ONLINE BENEFITS ENROLLMENT USER GUIDE

Transcription

1 ONLINE BENEFITS ENROLLMENT USER GUIDE

2 TABLE OF CONTENTS Online Benfits Enrollment Getting Started... 3 Step 1: Logging in to the Online Enrollment portal... 3 Step 2: Selecting Your VMware Benefits... 4 Step 3: Electing Healthcare (Optional)... 5 Step 4: Electing to Participate in VMware s Retirement Plan (optional)... 8 Step 5: Completing Your Workflows... 9 Step 7: Confirming Your Benefit Elections Making Changes to your EPF Contributions Making Changes to your Beneficiaries Life Events (Marriage, Birth, Divorce, Death) Viewing Your Total Reward Statement P a g e

3 ONLINE BENFITS ENROLLMENT GETTING STARTED STEP 1: LOGGING IN TO THE ONLINE ENROLLMENT PORTAL This section describes how you enroll in your VMware Benefits Programs. 1. Login to My Life Online Benefits Portal via Single Sign On from Workspace One 2. Click on Benefits: India Enrollment 3. The My Life home page will appear. 3 P a g e

4 STEP 2: SELECTING YOUR VMWARE BENEFITS To begin your Benefits Selection, complete the following steps: 4. Click on the Benefit Box on the Home Page 5. The Benefits Overview Screen will appear. This Benefits Overview outlines the benefits provide by VMware that you will receive automatically at no cost to you. Helpful Hint: Use the drop down menu in the gray bar to view the costs Per Month or Per Year. Helpful Hint: Click on the next to the benefit for more info on the benefits. 4 P a g e

5 6. Once you have reviewed your benefits, click on Select Benefits at the bottom right corner of the Benefits Overview. 7. Another Benefits Overview Screen displaying the Optional Benefits offered by VMware as well as the Group Personal Accident Insurance and Life Insurance which require a Beneficiary to be elected. STEP 3: ELECTING HEALTHCARE (OPTIONAL) 1. You will automatically be enrolled in the VMware Core Medical Insurance however, if you would like to cover Dependents and/or purchase Top-Up Health Insurance click the Change Button next to Healthcare. 2. Once you click Change the following screen will appear showing you the VMware Healthcare Plan. 5 P a g e

6 Helpful Hint: Use the drop down menu in the gray bar to view the costs Per Month or Per Year. 3. The default is for core coverage but you can choose to purchase Top Up Healthcare by selecting the radial button next to the Amount of Top Up insurance you want to purchase. 4. You can also add any eligible dependents (spouse, 2 children, your mother and your father) to the Healthcare coverage. 5. To add a dependent click, Add Dependant under the Dependants section. 6. Once you click Add Dependant the following screen will appear. 6 P a g e

7 7. You will need to enter the First Name, Last Name, Date of Birth and Gender for your dependent. You will also need to select the Type of Dependant from the drop down menu. 8. Review the Dependent information you entered for accuracy then click Save. 9. Repeat this process for each Dependant you would like to have covered on your Healthcare plan. 10. Once you have added all your Dependants, make sure the check box next to the name of each Dependant you want On Cover for the Healthcare is checked. Uncheck the box if you do NOT want the Dependant On Cover. Helpful Hint: Use the drop down menu in the gray bar to view the costs Per Month or Per Year. 11. Click Confirm to complete your election and return to the Benefit Selection page 7 P a g e

8 STEP 4: ELECTING TO PARTICIPATE IN VMWARE S RETIREMENT PLAN (OPTIONAL) 12. If you would like to an Additional Voluntary Contribution to the Employee Provident Fund, click the Select Button next to Voluntary Provident Fund. Helpful Hint: Click on the next to the benefit for more info on the benefits. 13. You can use the Slide Bar or the text box to enter the % of Basic Salary you would like to contribute. 14. You will need to click Calculate to see the amount of contribution you have selected. Helpful Hint: Use the drop down menu in the gray bar to view the costs Per Month or Per Year. 15. Once you have selected the % of Basic Salary you would like to contribute, click Confirm. 16. If you don t want to participate at this time you can click Cancel. 8 P a g e

