Wiki: WEBOEE

MY BENEFIT ELECTIONS#

The screen WEBOEE is a scroll view of the employee’s elections.

The top of the form displays the Employee’s Open Enrollment Record Status and the OE Start and End dates.

An introductory paragraph is shown followed by several numbered paragraphs that step the employee through the election process. The content of these paragraphs may be tailored and may contain HTML tags. These paragraphs are the Election Intro Text found on the Plan Type in IBPT.

Only plans that are part of the Open Enrollment process will appear.

If elections related to the open enrollment have already been submitted by the employee, only plans that have been re-opened by the Benefit Administrator can be changed.

If there are no open enrollments for an employee, a message will be presented indicating there is no information to display. There is a site preference called SS_EMPTY_FRM_MSG which when set to ‘Y’ will display the message defined in ‘<FORM_NAME>_EMPTY’, where FORM_NAME is the name of the form that has no data to display, i.e.: WEBOEE. These messages can be tailored in IMMS using translations, the message codes are: WEBOEE_Empty.

At any time during the open enrollment process, the employee can print off a summary of the open enrollment elections. The print icon is displayed at the top of the form.

My Election Stage: The stage of the employee's open enrollment will display here.

Election Opened: The start date of the open enrollment will display here.

Election Closed: The end date of the open enrollment will display here.

Current Elections tab#

1. Please ensure that your demographic information is up-to-date.#

Go To My Person Profile: This button will take the employee to the WEEPP form so they may update their personal information.

Go To My Contacts (Spouse,Dependents, Others): This button will take the employee to the WEECN form so they may update their contacts.

2. Below is a list of benefits that are part of this open enrollment.#

Plan Type: The plan type associated to the plan is displayed here.

Plan Description: The description of the plan is displayed here.

Election Required: If enrollment in the plan is required this toggle will be checked.

Current Plan Status: This field indicates if the employee is currently enrolled in the plan.

3. If there has been a qualifying life or work event that affects your benefits, please click the line below.#

There Has Been A Qualifying Event: If the employee has had a recent life or work event that has not yet been recorded, they may do so by pressing this button which will take them to the WEBEV form.

4. Choose a basis to view your costs.#

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.

Enter Election Changes#

This tab displays all of the benefit election options that are available with this Open Enrollment.

5. Review the following plan options and choose your elections.#

Plan details are organized by Plan Type to make it easier for employees to understand their options, however employees make their elections one plan at a time.

The Election Intro Text, if provided in IBPT, will display above the list of plans within the plan type. If a URL was provided in IBPT, it too will also be displayed above the table of available plans.

Each plan must be elected separately.

Plans of the same type that are mutually exclusive may be grouped in a Plan Election Set. Only one coverage option may be elected from a Plan Election Set.

If BC codes were configured in IBPN to allow data to be entered (Enter Election) these will display above the plan details.

The employee makes an election choice by clicking the coverage they want. When one coverage option line is toggled on, all other lines are automatically toggled off.

If the plan participation is optional, an additional “Coverage Declined” line will be shown at the bottom of the list to give the employee the ability to opt out of the plan. On the third tab the employee will be prompted for the reason for the decline for any plans / plan election sets that they have declined here in tab 2.

In all cases where there is a choice, a “Coverage To Be Decided” line will appear at the bottom of the list to give the employee time to think about the coverage they want.

The “Coverage To Be Decided” line will not appear if the plan participation is required and there is only one coverage level to choose from.

Plan: The description of the plan will be displayed here.

Current Coverage: The employee’s current enrollment information always appears above the list of election options for the plan. If the employee is not yet enrolled in a plan, the Current Coverage will remain blank.

Benefit Recipient: This field will display any recipients that the employee has elected for the plan. Participants may be beneficiaries, children, dependents, or a spouse/others. The list of recipients available to an employee is derived from the relation type defined in IECT for each of their contacts and the recipient type defined in IBPN for each of the plan’s coverages. Participant changes are effective on the effective date of the coverage and do not impact current payrolls.

Plan: The plan description is displayed here.

Policy: The coverage's policy number is displayed.

Coverage: The description of the coverage is displayed here.

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.

