My Self Service Benefits Version 4.0 11/04/09
Table of Contents Section Page Access PeopleSoft 3 Log In 4 Benefits 5 Benefits Summary 6 Benefits Enrollment 7 Review Benefits Options 8 Enrollment Summary 9 Medical 10 Tobacco Surcharge 12 Dental 13 Life 14 Supplemental Life 16 Spouse Life 17 Child Life 18 Staff Accidental Death & Dismemberment (AD&D) 19 Spouse AD&D 20 Child AD&D 21 Temporary & Long-Term Disability 22 Supplemental Long-Term Disability 23 Short-Term Disability 24 Retirement/ Savings Plans 25 Flex Spending Account (FSA) Health 26 FSA Dependent Care 27 Health Savings Account 28 Verify Benefits Elections 29 Submit Benefits Choices 30 Submit Choices & Authorize Elections 31 Enrollment Confirmation 32 Benefits Confirmation Statement 33 Benefits FAQ 34
Access PeopleSoft There are two options for accessing the main PeopleSoft site: Click on InSite from your computer, then select BUZZ in the top toolbar. You may also access PeopleSoft from any computer with internet access by typing mybenefits.sw.org in the browser address box.
Log In Enter your User ID and Password, then click Sign In. Note: This User ID and Password is the same as your regular Novell log-in information. If you need assistance with your User ID or Password, contact the Help Desk: 254-724-2501.) 11/4/2009 My Self Service Tab: Benefits page 4
Benefits Links to Benefits Information will display in the Benefits box on the My Self Service tab. 11/4/2009 My Self Service Tab: Benefits page 5
Benefits Summary Click the Benefits Summary link to review your current benefits choices. To view benefits as of another date, use the calendar icon to select the date or key in the date in the following format: MM/DD/YYYY. Click Go. 11/4/2009 My Self Service Tab: Benefits page 6
Benefits Enrollment Staff members may change their benefits choices during the advertised Open Enrollment period. (The only other time staff members may change benefits choices is at the time of a qualified family status change such as a birth, adoption, marriage, divorce, or spouse s loss of coverage. Please contact the HR Benefits team if you have questions about qualifying events.) To access your Open Enrollment, click the Benefits Enrollment link on the My Self- Service tab. 11/4/2009 My Self Service Tab: Benefits page 7
Review Benefits Options To review your benefit options for the plan year, click the Human Resources link. Click the Select button to begin your enrollment. 11/4/2009 My Self Service Tab: Benefits page 8
Enrollment Summary Page The Enrollment Summary page displays the benefits for which you are eligible. Some choices are View Only and some choices are available for you to update. Click the Edit button next to the corresponding benefit to review each of the benefit plans and options. Please review all of the benefit options before clicking Submit. Note that your current benefits choices will be displayed in the Current row for each benefit plan. Your default choices will be shown in the New row. Click the Edit button to review coverage details and make changes. Some plans like Medical and Dental will ask for you to enroll eligible dependents. Other plans such as life insurance and accidental death & dismemberment (AD&D) will ask for you to select beneficiaries. Medical Tobacco Surcharge Dental Life Employee Supplemental Life Spouse Life Child Life Employee AD&D Spouse AD&D Child AD&D Temporary Disability Long-Term Disability Supplemental Long-Term Disability Short-Term Disability Retirement/ Savings Plans FSA Healthcare FSA Dependent Care Health Savings Account Note: click Submit to send your final choices or I Have No Changes if you are happy with your prior elections and do not want to make any changes. 11/4/2009 My Self Service Tab: Benefits page 9
Medical: Review Your Options Click Edit next to Medical on the Enrollment Summary page to access this option. To review information about plan options, click on the Overview of all Plans link. Click on the underlined links to learn more about benefit summaries, deductibles, and covered services. Once you have finished reviewing this information, close the page to go back to your benefits enrollment. 11/4/2009 My Self Service Tab: Benefits page 10
Medical: Enrollment Click Edit next to Medical on the Enrollment Summary page to access this option. If you do not wish to enroll in Medical insurance, select the Waive button. If you want to enroll in Medical insurance, select your plan by clicking next to the Enhanced, Select or High Deductible Health Plan option. (Note that the High Deductible Health Plan option requires mandatory education through SWU.) If you have previously enrolled in Medical insurance, a list of current dependents will display. Click Add/Review Dependents to enroll additional eligible dependents. The following information is required to enroll a dependent: First and Last Name Gender and Date of Birth Social Security Number Relationship to staff member and Marital Status Address and Telephone Number Place a check mark next to each dependent you want to enroll. Click Continue or Cancel. A confirmation screen will display your choice, estimated per-pay-period cost, and covered dependents. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 11