9 STEP 5: COMPLETING YOUR WORKFLOWS 17. Once you have confirmed all your benefit selections click Confirm Selection 18. Once you click Confirm Selection you will begin your Workflows. 19. The first workflow is to elect your Group Personal Accident and Life Insurance Beneficiaries. The system will already include any dependents you added under your Healthcare Insurance. 20. You will need to indicate the % you want to leave for each of your dependents. You will need to make sure your elections total 100% before you can click Confirm and Next. 21. If you do not have any dependents covered under your Healthcare or would like to add any additional beneficiaries, you can click Add Dependant and you will see a screen that will allow you to add more dependents as insurance beneficiaries. 22. Add dependents by entering their First Name, Last Name, Date of Birth, Gender and Relationship to you and click Save. 9 P a g e

10 23. Once you have added all the Dependents you would like to elect as a Beneficiary and you have assigned 100% of your benefits amongst your Beneficiaries, click Confirm and Next you will move to the next Workflows. 24. If you elected to Add a Dependant to your Healthcare you will be asked to review the details for each Dependant and click the Add button. 25. Once you have click Add for each Dependant scroll to the button of the page and click Confirm and Next STEP 7: CONFIRMING YOUR BENEFIT ELECTIONS 26. Once you have completed all your work flows the Selection Confirmation page will appear. 27. Review your benefit elections for accuracy. 28. If you are happy with your changes, click Commit My Selections. If you are not happy with your selections or want to make a change to your selections click Cancel and you can begin the benefit selection process anew. 10 P a g e

11 Helpful Hint: If you are not happy with your selections or want to make a change to your selections click Cancel and you can begin the benefit selection process anew. 29. Once you click Commit My Selections the following message will appear confirming your benefit selections and confirming when the selections will take effect. 30. Your Benefits Enrollment is complete! Check your for a confirmation of your benefit selections and covered dependents. MAKING CHANGES TO YOUR EPF CONTRIBUTIONS This section describes how to make changes to your voluntary contributions to the Employee Provident Fund. 1. Login to the My Life Online Benefits Portal via Single Sign On from Horizon Workspace. 1. Click on the Benefit Box on the Home Page 11 P a g e

12 2. The Benefits Overview Screen will appear. This Benefits Overview outlines the benefits provide by VMware that you will receive automatically at no cost to you. Helpful Hint: Click on the next to the benefit for more info on the benefits. 3. Click Select Benefits. 4. The Benefits Selection screen will appear. 12 P a g e

13 5. Click Change next to Voluntary Provident Fund. 6. Once you click Select the Voluntary Provident Fund screen will appear. Helpful Hint: Use the drop down menu in the gray bar to view the costs Per Month or Per Year. 7. You can use the Slide Bar or the text box to enter the % of Basic Salary you would like to contribute. You will need to click Calculate to see the amount of contribution you have selected. 8. Once you have selected the amount you want to contribute, click Confirm. 9. If you would like to reduce your contribution to 0% you can check the box next to Deselect and click Confirm. 13 P a g e

14 10. Once you click Confirm you will return to the Benefit Selection Page. 11. Click Confirm Selection 12. You will be taken to the Selection Confirmation page where you have one last chance to review your changes. 13. If you are happy with your changes, click Commit My Selections. If you are not happy with your selections or want to make a change to your selections click Cancel and you can begin the benefit selection process anew. 14. Once you click Commit My Selections the following message will appear confirming your benefit selections and confirming when the selections will take effect. 15. Your Retirement Change is complete! Check your for a confirmation of your benefit selections. 14 P a g e

15 MAKING CHANGES TO YOUR BENEFICIARIES 1. Login to the My Life Online Benefits Portal via Single Sign On from Horizon Workspace. 2. One the Home page, click on the drop down menu next to your name in the top left hand corner. 3. Select Beneficiaries from the drop down menu. 4. The Beneficiary election page will open and you will be able to nominate both primary and contingent beneficiaries for your Group Personal Accident and Life Insurance. 5. Its best practice to have both a primary and contingent election so that in the event your primary beneficiary predeceases you your death benefits can be given to your contingent beneficiary. 6. If you want to add additional Beneficiaries, you can click Add New 7. Once you click Add New you will see a screen where you can enter information about your chosen Beneficiary. The Beneficiary does not need to be a family member but can be a friend or charitable organization. 8. Enter the Beneficiary Name, Address, Content Phone Number and Contact and click Save. 15 P a g e

