The following is an overview of the Life and/or Work Event Open Enrollment process.
An employee must identify when there has been a life and/or work event that affects their benefit plans.
If an employee records a life or work event during an Open Enrollment period, it will be up to the Benefit Administrator to review the situation and determine which Open Enrollment period the employee should be making their elections in. The dates of the Open Enrollment period may need to be adjusted accordingly.
Step 1: Life or Work Event is recorded#
An employee records a life or work event via the WEBEV screen.If the employee wishes to create an event, they would click on the appropriate event and then press “I want to create this event”. A dialog appears requesting when the event took place and provides the employee with an option of adding comments
Step 2: Record or Maintain Life / Work Events in IBEV #
IBEV provides a listing of all life and work events for all of the employees.If the Benefit Administrator is waiting for proof of the event, they may come in here to change the status of the event from ‘Submitted’ to ‘Pending Proof’. Once proof has been received, they would check the Proof Received toggle and then change the status to ‘Processed’. This status has no bearing on the open enrollment status or the elections.
Step 3: Create Open Enrollment Record#
If proof is not required for the event, and if the Allow Auto Open Enrollment toggle in IBET is checked ON, then an Open Enrollment period is automatically created for the employee.
If proof is not required and the Allow Auto Open Enroll is not checked ON, then an OE period will not be automatically created.
If proof is required for the event, when the event is created in WEBEV / IBEV a message will be displayed stating proof is required. The event will still be recorded; however the Open Enrollment period will not be created even if Allow Auto Open Enroll is checked ON.
It is up to the Benefit Administrator to check the Proof Received toggle in IBEV once the proof has been received. Once this has been checked ON, the Create Open Enrollment button will be available to create the OE period for the employee.
If an employee records an event that took place in the past beyond the event’s number of days open, then a warning message is displayed to the employee. The event will still be recorded, however the OE period will not be. It is up to the discretion of the Benefit Administrator to manually create the OE period.
When the OE period is automatically created for a life / work event, the period is determined by adding the number of days open defined in IBET to the event date.
If no days have been specified in the Days Open field in IBET, then no date validation is performed.
Workflow actions may be defined to notify the Benefit Administrator when events are recorded and when proof is submitted. A workflow action may also be defined to notify employees when an Open Enrollment period is created.
Step 4: Employees review their elections via WEBOEE. #
The screen WEBOEE is a scroll view of the employee’s elections. Using this form the employee may review their benefit election options in the Open Enrollment. The employee may make changes to their current enrollments, elect new coverages, update or remove recipients and upload documentation.Step 5: Review and Approve Elections via IBPOE#
Once the employees have submitted their elections, the Benefit Administrator would then review and approve the employee's benefit elections using IBPOE.
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
- approve the employee's open enrollment
- process the elections (create enrollment records in IBEN)
- and if necessary, re-open the open enrollment if changes are required by the employee.