Tobacco Surcharge* *This option is applicable only if you are electing Medical Coverage. Click Edit next to Tobacco Surcharge on the Enrollment Summary page to access this option. Select Surcharge Applicable if you or any of your dependents use tobacco products. Select Surcharge not applicable if you/ your dependents DO NOT use tobacco products. Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 12
Dental Click Edit next to Dental on the Enrollment Summary page to access this option. If you do not wish to enroll in Dental insurance, select the Waive button. If you want to enroll in Dental insurance, select your plan by clicking next to the Basic Dental or Enhanced Dental plan option. If you have previously enrolled in Dental insurance, a list of current dependents will display. Click Add/Review Dependents to enroll additional eligible dependents. The following information is required to enroll a dependent: First and Last Name Gender and Date of Birth Social Security Number Relationship to staff member and Marital Status Address and Telephone Number Place a check mark next to each dependent you want to enroll. Click Continue or Cancel. A confirmation screen will display your choice, estimated per-pay-period cost, and covered dependents. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 13
Life Click Edit next to Life on the Enrollment Summary page to access this option. Basic Life insurance is provided at NO COST TO YOU in the amount of one time your annual salary. You are automatically enrolled in this plan. The actual amount of coverage for this plan is based up on your salary, and will vary in accordance with any changes in your salary over time. A list of beneficiaries will display. These are the people you would want to have your life insurance proceeds upon your death. You may assign your life insurance benefits to the people currently listed as beneficiaries, or you may click Add/Review Beneficiaries to designate others. Beneficiaries can be the same people you have enrolled as dependents in the insurance plans, or they can be different people (sister, brother, parent, friend). The following information is required to enroll a beneficiary: First and Last Name Gender and Date of Birth Social Security Number Relationship to staff member and Marital Status Address and Telephone Number 11/4/2009 My Self Service Tab: Benefits page 14
Basic Life: Designating Beneficiaries First determine the Primary Beneficiary/ Beneficiaries. This is your first choice of who would receive the life insurance proceeds upon your death. Enter the percent you want your Primary beneficiary/(ies) to receive in the New Primary Allocation column. You can select one beneficiary to receive 100% or split the allocation between multiple beneficiaries. *The total in the Primary Allocation column must equal 100%. The secondary (or contingent) beneficiary is the person or persons the insured names to receive the life insurance proceeds in the event the primary beneficiary passes away before (or at the same time as) you, the insured. You can select one secondary beneficiary to receive 100% or split the allocation between multiple beneficiaries. *The total in the Secondary Allocation column must equal 100%. Click Continue or Cancel. A confirmation screen will display your coverage and beneficiaries. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 15
Supplemental Life Click Edit next to Supplemental Life on the Enrollment Summary page to access this option. In addition to the Basic Life insurance that S&W provides, you may also opt to purchase additional Supplemental Life insurance. If you do not wish to purchase additional Supplemental Life insurance, select the Waive button. If you want to purchase Supplemental Life insurance, click the button next to the coverage level you wish to buy. Note that the amount of Supplemental Life insurance you purchase for yourself will affect the amount you are able to purchase for spouse/ children. Follow the same instructions noted in the Basic Life section to enter Primary and Secondary Beneficiaries. If you select a coverage level greater than current coverage level, you will be required to provide Evidence of Insurability (EOI) before coverage takes effect. (A link to download this form is available in the Supplemental Life online section.) Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 16
