Last Update:

04/23/08 11:58 AM

   
 

ESS - Benefits Enrollment

ESS

Purpose

Use this ESS service to update benefits plan enrollment details. The Enrollment service is part of the 'My Benefits' tab in ESS.  This service is used when an event occurs that allows the employee eligibility to enroll or change their benefits plans.  Employees can initiate elections and changes for the following reasons:

· During the State's defined Annual Enrollment period(s)

· Initial enrollment upon becoming eligible (i.e. New Hires)

· Adjustment of plan enrollments as a result of employee life events (marriage, divorce, birth of a child) or job changes

If the enrollment is occurring due to a life event or job change, the Benefits Administrator will create an adjustment reason record upon receiving verification of the event.  The employee will not have access to the enrollment service until your local HR department creates an adjustment reason record.  For example, when the Benefits Administrator creates the adjustment reason for 'Marriage', the employee will then see a link available in ESS called 'Marriage.'  The link is dynamic and is only available for the timeframe specified by the Benefits Administrator.  The employee must complete all enrollment processes (new and adjustments) within that timeframe -- before the link expires, as it will no longer be available.

If the employee wants to add dependents or beneficiaries to plan selections, they must be added first using the ESS Family Members/Dependents service. 

Related Documents

These instructions assume that you have already logged into the ESS/MSS portal. If you need assistance logging in, please refer to the Logging on to the BEACON Employee Portal instructions.

  

Procedure:

 

 

1. After logging on, the user will be defaulted to the BEACON Home Pag

BEACON Portal Home Page

2. Click the My Data (ESS)  tab.

ESS: Overview Page

Information:  The Overview page shows all the available Worksets (Tabs) in ESS.  A Workset is a grouping of web applications by functional area (e.g. Benefits, Time Management, etc.).

3. There are three ways to display the ESS Benefits page. Use one of the methods below to display the "my Benefits" page. 

Activity

Notes

 

 Select the Workset tab.  The Workset tabs are located below the Business Package tab (i.e. ESS, MSS, etc.).

 

 Click the icon for the Workset, 'My Benefits.'

 

 Click the main hyperlink for the Workset, 'My Benefits.'

 

Area: My Benefits

Information:  The My Benefits page includes all the associated web applications for benefits, the links to access the applications, and a short description of each application (if applicable).

4. To go to the Enrollment service, click the hyperlink for the applicable adjustment reason (e.g. NC Flex Annl Enroll, Marriage, etc.).

Critical:  When the hyperlink for the adjustment reason is displayed, the adjustment period is also displayed.  Employees must complete all plan selections and changes within this period.  The hyperlink will no longer be available for the employee in ESS when the selection period has expired.

Enrollment: Plan Selection

Information:  The Plan Selection screen is displayed.  The plan selection displays an offer corresponding to the adjustment reason.  The plan selection displays the following:

· Plan Type (e.g. Medical)

· Plan (e.g. Indemnity Plan)

· Enrollment Validity (Start date of participation)

· Costs (The estimated employee cost)

· Remarks (Option and dependent details, if enrolled; informational messages; external websites pertaining to the plan)

5. Select the radio button of a plan and perform one of the following:

If

Then

You want to add the plan as a new plan (not previously enrolled).

 Click

You are already enrolled in the plan, but would like to make changes (options, add/remove dependents, etc.).

 Click

You are currently enrolled in the plan, but would like to terminate all coverage and participation.

 Click

 

6. Skip to the appropriate step to make changes to a specific plan. Enrollment by Plan Type:

To Enroll in Plan Type

Go To

Health Plans

· Medical

· Dental

· Vision

Step 7

Insurance Plans

· Life

· Cancer

Step 10

Flexible Spending Account Plans

· Dependent Care FSA

· Health Care FSA

Step 18

 

7. For the purpose of this exercise, enroll into a Health Plan (Medical, Dental, Vision).  Select the radio button for one of the Health Plan Types and click .

Enrollment: Plan Adjustment

Caution:  During the enrollment process, you will see the 'Pre-Tax Deductions' checkbox.  The box will default as checked.  If unchecked, the benefit plan will be deducted on a Post-Tax basis. 

Note: You can only select the State Health Plan as a Post-Tax deduction.  All other plans require Pre-Tax deductions.

8. Choose a plan option (option type, dependent coverage, and cost) and click .

Enrollment: Select Dependents

Information:  If you want to add new dependents or beneficiaries to a plan selection, they must first be added through the ESS 'Family Member/Dependents' service.  If they are not added here first, they will not be available for selection during the enrollment process.

