Employee User. HPH Cash Balance Pension Plan Self-Service Website for HPH Employees

Transcription

1 HPH Cash Balance Pension Plan Self-Service Website for HPH Employees Employee User Guide Whether retirement is near or sometime in the future, it s important to start preparing today for your retirement tomorrow. Hawai i Pacific Health is pleased to provide and fully fund the Hawai i Pacific Health Pension Plan for Employees to help employees prepare and plan for the future. This User Guide has been written for non-physician employees to help you use the convenient pension website, which is produced by our actuarial firm Willis Towers Watson. The paperless website makes it easy for you to see your pension account balance and manage your beneficiary information at any time. Before you start, it would be helpful to use the Pension Preparation Worksheet so you can have all the information you will need to set up your account and to name your beneficiaries.

2 About The Pension Website Non-physician employees will go online to view their pension account information. The paperless format is secure and employees are the only ones who can see or make changes to their personal information or beneficiary designations. Functions of the website include: Your current pension account balance. Accounts are updated once a year during the mid-year timeframe, around June or July. Employees will be notified when balances have been updated so they can go online to see their most current balance. Your beneficiaries. This is your personal designation you enter into your own account. You should update your named beneficiary information immediately whenever life changes such as births, deaths, marriages, divorces, or other significant changes happen. It is highly recommended that you review your designations at least once a year to make sure all the information listed is current and reflects your wishes. Your web account is your personal account. You are the only person able to access and make changes to your information on the pension website. You can make personal information changes in Employees HERO to update such information as your address or marital status. You can review, update, or change your beneficiary information at any time. Your online information is paperless so you should print any information you want a copy of. Getting started There are four steps to using your self-service pension website. Step 1 Set up your online account Step 2 View your pension account balance Step 3 Designate or update your beneficiary(ies) Step 4 Learn more about your pension plan from HPH

3 Pension Website Preparation Worksheet If you are an HPH employee (non-physician) who has worked for at least 1 year and 1,000 hours in that year, you are an eligible participant in the HPH pension plan and can use the pension website. Before you go online to set up your account and name your beneficiaries, it will be helpful for you to first gather the information you will need. Here is a list of the information you need to get ahead of time. 1. Setting up your online account by creating a User Name and Password The pension website is an external site that is operated by the company s pension actuarial firm. It is not a part of HPH s network and so your HPH user names and passwords will not work or automatically transfer to the site, unless you choose to set up your pension website user name and password to be the same as your HPH network login information. User Name: between 5-10 characters (including spaces) Password: at least 8 characters, containing at least 1 character from 3 of the 4 categories below: One uppercase character (A through Z) One lowercase character (a through z) One number (0 through 9) and One symbol # $ % ^ & _ - + = ` \ ( ) { } [ ]: ; < >,.? /) 2. Naming your beneficiary(ies) For individuals, you will need their full name, social security number, date of birth, and address. For Trusts or Estates, you will need the legal name, tax ID number, trustee/executor s name, and effective date of the trust or estate. 3. Make sure your marital status is correct in HERO It is important that your marital status (Single or Married) be correct in Employees HERO. If it s different, you should correct it before you go to the pension website to name your beneficiary(ies). Note: Marital Status, defined: For the purpose of indicating your marital status under the pension plan, both the Internal Revenue Service and the Department of Labor have ruled that a domestic partnership or a civil union are considered Single, and not married. To make a change in HERO: Log in to Employees HERO on the intranet >> Forms and Reports >> Personal Information >> Request to Update Marital Status >> Enter telephone number >> Click arrow to change status to Married or Single >> Enter date marriage occurred >> and click Save. 4. When you re ready, go to the pension website From work: On the Intranet, go to Employees HERO >> Forms and Reports >> Employee Activities >> Benefits >> Retirement and Pension Plans >> HPH Cash Balance Self Service Website. From home: Go to