Spouse Life Click Edit next to Spouse Life on the Enrollment Summary page to access this option. If you do not wish to purchase Spouse Life insurance, select the Waive button. If you want to purchase Spouse Life insurance, click the button next to the coverage level you wish to buy. Note that the amount of Supplemental Life insurance you purchase for yourself will affect the amount you are able to purchase for spouse/ children. You, the staff member, are the beneficiary for this life insurance plan. Evidence of Insurability (EOI) form may be required if you have not previously elected spouse life insurance or if you are increasing the amount of spouse life insurance. (A link to download this form is available in the Spouse Life online section.) Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 17
Child Life Click Edit next to Child Life on the Enrollment Summary page to access this option. If you do not wish to purchase Child Life insurance, select the No, I do not want to enroll button. If you want to purchase Child Life insurance, click the button next to Child Life - $10,000*. Note that the purchase of Child Life requires the staff member to first purchase Supplemental Life for himself/ herself. *Children from birth to 14 days are limited to $1,000. Electing Child Life coverage will automatically insure all eligible children for the same price. There is no need to enroll individual children. You, the staff member, are the beneficiary for this life insurance plan. Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. Elvis Presley 11/4/2009 My Self Service Tab: Benefits page 18
AD&D Click Edit next to AD&D on the Enrollment Summary page to access this option. In addition to the Basic Life insurance that S&W provides and Supplemental Life Insurance, you may also opt to purchase Accidental Death & Dismemberment (AD&D) insurance. This benefit is payable if you die, lose a limb, lose sight, or become paralyzed due to an accident. If you do not wish to purchase additional AD&D insurance, select the Waive button. If you want to purchase AD&D insurance, click the button next to the coverage level you wish to buy. Note that the amount of AD&D insurance you purchase for yourself will affect the amount you are able to purchase for spouse/ children. Follow the same instructions noted in the Basic Life section to enter Primary and Secondary Beneficiaries. Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 19
Spouse AD&D Click Edit next to Spouse AD&D on the Enrollment Summary page to access this option. If you do not wish to purchase Spouse AD&D insurance, select the Waive button. If you want to purchase Spouse AD&D insurance, click the button next to the coverage level you wish to buy. Note that the amount of AD&D insurance you purchase for yourself will affect the amount you are able to purchase for spouse/ children. The only available coverage options will be shown with dark circles (noted on this page with red circles for emphasis). You, the staff member, are the beneficiary for this life insurance plan. Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 20
Child AD&D Click Edit next to Child AD&D on the Enrollment Summary page to access this option. If you do not wish to purchase Child AD&D insurance, select the Waive button. If you want to purchase Child AD&D insurance, click the button next to the coverage level you wish to buy. Note that the amount of AD&D insurance you purchase for yourself will affect the amount you are able to purchase for spouse/ children. The only available coverage options will be shown with dark circles (noted on this page with red circle for emphasis). You, the staff member, are the beneficiary for this life insurance plan. Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 21
Temporary Disability Enrollment in Temporary Disability coverage is automatic for full-time and part-time staff members (scheduled to work at least 20 hours per week). PRN employees and employees classified as residents or fellows are not eligible. This coverage is provided at no cost to the staff member. Payment of this benefit starts on the 91 st day of continuous absence for illness or injury and continues through the 180 th day. Benefits are payable after staff member has exhausted all available PTO/EIB time. Coverage amount is equal to 60% of the staff member s weekly base salary, not to exceed $2,500. Long-Term Disability Enrollment in Long-Term Disability coverage is automatic for full-time and part-time staff members (scheduled to work at least 20 hours per week). PRN employees and employees classified as residents or fellows are not eligible. This coverage is provided at no cost to the staff member. The LTD coverage is available to eligible employees in two parts. Scott & White pays the cost of insuring up to $40,000 of base annual salary. Staff members have the option to purchase supplemental LTD coverage to insure that portion of salary in excess of $40,000. (See Supplemental Long-Term Disability, next section.) Benefits are payable after staff member has exhausted all available PTO/EIB time and reached the 180 th day of disability. The benefit is equal to 60% of your base monthly salary. The benefit period is based on your age at onset of disability. Benefits, if approved, begin on the 181 st day of disability. 11/4/2009 My Self Service Tab: Benefits page 22