Est Cost: This toggle indicates if the costs displayed are estimates. The true cost will be determined during the payroll process. This toggle will be checked ON if the coverage has the Estimated Costs toggle on in IBPN.

Your 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.

Basis: The costs are shown in the basis chosen by the employee, by Year / Month / Period. The basis may be changed in Step 4 on the first tab.

Choice: This toggle allows the employee to elect a coverage. One and only one coverage line must have this toggled on.

Corrections are needed to this coverage selection#

Please Note: This field will display any validation errors for the above benefit elections. If there are no validation errors, this field will not be visible.

6. Validate your election choices to ensure all of the requirements have been fulfilled. Once all of the options have been validated you may proceed to the next tab to submit your elections.#

Validate Elections: Employees are prompted to press a validate button to ensure their election choices are valid. Extensive validation is done to ensure the elections meet any conditions which were defined in IBPN. After the validation has completed, a pop up message will display indicating to the employee if their elections have passed or failed the validation process. If there are any errors, they will be displayed under each plan that caused an issue during validation. These notes will clearly indicate to the employee what is wrong with their election. The notes indicated are derived from message codes in IMMS.

Upload Required Documents tab#

7. The elections listed below require documentation.#

This step displays a list of plans and coverages which the employee has elected that have been defined as requiring documentation in IBPN.

The Required Documents field from IBPN will be displayed for each plan/coverage to indicate to the employee what documents need to be uploaded.

Plan: The plan code that requires documentation will be displayed here.

Coverage: The description of the coverage is displayed here.

Required Documents: This field indicates the necessary documents that must be uploaded by the client.

8.Please upload the documentation described above.#

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.

As stated earlier, 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.

Review Costs and Submit Elections#

9. Below is a summary of your benefit election costs.#

A summary of costs is displayed to let the employee see the impact of their elections. Totals are displayed for the employee’s pre tax cost, employee’s post tax cost and the employer cost. Costs will be shown by Pay Period, by Month or by Year, based on what the employee has chosen on the first tab.

Plan: The plan code that requires documentation will be displayed here.

Coverage: The description of the coverage is displayed here.

Election: This field will indicate if the plan requires employee participation.

Election Decision: This field will indicate if the employee has made changes to their current enrollments.

Est.Cost: This toggle indicates if the costs displayed are estimates. The true cost will be determined during the payroll process. This toggle will be checked ON if the coverage has the Estimated Costs toggle on in IBPN.

Your Cost Pre Tax: If the cost of the benefit is calculated Pre-Tax, the cost will display in this field. This is derived from the Benefit Component BC1040.

Your Cost Post Tax: If the cost of the benefit is calculated Post Tax, the cost will display in this field. This is derived from the Benefit Component BC1040.

Employer Cost: The employer's cost will be displayed here. This is derived from the Benefit Component B0680.

Basis: The costs are shown in the basis chosen by the employee, by Year / Month / Period. The basis may be changed in Step 4 on the first tab.

10. A Decline Reason must be selected for all declined plans.#

A summary of the plans the employee has declined will display. The employee is prompted to enter a ‘Reason for Decline’ for each of the plans they have declined, unless the site preference “BSS D REASON REQ” was defined with a value on N in IMST.

11. When you have completed all of your elections, please submit your changes for approval.#

When an employee has completed all of their elections, they will submit them for approval.

If there are no errors, a confirmation dialog will appear to ensure that the employee understands that their decisions will be binding.

If there are errors the employee will be directed back to tab 2 to correct the validation errors.

If the employee accepts the conditions, the election stage will change to Submitted and it will be up to the Benefit Administrator to review the employee’s choices. The employee will not be able to make any further changes to their elections, unless the Benefit Administrator intervenes.

If approval processes were defined in IDAP and if Approval logic was initiated in IBPN for the plan the elections will be sent through an approval process. Upon approval, the election will be ready to be processed.

When an employee submits their elections, the toggle, EMPLOYEE_SIGN_OFF, is checked on. This toggle is not seen in any form; it is strictly in the database and may be used for workflow purposes. When the employee’s open enrollment is re-opened, the toggle is unchecked.

The elections will not be brought through to IBEN at this point. They must first be processed by the Benefit Administrator