RISD 2018 Voluntary Insurance Open Enrollment Dec-01 Dec-15, Benefit Enrollment Instructions

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1 2018 Benefit Enrollment Instructions

2 Contents Quick Reference... 3 Access and log in to the Online Enrollment Portal (OEP)... 6 Password Reset and Login Instructions... 7 Enrolling in 2018 Supplemental Life, AD&D and Disability Benefits... 9 Step 1 - Update Dependent & Beneficiary Information... 9 Step 2 Benefit Enrollment Step 3 Cover Dependents Step 4 Update Life Beneficiaries Step 5 - Review & Finalize Your 2018 Elections P a g e

3 Quick Reference A summary of the steps required for choosing your benefits are outlined below. Each step is then explained in more detail. Log in to the Online Enrollment Portal Please view detailed instructions in the pages that follow. Step 1 Update Dependent & Beneficiary Information Enrolling in 2018 Supplemental Life, AD&D and Disability Benefits!!Do this First!! Review your existing beneficiaries and dependents. Make changes as necessary. Step 2 Benefit Enrollment Review your current benefits and make updates as needed. 3 P a g e

4 Step 3 Cover Dependents Review dependent coverage for benefit selections. Step 4 Update Life Beneficiaries Review beneficiaries for benefit selections. 4 P a g e

5 Calls and s on holidays, weekends and after normal working hours will be returned on a working day. 5 P a g e

6 Access and log in to the Online Enrollment Portal (OEP) Useful Tip: The Online Enrollment Portal (OEP) or OEBS or Oracle all refer to the same system. You can access OEP by navigating to If you are a regular user of OEBS, you probably log in through a shortcut or a browser bookmark. Log in the way you normally do. You can access this guide and other information in the RISD web page ( Click on the Staff menu to find open enrollment instructions. Useful Tip: Eligible employees should have received an open enrollment notification in their campus mailbox. Refer to this document for your user name. 6 P a g e

7 Password Reset and Login Instructions Follow the steps below to get logged into OEP. NO, I DO NOT HAVE AN RISD ACCOUNT Open a browser on your computer, type on the address bar and press the enter key to get to the login page. (Please use Safari on a Mac and Internet Explorer or Chrome on a PC) Your Password is RISD followed by your birth month and day. e.g. RISD0409 if your birth month is April and birth day is 09. Enter your User Name (as shown in the open enrollment ) and your password. Click the Login button. You will be taken to the Reset Password page. Enter your current password (see above) Enter a new Password (choose a password that is at least 8 characters long and not recently used). Re-enter the password and click the Submit button. Your password in now reset and you should be able to log in! 7 P a g e

8 YES, I HAVE AN RISD ACCOUNT Open a browser on your computer, type on the address bar and press the enter key to get to the login page. (Please use Safari on a Mac and Internet Explorer or Chrome on a PC) Click the Login Assistance link. Enter your User Name (as shown in the open enrollment letter). Click the Forgot Password button. Click the OK button in the confirmation Page. You should receive an from OEBSadmin within 15 minutes. The should contain a link. Click on the link. You will be taken to the Reset Password page. Enter your User Name. Enter a new Password (choose a password that is at least 8 characters long and not recently used). Re-enter the password and click the Confirm Password button. Your password in now reset and you should be able to log in! Secure your password and keep it private for account security. 8 P a g e

9 Enrolling in 2018 Supplemental Life, AD&D and Disability Benefits In addition to enrolling in your 2018 benefits, you will also be asked to provide information on dependents & life insurance beneficiaries (where applicable) and review and approve all benefit elections. This process begins with reviewing, adding and/or updating your dependents and beneficiaries Step 1 - Update Dependent & Beneficiary Information Useful Tip: Update Dependent & Beneficiary Information prior to updating your benefit elections. 1. After you have successfully logged in, click on RISD Self Service Benefits (located on the left under the Main Menu). Select the Benefits link from the list 2. Review and accept the Legal Disclaimer and click the Next button. Legal Disclaimer 3. On the Dependents and Beneficiaries page, review your current dependents and beneficiaries. Useful Tip: Please note the Dependents and Beneficiaries page shows individuals who are currently listed as your contacts in the system. This does NOT indicate that they are currently covered under any of your benefits. You will be able to review coverage/cover dependents and beneficiaries in Step-3 and Step Select the pencil icon in the Update column next to each dependent and/or beneficiary listed to validate and/or update an address or other information. 5. Select Add Another Person to add a new dependent and/or beneficiary. Fields with an asterisk * are required. If revisions are needed on this page, continue to follow the instructions and guidance in this section, If no updates or additions are needed continue to Step 2 - Benefit Enrollment by clicking the Next button. 9 P a g e

10 Dependents and Beneficiaries Update Dependents and Beneficiaries 6. If you need to update a dependent or beneficiary enter/correct the data in the Update Dependents and Beneficiaries page. Useful Tip: If you do not add your dependents and/or beneficiaries now, and come back later in the process, your elections will not be saved and you must start the process over. 7. Select the appropriate Relationship type from the drop-down list. 8. Enter the appropriate date value in the Relationship Start Date field, for example, this could be your date of marriage, the dependent s date of birth/adoption, etc. It must be a date prior to 12/01/ Complete the First and Last Name fields. 10. A dependent s social security number must be entered in the Social Security field in the following format: XXX-XX-XXXX. If the dependent does not have a social security number, or if you do not know it, please update this section later. Do not add an invalid social security number. 11. Select male or female for the Gender field. 12. A dependent s Date of Birth is required to determine the eligibility and/or rates for various benefit plans. 13. Select the appropriate marital status from the drop down list. 14. Select the appropriate drop-down choice in the Is this Person Disabled? field. 15. Review your changes and select the Apply button. 16. Repeat steps for all dependents and beneficiaries as necessary. 10 P a g e

