit are also currently not available using Self-Service. You will need to print out and complete a Parking and Transit enrollment form and submit it to your benefits office.
  • Dependent(s): dates of birth, marital status, social security numbers, their tax status.
    • If your dependents have other coverage or are covered by Medicare, you will need the name of the insurance company and the subscriber ID number.
    • If your dependent(s) is over 18 years old, but under 26 years old, and still eligible to remain on your insurance and you wish to enroll them, then tax status should be marked as Child Tax Dependent, Legal Ward Tax Dependent Stepchild Tax Dependent, etc.  Click here for a list of eligible dependent types.


https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  Remember you have only 30 days from your Date of Hire to complete your Self Service enrollments. Once the status is submitted, you will only be able to make changes on line the day of your submission.  If you have submitted your elections and need changes, and are still within your 30 day window, you will have to contact your Benefits Administrator and complete paper applications for all plans.


PROCEDURE STEPS:

1.  Upon logging into your MyUW System Portal or MyUW Madison Portal, locate the Benefit Information section. If you have an opportunity as a New Hire to enroll through Self-Service, you will see a message informing you that you have an eligible Benefit Event. (If you are a new hire and do not see a Benefit Event, contact your Benefits Administrator at your institution.)

2.  Click on the provided link to take you to the enrollment screens.

3.   Some basic information about your event will be displayed. To begin the process of enrolling in benefits, click the Select button.

9.2 ESS Event

4.  The Enrollment Summary screen will appear. To begin making choices, click Edit next to the plan you wish to enroll in. 

Enrollment Summary 1

EditButton 2

5.  Since State Group Health has more options than can be displayed on the screen, use the Filter Plan Options buttons to help narrow down the plan choices.  The screen will default to 'All'.  Choose HDHP (high Deductible Health Plan) only or non-HDHP and with or without Dental by clicking on the radio button and then clicking the Apply button.

9.2 Filter

6.  Based on the filters chosen, a list of available Benefit Plans will display along with the associated premium costs.  To choose a plan, click the radio button next to that option.  (For more information on a specific plan, you can click on the name of the Benefit Plan. This hyperlink will open the insurance company's website in a new window.)

9.2 Choose Option

7.  Once you have selected your health plan, scroll down to the Dependents section.  Add all dependents who will be covered by any benefit plans at this point by clicking on the Add/Review Dependents button.   NOTE!  We recommend that you enter all your dependents during this initial process, regardless of which plans you will be enrolling them in to make the process more efficient. 

Add Dependents

8.  In the next window, 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: Dependent names must be entered using all CAPITAL letters.  Be sure to click SAVE after adding each dependent.

Dependent Personal Info

9.  When you have entered all dependents, click the Return to Event Selection link at the bottom of the page.  Then click the checkbox of each dependent that you wish to enroll in each of the Benefit Plans you are choosing. After you have selected all plans and covered dependents, click the Update and Continue button.


Update Dependents


10.  You will be returned to the Benefits Enrollment screen. This screen will provide the following information:

  • Covered Benefit Plans
  • Coverage level for each Benefit Plan
  • Estimated monthly cost for each Benefit Plan
  • All dependents you have chosen to be covered under each Benefit Plan
  • Notes section that will list important information such as the date that your coverage becomes effective

11.  If you want to store your choices but are not ready to finalize your enrollments, click the Update Elections button. The HRS system will store your choices so 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 until you go back in to submit and finalize your enrollments.


9.2 replace summary

 

12.  You may continue to make or change benefit selections by clicking on any Edit button next to a Benefit Plan you want to enroll in or make a change to up until the point when you Submit your elections. 

13.  Once you have completed all of your enrollment selections and you are ready to Submit and finalize your enrollments, scroll to the bottom of the screen to view a brief summary of the before tax, after tax, and total costs of your benefits elections. 

14.  If all information is correct, click the Save and Continue button.

Election Costs Update Elections


15. The Authorize Elections screen will allow you to either Submit or Cancel your enrollments.  Press Submit to send your enrollment choices to the HRS database.  If you are not yet ready to finalize your elections, you can click Cancel to return to the previous selection screens and continue to make changes.  HRS will continue to temporarily store your selections.

Submit

16. After clicking Submit, click the navigation called Benefits Enrollment located at the top of the page to verify that the enrollments have gone through as expected and the Event Status has changed to Submitted as shown below.  A Confirmation Statement will be sent to your primary email address and saved to the  MyUW System Portal or MyUW Madison portal the day after your submission.

submitted enrollments

17. If you pressed Cancel instead of Submit, you may continue to make changes by pressing the Edit button on any benefit plan until you are ready to Submit your choices.

18.  Please be sure to verify that all premium deductions appear as expected on your upcoming payroll checks and notify your institution Benefit Administrator of any concerns or issues.

ADDITIONAL RESOURCES:

Related KBs:

Related Links:




Keywords:Self Service Benefits Enrollment HRS eBN eBenefits ETF State Group Health Dental Wisconsin EPIC Benefits+ VSP Vision Insurance State Group Life Individual & Family Life UW Employees Inc. Life AD&D Income Continuation Insurance ICI ERA Medical ERA Dependent Care training hire rehire   Doc ID:14486
Owner:Samantha Q.Group:Human Resource System (HRS)
Created:2010-06-15 19:00 CDTUpdated:2017-04-13 13:55 CDT
Sites:Human Resource System (HRS)
Feedback:  7   3