Employee Online Enrollment User Guide

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1 Employee Online Enrollment User Guide Welcome to Online Enrollment! In this guide, you will find information and step-by-step instructions on how to enroll in your benefits.

2 Table of Contents Before you get started: Information to have Ready... 3 Important Features of the Online Enrollment Site:... 3 Accessing the Online Enrollment Site:... 3 Logging in: How to create your Employee ID ( EID ) and Password ( PIN ):... 4 Getting Started: Enrolling in Your Benefits... 5 Enrolling in Your Benefits (continued)... 6 Review Your Personal Information:... 7 Review Dependent Information:... 8 Adding a Dependent:... 0 Uploading Dependent Documentation:... How to Enroll in Medical Coverage:... 2 How to Enroll in Dental Coverage:... 3 How to Enroll in Vision Coverage:... 4 How to Enroll in Basic Term Life Insurance:... 5 How to Enroll in Dependent Basic Term Life Insurance:... 6 How to Enroll in Supplemental Term Life Insurance:... 7 Proof of Good Health/ Evidence of Insurability Message:... 8 How to Enroll in Spouse/Domestic Partner Supplemental Term Life Insurance:... 9 How to Enroll in Dependent Child(ren) Term Life Insurance: How to Enroll in Short Term Disability Coverage:... 2 How to Enroll in Long Term Disability Coverage: How to Enter Your Beneficiary Information: Almost Done! Your Pre-Confirmation Page: Completing Enrollment: The Confirmation Page Additional Benefit Resources- Mercer Mobile Wallet Card Additional Benefit Resources- Compass

3 Before you get started: Information to have Ready st : Carefully review the benefits available to you and their costs before you enroll. If you have questions about the cost of benefits you must see your Manager, Owner/Operator or Executive Director for more information. Any costs shown in the online enrollment system are estimates. Your actual deduction amount for elected benefits may be different. If costs are not displayed you may still be responsible for the cost. 2 nd : Make sure to have your dependents and beneficiaries information readily available. You will need to enter information like Social Security Numbers ( SSNs ), Addresses and Dates of Birth for dependents and beneficiaries. Once you have the above information you are ready to enroll! Important Features of the Online Enrollment Site: As you proceed through the site there are some important things to know: st : Do not use your browser s forward and back buttons. Navigate through the site only by using the Continue button at the bottom of each page. Take note: Before you confirm your elections you will be given the opportunity to review all of your selections and make any necessary updates. 2 nd : The system will automatically time out after 5 minutes of inactivity. If you timeout you will need to start the enrollment process from the beginning. Your elections will NOT be saved. 3 rd : The options and benefits presented in this guide will vary based on those offered by your Owner/Operator or Executive Director. Refer to your Manager, Owner/Operator or Executive Director for additional information. Accessing the Online Enrollment Site: The online enrollment site is available by navigating to mymcdbenefits.com from your internet browser. Click Enroll to go to the enrollment site. Take note: Throughout this guide you will find screenshots of the online enrollment system with callouts that indicate specific features to pay attention to. For additional information simply match the callout item with the description. 3

4 Logging in: How to create your Employee ID ( EID ) and Password ( PIN ): In order to access online enrollment you will need to provide an Employee ID (EID) and Password (PIN) shown on the screen below. Your Employee ID (EID) is made up of: The first two letters of your first name, capitalized The last four digits of your Social Security Number (SSN) The two digit month, two digit day and two digit year of your Date of Birth Your Password (PIN) is the full year of your Date of Birth. Here s an example of how this could work: Employee Name: John Smith SSN: Date of Birth: January 8, 976 In this case the EID would be JO The PIN would be 976 Click the grey Sign In button to login. 2 Need help? Call the Participant Call Center at (866) Representatives are available Monday Friday, 7:00am 7:00pm Central time.

5 Getting Started: Enrolling in Your Benefits In the center of the screen, clicking on Select 208 Benefits will allow you to enroll in your 208 benefits. 5

6 Enrolling in Your Benefits (continued) Selecting the Enroll Now button will allow you to begin your 208 Annual Enrollment. You will then be presented with the options available to you for 208. Selecting the View Benefits button will present you with a current summary of your benefits for 207. You can use this information to determine what changes, if any you want to make for 208. In this section you will see a link to a pdf copy of any confirmation processed in the online enrollment system. Clicking the link will open the pdf statement for your review. The dropdown next to English will present you with the opportunity to select Spanish as your language. Selecting Español will allow you to enroll in your 208 benefits in Spanish. Selecting the Change PIN option will allow you to change your password for accessing the site from the year of your Date of Birth to another piece of information. If you choose to change your PIN you will use that piece of information with your EID to access the system. Take note: Please write your new PIN down and keep in a safe place! 6

