Self-Service (ebenefits) Portal Annual Benefits Enrollment UW-Madison Reference Guide

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Amberlynn Miles
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All employees whom are benefits eligible are also eligible to enroll/make changes within the Self-Services (ebenefits) Portal.

1 SELF-SERVICE (ebenefits) FOR ANNUAL BENEFITS ENROLLMENT (ABE) The Self-Service (ebenefits) Portal is a feature of our Human Resource System (HRS) that allows employees to access and enroll in benefits electronically during an Annual Benefits Enrollment (ABE). All employees whom are benefits eligible are also eligible to enroll/make changes within the Self-Services (ebenefits) Portal. All elections/changes must be made prior to 4:30pm on the last day of the Annual Benefits Enrollment period. ABE ACCESS MyUW Portal > Benefits Information > Enroll Now OPENING PORTAL PAGE 1 P a g e

NO CHANGES DURING ABE COMPLETE STEP 1 COORDINATION OF BENEFITS All employees must complete their Coordination of Benefits screen prior to entering the

*NOTE: Per Employee Trust Funds (ETF), this action is REQUIRED for all employees whom will be enrolling in the High Deductible Health Plan (HDHP).

2 NO CHANGES DURING ABE COMPLETE STEP 1 COORDINATION OF BENEFITS All employees must complete their Coordination of Benefits screen prior to entering the Self-Services (ebenefits) Portal. In order to complete this screen they must Click Here in Step 1 of the Opening Page. *NOTE: Per Employee Trust Funds (ETF), this action is REQUIRED for all employees whom will be enrolling in the High Deductible Health Plan (HDHP). If this screen has not been updated/completed and still remains unknown after submission, the Team will reach out to confirm the information and updated HRS. Benefits > Employee/Dependent Information > Benefits Personal Data 2 P a g e

3 Click CHANGE COORDINATION OF BENEFITS Under NEW VALUE(S) Indicate MY SPOUSE/DOMESTIC PARTNER IS ALSO A STATE OF WI EMPLOYEE (if applicable) Indicate I HAVE OTHER HEALTH INSURANCE* *NOTE: This information should be updated as of the employee s health insurance effective January 1 st. The employee should not indicate coverage they currently have if it will no longer be in place once the State Group Health insurance goes into effect on January 1 st. If they do have concurrent insurance coverage or are enrolled on their parent/spouse/domestic partner/private plan (instead of enrolling in our plan), they should indicate the information as applicable. If YES, to other health insurance, complete the following: Indicate OTHER INSURANCE COMPANY *If the plan is a High Deductible Health Plan (HDHP), please be sure to indicate HDHP along with the company name (ie. Anthem Blue HDHP) Indicate OTHER POLICY NUMBER Indicate OTHER INSURANCE GROUP NUMBER Click SAVE 3 P a g e

4 Click OK Click RETURN TO PERSONAL INFORMATION MARITAL STATUS If the employee is electing FAMILY State Group Health coverage, please be sure to have them check their Personal Information Screen in addition to updating their Coordination of Benefits. In many situations, the employee s Marital Status is listed as UNKNOWN or SINGLE upon entry of Job Data. If the employee enters the Marital Status in the Dependent Information section of their enrollment without updating the Personal Information Screen, it is creating a mismatch error. This results in a delay in processing to the vendor and a manual review/entry from the Processing Team to clear the error. Personal Information > Update My Personal Information > Change Marital Status Click CHANGE MARITAL STATUS 4 P a g e

5 Indicate DATE CHANGE WILL TAKE EFFECT (Date of Marriage) Indicate CHANGE MARITAL STATUS TO Divorce Married Single Widowed *Note: If the employee is in a Domestic Partnership, they should indicate SINGLE as their Marital Status. *Note: If the employee has already been enrolled in benefits and is making changes to this screen due to Divorce or Widowed, please have them notify if that ex-spouse/deceased was enrolled on any of their benefit(s) plan(s). Click SAVE Close out of the open PERSONAL INFORMATION WEB BROWSER 5 P a g e