Supplemental Long-Term Disability Supplemental Long-Term Disability insurance is available to staff members whose base annual salary is greater than $40,000. Click Edit next to Supplemental LTD on the Enrollment Summary page to access this option. If you do not wish to purchase Supplemental Long-Term Disability insurance, select the No, I do not want to enroll button. Note that LTD coverage is available to eligible employees in two parts. Scott & White pays the cost of insuring up to $40,000 of base annual salary. Staff members pay the cost of the supplemental LTD insurance to cover their annual salary in excess of $40,000. If you elect to purchase Supplemental LTD coverage, the benefit will be equal to 60% of your entire annual salary and, once enrolled, adjusts with future increases or decreases in pay. Benefits are payable after staff member has exhausted all available PTO/EIB time and reached the 180 th day of disability. The benefit period is based on your age at onset of disability. Benefits, if approved, begin on the 181 st day of disability. If you want to purchase Supplemental Long-Term Disability insurance, click the Long Term Disability Supp button. Your personalized cost for this coverage will display. Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. Elvis Presley 11/4/2009 My Self Service Tab: Benefits page 23
Short-Term Disability Click Edit next to Short-Term Disability on the Enrollment Summary page to access this option. If you do not wish to purchase Short-Term Disability insurance, select the No, I do not want to enroll button. Short-term disability is intended to protect your income for a short duration in case you become ill or injured. All regular full-time employees scheduled to work a minimum of 30 hours per week and all regular part-time employees working a minimum of 20 or more hours per week in a qualifying class are eligible for coverage. The maximum weekly benefit is 60% of weekly salary up to $2,500 per week. The maximum benefit duration is 13 weeks. Benefits begin on: 1st day from an accident 8th day from an illness Pre-Existing Conditions: You may not be eligible for benefits if you have received treatment for a condition within the past three months until you have been covered under this plan for six months. If you want to purchase Short-Term Disability insurance, click the Short Term Disability button. Your personalized cost for this coverage will display. Click Continue or Cancel. A confirmation screen will display your choice and estimated per-pay-period cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 24
Retirement/ Savings Plans Information on your participation in voluntary savings plans as well as the S&W Retirement plan will display on your Enrollment Summary page. These rows are view only rows and not available for editing. For changes to your 403b contributions, please contact Vanguard at 1-800-523-1188. The amount shown in the S&W Retirement plan row is based on your years of service. Please contact the HR Benefits department if you have questions about your retirement/ savings plans. 11/4/2009 My Self Service Tab: Benefits page 25
FSA Health Click Edit next to FSA Health U.S. on the Enrollment Summary page to access this option. If you do not wish to enroll in a healthcare flex spending account, select the No, I do not want to enroll button. If you want to enroll in a healthcare flex spending account, enter the annual pledge amount for the calendar year in the box. If you need help estimating your annual pledge amount, select the click here link to access the FSA calculator provided by WageWorks. (The annual amount must be between $100 and $5,000.) Once you know the annual amount you wish to pledge, click the Worksheet link to estimate your per-pay-period contribution. Click Continue or Cancel. A confirmation screen will display your pledge amount and estimated per-payperiod contribution. Click OK to store your choices or Edit to change your choices. Elvis Presley 11/4/2009 My Self Service Tab: Benefits page 26
FSA Dependent Care Click Edit next to FSA Dependent Care on the Enrollment Summary page to access this option. If you do not wish to enroll in a dependent care flex spending account, select the No, I do not want to enroll button. If you want to enroll in a dependent care flex spending account, enter the annual pledge amount for the calendar year in the box. If you need help estimating your annual pledge amount, select the click here link to access the FSA calculator provided by WageWorks. (The annual amount must be between $100 and $5,000.) Once you know the annual amount you wish to pledge, click the Worksheet link to estimate your per-pay-period contribution. Click Continue or Cancel. A confirmation screen will display your pledge amount and estimated per-payperiod contribution. Click OK to store your choices or Edit to change your choices. Elvis Presley 11/4/2009 My Self Service Tab: Benefits page 27
