SmartBen New Hire Benefit Enrollment Instructions

Transcription

1 SmartBen New Hire Benefit Enrollment Instructions SmartBen is District 622 s online benefit system and can be accessed at The following instructions will help you prepare for and complete the online enrollment process. You must enroll within 30 days of your date of hire. Failure to enroll within 30 days of hire will result in forfeiture of benefits. Before You Enroll Take time to review the information in your District 622 Benefits Summary Guide. It will help you understand your benefit choices. Discuss it with your family, too! More information can be found regarding the benefit options by clicking on the Plans on SmartBen (see Page 16). If you want to enroll your spouse or dependent for coverage for this year, now is the time to do it. You will need to provide the Social Security Number and date of birth for any spouse or dependent you enroll. If you have not received the Social Security Number for a newborn, enter Upon receipt of the Social Security Number, you will need to update the child's record in SmartBen under People Manager. For Term Life Insurance, you need to enter the beneficiary name(s) and relationship. If you need to exit SmartBen before finishing your enrollment elections, click logout. The system will automatically save the work you have done up to this point. Note: The election of or changing the amount of a tax shelter annuity (457/403b) is benefit NOT elected on SmartBen as original signatures are required. The forms are available on SmartBen under Plans or contact the Benefits Office at (651) Payroll Deductions SmartBen shows the typical cost per month for each benefit. Deductions are listed as EE (Employee Paid) and ER (Employer Paid). The actual payroll deduction amount is calculated based on the months of coverage considering the effective date of coverage and the number of remaining payperiods. Months of coverage x monthly premium remaining paychecks = per paycheck amount The number of paycheck deductions per year is either 16 or 24 times a year depending on your bargaining unit. For employees that work 12 months and receive 24 paychecks throughout the 12 month period, insurance deductions will be taken each payperiod for a total of 24 times. Teachers (not including Year Round Teaches) receive their pay 24 times a year starting August 31 st with the May 31 st being the last check. The May 31 st check is the equivalent of 6 paychecks. Insurance deductions will be taken from all paychecks. For employees that work less than 12 months, insurance deductions will be taken 16 times, October 15 th through May 31 st. Page 1 of 17

2 Steps to Complete Your Enrollment Step 1: Log on to and enter your Username (Social Security Number, no dashes) and Password (eight-digit date of birth, MMDDYYYY format). Example for Social Security number Example: for date of birth on June 10, 1964 Step 2: On the home page, you will see a Benefits Enrollment box. This box has a countdown of the number of days remaining in your new hire window. Underneath the countdown, there is a Begin Enrollment button. Click the button to begin enrollment. Page 2 of 17

3 Step 3: On the next page, there is a box with Available Enrollments, telling you what enrollments are available. You will see a button for New Hire Enrollment. Select the New Hire Enrollment button to begin your enrollment session. Step 4: Click on Manage People to add your personal information, beneficiary information and if applicable, spouse and dependent information. Page 3 of 17

4 People Manger: This is where your Personal, Spouse/Dependent, and Beneficiary information is stored. Click on the various buttons to update and/or add spouse/dependent information. Click on Manage Benefits to return to the benefit elections. Employee Info - Review your personal information and make changes if necessary. Spouse and Dependent Info Click on the Add a Spouse or Add a Dependent button to add your spouse and dependents information if you are enrolling them in a benefit plan. Click Save when you are finished. Adding spouse/dependent information in People Manager DOES NOT assign your spouse/dependent to coverage. You will assign your spouse/dependent to each plan individually in order for them to be covered. Beneficiary Info If you are electing Supplemental Term Life/AD&D coverage, click on Beneficiary to add or change your beneficiary. Click Save when you are finished. Adding your beneficiary information in the People Manager DOES NOT assign a beneficiary percentage. You will assign the percentage later in the enrollment process. Page 4 of 17

5 Step 5: To make a benefit election, click on the benefit and make your election. Click the Continue button when you are finished. If only one option is listed (ie legal and LTD insurance), simply elect the radio button and click on the Continue. Please note the Employee Cost and Per Pay Period is a per month amount. NOTE: The Summary of Current Benefits shown above is a sample only and may not exactly match your Summary of Current Benefits. Green Benefit Status lights indicate the stage is complete and red Benefit Status lights indicate the stage has not been started. For information on deduction frequency please see the Payroll Deductions section on page 2. Page 5 of 17

6 Step 5a: To make a change, click on the option you want to elect. You will first need to select which individuals are being covered by making your selection in the Who Is Being Covered box on the right. Then select the plan you want to enroll in. The selection you made will turn green. Click the green Continue button at the top right of the page when you are finished. Page 6 of 17