7 Review Your Personal Information: 2 On this screen you will need to carefully review your Personal Information. You will not be able to edit most of the information this page. If any piece of information is incorrect please see your Manager, Owner/Operator or Executive Director to make changes. Please provide an address. Your address will be used to communicate information about the online enrollment system including a confirmation that your 208 enrollment was received. 7

8 Review Dependent Information: This screen contains important information about who is considered an eligible dependent. Please review this information carefully. Important note about adding a Domestic Partner: If you are adding a Domestic Partner you will need to contact your Manager, Owner/Operator or Executive Director in order to obtain the required paperwork to cover your Domestic Partner for benefits. You can upload this document directly into the online enrollment system. Loading documents will be discussed on the following pages. When you have finished reviewing the information, select the green Continue button to move on. 8

9 2 If you are currently enrolled in 207 coverage and have dependents on file, you will see these dependents listed highlighted in red. You must select the Pencil icon and confirm that the current information on file for your dependents is accurate and that based on Plan rules they are eligible. Selecting the blue Add New Dependent button will allow you to add new dependents to coverage. Need to remove a Dependent? Select the red X icon to remove the Dependent. The next page includes information about how to add dependents to coverage. Important note about adding new dependents: You must add all dependents on this page in order to cover them under benefits later in the enrollment process. 9

10 Adding a Dependent: On this screen you will need to carefully enter information for your dependent. All fields with an asterisk (*) must be completed. Important note about adding a newborn child: If your newborn child has not yet been issued a Social Security Number (SSN), it is not necessary to enter one. 0

11 Uploading Dependent Documentation: You can upload supporting documentation at any point during the enrollment process by clicking on the forms icon. Clicking this button will pull down the document management screen. Select the type of document you are uploading from the dropdown. For example: Domestic Partner Affidavit. In the Dependent Name/Description, type the name of the dependent the document is for. Select the Browse button to search for the document you would like to upload. Take Note: The site only accepts, PDF, GIF, JPG, JPEG, JFIF, or PNG files and files may not exceed 500KB. Once you upload a document, you will see the document status populated as Pending which indicates the document is being reviewed. Once the document has been reviewed the status will be updated.

12 How to Enroll in Medical Coverage: You may have a choice between Gold Plus, Gold, Silver Plus, Silver, Bronze Plus and/or Bronze medical options. When you are ready to make your medical selection, choose the button under the plan heading to indicate who should be covered. Take note: If you do not want to enroll in medical coverage for 208: Select the Decline Medical Coverage button. Remember: If you did not add any dependents on the Dependent Information page you only have the option to cover yourself. This page may display an estimated monthly cost. Take note: any cost presented on this screen is an estimate. Your actual deduction amount for benefits may be different. Under the Helpful Tools section, you can review the 208 Medical Plan Comparison document and Prescription Drug Program document by clicking on these links. The documents will open in a new window for you to review. 2

13 How to Enroll in Dental Coverage: To enroll in Dental coverage, indicate who should be covered by selecting the appropriate button. If you do not want to enroll in dental coverage for 208: Select the Decline Dental Coverage button. Remember: If you did not add any dependents on the Dependent Information page you only have the option to cover yourself. 3

14 How to Enroll in Vision Coverage: To enroll in Vision coverage, indicate who should be covered by selecting the appropriate button. If you do not want to enroll in vision coverage for 208: Select the Decline Vision Coverage button. Remember: If you did not add any dependents on the Dependent Information page you only have the option to cover yourself. 4

15 How to Enroll in Basic Term Life Insurance: If you enrolled in medical insurance, you and any dependents covered under medical are automatically enrolled in Basic Term Life Insurance. You can click the green Continue button to move on to the next available benefit. Take note: If you did not enroll in Medical insurance you still have the option to elect Basic Term Life Insurance. Select the button next to the option if you wish to enroll in 208. If you do not want to enroll in this coverage for 208: Select the Decline Basic Term Life Insurance button. 5

16 How to Enroll in Dependent Basic Term Life Insurance: You have the option to enroll in Basic Term Life Insurance for your spouse/domestic partner. To enroll in coverage select the Spouse/Domestic Partner/Dependent Basic Term Life button. If you do not want to enroll in this coverage for 208: Select the Decline button. 6

17 How to Enroll in Supplemental Term Life Insurance: 2 To enroll in Supplemental Term Life insurance select the button next to multiple of your pay you wish to select. If you do not want to enroll in this coverage for 208: Select the Decline button. Important Note About Proof of Good Health (or Evidence of Insurability ): You may be required to submit proof of good health ( Evidence or Insurability ) based on the option you selected. If proof of good health is required, a form will be sent to you in the mail to fill out and submit to the carrier. You will need to complete the form in order to have the amount of coverage requested. 7

18 Proof of Good Health/ Evidence of Insurability Message: If your Supplemental Life election requires proof of good health, the message above will display. Remember: Until you submit proof of good health, you will be covered at the reduced amount shown on this screen. 8