4 Step 1: Set Up Your Account Log In Page There are 2 ways to go to the pension website: from HERO at work, or from your computer at home. From work: On the Intranet, go to Employees HERO >> Forms and Reports >> Employee Activities >> Benefits >> Retirement and Pension Plans >> HPH Cash Balance Self Service Website. From home: Go to This is the first screen you will see. Please note that this is not an HPH website, which means your HPH login information will not automatically work unless you set up your User ID and Password to be the same. Log In User ID Password Log In User ID Password Forgot Your User ID or Password? Are you a new user? Forgot Your User Submit ID or Password? Are you a new user? Submit You will automatically be logged out after 20 minutes of inactivity. Unsaved data may be lost. You will automatically be logged out after 20 minutes of inactivity. Unsaved data may be lost. You should always use the LOGOUT button to exit the site to ensure all your data is saved. You should always use the LOGOUT button to exit the site to ensure all If you experience any difficulties logging in or would like to speak to a your data is saved. Hawai i Pacific Health Benefits Department representative, please call If you experience any difficulties logging in or would like to speak to a Hawai i Pacific Health Benefits Department representative, please call If this is your first time using the website, you will need to set up your account. Click on the blue new user? link.

5 Create User Create User Create User Last Name Last Name Date Of Birth (xx/xx/xxxx) Last 4 digits of SSN Date Of Birth (xx/xx/xxxx) Last 4 digits of SSN Submit Cancel 1. Fill in your last name, date of birth, and the last four digits of your social security number. This will confirm your identity as an HPH employee who has a pension account. Submit Cancel 2. Click Submit.

6 Create User, next Next, create your User Name, Password and select and answer your 2 security questions. Create User Create User Create your Password: Passwords must be at least 8 characters in length and contain at least 1 character from three of the four categories below: One uppercase character (A-Z) One lowercase character (a-z) One number (0-9) and One symbol # $ % ^ & _ - + = ` \ ( ) { } [ ]: ; < >,.? /) Note: If you change your password often, you will need to go through 24 different password changes before you can reuse a password again. 2. User Name Confirm User Name Confirm User Name User Name New Password New Password Password Requirements Password Requirements Confirm Password Confirm Password Security Question 1 In what city was your father born? Security Question 1 In what city was your father born? Security Question 2 In what city was your father born? Security Question 2 In what city was your father born? Submit Cancel Submit Cancel create your Username: Your user name should be between 5-10 characters. You can use any characters or spaces that you want. Security Questions: Use the down arrow to look at security questions. Select and answer 2 questions. 4. Click Submit when you are done.

7 Terms of Use eepoint ESS Terms of Use Welcome to the eepoint ESS website (the "Site"). This Site is maintained by Towers Watson Delaware Inc. and its affiliates ("Willis Towers Watson") and contractors. Willis Towers Watson provides services to benefit plan sponsors and their employees. The terms and conditions set forth below (the "Terms of Use") govern your use of the Site, and are legally binding on you. TO AGREE TO THESE TERMS OF USE, PLEASE SCROLL DOWN THIS WINDOW, AND CLICK ON THE "I ACCEPT" BUTTON. IF YOU CLOSE DOWN THIS WINDOW WITHOUT CLICKING ON "ACCEPT", OR IF YOU DO NOT AGREE WITH THESE TERMS OF USE, YOU WILL NOT BE GRANTED ACCESS TO THIS SITE. YOUR ACCEPTANCE OF THESE TERMS OR USE OF THE SITE SHALL BE DEEMED YOUR AGREEMENT TO THE TERMS SET FORTH BELOW, WHICH INCLUDE OUR PRIVACY POLICY. 1. Prior Terms of Use These Terms of Use supersede any other Terms of Use or similar provisions relating to the use of the Site. 2. Definitions "Site" includes the eepoint ESS Site, and the Materials, Marks, and Services available on the Site. "Materials" means the information, graphics, products, and features that are available on the Site. "Mark" means trademark, trade name, service mark, trade dress, custom graphics, or icons. "Services" means the software, applications, and other services that are available on the Site. Click on Accept the Terms to continue. Accept the Terms Decline Copyright 2017 Towers Watson. All rights reserved.