6 SELF-SERVICE (ebenefits) PORTAL Self-Service > Benefits Information > Enroll *NOTE: If the event status does not say Open, contact your Departmental Payroll & Benefits Coordinator for additional review. If still in question after speaking to your Departmental Payroll & Benefits Coordinator, please contact for assistance. If the employee has already gone into their Self-Services (ebenefits) Portal, clicked Submit and the system has run overnight, the employee will no longer be eligible to go back into their Self-Services (ebenefits) Portal. If elections/changes are still required, the employee should submit an request to the Self-Services (ebenefits) Team at to have the Self-Services (ebenefits) Portal reopened. *NOTE: When the Self-Service (ebenefits) Portal is reopened the election/changes previously made will be wiped out. If the Self-Services (ebenefits) Portal is reopened at any time during ABE the employee must review and re-elect/make changes to any previous actions taken in the Self-Services (ebenefits) Portal. Click SELECT *Disclaimer Note: The following screenshots were made available to from a University Staff employee. GRAD/Academic Staff employees may have additional/reduced options in regards to their benefit eligibility. The system will automatically show only those benefit options available per the employee s classification. 6 P a g e

7 ENROLLMENT SUMMARY PAGE This page will be the opening page of the employee Self-Service (ebenefits) Portal. The employee will see all benefits they are currently eligible to enroll in (excluding TSA, WDC, ICI, AD&D as well as other life insurance plans). The employee should click EDIT for each individual benefit(s) they wish to enroll in and complete the enrollment on the page that opens up. 7 P a g e

8 Click EDIT *NOTE: The employee will need to click EDIT for each individual benefit(s) they wish to enroll in. If they do not wish to enroll in a particular benefit(s), they do not need to click EDIT. The system will automatically indicate WAIVE if the benefit was previously waived. If they wish to decline coverage during ABE, they must edit that particular benefit. Click I HAVE NO CHANGES If the employee does not wish to make change/elect any new benefits, they can indicate that they have no changes at the bottom of the Enrollment Summary Page. Click SAVE AND CONTINUE At any point during the Annual Benefits Enrollment period that the employee wishes to go into their Self-Service (ebenefits) Portal they may do so. They may make change/elections and save those options for later. They may then log out or close the web browser and come back to the enrollment at a later time/date prior to the end of the Annual Benefits Enrollment period. 8 P a g e

9 *NOTE: If the employee wishes to receive the OPT-OUT Incentive, they must edit their State Group Health election and indicate Health Opt-Out Incentive STATE GROUP HEALTH Within this page, the employee can enroll in either a regular HMO or a High Deductible Health Plan (HDHP). The employee should always read the opening text of the page in review. *Note: There is another opportunity to update their Coordination of Benefits Screen if they have not already done so. This can be found in the opening text under the..you have the opportunity to: Section. 9 P a g e

Filter Plan Option is a great tool to ensure the employee s options are narrowed down to those

10 The employee will always see the current State Group Health election on this screen. FILTER PLAN OPTIONS When reviewing and enrolling in State Group Health through ebenefits, this Filter Plan Option is a great tool to ensure the employee s options are narrowed down to those specific for their needs. The employee can indicate HDHP or Non-HDHP and with/without Dental. Example #1: 10 P a g e

11 Example #2: Example #3: Indicate their requested FILTER PLAN OPTIONS (ie. HDHP Only / With Dental) Click APPLY *NOTE: The health plan options are listed in ALPHABETICAL ORDER. 11 P a g e

Once the employee has narrowed down their options, they must select the plan

If the employee wishes to indicate FAMILY coverage, they must scroll to the

Adding Spouse/Dependents See page 13 to 16 for steps on how to add

12 Once the employee has narrowed down their options, they must select the plan that best suits their needs - Single or Family. If the employee wishes to indicate FAMILY coverage, they must scroll to the bottom of the State Group Health page and enroll their spouse/dependent(s). Adding Spouse/Dependents See page 13 to 16 for steps on how to add spouse/dependent(s). Place a CHECK MARK next to each individual(s) that will be enrolled on the plan. Click UPDATE AND CONTINUE 12 P a g e

13 Click UPDATE ELECTIONS - If they enrolled in State Group Health and have completed their enrollment above. Once the employee has clicked UPDATE ELECTIONS, it will take them back to the ENROLLMENT SUMMARY PAGE, unless they have enrolled in an HDHP. If they have enrolled in HDHP, it will automatically direct them to the Health Savings Account (HSA) election screen. ADD SPOUSE/DEPENDENTS If the employee has indicated Employee + Family, they must also ADD/REVIEW DEPENDENTS Click ADD/REVIEW DEPENDENTS 13 P a g e

14 Click ADD A DEPENDENT OR BENEFICIARY *NOTE: This screen will filter to all others VSP, EPIC, etc. If the employee does not wish to actually elect State Group Health, but has another plan (ie. VSP Vision) that they are enrolling their spouse/dependents in, they will need to go into the benefit plan as indicated previously and click ADD/REVIEW DEPENDENTS. They should follow the steps below as well. Indicate ALL REQUESTED INFORMATION The employee should type this information in ALL CAPITOL LETTERS. Social Security Number(s), Date of Birth(s) and Date of Marriage are REQUIRED fields (although the system does not indicate it). 14 P a g e

