BN - Reprocessing the Open Enrollment (OE) Event

This document describes the steps a Benefit Administrator will use to reprocess OE events during the Annual Benefit Enrollment (ABE) period.

Procedure At-A-Glance
Category: Annual Benefit Enrollment Period
Audience: Institution Benefit Administrators; UW Service Center
Overarching Process: Benefits
Navigation: Benefits > Manage Automated Benefits > Events > On Demand Event Maintenance
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General Description

Open Enrollment (OE) Events are created around the weekend prior to Open Enrollment begin date October 17, 2016.  Provided the institution Benefit Administrators have monitored and completed their MSC Event Evaluation and New Hire Hold reports, these Events will automatically be available to the employee as of the first day of the Annual Benefit Enrollment period.  Employees will access Benefits Self Service using the MyUW System Portal.  Open Enrollment Events will automatically finalize each night during the Annual Benefit Enrollment period for all employees who have hit the Submit button twice. 

During the Annual Benefit Enrollment period October 17 - November 11, 2016, there may be situations when an Institution Benefits Administrator will need to either re-open or reprocess the OE Event to allow the employee to add or make changes to their enrollments and resubmit their elections.  Depending on the circumstances, you can choose to process the Event to Re-Enter or back to Assign Benefit Program.  This will be described in more detail below.

Process Inputs

  • Employee's ID Number (Empl_ID)

Process Outputs

  • Re-opened Open Enrollment Event

Process Considerations

    • The submission of elections by the employee is considered the proof of a Self Service election in lieu of an application provided the person who hits the Submit button is the employee.  The Benefit Administrators should NOT use the OE Event to make elections or change elections on behalf of an employee, instead use an ADM Event to complete entry from Enrollment Forms.

    Exceptions

      • Employees can only use Open Enrollment Events to make elections. 
      • When the Annual Benefit Enrollment period ends, a process is run to automatically Finalize and Close all remaining open OE Events.

      Procedure Steps

      Before Reprocessing an OE Event, check whether or not the employee has had any elections made against the OE Event by navigating to Benefits » Manage Automated Enrollment » Events » On-Demand Event Maintenance.

      Enter the employee's Empl ID and click Search.

      Click the Event Status Update button.

       
      On-Demand Window

      Find the OE Event in the table. Change the Process Indicator pull down value to Normal Prc and the Event Status pull down value to Open.

      Event Status Update Screen

      Scroll to the bottom of the screen and click OK to return to the On Demand Event Maintenance main screen.   Next to the Election Entry button, you should see the number of entries that have been entered using this Event.  If the value is greater than zero at least one entry has been made using this Event


      On-Demand Screen


      IMPORTANT:  If elections have been made, and no other Events (ADM, MSC, or SAV) have been subsequently added that would affect either the employee's eligibility for the Benefit Program they were assigned to at the point when the OE Event was created OR the level of coverage originally elected in the OE Event, you can reprocess the Event back to Re-Enter.  Click back on the Event Status Update button.


      On-Demand Window


      Choose the Process Indicator drop down value of Re-Enter and the Event Status drop down value of Open and click the OK button at the bottom of the page.


      Re-enter OE Event


      Click the Reprocess button and allow the employee to re-enter the Self Service Event and submit their new election choices.  Benefit Administrators should NOT make the entries and submit them on behalf of the employee. Please use an ADM Event to complete entry from Enrollment Forms.


      reprocess event.png


      If employee self-service elections have been made and other Events have subsequently been added (ADM, SAV, or MSC Event) that would affect either the employee's eligibility for the Benefit Program they were assigned to at the point when the OE Event was created, you will need to reprocess the Event back to Assign Program in order to pick up the new Benefit Program.  Please note that reprocessing the Event back to Assign Program will reset the OE Event, clearing any and all elections made against it and either the employee will need to resubmit their elections again, or complete paper applications and the Benefits Administrator will need to enroll them.