8 Your Personal Welcome Page After you have created your user name and password, and for all future visits, you will be greeted by your own welcome page. Log Out Welcome! If you have a Cash Balance Account in the Hawai i Pacific Health Retirement Plan ( Plan ), you should use this website to name one or more beneficiaries who will receive your Plan benefits if you should die before beginning to receive those benefits. If you have been married throughout the one year period ending on your date of death, your beneficiary will be your surviving spouse, unless you name one or more other beneficiaries on this website, and your spouse consents to that designation. If you have not been married throughout the one year period ending on your date of death, your beneficiary will be the beneficiary(ies) you name on this website. If you do not name one or more beneficiaries who survive you, then your beneficiary will be determined as follows: 1. Your spouse, if you have been married throughout the one year period ending on your date of death. 2. If you have not been married throughout the one year period ending on your date of death, your beneficiary will be your estate. Click below to view your current information, update your plan beneficiaries, and access plan information. Continue Click Continue to go to your personal information that only you have access to. Copyright 2017 Towers Watson. All rights reserved. Terms of Use Privacy Policy

9 Step 2: View Your Account Statement Your Pension Account Information Home Contact Change Password Log Out 1. Your balance is the value of your account as of the 1st day of the year shown. It will be recalculated once each year using information from the previous year. For example, your 1/1/2017 balance is based on data from Jan. 1 Dec. 31, Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Summary Plan Description Annual Funding Notice Retirement Planning Checklist For changes regarding your personal information listed (name, birthdate, marital status, etc.), call HPH Benefits at (808) or HRBenefitsQuestions@kapiolani.org. My Personal Information Date Of Birth (xx/xx/xxxx) 01/01/1981 Marital Status Address Single 1234 Waikiki Lane Honolulu, HI Hire Date 01/01/1999 Current Status Active If your marital status needs to be updated, please make the change in HERO. My Benefit Information Account Balance as of 01/01/2017 $100,000 Estimated Lump Sum available $100,000 Estimated Monthly Annuity at Age 65 $800 Vested This online statement reflects your future benefits actuarially calculated in compliance with IRS guidelines. The amounts shown are best estimate projections based on data used for the actuarial valuation of the plan. For example, the estimated accrued monthly benefit shown is calculated based on the Plan s mortality and interest rate factors in effect at the beginning of each year. Your actual monthly benefit amount will be based on the actual date that you terminate, the date you started in the Plan, your complete employment history and compensation with HPH, and the Plan s interest rate and mortality factors in effect at the time you leave. When you terminate, your final actual benefits will be calculated based on your complete historical employment data and the choice you make of payout or annuitized options available to you at the time you leave. Yes Your balance will be updated once each year, by around the June July period. Before balances are posted, data and calculations are reviewed and audited by HPH s pension plan actuary, Willis Towers Watson. All contributions into your pension account are made by HPH. Your pension benefit is entirely funded by Hawai i Pacific Health. To see how your account grows each year, read the informative resource document called About the HPH Pension Plan. (Link is in left margin.) Continue Print Print 3. Click Continue to go to the next section to name your beneficiaries. 2. Click Print to keep a copy of your statement. (Paper statements will not be issued and this website can only store and display account balance information for one year at a time.)

