Wiki: IBPOE

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

submit on behalf of the employee
validate the elections
cancel the employee’s open enrollment
process the elections
and if necessary, re-open the open enrollment if changes are required by the employee.

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'.

Election Options tab#

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.