7 If you are enrolling a spouse or dependent in coverage, and you did not add them to the system in Step 4, you will need to click the green Add a Person button to add them in the People Manager. If you added a spouse and/or dependent already and you see their name listed, use the checkboxes to add or remove them from the plan. Then click Continue. Page 7 of 17

8 If you are enrolling a spouse in family Health/Vision coverage you will be asked a series of questions pertaining to other health coverage for which your spouse might be eligible. The page will automatically refresh as you answer the questions. Then click Continue. Page 8 of 17

9 Electing the HSA Health Plan (Non-Units, Clerical, Education Assistants, Local 70, Paraprofessionals, Principals) If you are enrolling in the HSA Health Plan, you will elect the medical plan on Smartben and then complete the HSA Election form if you would like to make a contribution to the Health Savings Account (above and separate from the possible District Contribution). The form is located at the lower right of the screen under Documentation. You will need to complete the form and return to the Benefits Office for your contribution to the HSA to begin. Any District Contribution will begin automatically; you do NOT need to complete the form to begin the District contribution towards the HSA. Page 9 of 17

10 Electing the HSA Health Plan continued If you elect family coverage, you will assign spouses/dependents as shown on page 4. Following the spouse eligibility question set (if applicable) is verbiage specific to the eligibility and particulars of the Health Savings Plan including a field to initial your understanding. Spouse eligibility questions Health Savings Account eligibility and acknowledgement Page 10 of 17

11 Flexible Spending Account-Medical Flexible Spending Medical and Dependent care is a 12 month period of July 1, 2016 through June 30, After you enter the dollar amount and click Continue, on the next screen you will need to enter your address and acknowledge the plan year by initialing and then click Continue. Page 11 of 17

12 Step 6: Once your elections are complete each benefit will have a green light. To proceed to the next step, click the green button labeled Elect & Continue. Page 12 of 17

13 Step 7: Verify Required Data: If you have not entered all required information, SmartBen will not process your enrollment. Click on each item in the Enrollment Task List and SmartBen will take you to the required page for corrections. Make your corrections; click Save Info and the Manage Benefits and Elect and Continue. Click on Click here to make changes, and then click the green Continue button. If you have entered all required information, click the green Continue button. Page 13 of 17

14 Step 8: Check to ensure all benefit elections are correct and Health/Vision and dental dependent assignments are correct. If so, enter your initials and click Continue. If changes need to be made, click on Manage People or Return to Lights to access the benefit options as appropriate. To make changes Page 14 of 17

15 Step 9: You have successfully completed the enrollment process! Select the Click Here link for a copy of your Confirmation Statement. This copy is for your records. Human Resources will receive your enrollment when you see the following screen. Review Your Confirmation Statement Carefully review your statement to ensure your benefit elections are accurate. Keep in mind, this Confirmation Statement is only a confirmation of your benefit elections. If carrier approvals are required, coverage will be subject to those requirements. Note: At any time during your first 30 days of eligibility, you can log back into SmartBen and make changes. Always remember to print a Confirmation Statement to serve as your confirmation of benefit elections. Insurance Cards and Information: **If you enrolled in medical coverage, HealthPartners will send out your medical ID card. You should receive your medical ID card within 3 weeks of your SmartBen enrollment. If you do not receive a medical ID card, contact HealthPartners directly at **If you enrolled in dental coverage, Delta Dental or CIGNA (whichever is applicable) will send out your dental card. You should receive your dental card within 3 weeks of your SmartBen enrollment. If you do not receive a dental card, contact Delta Dental directly at (651) or CIGNA at **There is not a card for the vision coverage through Vision Service Plan (VSP). **If you enrolled in the flexible spending (medical or dependent care), NationalONE VEBA health plan or NationalONE HSA health plan, you will receive information regarding these accounts from OneDigital or BanCorp within 3 weeks of your SmartBen enrollment. If you have any questions, please call the Benefits Office at (651) or visit Page 15 of 17

16 Questions About Your Insurance Plans? Step 1: Click on Plans at the top of any page. Step 2: Select the plan you would like to find out more about. Page 16 of 17

17 Step 3: The Plan Topics breaks the benefit information into key areas. Click on the plan topic you would like to view and then click on the link towards the center of the screen, Click here to view this topic. To view a different plan under the same topic click on the blue arrows to the left and right of the green graphic. For example, to view the information for the NationalONE VEBA $2000 plan, click on the arrow circled above. Continuing to click on the blue arrow will take you to the next benefit ie Dental, Vision etc without going back to Step 1. If you would like to see all plan details again, click on Return to Bookshelf. 12/9/16 Page 17 of 17