MARRIAGE GAIN A SPOUSE OR DOMESTIC PARTNER SCOPE: This is a US Employee Direct Access procedure. An employee should perform this procedure when they get married. IMPORTANT: The marriage should be entered in GEMS Employee Direct Access within 30 days of the event. Coverage will begin 1 st of the month following the Marriage date. NOTE: Changes made in the "All Contacts" section do not change your benefits. Any person you would like to become a Dependent must be added first as a Contact. If you are adding a Dependent you must complete the information in the All Contacts section before you can add them to your benefits. Contact your local Human Resources Professional if you would like more clarification. ACTIVITY PREFACE: This procedure begins when the employee selects the Employee Direct Access responsibility and is directed to the Talent Profile homepage. For Login Instructions, please refer to the GEMS user procedures on Chameleon, which can be found here. PROCEDURE: Add Contacts and/or Dependents 1. From the Talent Profile homepage, go to the Select an Action drop down and choose Personal Information. Click on the Go button. (Figure 1) Figure 1 2. In the basic details section, choose update (Figure 2). Revised: 5.10.13 Page 1 of 9
Figure 2 3. In the Choose Option form, click the radio button for Enter New Information because. Then click Next (Figure 3). Figure 3 4. At the very top of the field, enter the effective date, which should be the same date as the marriage date. Scroll down to the Other form and choose the appropriate marital status. Click on Next (Figure 4a & 4b). Figure 4a Revised: 5.10.13 Page 2 of 9
Figure 4b 5. The Talent Profile Review form will appear. Verify that all the information is correct. When you are finished verifying, click on Submit (Figure 5). Figure 5 6. You will receive confirmation that your changes have been applied. Click on Return to Overview (Figure 6). Figure 6 7. Scroll down to the All Contacts section and click on the Add button. (Figure 7) Figure 7 Revised: 5.10.13 Page 3 of 9
8. The Dependents and Beneficiary Create screen will appear. (Figure 8a) You will use this screen to enter the details of your new contact and/or dependent. Fields marked by a blue asterisk are required. Enter the following information: First Name Middle Name Last Name Suffix Relationship (Example: Spouse) You may need to scroll to the desired relationship designation. Relationship Start Date (Example: Date of marriage, which should match the effective date) Main Address: make sure the Use my address for this person field under Main Address is checked. Phone Number: Select the type of phone number from the drop-down list; then enter the telephone number with area code. Figure 8a 9. In the Additional Dependent Information Section enter the below information (Figure 8b): Gender Social Security Number Date of Birth (If this is not added, it will delay adding your dependant to your benefits) Starting Relationship Reason (marriage) Date of Marriage Revised: 5.10.13 Page 4 of 9
Figure 8b 10. The Personal Information: Review screen will appear. (Figure 9) Review the information for your Dependent/Contact. If the information appears correct, click the Submit button. To make changes to this person, click Back to return to the previous screen. If you no longer wish to make this person a Dependent or Contact, click Cancel. Figure 9 11. Once you have clicked on the Submit button, a Confirmation screen will appear. (Figure 10) Repeat for any additional dependants (i.e. step children). Click on Return to Overview. Figure 10 12. If this person is also an Emergency contact, follow the Update an Emergency contact procedure, which can be found here. If you would like to add your spouse to your benefits, complete the following steps: 13. From the Select an Action box, choose Benefits (Figure 11). Revised: 5.10.13 Page 5 of 9
Figure 11 14. The Dependents and Family members screen will appear. Review your new dependents information to ensure that it is correct. (Figure 7). Figure 7 15. Click on the pencil icon to review the dependent information. When you are finished reviewing information, click on Submit (Figure 8). Then click on Next. Figure 8 Revised: 5.10.13 Page 6 of 9
16. The Select Program form will appear. Make sure that the Salaried Benefits Program radio button is selected. Click on Agree (Figure 9). Figure 9 17. Choose the Benefits Enrollment tab (Figure 10). Figure 10 18. Click on the Click to enroll in Benefits button (Figure 11). If you do not see this option, an above step was not done correctly. Please review steps 1-12. If everything seems to have been done correctly please call 800-792-1110 for assistance. Figure 11 19. Go through each section and select your plan (i.e. EE+Spouse). When you are finished, click on Next (Figure 12). Medical Dental Vision Health Savings Account Flexible Spending Account Dependant Care Flexible Spending Account Revised: 5.10.13 Page 7 of 9
Supplemental Accidental Death &Dismemberment Optional Supplemental Life Insurance Optional Dependant Life Insurance Supplemental Long Term Disability Figure 12 20. The Check to Cover Dependents form will appear. Check the Cover box for all eligible dependents for EACH eligible benefit plan. If this box is not checked, the dependant will NOT be covered. When you are finished, click on Next (Figure 13). Figure 13 21. You will receive a confirmation page stating that you have completed Benefits enrollment and that your changes have been saved. Print a copy of this confirmation for your records (Figure 14a & 14b). You will need to select File, Print in order to print from the new window. Figure 14a Revised: 5.10.13 Page 8 of 9
Figure 14b ASK Work-Life Solutions Every marriage has its challenges. If you need personal assistance, please contact our ASK Work-Life Solutions program at 877-612-4207 or log on to their website (achievesolutions.net/sherwin-williams) for additional information Beneficiary Designation for Life Insurance You should review and update your beneficiary(ies) with Prudential Life Insurance online at www.prudential.com/mybenefits. You will have to enter the Policy/Control number: 51341. You can verify your current beneficiary(ies) online as well. Should you need assistance, contact Prudential directly at 877-602-4778. Beneficiary Designation for Retirement & Savings Plan You should review and update your beneficiary (ies) with Fidelity. You can access Fidelity s Online Beneficiaries Service by logging into your account at www.401k.com and clicking on Beneficiaries in the About You section within the Your Profile tab. If you do not have access to the Internet or prefer to complete your beneficiary information on a paper form, please contact Fidelity Customer Service at 1-800-323-4015 to request a paper form. End - Revised: 5.10.13 Page 9 of 9