      If elections have been made and other Events have subsequently been added (ADM) that would affect the employee's level of coverage, you will need to reprocess the OE Event to Re-Enter after you Finalize the ADM Event in order for the OE Event to pick up the ADM Event changes. 


      Below is an example of how an ADM Event can affect the results of the OE Event:

       Order Prepared
       Event  Status  Date Prepared
       BN Program
       Coverage Level
       Coverage Begin Date
       1  OE  Finalized / Enrolled
       10/17/2016  U02  Dean Single
       1/1/2017
       2  ADM  Finalized / Enrolled
       10/18/2016  U02  Dean Family (birth)
       10/4/2016

      In this example, the employee's OE Event was prepared with the current coverage level of Single Dean Health Plan.  The OE Event will prepare other options for an employee based on the level of coverage in place at the time the OE Event was prepared.  The employee has a child on 10/4/2016 and decides to change to Dean Family coverage as of the date of birth.  The Benefits Administrator enters an ADM Event and changes the coverage level to Dean Family.  The employee does not make any changes during the OE period.  When the OE Event finalizes, it reverts the employee back to Dean Single coverage.  To avoid this issue, the OE Event must be set back to Assign Benefit Program and the employee will have to manually re-enter their elections.


      Below is an illustration of how an MSC Event can affect the results of the OE Event:

       Order Prepared
       Event Status Date Prepared
       BN Program
       Coverage Level
       Coverage Begin Date
       1  OE  < > Finalized/Enrolled
       10/17/2016  G01 (Grad)
       No WRS
       1/1/2017
       2  MSC  Finalized Enrolled
       10/18/2016  U02 (AS/FA/LI)
       WRS  10/4/2016

      In the example above, an Open Enrollment Event was created on 10/17/2016. At that time the employee was assigned to a Grad Benefit Program which was not eligible for the WRS and options prepared for that employee based on the Grad Benefit Program.  On 10/18/2016, the employee received an Academic Staff position and a Job row was added to change the Continuity Code to 03 (Ongoing) and the employee became eligible for the WRS as of 10/4/2016.  The MSC Event is finalized and the employee is assigned to the U02 Benefit Program on 10/4/2016. 

      The employee (or the Benefit Administrator) uses the OE Event to change from Physicians Plus to Dean single coverage as of January 1, 2017.  The Event is finalized and the employee is incorrectly put BACK into the G01 Grad Benefit Program effective January 1st and the employee will charged Grad rates for health insurance.  To avoid this issue, the OE Event must be reprocessed back to Assign Benefit Program to pick up the eligibility change from Grad to Academic Staff.

      To reprocess the Event back to Assign Program, follow these steps:

      Click the Event Status Update button. Find the OE event in the table. Set the Process Indicator pull down value to Assign Pgm and the Event Status pull down value to Open.

      Event Status Update Screen - Assign Pgm


      Scroll to the bottom of the screen and click OK. On the On-Demand Event Maintenance screen, click the Reprocess button.

      On-Demand Screen - Reprocess Event

      Once you receive the success message for reprocessing this Event, you can click the Election Entry button to process through applications that you have received. After making elections, scroll to the bottom of the Option Election screen and click OK. On the On-Demand screen, click the check box for Finalize/Apply Defaults and click the Validate/Finalize button.


      Finalize OE Event

      Be sure to validate all elections are accurate leading up to and including the January 1st by viewing the Base Benefit pages.  See Related KB Documents below.


      Related Policies, KB documents, and Forms

      Related Policies

      Related KB Documents

      Related Forms




        Keywords:Benefits elections On-Demand reprocess event reprocessing assign program Re-Enter It's Your Choice eBenefits eBN support troubleshooting training OE ABE Annual Benefit Enrollment   Doc ID:21160
        Owner:Samantha Q.Group:Human Resource System (HRS)
        Created:2011-11-04 09:09 CSTUpdated:2016-11-29 16:18 CST
        Sites:Human Resource System (HRS)
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