15 *IMPORTANT If the employee clicks SAVE at any point without completing the requested information, they must submit an request to with the rest of the information. The information will require a manual update from the Self-Service (ebenefits) Team. SOCIAL SECURITY NUMBERS The Social Security Numbers (SSN) are required for all Spouse/Dependent(s) added to the employee Dependent/Beneficiary Screen. Do not click save without indicating this number in the Personal Information portion. If a SSN is available and the employee omits it during the process, please have the employee notify the Self-Service (ebenefits) Team via phone or in-person. The information will require a manual update from the Self-Service (ebenefits) Team. If a SSN is not available, the employee must complete an Affidavit for Insurance Purposes and submit it to the Department and/or Self-Service (ebenefits) Team immediately upon submission. *Note: Do not provide SSN information via as it is not a secure network. ADULT CHILD This Relationship to Employee status only refers to the dependent child over the age of 26. Do not indicate ADULT CHILD for those dependents over the age of 18 as the system will not allow the employee to add them to the insurance plans (if indicated). All dependents should be listed as a Child or Stepchild (as applicable). DOMESTIC PARTNER / DOMESTIC PARTNER CHILD(ren) The employee may elect to add their Domestic Partner / Domestic Partner child(ren) for purposes of including them as beneficiaries to the Individual & Family Group Term Life Insurance and AD&D only. *Note: Effective 09/22/2017, Employee Trust Funds (ETF) will no longer be granting Domestic Partnerships in the State of Wisconsin. Effective 1/1/2018, UW will no longer have the ability to offer Domestic Partner benefits which includes State Group Health Insurance and the supplemental benefit plans (including Dental Wisconsin, VSP Vision and EPIC Benefits+). Click SAVE The employee should now see the Spouse/Dependent listed on the DEPENDENT BENEFICIARY chart. The employee should then repeat ADD/REVIEW DEPENDENTS to add any additional dependents. *NOTE: Per Employee Trust Funds (ETF), in regards to State Group Health - family is family. For example, if the employee is enrolling a child on their State Group Health plan, however they wish to leave off their spouse (reason - has other coverage, not in the country, etc.) but indicates Married they must add all of their spouse/dependent(s) to the State Group Health Plan no exceptions. 15 P a g e

16 Click RETURN TO EVENT SELECTION Click UPDATE AND CONTINUE - If they enrolled in State Group Health and have completed their enrollment above. Click DISCARD CHANGES - If the employee is only updating the ADD/REVIEW DEPENDENT screen and no additional changes were made to the State Group Health (ie. Waive) *NOTE: If clicking Discard Changes, because the employee has already clicked SAVE in the ADD/REVIEW DEPENDENTS screen, the addition of the Spouse/Dependents will not be removed and the State Group Health will remain as previously indicated if no selection has been made. OPT-OUT INCENTIVE If an employee should wish to Opt-Out for the upcoming year, effective January 1 st, they may do so through the Self-Service (ebenefits) Portal. Enrollment Summary Page > State Group Health > Edit Scroll to the bottom of the page Click HEALTH INS OPT-OUT INCENTIVE Click UPDATE AND CONTINUE 16 P a g e

17 DECLINE STATE GROUP HEALTH If an employee should wish to Decline coverage for the upcoming year, effective January 1 st, they may do so through the Self-Service (ebenefits) Portal. If the employee Declines coverage, they are indicating they do not want to receive the Opt-Out Incentive. Enrollment Summary Page > State Group Health > Edit Scroll to the bottom of the page Click WAIVE Click UPDATE AND CONTINUE 17 P a g e

18 HEALTH SAVINGS ACCOUNT (HSA) If the employee has elected a High Deductible Health Plan (HDHP), the Self-Service (ebenefit) Portal will automatically prompt the employee to enroll in a HEALTH SAVINGS ACCOUNT. This page does not have a filter option; the employee should scroll through the options and select the health plan that matches their State Group Health plan selection. Example: State Group Health Plan Dean with Dental (HDHP) HSA Election: HSA Dean w/ Dental Once the HSA plan has been selected; the employee should scroll to the bottom of the page to indicate the requested contribution amount. *NOTE: UW Employees are not required to contribute to the HSA, however; are required to open the account so that the employer contributions may be added. 18 P a g e

