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WELCOME TO SAINT PAUL PUBLIC SCHOOLS. When is Open Enrollment? October 25 through November 3, 2017 On-line Open Enrollment begins October 25, and will provide the opportunity for employees to make changes or new elections to their benefit coverages beginning January 1, 2018. During Open Enrollment, such changes as: Medical, Dental, Vision, Optional Term Life Insurance, and Short Term Disability elections can be made using our automated ebenefits Administration electronic on-line enrollment system Employee Self Service. YOU MUST RE-ELECT an annual dollar amount each calendar year if you participate in one of the following plans: Health Savings Account (HSA) Flexible Spending Medical Account (FSA) Flexible Spending Day Care (FSAD) Sick Sell (if applicable) Once the enrollment period ends November 3, you will not be allowed to make changes unless you experience a Qualifying Change of Family Status. Employees cannot change their elections after the enrollment deadline. The last day to make your benefit elections is November 3, 2017. All elections must be made by midnight on the 3rd to be effective for the new benefits year beginning January 1, 2018. Call the Benefits Hotline at 651-744-1030 or email the Benefits Team at Benefits@sppss.org, if you need assistance in completing Open Enrollment. 2
How to access Benefits Employee Self Service Go to: payroll.spps.org (do not enter the www in front of the URL) Click on: Employee Self Service 1. Enter your User ID Your 6 digit employee I.D. # 2. Enter your PeopleSoft password If you don t know your password, click the Forgot your password? link for password reset. During Open Enrollment you may contact the Human Resource Department, Benefits HOTLINE at (651) 744-1030. The HOTLINE will be available Monday through Friday from 8:00 am 4:30 pm October 25 to November 1, with extended hours on November 2 and 3 from 8:00 am to 5:30 pm for assistance with enrollment, change of password, or if you are having trouble logging in. 3
3. Click on: Main Menu 4. Click on: Self Service 5. Click on: Benefits 4
6. Click on: Benefits Enrollment 7. On the Benefits Enrollment Screen, Click on the Select Button next to Open Enrollment row. 5
How to select your benefits: Review the benefits listed on your Benefits Enrollment page. Your current selections (if any) will be listed under Current. The New row will show what you have enrolled in. 6
2. After you have clicked Edit for the Benefit you wish to change, a page with the specific options available to you for that benefit will open. The radio button will indicate your current benefit (if any). Click the radio button next to the option of your choice. If you elect to waive your benefits, select Waive. The rest of the screenshot is continued on the next page. 7
3. To enroll a dependent not on the list, click on the Add/Review Dependents button. 4. Click the Add a dependent link. 5. Complete the information about your dependent. Date of Birth and Relationship are required to determine if the dependent is eligible for benefits. Student status will NOT affect eligibility. Scroll to the bottom and click Save. 6. On Save confirmation page, click OK. 7. Review the information on the Dependent Personal Information page. Scroll to the bottom and click on the Return to Dependent/Beneficiary Summary. 8
8. On the Add/Review Dep/Ben page, click on Return to Event Selection link. At this point, you should see the dependent you added and can select that dependent for the coverage selected as long as the dependent has a relationship eligible for the benefit plan. Please Note: If you add a dependent age 18-26, you must select the Relationship of Child for the system to recognize the dependent. 9. Scroll up or down (as necessary) to Enroll Your Dependents. Review the names in the table. a. Under the Enroll column, check the box(es) next to the name(s) you would like enrolled. b. Under the Enroll column, uncheck the box(es) next to name(s) of dependents to be removed. 10. Review the information on the Benefits Enrollment page. If correct, scroll to the bottom of the page and click Update Elections. 11. You may see a message that states: Important: Your enrollment will not be processed until you submit your elections. This is just a warning statement. You will want to make sure you Submit the elections at the end of the session. 12. Review the information regarding your choice and your estimated per pay period costs. a. Click Update Elections to complete this selection. OR b. Click Discard Changes to leave the page without saving the change you made. 13. Once you click Update Elections or Discard Changes, you will return to the main page Benefits Enrollment 9
