MY BENEFIT ELECTIONS#

The screen WEBOEE is a scroll view of the employee’s election options that are available in the Open Enrollment.

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(System_Preference) 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 code for WEBOEE is: WEBOEE_Empty.

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.

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

The WEBOEE form is a multi-tabbed form which includes multiple steps that walk the employee through the election process.

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

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.

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Enrollment Information tab#

This tab holds the splash screen for general enrollment information. This tab can be customized by editing the file WEBOEE_TEMPLATE.html in the HLAppResources/release/docs/information_pages/ folder on the application sever. To customize this form a basic/general understanding of HTML will be required.

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Current Elections tab#

This tab allows the employee to see what plans are available in their Open Enrollment and see what their enrollment status is with each of the plans.

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.

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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.#

In this step the employee's are required to review their benefit election options and decide which plans they wish to enroll in.

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 Type

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.

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.

Each plan must be elected separately.

Election Intro Text

The Election Intro Text, if provided in IBPT, will display here above the list of plans within the plan type. This may be used to provide instructions for the employee or it may be used to provide additional information regarding the plan(s).

Plan Type URL

If a URL was provided in IBPT, it too will also be displayed here above the table of available plans.

Plan

The description of the plan will be displayed here. If the plans are tied to a plan election set, the name of the plan election set will display.

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.

Enter Election

If BC codes were configured in IBPN to allow data to be entered using the OE Enter Elections toggle these will display above the plan details. 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.

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.

OE Questions

This is an action button which will display when an employee elects a coverage which has an assessment associated to it. The button, when pressed, will present a window where the employee is directed to answer questions pertaining to the selected plan/coverage. Once the assessment (OE Questions) has been taken the status will change to Completed and the button will become greyed out. See the page Open Enrollment Questions for more information.

Re-Open Questions

This is an action button which will reset the status of the assessment (OE Questions) to allow the employee to change their responses to the questions. Once depressed, the OE Questions button will be available.

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. The Allow Value Override toggle must be checked ON for B1040 in order for this cost to show.

ER Cost

The employer's cost will be displayed here. This is derived from the Benefit Component B0680.The Allow Value Override toggle must be checked ON for B0680 in order for this cost to show.

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 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.

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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.

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.

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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 of the elected plan will display here.

Coverage

The description of the coverage is displayed.

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 B0840.

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.

Grand Total

A grand total cost will display for the sum of the Your Cost column and also for the sum of the ER Cost column. The wording 'Grand Total' is derived from the system message BEPS_00007, the wording of the message may be changed using translations.

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 of N in IMST.

Plan

This field will display the plan that the employee has declined.

Description

The description of the plan will display here.

Reason for Decline

The employee will be prompted with an LOV to select a reason for decline. This field is tied to the lexicon X_BE_DECLINE_REASON.

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

Submit All Of My Elections For Approval

This button will submit the employee's benefit elections. When pressed, the elections will under go validation to ensure the elections are valid. Once submitted the employee will not be able to make changes to their elections, unless the Benefit Administrator re-opens the employee's open enrollment.

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Notes #