Step-by-Step Guide for Completing the Online Open Enrollment Process in UltiPro

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1 Step-by-Step Guide for Completing the Online Open Enrollment Process in UltiPro Online Open Enrollment is Available Monday, November 7 th -Friday, December 2 nd

2 Review your current benefit elections Changes that require your action: Flex Spending Accounts: If you have a flex spending account, you must make new elections. Current elections will not roll over. Adding or removing dependents : If you want to add or remove a dependent from coverage, you will need to do that through online open enrollment. Waiver Credit: If you are a full time employee who has insurance coverage from outside the hospital, you must indicate your eligibility for the Waiver Credit through online open enrollment. If none of these changes apply to you, then you don t need to take any action through the online enrollment. Your current coverage will continue into the next year at the applicable rates. The dollar amounts and dates used throughout this guide are for illustration purposes only and do not reflect the 2017 premiums or dates for enrollment.

3 There are two ways to access your UltiPro account: 1. From any computer, inside or outside of the hospital, go to the hospital website at and click on the For Employees tab at the top 2. From inside the hospital, go to SaraNet and click on the UltiPro link from the Employee Center Page

4 Click on the UltiPro button to access the site. This page also has a link to the Healthstream Learning System This link brings you to additional Benefit Plan information for you to reference during open enrollment.

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6 To view current benefits, click on Current Benefits To start open enrollment, click on Open Enrollment Click Here

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9 On the open enrollment home page, a notice will tell you how many days left to submit your elections To navigate through the pages, click on the next and back arrows The left hand side displays the list of benefits that you are eligible to enroll in. You can go directly to any of the benefits by clicking on the specific plan. This link will bring you to info and resources on the hospital website.

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11 The beneficiary and dependent page provides current information. You can add dependents, indicate a beneficiary or update other personal information from this page. If you want remove a dependent that is currently covered under any benefit plan, you will need to do this at the plan level not on this page.

12 To edit information for a dependent/beneficiary, click on their name. A box will appear with their info. Click on edit. You can update info and if you haven t already, indicate a beneficiary. You will not be able to delete any dependents that are currently assigned to an existing benefit plan. You can select a beneficiary here.

13 If you re satisfied with your changes, hit save. If you make a mistake or want to start over, click on the Cancel button. Changes to contact information doesn t add or remove them from a plan. Adding or removing a dependent needs to be done at the plan level.

14 Medical, Prescription, Dental and Vision Plans Each plan has an individual page that provides: A brief plan description Your current election, cost and coverage Cost and election section A link to additional info and resources

15 A brief description is provided for each plan. If you click on your current option box on the right hand side, the box will display your current cost, coverage option and enrolled dependents. Click Here

16 You may need to scroll down on the page to see additional information on the benefit plan and view the cost section. Do not select the decline Box unless you want to drop coverage. Sample Cost

17 If you are electing a plan for the first time, click on the circle next to the plan title. Select coverage (employee, employee + One or family). Sample cost

18 During open enrollment, you can add or remove dependents from current benefit plans If you are adding a new dependent, make sure they are listed under your Beneficiaries/Dependents page. When adding or removing a dependent it must be done at the plan level in order to become effective

19 If you are changing the level of coverage, want to take a dependent off your plan or add a dependent to the plan, click on the circle next to the plan title, click on the coverage option you want. Your current dependents will appear. Click on the box next to those dependents that you want to continue to be covered under the plan. For anyone that you do not elect, if they have existing coverage, it will end 12/31.

20 Continue to use the next arrow to move through medical, prescription, dental and vision plan options.

21 Click on the DRAFT button to save any changes you have made. You can come back at any time during the open enrollment period to complete your elections or make changes Clicking on the Cancel Button will exit you from the enrollment process. You can start again but any changes you have made will be lost.

22 If you elect to decline medical, prescription dental or vision, you will get this message. You will not be able to enroll again unless you experience a qualifying event.

23 Flexible Spending Accounts (FSA) allow you to set aside pre-tax dollars to pay for eligible medical/dental or child care. If you have current flex spending accounts, you must elect new flex spending amounts each year. Previous election amounts do not roll over from one year to the next. If you are electing flex spending for the first time, you must also indicate the amount desired. The next few slides will demonstrate how to do elect flex spending amounts.

24 For Medical Reimbursement flex spending, click on the current plan box to see your current election amount. Directions are provided on how to indicate your election amount

25 You may need to scroll down to view the election area. To indicate your desired election amount, click in the circle next to the flex spend plan title. Enter an amount between $100- $2600 Click in the goal amount box to make a change to the annual amount. The amount that will be deducted each pay period will be displayed above.

