BN - Self Service (eBenefits) for New Hires - FAQ

This document includes a list of the most Frequently Asked Questions regarding Self Service (eBenefits) enrollments for New Hires.




Who has access to Self Service?

All benefit eligible UW employees (full and part-time) who work for an institution offering Self Service will have access to enter enrollments on line within 7 days of their date of hire. This includes all University Staff, Faculty, Academic Staff, Limited Appointees (FA / AS / LI), Student Hourly and Graduate student employees. Contact your institution Office of Human Resources to find out if eBenefits (self-service) is available to you.

What if I don't have access to a computer at work?

While many UW employees have direct access to a computer at work, some do not because their work duties do not require the use of a computer. If you do not have a computer at your desk or in your office, you can still access Self Service from computer kiosks located at your UW institution. By contacting your campus Office of Human Resources, you should be able to find information regarding the locations of computer kiosks where you can login to access benefits Self Service. If the kiosks are not easily accessible, you can use your home computer or public library computers. If you are unable to use a computer, paper documents and forms for all human resource, payroll, and benefits functions will still be available.

How do I access my human resource, payroll, and benefit information?

You currently have access to some human resources, payroll, and benefits information through My UW System Portal or MyUW Madison. As of today, UW employees can log in to find copies of earnings statements, W-2s, and their Annual Staff Benefits Statements. Many institutions also offer Self Service for initial enrollments for benefits.

How do I log in?

You can access Self Service by logging into the My UW System Portal or MyUW Madison. You will need to log in using your secure campus credentials. If you experience any problems logging in, you should contact your institution's local help desk.

Where can I find help guides and information about how to update my information?

Guides and additional information will be accessible through links in the My UW System Portal or MyUW Madison portal.  You can also access additional information using the University of Wisconsin HRS Knowledge Base.

What will I be able to do in Self Service?

The following actions are available to you using Self Service:
  • View and print your earnings statements
  • View and print year-end tax documents (W-2s, etc)
  • View your Current Benefits Summary
  • View your available paid time off (vacation, sick, etc)
  • Update your personal information (such as your address and phone number)
  • Report your hours worked and/or request absences (timecards)
  • Make changes to your Tax Sheltered Annuity (TSA) deductions (you must already be enrolled in the TSA plan)
  • Managers will also have the ability to approve employee's time and absences
Additional functionality is anticipated in the future.  Employees will be notified of new options for Self Service as they become available.

How do I know I am eligible to enroll in benefits using self service?

You should receive information from your institution Office of Human Resources regarding your ability to make benefits enrollments through Self Service. Once you receive that notification, a link will appear in the benefits section of your My UW System Portal or MyUW Madison portal that directs you to begin the benefits enrollment process through Self Service.

How much time do I have to enroll in benefits using self service?

From your date of hire, you will have 30 days to enroll in benefits online using Self Service. It is recommended that you complete your benefits enrollment in one sitting.  Should your 30 day window elapse, you will need to contact your Office of Human Resources to discuss any options you may have for enrolling in specific benefit plans.


What communications should I expect regarding enrolling in benefits through self service?

You will receive an e-mail notification, or a printed letter, up to seven days prior to your hire date informing you that you will have the opportunity to enroll in benefits using self service.

If you have begun making selections in self-service, but have not submitted those elections, you will receive an email notice three days prior to your self-service enrollment period ending (30 days from your date of hire) reminding you to complete your enrollment process.

Once you have submitted your benefits enrollments using Self Service, you will receive an e-mail confirmation statement within 24 hours verifying the benefit plans you have enrolled in.  If you do not receive an email confirmation statement you were expecting, or the benefits do not accurately reflect your choices, please contact your Office of Human Resources immediately.

What information is available on the My UW System Portal or MyUW Madison Portal?

In the benefits section of the Portal, you will find a Benefits Summary listing the benefits plans and coverage levels that you are currently enrolled in.

The portal will also allow you to access paid leave information, earnings statements, time-keeping functions (if applicable), and other information regarding your employment with the University of Wisconsin.

How do I begin enrolling in benefits using Self Service?

Upon logging into My UW System Portal or MyUW Madison and navigating to the Benefit Information section, you will be presented with a message notifying you of an enrollment opportunity. Clicking on that link will take you to the enrollment screens.  For assistance in enrolling in benefits through Self Service, please refer to this knowledge base document: BN - Self Service Benefits Enrollment for New Hires (eBenefits).