10 Step 3: Name Your Beneficiary(ies) Your beneficiary(ies) is who will receive your pension benefit should you die before you start to collect on it. This is an important step that you should not skip. Home Contact Change Password Log Out Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Summary Plan Description Annual Funding Notice Retirement Planning Checklist if your Marital Status is correct, continue by clicking on Add Beneficiary to go to the next screen. 2. Marital Status Current Marital Status: Single Please note that for purposes of indicating your marital status under the Plan, both the Internal Revenue Service and Department Of Labor have indicated that a domestic partnership or a civil union would be considered "single". If your marital status needs to be updated, please update in HERO. The change made in HERO will be reflected here within three weeks. Beneficiary Designations You can assign or update your Plan beneficiaries. As you are making updates, please consider the following: If you do not see any beneficiary(ies) listed below, you must first create your list of potential beneficiary(ies) by clicking here: Add Beneficiary Each beneficiary may be designated only once If you have questions about how to set up your beneficiaries, please see the for an explanation and examples. What is a Primary Beneficiary? This is the person(s) you name who will receive your pension benefit in the event you should die before you start to collect your pension benefit. What is a Contingent Beneficiary? This is the person(s) you name who will receive your pension benefit if no primary beneficiary(ies) is living at the time of your death. 1. First, review your marital status as shown on the screen. It is important that this be correct. If your marital status is NOT correct, you will not be able to continue this section until your marital status has been corrected in Employees HERO. It will take 2-3 weeks for your status to be updated. Please return to the website after a few weeks to complete your beneficiary designation. To correct your marital status in HERO: Log in to Employees HERO on the intranet >> Forms and Reports >> Personal Information >> Request to Update Marital Status >> Click arrow to change status to Married or Single >> Enter date marriage occurred >> click Save.

11 My Beneficiary: Individual Home Contact Change Password Log Out Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Summary Plan Description Annual Funding Notice Retirement Planning Checklist After entering all the information required for each person, click on Save & Continue. 3. Add Beneficiary Please select the type of beneficiary: Individual Please select the type of beneficiary: Trust/Estate Individual Trust/Estate Add Individual Add Individual Social Security Number no dashes (Required) Social OR Security Number no dashes (Required) This person is not a U.S. Citizen and OR does not have a Social Security Number: This person is not a U.S. Citizen 1. First and does Name not (Required) have a Social Security Number: First Last Name (Required) Last Date Name of Birth (Required) (Required) (xx/xx/xxxx) Gender Date of Birth (Required) (Required) (xx/xx/xxxx) Select a Gender Relation Gender (Required) Type (Required) Select a Gender Type To designate an individual person as your beneficiary, stay on this screen. Address Relation Line Type 1 (Required) Select a Type Address Address Line Line 1 2 (Required) City Address (Required) Line 2 City State (Required) or Foreign Country (Required) Select a State or Foreign Country State Zip Code or Foreign (Required) Country (Required) Select a State or Foreign Country 2. You will fill out one screen for each person you wish to consider naming as your Primary Beneficiary(ies) and your Contingent Beneficiary(ies). Examples can include your current spouse, your children (from present or previous marriages), your partner, your parents, your brothers or sisters, close relatives, or anyone else you want to consider leaving your pension benefit to should you die before you start to collect it. Zip Code (Required) Save & Continue Cancel 4. You will be taken back to the screen. To add another beneficiary, click on Add Beneficiary. Save & Continue Cancel

