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 and make your enrollment decisions prior to beginning your enrollments. We estimate it will take one hour to complete this process. Take your time and be sure to thoroughly read each screen you are presented with before moving to the next.
  • You cannot enroll in a Tax Sheltered Annuity 403(b) Program (TSA) or Wisconsin Deferred Compensation (WDC) plan through Self Service.  You must complete a Salary Reduction Agreement form for any TSA plan, or enroll on line 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 not available via Self Service. You will need to print out and complete an 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


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 the day of your submission. Otherwise, if changes need to be made, paper applications are necessary and you will have to contact your Benefit Administrator.


PROCEDURE STEPS:

1.  Upon logging into your My UW System Portal (my.wisconsin.edu), 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 can access your benefit Event.

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. 

9.2 Options

5.  Benefit Plan options that you are eligible to enroll in will be listed for you. Since State Group Health has more options than can be displayed on the screen, use the filter buttons to help narrow down the plans.  Choose HDHP or Non-HDHP for High Deductible Health Plan options and/or State Group Health with or without Dental. 

9.2 Filter

6.  Based on the filters chosen, a list of Benefit Plans will display.  To choose a plan, click the radio button next to that option.  (For more information on a specific plan, click the name of the Benefit Plan. The hyperlink will open a new window to the Benefit Plan's website.)

9.2 Choose Option

7.  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 a Dependent or Beneficiary button to begin. The following screen will present a summary of dependents that are associated with your record.

9.2 Add Dep

8.  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 names using CAPITAL letters.

9.2 Personal Info

9.  Once you have entered the information, scroll down and click the Save button. You will be returned to the summary screen.

10.  To add additional dependents, click the Add a Dependent or Beneficiary button and repeat steps 7 and 8.  If you have entered all dependents, click the Return to Event Selection link at the bottom of the page.


9.2 Add or return


https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  Warning!  Enter all your dependents during this initial process, regardless of which plans you will be enrolling them in as it will make the process more efficient.  Be sure to click SAVE after adding each dependent.

11.  Scroll down to the bottom of the page and click the checkbox of each dependent that you wish to enroll in the plan you are choosing.

12.  After you have selected all dependents to be covered, click Continue.
9.2 Select Dep

13.  You will be brought to the Election Summary screen. This screen will provide information regarding your plan choices, including: the Benefit Plan and coverage level; your estimated monthly costs; the dependents you have chosen to be covered under this plan; and a notes section that will list important information such as the date that your coverage becomes effective.

14.  If you want to store your choices, click the OK button. When you click OK, the HRS system stores your choices but does not submit them yet. 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 Cost Estimate


15.  If you would like to return to the Enrollment Summary screen, you can click the Edit button. You will be able to review the Benefit Plans you initially chose, along with the before and/or after tax costs.

16.  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.

17.  Once you have completed all of your enrollment selections, scroll to the bottom of the screen to view a brief summary of the total costs of your benefits elections, and the before and after tax costs. Again, to make any changes scroll up and click Edit next to the plan you wish to update, cancel, or enroll in.

18.  If you accept the costs and plan selections, and are ready to submit your choices, click the Submit button to temporarily store your enrollments.

9.2 Submit 1

19.  Once you have verified that all information is correct, click Submit a second time 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.  To verify that the enrollments have gone through as expected, your status will change to Submitted on the initial Benefits Enrollment page.

9.2 Submit 2

20.  Once you have submitted your elections, you can review them by accessing the Benefit Information screen using the MyUW System or MyUW Madison portal. A Confirmation Statement will also be sent to your primary email address and saved to the portal the day after your submission. 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:

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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:2017-02-22 09:05 CDT
Sites:Human Resource System (HRS)
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