11 Step 2 Benefit Enrollment 1. Select Next on the Dependents and Beneficiaries page to continue with your benefit enrollment. 2. In the Select Program page click to select RISD Life and Disability Program and click Next. Select Program Useful Tip: The other choice on this page RISD Health Program is not available for enrollment for most employees during the December 2017 open enrollment event. If you select this option, you will only be able to view your Current Health Benefit choices. You will need to click the Benefits Enrollment tab in the Current Benefits page to get to the Benefits Enrollment page. Click on Change Program to get back to the Select Program page. Current Benefits Benefit Enrollments (RISD Health Program) 11 P a g e

12 3. The Benefit Enrollments page displays your current benefit elections, covered dependents and life beneficiary designations. Select Update Current Benefits on this page to continue. Useful Tip: Even if you do not plan to make changes, review your benefits as displayed for accuracy. Benefit Enrollments (RISD Life and Disability Program) 4. In the Update Enrollments page, select the appropriate election option for each plan by checking the desired box. Useful Tip: If you choose to waive enrollment in a plan, do not select an option if one is not currently checked. You can also deselect any option that currently contains a check to waive enrollment. 12 P a g e

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14 Update Enrollments Useful Tip: Certification Required You will notice a certification requirement symbol next to certain choices. Certification Required Your coverage will be defaulted to the current (2017) coverage until the certification requirements are met. Unum will mail you a certification packet for all coverages requiring approval. Please complete and submit the required documentation to Unum as instructed. Make your choices by checking the box for the current choices. These include RISD Basic Life Insurance No cost to you RISD Basic ADD Insurance No cost to you RISD Employee Assistance Plan No cost to you Long Term Disability Income Protection Short Term Disability Income Protection Employee Term Life Insurance Spouse Term Life Insurance Dependent Child Term Life Insurance ADD Insurance 14 P a g e

15 Useful Tip: -Some plans can only be selected if you have enrolled in other plans. For instance, you cannot select spouse life if you waive employee term life coverage. This will result in an error in the following pages and you will need to return to the Update Enrollment page correct your choices. Similarly, you cannot enroll in child term life insurance without enrolling in employee term life insurance. If you have/are enrolled in term life insurance but have not designated a beneficiary, you will see this warning. 15 P a g e

16 Step 3 Cover Dependents A dependent is defined as: Your legal spouse, your unmarried children from birth to age 19, if over age 19 but under 25 are eligible if they are full time students at an accredited school. You may NOT cover your spouse or child(ren) as a dependent if your spouse/child(ren) is eligible for coverage as a full-time employee with RISD. On the Cover Dependents page, select which dependents to cover under each plan listed. Any eligible dependent(s) previously entered will appear on this page. Ensure that you enroll all applicable dependents for each benefit plan (the dependent s cover box must be checked for each benefit plan). Dependents not previously added at the beginning of the process can be added here by selecting the Add Dependents option. Cover Dependents Useful Tip: Clicking Add Dependents after making your benefit choices will result in your elections not being saved. You will see the warning below and you will be re-directed back to the Update Enrollments screen to make your choices again after you have added dependents. 16 P a g e

17 Step 4 Update Life Beneficiaries 1 On the Update Beneficiaries page, designate percentages for your primary and secondary life beneficiaries Useful Tip: The total percentages for Primary (and Contingent if applicable) must equal 100. Designated a Contingent (alternate) beneficiary is optional. 2 Beneficiaries not previously added at the beginning of the process can be added here by selecting the Add Beneficiaries option. 3 Review your changes and select Next to continue to the Confirmation Statement. Update Beneficiaries Useful Tip: Clicking Add Beneficiaries button after making your benefit choices will result in your elections not being saved. You will see the warning below and you will be re-directed back to the Update Enrollments screen to make your choices again after you have added beneficiaries. 17 P a g e

18 Step 5 - Review & Finalize Your 2018 Elections After you have completed all benefit elections, enrolled your dependents and designated your life beneficiaries, you will have the opportunity to review and finalize your changes prior to finishing your 2018 benefit enrollments. 1 Be sure to review all Selected coverages in the Benefit Selections section of the Confirmation Statement page and verify that you intended to Select the options and coverages listed. 2 Ensure you have covered your applicable dependents for each plan in the Covered Dependents section. 3 Validate your life beneficiary designations in the Beneficiaries section. Confirmation Statement - Success Note: If enrollment certification is needed, a warning message will be displayed is required) at the top of the confirmation statement page. You can also print the page displayed or the confirmation statement from this page. 18 P a g e

19 Confirmation Statement Warning 4 Select the Confirmation Statement option to save, open and print your 2017 benefit elections. Clicking the confirmation statement button results in a message to open or save the statement. Save the statement in a folder on your computer for your records. The Benefits Confirmation and Summary can also be opened and printed. 19 P a g e

20 Benefits Confirmation and Summary 5 Select Back to make changes to your elections (if needed) in the Confirmation Statement page. Confirmation Statement - Navigation 6 If you are satisfied with your elections, select Exit. After selecting Exit, you will be brought back to the Benefit Enrollments page; this page will contain any changes you have made during Annual Enrollment. The Update Current Benefits option will remain on the Benefit Enrollments page until the end of the Annual Enrollment period. 20 P a g e

21 Do not wait until the last day to choose your benefits. You will have more time to resolve any issues should they occur, and s or calls will be returned more promptly!! Calls and s on holidays, weekends and after normal working hours will be returned on a working day. 21 P a g e