12 After you have entered all of your beneficiary information, a list will appear on the bottom of this screen. You will now designate who your primary and contingent beneficiaries are, and what % allocation you wish each to receive. Home Contact Change Password Log Out primary Beneficiary(ies) is who will receive your benefits should you die before you start to collect any pension benefit. Primary can be individuals or a trust or estate. Contingent Beneficiary(ies) is who will receive your benefit should both you and your primary beneficiary(ies) die before you start to collect any pension benefit. Contingent can be individuals or a trust or estate. Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Summary Plan Description Step 1: Identify and Designate Beneficiaries Marital Status Current Marital Status: Single Step 2: Confirm Beneficiaries and Allocations Please note that for purposes of indicating your marital status under the Plan, both the Internal Revenue Service and Department Of Labor have indicated that a domestic partnership or a civil union would be considered "single". If your marital status needs to be updated, please update in HERO. The change made in HERO will be reflected here within three weeks. If you are married and do not designate a beneficiary, your spouse is automatically considered your Primary Beneficiary at 100%. However, your spouse does not need be your Primary Beneficiary at 100% because the federal ERISA law allows you to make other designations and allocation amounts (different than spouse being Primary at 100%) as long as your spouse signs a Spousal Consent Form. This form can be printed from the website and must be notarized and turned in to the HPH Benefits Department at 55 Merchant Street, 25th floor, Honolulu, HI designation examples You may find it helpful to review the examples on the next page before you make your designations. 2. Annual Funding Notice Retirement Planning Checklist Beneficiary Designations You can assign or update your Plan beneficiaries. As you are making updates, please consider the following: If you do not see any beneficiary(ies) listed below, you must first create your list of potential beneficiary(ies) by clicking here: Add Beneficiary Each beneficiary may be designated only once If you have questions about how to set up your beneficiaries, please see the for an explanation and examples. What is a Primary Beneficiary? This is the person(s) you name who will receive your pension benefit in the event you should die before you start to collect your pension benefit. What is a Contingent Beneficiary? This is the person(s) you name who will receive your pension benefit if no primary beneficiary(ies) is living at the time of your death. Beneficiary Primary Primary Share Contingent Contingent Share Not Selected Kealoha, Flash 100 % % Kealoha, Mary % 50 % Save & Continue After you have completed your designations, press Save & Continue. You will be taken to the next screen that will ask you to review and confirm. 1. Select your Primary and Contingent beneficiaries and enter the % amount you want each to receive.

13 Examples of Beneficiary(ies) and Allocations Employee s Marital Status Primary Beneficiary(ies) Contingent Beneficiary(ies) Spousal Consent Form required? (Those named will receive your pension benefit should you die before you start to collect.) (Those named will receive your pension benefit should both you and your primary beneficiary(ies) die before you start to collect.) Married Spouse, 100% Son, 50% Daughter, 50% NO (Spouse is Primary beneficiary at 100%.) Married Spouse, 50% Daughter, 50% Son from previous marriage, 100% YES (Whenever a spouse is not Primary and receiving 100%, a consent form is required.) Married Trust, 100% Brother, 33 1/3% Brother, 33 1/3% Sister, 33 1/3% YES (Whenever a spouse is not Primary and receiving 100%, a consent form is required.) Single Mother, 50% Father, 50% Cousin, 60% Uncle, 20% Aunt, 20% NO (Form not required for single employees.) Important Reminder: Please review and update your beneficiary designations every year, or when life events happen such as marriage, divorce, birth, death, or any significant life or relationship change.

14 Add Beneficiary: Trust/Estate Home Add Beneficiary Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Summary Plan Description Annual Funding Notice Retirement Planning Checklist Please select the type of beneficiary: Individual Trust/Estate Add Trust/Estate Trust/Estate Tax ID (Required) Name Of Trust/Estate (Required) Trustee/Executor (Required) Relation Type (Required) Select a Type Trust/Estate Effective Date (Required) Save & Continue Cancel 1. Each field must be filled in. You cannot skip anything. The limit for each field is 25 characters (including spaces). Therefore, for longer trust or estate names, please do the best you can to provide an accurate description of the trust or estate name, such as in this example: Trust s actual name: The Michael & Lauren Williams Revocable Trust Amended 3/31/1998 Suggested abbreviated name: M&LWilliamsRevTrust 2. Click on Save & Continue after you have entered all the information.