26 If you want to decline your current Flex Spending election, click in the box next to the I decline statement. Please note that if you decline flex spending during open enrollment, you will not be able to re-enroll until open enrollment next year. Enter an amount between $100- $2600

27 Short Term and Long Term Disability If you currently do not have short term or long term disability, you can elect short term and long term disability coverage but will need to complete Evidence of Insurability on line by following the link provided during the selection process. If you currently have disability coverage and want to continue your coverage, you do not need to take any action.

28 If you do not currently have Short Term or Long Term Disability, during open enrollment, you can elect coverage but must completed an Evidence of Insurability Form, on line at the following link, You must be approved by UNUM before coverage will start.

29 You can find out the benefit amount and cost of coverage by clicking in the small circle next to the plan name. The per pay period amount will display. If after reviewing the cost of the benefit, you decide you don t want the coverage, click reset. Sample cost This is the weekly benefit you would be paid if you were out on short term disability. It is based on your current salary and scheduled hours.

30 Supplemental Term Life Employee, Spouse and Child If you currently do not have supplemental term life insurance for you, your spouse or child, or you are increasing your current coverage above the guaranteed issue amounts, you will have to complete Evidence of Insurability on line by following the link provided during the selection process. ( Please read the information on each plan and refer to the resources available on the website or Saranet. Additional questions? or contact Human Resources.

31 Please review the information on each supplemental term life plan carefully. Supplemental Term Life Insurance is offered through UNUM. If you are electing coverage for the first time, or electing additional coverage greater than $100,000 you must complete on-line Evidence of Insurability. This form is available by clicking on the following link. https.//service.unum.com/efroms/eoi.default.aspx

32 If you are interested in supplemental term life, find the circle next to the Supplemental Term Life plan title and click on it. Then go into the desired benefit amount box and enter the coverage amount you are interested in. The biweekly cost of the benefit amount you are requesting will display. If after reviewing the cost of the benefit, you decide you don t want the coverage, click reset. If you haven t elected a beneficiary, this message will appear. You can indicate a beneficiary by clicking on the Enroll Beneficiaries title.

33 You can go back to the Beneficiary and Dependent screen to update the beneficiary information at this time but it is not necessary. If you do update the information, you will be prompted to indicate the percentage (100% if one person or split across multiple people).

34 The reset button will return your elections back to the original setting. Additional voluntary benefits are provided to meet the needs of employees and their families. These include: MetLaw/Hyatt Legal Plan, New York Life Insurance three AFLAC Plans; Critical Care, Accident Indemnity and Hospital Advantage Plan. Information on each plan can be found on Saranet.

35 Supplemental Term Life Employee, Spouse and Child You follow the same process when electing supplemental term life for a spouse or child as well. You do not need to elect a beneficiary for either of these plans. Please remember, if you are electing life insurance for the first time or increasing an existing amount above $100,000, you must complete on-line Evidence of Insurability must for Unum to review and approve. This form is available by clicking on the following link. (

36 There are a number of other benefit plans that you can elect during open enrollment: Voluntary Legal Plan: MetLaw-Hyatt Legal Password MetLaw AFLAC: - Warren Weil, or Warren_weil@us.aflac.com Accident Indemnity AFLAC Cancer Care AFLAC Hospital Advantage Liberty Mutual Chrsitn Zorda, ext or Christin.Zorda@LibertyMutual.com NY Whole Life Joe Lee, Indexed Universal Life through Penn Mutual Chris Goyette, or christophergoyette@hotmail.com.

37 Please read the information provided for each of these plans. For AFLAC, Liberty Mutual, NY Whole Life and the Penn Mutual plan, the cost of the plan depends on the amount of coverage you are requesting. To discuss cost and coverage options, contact the representatives.

38 If you are interested in any of the AFLAC plans, NY Whole life, Liberty Mutual or the Indexed Universal Life, click in the circle next to the plan title. This will indicate your interest in the plan. We will be providing the names of employees who select these plans to the plan representatives throughout the enrollment period but you should also contact them as well.

39 Once you have gone through all the benefit options you will need to confirm your elections. Note: If you want to continue a Flex Spending Plan you must indicate a new amount. Your existing election will not roll over to the next year!

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41 Make sure you review both current benefits and new benefits to make sure your elections are correct.

42 When you are satisfied with your Benefit Elections, click the submit button. You can go back into the open enrollment session to review and make changes up to the last day of open enrollment, December 2nd. No changes can be made after that date. You can print a summary of your elections for your records. The benefits that you are electing will remain in force until 12/31/17 unless you experience a Qualifying Event (birth of a child, marriage, divorce or change of employment status for you or your spouse).you have 30 days from the date of the event to make changes to your benefits. Questions: benefits@saratogacare.org