Reference:  My Personal Info - Family Members Dependents job aid.

9. Select your dependents or beneficiaries (if applicable) to be included in the plan coverage and click .

Enrollment: Plan Selection

Information:  The user is navigated back to the Plan Selection screen (aka the offer) after adding or adjusting a plan.

10. To enroll into an Insurance Plan (Life, Cancer), go back to the main plan selection screen.

Enrollment: Plan Selection Screen

11. For the purpose of this exercise, select the radio button for 'Life' and click

Insurance Enrollment: Plan Adjustment

Information:  To purchase additional Life Insurance coverage:

1. Click inside the Additional Units space and enter the number.

2. Click the Recalculate button.

3. Review the Total Coverage amount and the new monthly cost in Employee Cost (Monthly).

12. Make the final entries for insurance coverage and click .

Insurance Enrollment: Select Beneficiaries

Information:  The names of the employee's beneficiaries are displayed.  The name are derived from the data entered in the Family Members/Dependents service.

13. Enter the Beneficiary and Contingent Percentages.

Information:  If more than one primary beneficiary is designated, payment will be made in the percentages designated (or in equal shares) to the primary beneficiaries who survive you.

A contingent beneficiary is an individual who is entitled to receive the benefits of your insurance policy if the primary beneficiary dies.

If the primary beneficiaries do not survive you, payment will be made in the percentages designated (or in equal shares) to the contingent beneficiaries who survive you.

Tip: The numbers in each percentage column must add up to 100%.

14. Enter the beneficiary information and click .

Insurance Enrollment: Plan Selection Screen

15. Depending on the coverage elected in the Insurance Plans, Evidence of Insurability (EOI) might be required.  If EOI is required, the following link will be displayed on the plan selection screen:

16. To submit EOI, click the link.  When you click the link, a new internet browser window will open and connect to the insurance vendor's site (e.g. Allstate or ING).

Insurance Enrollment: EOI

17. Complete all the EOI questions from the vendor and submit the form (directions by vendor will vary and will be provided on their form).  When the EOI process is complete, close the browser window and return the BEACON ESS Enrollment screen.

Insurance Enrollment: Completed

18. To enroll in a Flexible Spending Account plan (Dependent Care FSA, Health Care FSA), start from the plan selection screen.

FSA Enrollment: Plan Selection

19. For the purpose of this exercise, select the radio button for Health Care FSA and click .

FSA Enrollment: Plan Adjustment

20. Enter the annual Contribution Amount and click .

FSA Enrollment: Completed

21. Please note the following important benefit enrollment tips:

Enrollment Type

Notes

Medical Plan Selection

If the employee wishes to enroll in a medical plan, they must select a plan during the enrollment process.  Employees are not automatically enrolled.

Medical Plan Selection

The offer will display Medical plans with two enrollment start dates to chose from.  The employee must select the start date he/she would like the coverage to begin.

All Plans - Pre-Tax Deduction

During the enrollment process, employees will see the 'Pre-Tax Deduction' checkbox.  The box will default as checked.  If unchecked, the applicable benefit plan will be deducted on a Post-Tax basis.

Note: It is not typical to elect benefits as Post Tax. 

Life Insurance (ING)

Cancer Plan (Allstate)

·  Depending on the coverage elected in these plans, Evidence of Insurability (EOI) might be required. 

· If EOI is required, employees will be navigated to the vendor's site during the enrollment process. 

· Once at the vendor's site, the employee will be required to answer to EOI questions. 

· If EOI is required, the coverage elected will not be effective until received and approved by the vendor.

 

22. Continue adding or adjusting the plans for enrollment by repeating the previous steps.

23. When you complete the enrollment in all applicable plans, click

Review Enrollment

24. Perform one of the following:

If

Then

You want to complete your enrollment and save your additions/changes.

 Click

You want to go back to the plan selection and continue with the enrollment process.

 Click

You want to cancel all additions/changes made in the previous steps and go back to the Area page.

 Click

 

25. For this exercise, complete the enrollment and click .

Enrollment: Completed

26. To display or print the new plan confirmation statement, click

Benefits Confirmation Statement

Information:  The Benefits Confirmation Statement is only available when an enrollment is complete.  It is recommend to save or print the confirmation for your reference.  To view your benefit plan coverage outside of Annual Enrollment or a qualifying event, go to the 'Participation Overview' service in ESS.

Reference:  My Benefits - ParticipationOverview job aid

27. The system task is complete.

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