Health Savings Account** **This option is applicable only if you elected High Deductible Health Plan Medical Coverage. Click Edit next to Health Savings Account on the Enrollment Summary page to access this option. Click the button next to Health Savings Account. Enter the total elected contribution amount. Click Continue. A confirmation screen will display your pledge amount and estimated per-payperiod cost. Click OK to store your choices or Edit to change your choices. 11/4/2009 My Self Service Tab: Benefits page 28
Verify Benefits Elections After clicking Edit next to all benefits options and making your elections, review the Enrollment Summary page to confirm your benefits elections. Click the Edit button next to any benefit choices you would like to review/ revise. Note that a summary of your total cost per paycheck (as well as before tax and after tax amounts) will display at the bottom of the Enrollment Summary page. This is the amount you can expect to see deducted from both your first and second paychecks of each month. 11/4/2009 My Self Service Tab: Benefits page 29
Submit Benefits Choices After reviewing your benefits elections, click Submit to confirm your choices. If you encounter an Error, you will need to go back and correct your enrollment elections. If you encounter a Warning, review the corresponding message for the correct action to take. You can continue to finalize your enrollment. Elvis Presley 11/4/2009 My Self Service Tab: Benefits page 30
Submit Choices & Authorize Elections Review the information on the Submit Benefit Choices page. Click Cancel to return and edit your choices, or click Submit to send your final choices to the Benefits Department. Elvis Presley 11/4/2009 My Self Service Tab: Benefits page 31
Enrollment Confirmation Your enrollments are successfully recorded and submitted when you receive the following confirmation. 11/4/2009 My Self Service Tab: Benefits page 32
Benefits Confirmation Statement Your electronic Benefits Confirmation statement will be available on BUZZ within one week after Open Enrollment has ended. 11/4/2009 My Self Service Tab: Benefits page 33
Benefits FAQ Q: Can I edit my benefits elections after I click Submit? A: You will be able to return to the online enrollment and change/edit your choices online until Open Enrollment has closed. After your Open Enrollment event has closed, you will not be able to change/ edit your choices. You may return to the S&W Employee Self Service Benefits page at any time to review your elections, but the next time you will be able to make changes in your benefits choices is during Open Enrollment (or as the result of a qualifying family event such as a birth/adoption, marriage, divorce, or spouse loss of coverage). Q: Who should I contact with questions about benefits? A: There are several sources of information regarding benefits: Visit the Human Resources InSite page, and then select the Open Enrollment link or Compensation/Benefits to review key information. Call the main H.R. front desk for general benefits questions: 254.724.3772. E-mail the Benefits team for specific questions: HRBENEFITS@swmail.sw.org Q: Are there other benefit options outside of the online enrollment process? A: Yes, there are several additional options staff members may elect. 401(a) retirement plan: This is a retirement plan fully funded by Scott & White once a staff member reaches the following milestones: one year of service; 1,000 hours; and 21 years of age. Scott & White contributes a percentage of the staff member s salary. (Contribution percentage begins at 6% and increases based on years of service). Staff members gradually become vested in this plan: o 1 year: 20% vested o 2 years: 40% vested o 3 years: 60% vested o 4 years: 80% vested o 5 years: 100% vested 403(b) savings plan: Staff enrollment in this plan is automatic. Three percent of your salary will automatically be deducted from your paycheck and sent to a 403(b) account. To adjust the amount, you may contact Vanguard directly at www.vanguard.com or by calling 800-523-1188. Long Term Care: Long-term care ("LTC") is help with simple daily activities such as eating, bathing or dressing that you or a family member would need due to an accident, long illness or just the natural aging process. Long-term care can be provided in your own home, nursing home or other facility. Long Term Care insurance is available through MetLife. To learn more about coverage options, visit the following link and enter Scott & White as your company name. Link: https://mybenefits.metlife.com/mybenefits/ssi/commonaccess.do 11/4/2009 My Self Service Tab: Benefits page 34
Cash Income Policies: Scott & White Health Plan offers a variety of cash income policies. To view information and obtain an application form for these policies, please visit the main Scott & White Health Plan website: www.swhp.org (Type Cash Income Policies in the search box.) o Cancer Income Policy o Medical-Surgical Income Policy o Hospital Confinement Income Policy 11/4/2009 My Self Service Tab: Benefits page 35