19 Indicate TOTAL ELECTED CONTRIBUTION AMOUNT *NOTE: If the employee does not wish to contribute, indicate $0.00. The amount indicated in this box should be that of the ANNUAL ELECTION. Click UPDATE AND CONTINUE Review the HEALTH SAVINGS ACCOUNT elections Click UPDATE ELECTIONS 19 P a g e

20 DENTAL WISCONSIN SCREEN 20 P a g e

21 EPIC BENEFITS+ SCREEN 21 P a g e

22 VSP VISION SCREEN 22 P a g e

23 INDIVIDUAL & FAMILY GROUP TERM LIFE INSURANCE Employees who have current coverage as of the 1 st day of Annual Benefits Enrollment may increase coverage during the Annual Increase Option (AIO) period. The employee may elect to increase their coverage by the following amounts: Employee: $5,000, $10,000, $15,000 or $20,000 (Maximum coverage level: $300,000) Spouse or Domestic Partner: $5,000 or $10,000 (Maximum coverage level: $150,000) Child(ren): $2,500 (Maximum coverage level: $25,000) *Note: The employee s spouse/domestic partner and/or child(ren) coverage cannot exceed their level of employee coverage. The system will automatically show the maximum contribution that the employee may make during the Annual Benefits Enrollment. It will not allow you to see amount above this value (ie. $300,000) as you are not eligible. 23 P a g e

24 Indicate the COVERAGE LEVEL (increase only) *Do not decrease the coverage level amount in the Self-Service (ebenefits) Portal. REDUCE / CANCEL The system will does show amounts lower than the employee s current elected amount. If the employee wishes to REDUCE/CANCEL the benefits; they must complete an Individual & Family Group Term Life Insurance Application and submit to. 24 P a g e

25 INDIVIDUAL & FAMILY GROUP TERM LIFE INSURANCE: Spouse/Domestic Partner Employees must be enrolled in these benefits in order to make any changes to them. If the coverage is currently waived, please contact your Department Benefits Coordinator or for assistance in completing an Evidence of Insurability request to enroll. 25 P a g e

26 INDIVIDUAL & FAMILY GROUP TERM LIFE INSURANCE: Child(ren) Employees must be enrolled in these benefits in order to make any changes to them. If the coverage is currently waived, please contact your Department Benefits Coordinator or for assistance in completing an Evidence of Insurability request to enroll. 26 P a g e

27 UW EMPLOYEES INC. LIFE INSURANCE This benefit does not allow changes during Annual Benefits Enrollment (ABE). If you have questions/concerns with this benefit, please contact your Department Benefits Coordinator or Madison Benefits Services for assistance. STATE GROUP LIFE: Basic, Supplemental, Additional & Spouse/Dependent This benefit does not allow changes during Annual Benefits Enrollment (ABE). If you have questions/concerns with this benefit, please contact your Department Benefits Coordinator or Madison Benefits Services for assistance. ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE This benefits allow changes at anytime throughout the year, however; a paper application is required. If you have questions/concerns with this benefit, please contact your Department Benefits Coordinator or for assistance. INCOME CONTINUATION INSURANCE This benefit does not allow changes during Annual Benefits Enrollment (ABE). If you have questions/concerns with this benefit, please contact your Department Benefits Coordinator or Madison Benefits Services for assistance. 27 P a g e

28 FSA MEDICAL SPENDING ACCOUNT 28 P a g e

29 Indicate ANNUAL PLEDGE *NOTE: The employee may click WORKSHEET to help calculate their annual pledge for the upcoming year. This feature will take into account the employee s allotted payrolls for the year. Click WORKSHEET (if needed) Indicate YOUR NEW ANNUAL PLEDGE *NOTE: By indicating this amount, in this screen, the employee has not elected the amount. This screen is for calculation purposes only. Please be sure to indicate the ANNUAL PLEDGE on the main FSA MEDICAL screen. Click CALCULATE *NOTE: Employees whom receive 26 paychecks a year will only have a contribution taken from 24 paychecks. The FSA Medical contribution will not deduct from the bi-weekly C paycheck. If satisfied, click RETURN TO BENEFITS ENROLLMENT HEALTH FLEXIBLE SPENDING Indicate ANNUAL PLEDGE Click UPDATE AND CONTINUE 29 P a g e

