ONLINE OPEN ENROLLMENT FOR EMPLOYEE INSURANCE

Transcription

1 ONLINE OPEN ENROLLMENT FOR EMPLOYEE INSURANCE WAYZATA PUBLIC SCHOOLS #284 Wayzata MN Joanne Fieldseth & Amy Sorensen

2 Wayzata has used Skyward Online Enrollment for two years (1500 benefit eligible employees) Reduce paper Save money (had the system, why not use it) Eligibility audit Employees are familiar with Employee Access Future goal to use it year round for enrollment

3 1 st -MUST HAVE INSURANCE TRACKING MODULE! It is a web option and also still has some PAC (not all insurance tracking is moved yet). Web has the setup pieces for this process.

4 SKYWARD LINKS: You may also find these documents by clicking?, then SkyDoc; search for Open Enrollment Checklist. Open Enrollment Checklist Access Options Plan Selection Custom Forms Completing Custom Forms in Open Enrollment Custom Forms in Open Enrollment Approvals Open Enrollment Approvals Open Enrollment Activity/Move to IT

5 The link below is for our enrollment video. This is what our employees viewed. We will view this and then break it down on how we set the process up.

6 Staff log into Employee Access and are directed to the 6 steps we created in Online Forms.

7 To activate your custom forms in Employee Access, navigate to Human Resources, Employee, Online Forms. Add, clone or edit as needed. Make sure you activate your form. Within the Online Forms (WH\EP\OF), we set up when to activate the forms and the Step Detail.

8 Our first step was a link to our video. The second step was our Documents to Review. This step includes links to Google Drive where we added the forms we wanted staff to refer to (flex, health, dental, etc.).

9 The next 3 steps/links take us to our custom forms (advanced custom forms).

10 Within the Custom Forms (WH\EP\PS\CF\CF\MS) we set up the Advanced Custom Forms. We created 3 custom forms: Dental and Health verification for dependents and Flexible Spending Accounts election. We data mine from each of these forms. We imported the information from our insurance carriers; but we also wanted to make the employee responsible for the verification of coverage and eligibility. (To learn more about Custom Forms attend Session 3 today: Advanced Custom Forms)

11 Need to add screen shot of dependents/info Please note: There is an option for employees to add dependents. We didn t use this area as we currently cannot import information from our insurance carriers AND cannot data mine from this information. However, you can run a dependents report from Insurance Tracking. To be continued

12 Final step of the first process.

13 After employees complete the steps in our custom forms, they return to the main screen to complete the second part of the enrollment process their insurance election. They click on the Online Open Enrollment tab to select plans.

14 This screen shows the employee s current coverage and their option for open enrollment. To get this set up, we: 1. Roll current coverage plans 2. Access Options set up 3. Plan Selections set up (refer to Skyward OE Checklist Steps)

15 After selections of add or drop, employee is then shown screen that shows what they have chosen (note green word Add, Red word Drop, and black word Retain). If done, Submit Coverage.

16 Note that Submit Coverage Selections to HR is now green meaning they have completed the step!

17 1. Roll Our Current Coverage plans In PAC, Roll Insurance Plans: HR/IT/UT/YE - Human Resources, Insurance Tracking, Utilities, Year End Roll

18 2. Access Options Set up your Access Options: WH\IT\PS\CF\OO\AO This option allows all employees access to the open enrollment screens. Refer to Skyward OE Access Options Document

19 Display Online Open Enrollment button in Employee Access PS\EM\CF\SE Check box Display Online Open Enrollment. We keep the Online Open Enrollment button active year round. Employees can only view selected insurance after Open Enrollment ends.

20 3. Plan Selections Set up your Plan Selections: WH\IT\PS\CF\OO\PS Defines which insurance plans are available for Open Enrollment. Refer to Skyward OE Plan Selection Document

21 We chose to wait until Open Enrollment was completed to approve the records just in case people made changes. This screen shows going to Insurance Tracking and choosing Open Enrollment Approvals. Refer to Skyward OE Approvals Document

22 This screen would show all the employees that have completed Open Enrollment and gives you the options to approve or deny the enrollments. (It is empty as we don t have any records currently waiting to be approved ) On the far right, you may choose to select all, deselect, reset; and also you may select Report to validate requests and create report of any exemptions found. The Submit Approvals and Denials button would be active and you would click when ready to submit approvals/denials.

23 After all OE enrollment has been approved, the next choice is to look at the Activity. Refer to Skyward OE Activity/ Move to IT Document

24 This is the Activity screen where you can see all the enrollment completed. You can click on filters to see All, Approved, Denied, History, Submitted, Unsubmitted. If there are records that are not submitted, you may click the Summary Unsubmitted/Denied to send an to each employee with unsubmitted (or denied) requests. From here, we downloaded the information to Excel.

25 The Excel document allows you to filter by add, drop, retain, name, groups, whatever you d like!

26 We then go back to the Activity screen and select Move to IT. This creates sub plans that have been ADDED and enters a stop date on sub plans that have been DROPPED. NOTE: This process should only be run after the Open Enrollment period has ended and all records have been approved or denied. IMPORTANT: A message will appear to confirm updates and to remind you to calculate the records. DO NOT update the calculated amounts to payroll until the last payroll of the current insurance year has been processed!

27 Go to Insurance Tracking and select Employees with Insurance. Pages of Skyward OE Activity/ Move to IT

28 You may select an employee and see their current coverage and open enrollment history. You can expand each section to see details. Pages of Skyward OE Activity/ Move to IT

29 We then go back to the Employee tab to get to our Custom Forms WH\IT\CF

30 This shows all our custom forms with the first three being the ones we created for open enrollment. We downloaded the custom form fields to Excel from within Data Mining.

31 We are then able to filter by any column, but what we used most was the Keep, New, Remove. We used this to confirm employee s choices and submit to our insurance carriers. You may also separate dependents by color coding, etc.

32 You may also review the employee s custom forms by going to Employee Profile and Custom Forms.

33 We did the custom forms because: we wanted fewer paper forms data mining was needed to send info to our insurance carriers we don t have flex fully implemented in our insurance tracking we needed a dependent eligibility audit

34 ?????Questions Joanne Fieldseth, HR Benefits Amy Sorensen, Tech Skyward