Sick Sell Election Teacher, Principals and ASAP members are eligible to sell sick days as part of their Open enrollment Process. Sick leave used in the previous school year (July 1 through June 30) will determine the member s eligibility to convert sick leave scheduled for accrual in the upcoming year. To be eligible, the following criteria must have been met in the previous school year (July 1 through June 30). 1. Be in the Teacher, Principal or Association of Supervisory & Administrative Personnel (ASAP) bargaining units. 2. Have 30 or more sick days in your accrual balance. a. If you used less than 1 sick day in the last school year. You are eligible to sell 6 sick days; b. If you used less than 3 sick days in the last school year. You are eligible to sell 4 days; c. If you used less than 5 sick days in the last school year You are eligible to sell 2 days. Bargaining Unit ASAP Principals Teachers Sell Rate $175.00 per Day Sold $175.00 per Day Sold $100.00 per Day Sold 1. Click on the Sick Sell Election 2. Choose the number of sick days to sell by going to a. Self Service > Benefits > Sick Sell Election. Then enter the number of days and submit the election. ABOUT THIS GUIDE This is a summary of your benefits under the Saint Paul Public Schools CHOICES Plan. If there is any discrepancy between information in this booklet and the actual Plan Documents, the Plan Documents will control in all cases. 10
Additional Instructions 1. Election Updates a. Whenever you click on Update Elections you will be shown the estimated per pay period cost. Please note this amount does not include the district s portion of the premium. b. All 10 month employees are required to be enrolled in the corresponding Summer Deposit Benefit Plan for each selected benefit. (The summer deposit is the monthly cost of the summer months benefit added together and then divided over the 12 paychecks from January to June). If not, you may see a message No Cross Plan Type found. 2. Medical and Dental a. Select the plan for which you wish to enroll and add your dependents. The system will determine the type of coverage (Single, Employee plus One, Family) 3. Optional Life Insurance, Spouse Life and Dependent Life a. Once you select Yes as an option, a field will open allowing you to enter the coverage amount you want to elect. b. If you increase your coverage, you will be REQUIRED to submit a form showing Evidence of Insurability (EOI). There will be a link to the form on the online enrollment page. You should print out the form and follow the instructions on the form. You will NOT be enrolled in the additional coverage until the proof is received. 4. Short Term Disability a. If you increase your coverage by more than $100, you will be REQUIRED to fill out a form showing Evidence of Insurability (EOI). There will be a link to the EOI form on the online enrollment page. You should print out the EOI form and follow the instructions on the form. You will NOT be enrolled in the additional coverage until the proof is received. If you choose to increase your coverage by $100, enter the total amount you want for coverage. e.g. current coverage is $2300 increase by $100 without EOI enter $2400. 5. Flexible Spending Accounts and Health Saving Accounts YOU MUST RE-ELECT an annual dollar amount each calendar year if you participate in one of the following plans: Health Savings Account (HSA) Flexible Spending Medical Account (FSA) Flexible Spending Day Care (FSAD) Sick Sell (if applicable) a. You will be prompted to enter an Annual Amount. b. To enroll in a Health Saving Account, you must be enrolled in the corresponding Medical Plan. If not, you will receive a message No Cross Plan Type found. Enrolling into the Health Savings Account for the first time, you MUST turn in the Optum Authorization form. The HSA account CANNOT be created without the form. 11
HOW TO SUBMIT/FINALIZE YOUR SELECTIONS: If you have made all the changes you want to make and the Benefits Enrollment: Open Enrollment reflects the desired information under NEW for each of your benefit options, then click on the Submit button to submit your changes. If you want to make other changes, click on the Edit button beside that benefit option. NOTE: Once you have submitted, if you re-enter the online benefits system (even to view your selections with no changes) after submission, you MUST make sure to SUBMIT your elections again. Failure to do so will change your elections back to 2017. Congratulations! You have successfully enrolled in your benefit elections. Verifying Your Elections AFTER December 1st, you may view your new elections for plan year 2018: 1. Go to: Payroll.spps.org 2. Enter your User ID and password. 3. Click on the Self Service link 4. Select the Benefits Summary link. 5. The Summary will automatically default to today s date. To see your new elections, enter your benefits eligibility date (1/1/2018). 6. Print a copy of the Summary for your records. Please contact the Benefits Office at 651.767.8200 or via email at Benefits@spps.org if you see any discrepancies or need to make corrections after the end of Open Enrollment. Be advised that you will need to have a copy of the Summary. IMPORTANT NOTICES: No changes due to discrepancies or corrections will be allowed after December 31, 2017. No exceptions. 12