30 FSA DEPENDENT CARE SPENDING ACCOUNT 30 P a g e

31 Indicate ANNUAL PLEDGE *NOTE: The employee may click WORKSHEET to help calculate their annual pledge for this year plan. This feature will take into account the remaining payrolls for the year. Click WORKSHEET (if needed) Indicate YOUR NEW ANNUAL PLEDGE *NOTE: By indicating this amount, in this screen, the employee has not elected the amount. This screen is for calculation purposes only. Please be sure to indicate the ANNUAL PLEDGE on the main FSA MEDICAL screen. Click CALCULATE *NOTE: Employees whom receive 26 paychecks a year will only have a contribution taken from 24 paychecks. The FSA Medical contribution will not deduct from the bi-weekly C paycheck. If satisfied, click RETURN TO BENEFITS ENROLLMENT HEALTH FLEXIBLE SPENDING Indicate ANNUAL PLEDGE Click UPDATE AND CONTINUE 31 P a g e

32 ENROLLMENT SUMMARY SCREEN The employee should review the ENROLLMENT SUMMARY to be sure that all elections/changes have been made for the upcoming plan year. If something does not look correct, the employee should click EDIT and review the enrollment screen for that individual benefit. 32 P a g e

Once SAVE AND CONTINUE has been clicked, it will prompt another review screen

33 Click SAVE AND CONTINUE If the employee has completed their elections/changes and the ENROLLMENT SUMMARY is correct. Once SAVE AND CONTINUE has been clicked, it will prompt another review screen SUBMIT BENEFIT CHOICES Click SUBMIT Click CANCEL If the employee wishes to return to the ENROLLMENT SUMMARY screen. 33 P a g e

34 Once the employee clicks SUBMIT, it will not change the screen. It will appear as though nothing has happened. To ensure a SUBMIT, the employee can look in the top-right corner of the screen and they will see the word SAVED in a box. The benefits will process nightly confirming the elections/changes. Commonly, processes run throughout the day, which may initially start the finalization process of the elections/changes. A way to see this would be to log back in later on (hour or so later) and check the Event Status of the Self-Service (ebenefits) Portal. MyUW Portal > Benefits Information > Benefits Enrollment > Enroll The employee s Event Status went from OPEN to SUBMITTED. The employee will no longer be able to go into their Self-Service (ebenefits) Portal. REOPEN REQUEST: Self-Service (ebenefits) Portal The Self-Service (ebenefits) Team will reopen portals for employees who may have submitted their elections/changes in error or did not make all the necessary elections/changes they wished to make. If this occurs, please the Self-Service (ebenefits) Team at ebenefits@ohr.wisc.edu immediately. If the Self-Services (ebenefits) Portal is reopened at any time during Annual Benefits Enrollment (ABE); the employee must review and re-elect/make changes to any previous actions taken in the portal. When the Self-Service (ebenefits) Portal is reopened the election/changes previously made will be wiped out. *NOTE: The Self-Services (ebenefits) Portal will no longer be eligible to be reopened as of 4pm on Wednesday of the final week of the Annual Benefits Enrollment period. A paper application will be required beyond this point. The Self-Services (ebenefits) Portal will close at 4:30pm on the last day of Annual Benefits Enrollment. All requested changes/election effective January 1, must be submitted no later than this date/time. 34 P a g e

35 CONFIRMATION STATEMENTS The employee will receive a CONFIRMATION STATEMENT notification via from UW System Administration within hours of submission. This will arrive in the form of an with directions on how to review the Confirmation Statement within their MyUW Portal. *Note: Confirmation Statements will be generated nightly for Annual Benefits Enrollment election/changes. To find the (if applicable) past, current or future Confirmation Statement: Log-in to MYUW PORTAL Click BENEFIT INFORMATION Click STATEMENTS Click on the CURRENT YEAR STATEMENT *NOTE: If the employee finds an error or wishes to elect/change other coverage, the employee must notify the Self-Service (ebenefits) Team at ebenefits@ohr.wisc.edu immediately so that they may reopen the employee s portal. If the Self-Services (ebenefits) Portal is reopened at any time during Annual Benefits Enrollment (ABE); the employee must review and re-elect/make changes to any previous actions taken in the portal. When the Self-Service (ebenefits) Portal is reopened the election/changes previously made will be wiped out A FINAL CONFIRMATION STATEMENT will be sent after the Annual Benefits Enrollment period has closed. All employees, whom are benefits eligible, will receive a copy of the upcoming year s Confirmation Statement even if no new elections/changes were made during that Annual Benefits Enrollment period. The Self-Services (ebenefits) Portal will close at 4:30pm on the last day of Annual Benefits Enrollment. All requested changes/election effective January 1, must be submitted no later than this date/time. 35 P a g e

HRS Hot Topics WisLine November 8, 2016

HRS Hot Topics WisLine November 8, 2016 Topic AGENDA Record Retentions Schedule Opt-Out Reminder AD&D Rates 2017 WRS Individual and Family Life Annual Benefits Enrollment (ABE) Coordination of Benefits