INS: Online Enrollment Checklist

Overview

The following checklist serves to assist you with implementing eHub’s My Insurance Benefits Online Enrollment feature, a part of TEAM’s Insurance Benefits Management solution. Employees can review their current benefit elections and dependent and beneficiary information anytime on the My Insurance Benefits screen in eHub. They also will be able to elect benefits for the upcoming plan year using the online enrollment tool that is enabled during your company’s open enrollment period. You can also use the Online Enrollment feature for new hires at any point during the year. All confirmed benefit elections are automatically uploaded to WinTeam’s Insurance Benefits module.

  • Work with TEAM to license the Online Enrollment feature in eHub Employee Self-Service. This includes the My Insurance Benefits screen, online enrollment tools and the ability to post 1095-C forms on eHub. Fees per eligible employee apply.

Example:  Be sure to assign the My Insurance Benefits screen to your employees’ eHub role. See eHub Security.

  • To provide employee assistance and enroll employees in benefits by proxy, assign a benefits administrator the Online Enrollment: Employee Assistance feature of the Insurance Benefits screen in WinTeam. See WinTeam Security Groups.

    • Warning:  When using the Online Enrollment Employee Assistance feature, this disregards employee security levels.

Example:  Test the enrollment process in eHub using the proxy function prior to open enrollment.

  • On the Insurance Benefits Defaults window, enable the Online Enrollment feature by selecting the Using Online Enrollment check box. Then, enter the Start and End dates of your open enrollment period. This is the time period during which the online enrollment feature is enabled on eHub and eligible employees can enroll for benefits online.
  • Upload related benefit documents, such as summary plan descriptions, in the Resources tab of the Insurance Benefits Defaults screen. You can also include URL links to more information. Tie these files and URLs to the related benefits in the Benefits Setup screen, Resources tab. These files and links then will be available for employees to access in eHub.
  • On the Benefits Setup screen, Benefit Types add/edit list, enter a number in the Online Benefits Display Order column to determine the order in which the benefits will display on the progress bar in eHub. For example, if you enter a “1” for the Medical and a “2” for the Dental benefit types, the medical plans will be the first type of benefit displayed during the open enrollment process and dental plans will be second.
  • On the Benefits Setup screen, Online Enrollment tab, enter a number in the Display Order field to determine the display order of that particular benefit among other benefits of that type. For example, if you have a traditional medical plan, an HSA plan and a high-deductible medical plan, you can choose which of the plans displays first, second and third on the medical benefit section of online enrollment. Then, enter an informative description for the plan. This text will display in eHub, so you have the opportunity to clearly explain the plans to your employees using this feature.

An employee hired at the end of the benefit year may need to enroll in both a new hire package and open enrollment package at the same time. Online enrollment can handle enrolling the employee in both packages. With this setup, when the employee signs into eHub they are prompted to enroll in their new hire package first. Once they have confirmed their benefit selections for this package the summary view displays giving the employee the opportunity to enroll in their open enrollment package.

Setup

  • The new hire package has an effective date prior to the employee's stability start date
  • The open enrollment package has an effective date in the future
  • Both packages are set up for online enrollment
  • The Online Enrollment default Start and End dates need to include today's date
  • Use the Benefits Review screen to review the status of employee enrollments, including Not Started, In Progress or Confirmed elections. You must use the field chooser on this screen to review this information.

Example:  Use the Deduction Sync to review who has confirmed deductions.

Note:  Carrier Feeds For companies with 100 or more employees, work with TEAM Software and your broker to determine your need for carrier feeds.