19 How to Enroll in Spouse/Domestic Partner Supplemental Term Life Insurance: To enroll in Spouse Supplemental Term Life insurance select the button next to the option you wish to select. If you do not want to enroll this coverage for 208: Select the Decline button. A reminder about Dependents: If you did not add a spouse or domestic partner during the Dependent Information page of the online enrollment, you will not be able to enroll in this benefit. Your spouse/domestic partner may be required to submit proof of good health based on the option you selected. If proof of good health is required, a form will be sent to you in the mail to fill out and submit to the carrier. Your spouse or domestic partner will need to complete the form in order to have the amount of coverage requested. 9

20 How to Enroll in Dependent Child(ren) Term Life Insurance: To enroll in Dependent Child(ren) Supplemental Term Life insurance select the button next to the $0,000 option. If you do not want to enroll in this coverage for 208: Select the Decline button. A reminder about Dependents: If you did not add a child during the Dependent Information page of the online enrollment, you will not be able to enroll in this benefit. 20

21 How to Enroll in Short Term Disability Coverage: 2 To enroll in Short Term Disability select the button next to option you wish to enroll. There are two options available the 500 Plan and the 000 Plan. The 500 Plan offers coverage at 50% of your basic earnings up to a maximum disability benefit of $500 per week. The 000 Plan offers coverage at 66 2/3 % of your basic earnings up to a maximum disability benefit of $000 per week. If you do not want to enroll in this coverage for 208: Select the Decline button. Take note: If you work in Hawaii, California, New Jersey, Rhode Island or Puerto Rico you are not eligible to participant in Short Term Disability Coverage. 2

22 How to Enroll in Long Term Disability Coverage: To enroll in Long Term Disability coverage select the Long Term Disability button. If you do not want to enroll in this coverage for 208: Select the Decline button. 22

23 How to Enter Your Beneficiary Information: 2 3 If you enrolled in Basic Term Life Insurance you must provide a beneficiary for this coverage. Any dependents entered are automatically displayed as available for selection as a beneficiary. To choose your dependent as a beneficiary click the Select checkbox. You must then indicate if this is a main ( primary ) or alternative ( contingent ) beneficiary and the percentage. Take note: A contingent beneficiary is an alternative if your primary/main beneficiary is no longer living. You do not have to use your dependents as a beneficiary. To add an additional person as a beneficiary select the blue Add Beneficiary button and you will be presented with a screen to provide their information. Once you have provided your beneficiaries you must confirm that the information listed above is correct by selecting the checkbox and clicking the green Continue button. 23

24 Almost Done! Your Pre-Confirmation Page: 2 3 The Pre-Confirmation page includes information on all of the information you entered in the system. Take note: It is important to review this information carefully as it will become your coverage for 208 when you select the green Continue button at the bottom of the page. Need to make changes? You can edit any information on this page by selecting the blue Pencil icon next to the particular benefit you want to change. Selecting the Pencil icon will take you that particular benefit where you can make any update and you will then be returned to this pre-confirmation page. Are you ready to submit your elections? Selecting the green Continue button from the Pre-confirmation Page will confirm your elections for

25 Completing Enrollment: The Confirmation Page 2 Important note about your Confirmation Number: Be sure to keep this Number handy if you need to call the Participant Support Center for help about what you enrolled in for 208. Be sure to Print a Copy of your Confirmation Statement BEFORE you Exit Enrollment! Use the green Print Confirmation button (shown above) to print a copy of your statement. Ready to Exit? Select the Log Out button at the top of the page and you will be securely logged out of online enrollment. 25

26 Additional Benefit Resources- Mercer Mobile Wallet Card The Mercer Mobile Wallet Card has all the Plan contact information you need, in one spot. You can access the Mercer Mobile Wallet Card by scanning the QR Code on this page on your mobile device, or by clicking this link on your mobile device and then entering your login credentials. To scan the QR code, make sure you have a QR code reader on your phone. QR code readers can be downloaded here: App Store (iphone and ipad) Google Play (Android) The Mercer Mobile Wallet Card uses the same login information you already use to enroll in your benefits online: Employee ID (EID) and Password (PIN). Your Employee ID (EID) is made up of: The first two letters of your first name, capitalized The last four digits of your Social Security Number (SSN) The two digit month, two digit day and two digit year of your Date of Birth Your Password (PIN) is the full year of your Date of Birth. Here s an example of how this could work: Employee Name: John Smith SSN: xxx-xx-6789 Date of Birth: January 8, 976 In this case the EID would be JO and the PIN would be

27 Additional Benefit Resources- Compass All participants enrolled in Medical Insurance have access to a set of health resources from Compass. Review this page to learn more about the resources Compass provides. You can also click the image and be automatically directed to the Compass Member portal to receive further assistance. 27

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