How do I add my spouse and/or children for coverage using Self Service?

You will have the opportunity to add your spouse and/or dependent children to your benefit plans after you have clicked into the first benefit plan that you want to enroll in.  After choosing a plan, scroll to the bottom of the screen and click on the Add/Review Dependents button to begin the process of adding dependents to your record.  Remember to enter your dependent's name information using all CAPITAL letters. It is very important to enter accurate information for dates of birth, gender, and social security numbers.  If you make an error when entering the information for a spouse or dependent child, please contact the Office of Human Resources to make any changes on your behalf.

Once you have entered your spouse and/or dependent child(ren)'s information and save the records, you will be redirected back to the enrollment screen.  To enroll a dependent into a specific plan, click the checkbox for that dependent under the benefit plan you want to enroll them in.

For additional assistance in enrolling for benefits through self service, please refer to this knowledge base document: BN - Self Service Benefits Enrollment for New Hires (eBenefits).

How do I finalize and submit my benefit enrollment choices using Self Service?

Scroll to the bottom of the enrollment screen and click the Save and Continue button to begin the submission process. After clicking the Save and Continue button, you will see the submission screen.  This screen allows you the opportunity to submit your benefit elections or go back and continue making more enrollment selections.  IMPORTANT!  You MUST click the Submit button to finalize your elections.  If you do not click the Submit button, you and your dependents will not be enrolled in the benefit plans. 

Once you click the Submit button, the following day you should receive a confirmation email and a link to your My UW System Portal or My UW Madison Portal.  All employees are asked to verify that your elections are accurate using the portal link.  If there are any issues with your elections, please contact your Office of Human Resources immediately for assistance.

I submitted my choices, but forgot to enroll in a plan. What can I do?

If you need to add or cancel enrollment in a plan, enroll additional dependents (spouse or children), or change one of your elections, and you are still within your 30 day New Hire enrollment window, contact with your institution Office of Human Resources.  They will be able to assist you in filling out paper applications.

For additional assistance in enrolling for benefits through Self Service, please refer to this knowledge base document: BN - Self Service Benefits Enrollment for New Hires (eBenefits).

What happens if I don't enroll in benefits during my 30-day window?

It is very important to make all enrollment choices within the 30 day New Hire window.  You are encouraged to speak with your institution Office of Human Resources to be counseled on what your options are for enrolling in specific benefit plans once your 30 day enrollment window closes.

For assistance in enrolling for benefits through Self Service, please refer to this knowledge base document: BN - Self Service Benefits Enrollment for New Hires (eBenefits).

I want to enroll in a Tax Sheltered Annuity Plan (403b Savings plan or Wisconsin Deferred Compensation), but I don't see that option in Self Service.  How can I enroll in one or more of these plans?

Savings accounts, also known as Tax Sheltered Annuities (TSA) or 403b plans, cannot be enrolled in using Self Service. You will need to print and complete a Salary Reduction Agreement, located on the UW Service Center website, and give it in to your campus Office of Human Resources.   Once you have established an account and you have been enrolled in the plan by your Office of Human Resources, you will have the ability to make changes to the amount of your deductions using Self Service.

Wisconsin Deferred Compensation enrollments and changes can only be completed on line by visiting the WDC website

For assistance in enrolling for benefits through Self Service, please refer to this knowledge base document: BN - Self Service Benefits Enrollment for New Hires (eBenefits).

I want to enroll in Parking and Transit, but I don't see that option in Self Service.  How can I enroll for this option?

Enrolling in Parking and Transit is not currently available using Self Service. To enroll, please download and complete a Parking and Transit enrollment form and turn the form in to your institution Office of Human Resources.

For assistance in enrolling for benefits through Self Service, please refer to this knowledge base document: BN - Self Service Benefits Enrollment for New Hires (eBenefits).

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Keywords:FAQ, self service, eBN, eBenefits, submit HRS enrollment, Open Enrollment, New Hire, New Hire Hold, MSC, MSC Event, Benefit Administration, benefits   Doc ID:19700
Owner:Samantha Q.Group:Human Resource System (HRS)
Created:2011-08-10 19:00 CDTUpdated:2018-03-22 10:06 CDT
Sites:Human Resource System (HRS)
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