16 9. Once you have entered all your Beneficiaries determine what % of the death benefit you would like for them to receive. 16 P a g e

17 10. Once you have entered all your Beneficiaries determine what % of the death benefit you would like for them to receive. 11. Review your Beneficiary information carefully to ensure you have assigned 100% of the death benefits amongst your elected Beneficiaries. 12. Once you have finished Updating your beneficiaries click Save Changes. LIFE EVENTS (MARRIAGE, BIRTH, DIVORCE, DEATH) This section describes how to add dependents to your medical coverage in the event of marriage or the birth of a child and how to remove dependents from your medical coverage in the event of divorce or death. 1. Login to the My Life Online Benefits Portal via Single Sign On from Horizon Workspace. 2. One the Home page, click on the drop down menu next to your name in the top left hand corner. 3. Select Life Events from the drop down menu and you will be directed to the Life Event screen. 17 P a g e

18 4. Select the Live Event that applies to you. 5. Once you have selected the relevant life event you will be required to enter the Date of the Life event. 6. Once you enter the Life Event Date you will be given the opportunity to add or remove dependents depending on the type of life event selection. a. Removing Dependents i. Divorce and Bereavement will allow you to Remove a dependent or dependents. ii. Click Delete next to the Dependent you want to remove from your insurance then click Save. b. Adding Dependents i. Marriage and the Birth of a child will allow you to Add a dependent or dependents. ii. Click Add a Dependent in order to add a new spouse or child(ren). You will be asked to enter the First Name, Last Name, Type of Dependent, Gender and PAN Number. 18 P a g e

19 iii. Once you have entered your dependent s information, click Save. Helpful Hint: If your baby does not have name yet you can enter Baby of <your name> and include your last name. You can log back in later to enter the baby s name once it s determined. iv. Once you have added your dependent(s), click Save. 7. Once you click Save, you will get a notice that your Life Event has been approved. 19 P a g e

20 8. To Add/Remove your Dependents from Medical Insurance click Select Your Benefits Now 9. You will be re-directed to the Medical Insurance Election Page. 10. Make sure the check box is selected for each dependent you want to include on your coverage. 11. Once you have checked the box for each dependent you want to have covered under your Medical Insurance, click Confirm. 20 P a g e

21 12. You will re-drected to the Benefits Overview Selection Screen, click Confirm Selection. 13. Once you click Confirm Selection, the final Selection Confirmation screen will appear. 14. If you are happy with your changes, click Commit My Selections. If you are not happy with your selections or want to make a change to your selections click Cancel and you can begin the benefit selection process anew. 15. Once you click Commit My Selections the following message will appear confirming your benefit selection. 16. Congratulations! You have completed the Live Event! VIEWING YOUR TOTAL REWARD STATEMENT 1. Login to the My Life Online Benefits Portal via Single Sign On from Horizon Workspace. 2. On the Home Page you will see the Total Reward Statement Summary with the amounts displaying as a %. Helpful Hint You can click the tab with symbol to see the amounts rather than the % for each category. 21 P a g e

22 3. Click on Show Detail and the following screen will appear showing your full Total Reward Statement. You can collapse each section using the icon and expand each section using the icon. 4. There are 5 different sections that you can expand or collapse while viewing your Total Reward Statement. 5. The premium / contribution amounts will be hidden unless you select the $ toggle at the top of the page. 22 P a g e

23 6. At the top of the Total Reward Statement you will see the date of the statement. 7. You can also print your Current Statement by clicking the printer icon at the top of the page. 8. Your Total Reward Statement will be updated at the end of each month so check back often. 9. When you are done viewing your Total Reward Statement you can click the Home icon and you will be taken back to the Home Page. 23 P a g e

24 DOCUMENT CHANGE HISTORY Version Number Date Name Description of Change Oct-2016 Karen Hall Initial Issue. 24 P a g e