15 Home Contact Change Password Log Out Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations Summary Plan Description Please carefully review beneficiary designations. If everything is accurate, you may complete your designations by scrolling down and selecting the Submit my Designations button displayed at the bottom of this page. You may go back and make any necessary changes. I elect the following Primary Beneficiaries and share allocations: Primary Kealoha, Flash 100% Child 1. Confirm Beneficiaries and Allocations After completing your Primary and Contingent beneficiaries and allocations, you will be asked to review your selections on this page. Annual Funding Notice Retirement Planning Checklist I elect the following Contingent Beneficiaries and share allocations: if you have to make changes, go up to the top of the screen and click on Step 1: Identify and Designate Beneficiaries. Contingent Kealoha, Mary 100% Other Understanding my designation I hereby warrant that all of the statements and information contained in this request (including my current Understanding marital status) my are designation true in all respects. I hereby understand warrant that that if I have all of made the statements any false or and misleading information statements contained in in this this request request that (including such statements my current could result marital in status) significant are true tax consequences in all respects. and/or monetary damages to the Plan, the Trust, Hawai i Pacific Health, and related companies. I understand that if I have made any false or misleading statements in this request that such statements could I result hereby in significant agree to indemnify tax consequences and hold (a) and/or the Plan, monetary (b) the damages Trust, (c) to Hawai i the Plan, Pacific the Trust, Health, Hawai i and (d) Pacific related Health, companies and related harmless companies. from any tax consequences and/or monetary damages that may result in whole or in part from my false and misleading statements. I hereby agree to indemnify and hold (a) the Plan, (b) the Trust, (c) Hawai i Pacific Health, and (d) related I companies certify that harmless the information from any provided tax consequences this form is and/or correct monetary and complete. damages that may result in whole or in part from my false and misleading statements. Submit my Designations 2. If the information is correct, click on Submit my Designations.

16 Authorization Form (Required, or Not Required) At this point, you should see one of 2 screens. The screen that you see will depend on whether or not you need to submit a spousal consent authorization form. Home Next Steps Yes, spousal consent form IS required. If you are married and your spouse is not designated as your Primary Beneficiary at 100%, your spouse will need to sign the Spousal Consent Form. Click on Print Authorization Form to print out the form. Step 1: Identify and Designate Beneficiaries Step 2: Confirm Beneficiaries and Allocations, thank you for making your beneficiary designations. Your beneficiary designations have been recorded. My Beneficiary Designation Summary View and print your Beneficiary Designation Summary for your records. Print Designation Summary Home Step 1: Identify and Designate Beneficiaries Next Steps, thank you for making your beneficiary designations. You're almost done. Contact You must print, sign and return the authorization form below before your designations can be finalized. No, spousal consent form is NOT required. You are done. Your beneficiary designations have been approved and recorded by the pension web system. You can print a copy by clicking on Print Designation Summary. Step 2: Confirm Beneficiaries and Allocations Summary Plan Description Retirement Planning Checklist If you are married, have your spouse sign the Spousal Consent (included in your Authorization Form) in the presence of a Notary or Plan Administrator. Print Authorization Form We will review your beneficiary designations and confirm your beneficiary designations once we receive your completed authorization form. Your spouse will need to sign the form in front of a Notary Public. Turn in the completed, notarized form to: Hawai i Pacific Health Benefits Department 55 Merchant Street, 25th floor Honolulu, HI HR Benefits will confirmation to you at your work address.

17 Step 4: Learn more about your pension plan Receiving pension benefits can make a significant difference for you and your family when you leave or retire from Hawai i Pacific Health. There is no cost to employees for this pension benefit because the plan and your benefit is fully funded by HPH. To understand more about the plan, some helpful resources are provided. Links are both on the page and also in the left-hand margin of every screen. This helpful guide takes you through the self-service pension website with screenshots and explanations on how to use the website to view your pension account balance and keep your beneficiary designations current. Detailed Plan Information This is an important document that explains everything you need to know about the HPH Pension Plan for Employees from who qualifies, to how much HPH puts in to your account each year for you and your family s benefit, to how you can receive that benefit when you leave or retire from HPH. summary Plan Description This is a legal document that providers of pension plans such as HPH are required to produce for its plan participants. annual Funding Notice This is a legal document required by the federal government providing annual pension plan details about the current funding level of the plan. Retirement Planning Checklist If you re thinking of retiring a year or several years from now, it s good to know what you have to do. We ve prepared this helpful list to put the things you need to know and do into one useful, convenient checklist. Summary Plan Description Annual Funding Notice Retirement Planning Checklist Step by step guide to navigate the self service website A brief summary of how the plan works A detailed description of how the plan operates Annual pension plan details Helpful to do list if you re getting ready to retire