BN - Annual Benefit Enrollment Period Using eBenefits
The Annual Benefit Enrollment & Change Period is October 17 - November 11, 2016. There are important changes to your benefits in 2017 that may require you to take action during this period. This guide walks employees through the process of using eBenefits for the Annual Benefits Enrollment period.
Before you begin, there are several pieces of information you should be aware of:
- All benefit elections must be submitted by 4:30 p.m. on Friday, November 11, 2016.
- All benefit enrollments and changes made during this period will be effective January 1, 2017.
- You should review the Annual Benefit Enrollment (ABE) website for detailed benefit information prior to beginning the online enrollment process.
- Please have your personal and dependent information (i.e. SSN, date of birth, full names, etc.) before you begin your enrollment.
- Please answer 'yes' or 'no' to Other Health Insurance and/or Medicare Information on the Personal Information Summary BN - eBenefits Self Service Updating Other Health Insurance Information
Upon logging into My UW System Portal (MyUW Portal for UW-Madison employees), locate the Benefit Information section on the page. There, if you have an opportunity to update your benefits using self service, you 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 Benefits Enrollment screen. Important information regarding the 2017 Annual Benefit Enrollment (ABE) period will be stated here. If you would like to view your current benefits before beginning the enrollment process, click the UW Benefit Summary hyperlink. For more information about your options during the current Annual Benefit Enrollment period, click on the ABE Website hyperlink.
Below the summary you will be given a list of choices. To begin making choices, click the Edit button next to the plan you wish to make any changes to.
The State Group Health insurance option screen will appear. Additional important information specific to the State Group Health plan will be displayed. Please be sure to read through the entire screen before proceeding with your elections.
The 2017 Annual Benefit Enrollment period will have a large number of State Group Health insurance options available for employees. Click on the Plan Details hyperlink to be directed to the Employee Trust Funds website where additional It's Your Choice information is available.
The Filter Plan Options section is located below the State Group Health insurance information. You will be able to filter the list of available options by clicking on the radio buttons to include/exclude State Group Health Dental and/or the High Deductible Health Plan (HDHP) options. (Please note that clicking the Dental Options button here will not affect your Annual Benefit Enrollment options for other dental plans such as EPIC Benefits + or Wisconsin Dental.)
After selecting your filers, click the Apply button. The State Group Health options will only display the options you have chosen. You can change the filter by unchecking and checking radio buttons and clicking the Apply button.
Click the radio button next to the State Group Health plan you want to enroll in for 2017. The rates and tax class will automatically display for each option based on the plan chosen and the number of dependents you wish to enroll.
After making a selection, scroll down to bottom of the screen. All dependents listed in HRS will be displayed and those currently being covered under the plan will be checked. Unchecking the boxes here will remove dependents from your plan effective January 1st. For rules on covering/dropping dependents under the State Group Health Plan, visit the UWSA Dependent Eligibility Website. Additional information regarding Domestic Partners will also be available on the appropriate hyperlink on the page.
If the current dependents are still accurate for the upcoming year, click the Continue button. If you have made an error and do not wish to save your choices, click Cancel to return to the previous screen.
If you want to add a dependent click the Add/Review Dependents button.
The following screen will present a summary of dependents that are associated with your record. You can click the dependent's name to review information about that dependent.
To add a new dependent, click the Add a dependent hyperlink to begin. For a list of eligible dependents, please reference: Benefit Dependent Relationships . Additional information regarding the eligibility of dependents can be found on the UWSA website. To return to the previous screen, click the Return to Event Selection hyperlink. If you child is under the age of 26, then they are considered "Child Tax Dependent" and/or "Child Non-Tax Dependent". Please do not use "Adult Child" for children under age 26.
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, Other Health Insurance, Medicare, etc). Please be sure to include other health insurance information if applicable to ensure proper coordination of benefits between plans. Dependent's names should be entered in CAPITAL LETTERS and the entire nine-digit Social Security number will be required to save the record.
Verify the address and phone number for your dependent. The system will default to the employee's address. Once you have entered the information, scroll down and click the Save button.
You should receive a pop up message indicating that your dependent has been saved successfully. Click the OK button to proceed.
To continue, click the Return to Dependent Summary hyperlink at the bottom of the page. You will be returned to the Dependent Summary screen, summarizing the information that you have entered.
You can repeat this process to add additional dependents as needed by clicking back on the Add a Dependent hyperlink. NOTE: This is a good time to enter all 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.
This will bring you back to the plan selection screen, where you can continue on with your elections. At the bottom of the page, you can click the check box of each dependent that you wish to enroll in each benefit plan. To deselect a dependent, uncheck the check box.
Once you have done so, click Continue.
You are brought to an election summary screen. This screen will show your plan choice, dependents that will be covered under each plan, and your estimated monthly costs.
If you would like to make a change, you can click the Edit button to return to the plan selection screen. 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 or navigate away from the page, your choices would be saved. Click OK to continue. You will be directed back to the Enrollment Summary screen showing all plans that you have chosen updated with your New plan election listed, along with the Before and/or After Tax costs.
You may continue to make benefit selections by clicking the Edit button next to the plans you choose to update or enroll in. Dependents will already be listed, as you have entered them in previously.
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 or enroll in a plan, scroll up and click Edit next to that plan.
If you accept the costs 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. NOTE: Clicking cancel does not remove any data entered, it 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 screen, which will ask you to click OK. Your status will change to Submitted on the initial benefits enrollment page.
Each night of open enrollment, a process will run to finalize your selections. You have until the end of the business day to continue to making updates/changes to your benefit choices. After that point in time, you will need to contact your institution's Human Resources office if you need to make any further choices during the Open Enrollment period. The following business day you will receive an email confirmation of your choices and directions to viewing your Benefit Summary using the My UW System Portal (MyUW Portal for UW-Madison employees). Please be sure to verify all benefits plans, dependents, and enrollment status. If there are any errors or changes needed during the Open Enrollment period, contact your Human Resources office.
Related Job Aids
- Benefits Dependent Relationships
- BN - eBenefits Self Service Updating Other Health Insurance Information