IBPOE

Table of Contents

PROCESS EMPLOYEE BENEFIT OE ELECTIONS#

Once the employees have submitted their elections, the Benefit Administrator would then validate and process the employees’ elections via IBPOE. The Benefit Administrator can process the elections as they are submitted or can wait and process them all at once via the UBPOE (next step). IBPOE is a process screen that allows the Benefit Administrator to

If Approval logic is defined for the open enrollments, here is where the Benefit Administrator would be required to make the approval.

Open Enrollment

Election Opened
This date indicates the start of the open enrollment period. Employees will not be able to access the Open Enrollment prior to this date.
Election Closed
This date indicates the last day of the open enrollment period. Employees will not be able to make changes to their elections after this date.
Open Enroll Status
The Open Enrollment Status will be displayed here. This field is tied to the lexicon X_BE_OE_STATUS.
EE Open Enroll Stage
The stage of the employee's open enrollment will display here. This field is tied to the lexicon X_BE_OE_ELECTION_STAGE.
Total Plans
The total number of plans and plan sets in the open enrollment that the employee is eligible for.
Total To Be Decided
The total number of plans and plan sets in the open enrollment that the employee has not made a decision for.
Total Declined
The total number of plans in the employee's open enrollment with the decision of 'Declined'.

View Costs By

Year
This is a toggle field which allows the user to see the election costs on an annual basis.
Month
This toggle field allows the user to see the election costs on a monthly basis.
Period
This toggle field allows the user to see the election costs on a pay period basis.

Submit
This button will submit the employee's benefit elections.
Re-Open
The administrator can re-open the employee’s open enrollment if changes are required. When the Re-Open button is pressed the administrator will be prompted with a dialog that states, “Press OK to re-open all of the plans for the employee’s current open enrollment. Press ‘Cancel' to manually re-open individual plans”. If ‘Cancel’ is selected, the Re-Open Elections button located in the Plans area of the screen will become enabled and the administrator can then manually re-open plans on an individual basis. If only one plan was re-opened when the employee goes into WEBOEE to make a new choice for that plan, the other plans will be displayed as well but will not be editable.
Validate
Extensive validation is done when the administrator presses the Validate button. If any errors are encountered, they will be displayed in the Validation Warnings tab for each of the elections. The system will validate the employee's elections to ensure they are correct and are not missing required information, such as recipients.
Cancel
This button will allow the BE Administrator to cancel the employee's open enrollment.
Process
Once the employee's open enrollment has been submitted, validated and approved, the Process button will be available. By processing the open enrollment,the employee's elections will be processed into the IBEN form as official enrollments.

Plans
Plan / Plan Set
This field will display the plan code or plan election set that the employee is eligible for during the Open Enrollment.
Current Coverage
This field will display the coverage the employee is enrolled in. If the employee chooses a different coverage, this is displayed in this field. If the field is blank, this means that the employee is not enrolled in the plan and has not made a decision for the plan during this open enrollment.
Election Stage
This field displays the stage of the employee's election. This field is tied to the lexicon X_BE_OE_ELECTION_STAGE.
Election Decision
This field tracks the employee's decision on the election of the coverage. The field is tied to the lexicon X_BE_OE_ELECTION_DECISION.
Reason for Decline
If Decline Reasons are required and the employee declines the plan during the Open Enrollment, the decline reason is displayed here. If Decline Reasons are required and are not supplied for a declined plan, the employee will not be able to submit their election. By default the system will require a reason for decline when an employee declines a coverage; however this can be changed by adding the site preference “BSS D REASON REQ” to IMST with the value of N. If the value is Y then decline reasons are required.
Evidence Status
If Evidence of Insurance is required to be submitted, the status of the employee submitting the evidence is displayed here. The field is tied to the lexicon X_EVIDENCE_STATUS.


Re-Open Election
This will allow the Benefit Administrator to re-open individual election options for the employee.
Cancel Election
This will remove the option from the Open Enrollment for this employee.
Decline Election
The Benefit Administrator may decline an election option on behalf of the employee. Once declined, the button will change to 'Un Decline Election' which will change the election status to 'To Be Decided'.

Benefit Recipients
This will display any recipients the employee may have elected for the plan in focus. The Administrator may also elect recipients on behalf of the employee.
Enter Election
If BC codes were configured in IBPN to allow data to be entered using the Enter Election toggle these will display for the plan in focus. For example, this could be the employee's Deduction Amount. If there are no BC Codes configured to display, this field will not be visible.

Election Options tab#

This tab will display the election options for the plan/plan election set highlighted above.
Plan
The benefit plan code is displayed here.
Coverage
The description of the coverage is displayed here.
Policy #
The coverage's policy number is displayed.
Pre Tax
If the coverage has the Pre Tax toggle on in IBPN, this will be checked here as well. This indicates to the employee that the benefit costs are calculated pre-tax.
EE Cost
The employee's cost will be displayed here. This is derived from the Benefit Component B1040.
ER Cost
The employer's cost will be displayed here. This is derived from the Benefit Component B0680.
Choice
This toggle allows the employee to elect a coverage. One and only one coverage line must have this toggled on.

Validation Warnings tab#

Please Note
This will display any validation errors for the highlighted benefit election option.

Uploaded Documents tab#

Three media fields have been provided to allow the employee to upload documents if required. The three provided media are Birth Certificate, Marriage License and Health Questionnaire.

The prompts for these can be translated to meet your business needs and additional media may be added to the form if necessary.

Birth Certificate
This field enables the employee to upload a Birth Certificate.
Marriage License
This field enables the employee to upload a Marriage License.
Health Questionnaire
This field enables the employee to upload a Health Questionnaire.

OE Questions#

If the employee elected a Coverage that has an Assessment affiliated to it in IBPN, then the questions and answers will be visible in this tab. This is a view only tab.

For more information on asking questions in an Open Enrollment, please see the page Asking Questions in Open Enrollment.

OE Question Code
This field will display the user-defined code assigned to the assessment in IBAS.

Questions#

#
This field displays the sequence number of the question as it is defined in IBAS.
Question
This field displays the text of the question being asked.
Mandatory
This indicates if the question was defined as mandatory. If a question is required to be answered, the employee will not be able to complete the Assessment.

Responses#

Response
This field displays the employee's response to the question asked.

Notes #

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Screen captures are meant to be indicative of the concept being presented and may not reflect the current screen design.
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