Core Benefit Administration Employee Portal Reference Guide Corporate Exchange
Table of Contents Chapter 1: Overview & Logging in... 2 Setting up a Username and Password... 2 Logging in... 3 Forgotten Username and Password... 3 Chapter 2: Portal Navigation... 4 Action Needed... 5 Slide Show... 5 Quick Links / At a Glance... 6 Centers... 6 Chapter 3: Enrolling in Benefits... 8 Reviewing Personal Information... 9 Enrolling in Medical, Dental, or Vision Plans... 10 Enrolling in HSAs or Spending Accounts... 22 Enrolling in a Health Savings Account (HSA)... 22 Enrolling in Spending Accounts... 23 Enrolling in Life and AD&D Plans... 24 Changing/Updating Beneficiary Information... 26 Enrollment Confirmation... 27 Chapter 4: Entering Life Events... 28 October 2013 Core Benefits Administration Page 1 of 30
Chapter 1: Overview & Logging in The employee portal is a web-based tool that employees use to: View available benefits including plan options, cost, and eligibility rules. Enter life events. Access tools and resources to assist with decision making. Setting up a Username and Password To set up a username and password: Access the Employee Portal by clicking on the website address or URL that has been provided. On the log on page click on First-Time User. Enter the required personal information. Enter a Username and Password. Click Go. October 2013 Core Benefits Administration Page 2 of 30
Logging in To log into the Portal: From the log on page enter the Username and Password. Click Log On. Forgotten Username and Password There are times when a user may forget their username or password and need help remembering them. To get help remembering a username or password: Click the Forgot Username or Forgot Password link. October 2013 Core Benefits Administration Page 3 of 30
Enter the required information. Click Go. As long as the information matches the information in the system the username and the password hint will display. Chapter 2: Portal Navigation Once a user has logged into the system the Portal Homepage will display. The home page is tailored for each client and employee. October 2013 Core Benefits Administration Page 4 of 30
Action Needed If there are any action items an employee needs to take the Action Needed section will display at the top of the screen. This is considered an employee s To-Do-List and will contain items such as reminders for enrolling in benefits, adding an email address, verifying dependents, or updating beneficiaries. If any of the items are time sensitive the deadline will appear to the right of the action item. Employees can simply click on the links beside each item to complete it. Slide Show Just beneath the action needed section is the Slide Show. This area contains various messages, reminders, important deadlines, or updates that the company wants to share with their employees. Employees can manually advance the slides by clicking on the arrows on either side or let the slide show advance on its own. October 2013 Core Benefits Administration Page 5 of 30
Quick Links / At a Glance Just beneath the slide show there will be a Quick Links / At a Glance section where employees can view some of their benefit information quickly or access quick links to get additional information on various topics. Centers The portal contains Centers across the menu bar towards the top of the screen. Centers contain detailed information on all of the benefits an employee is eligible for. Centers also contain tools and resources such as plan comparison tools and benefit cost estimators an employee can use to assist with decision making about the benefits that are best for them and their families. October 2013 Core Benefits Administration Page 6 of 30
When the cursor is placed over the top of one of the centers a Fly-Out Menu will appear containing links to the various benefit information, tools, and resources. Employees click on the link for the information they want to view. October 2013 Core Benefits Administration Page 7 of 30
Chapter 3: Enrolling in Benefits Once an employee has viewed all available benefits (including plan details, eligibility and costs) and utilized all of the tools and resources to decide what benefits they would like to enroll in, it is now time for the employee to complete their enrollment. To enroll in benefits: Click on the Enroll link in the Action Needed section or there will be a large Enroll Now button on the portal homepage. There may also be a link in one of the center s fly out menus. Important Note: each employee s portal will look slightly different than what is shown below as it will be customized based on the company s preferences. October 2013 Core Benefits Administration Page 8 of 30
The getting started page will appear providing the employee instructions, reminders, or other information the company wants to highlight before the employee begins selecting their benefits. Read through the information and click Continue. Reviewing Personal Information Once an employee clicks Continue, the Review Your Information page may appear. This page is optional so whether or not it appears will vary per client. If the page appears the employee is instructed to review their personal information before proceeding. Changes can be made by clicking the Make Changes button. However, some fields may not be editable so any changes to these fields will need to be made by the employee s HR department. At the bottom of the page the employee can select the Go Paperless option. This means the employee will receive notifications from the company via their personal email or in the secure mailbox within the Portal and no longer receive paper notifications. To select this option the employee will need to read the consent statement and put a checkmark in the box. The employee will click Save and Continue to proceed to the enrollment page. October 2013 Core Benefits Administration Page 9 of 30
Enrolling in Medical, Dental, or Vision Plans Once the employee has read the instructions on the getting started page and reviewed all of their personal information (if prompted to do so) the Summary of Benefits page displays and they are now ready to make their benefit selections. There are two options for enrolling in benefits: Click on the Take Me Through Each Benefit button. This will enable the guided enrollment option where the system will bring up each benefit option one at a time and allow the employee to make their selections. Click on the Make Changes button. This will pull up the enrollment page for that particular benefit and allow the employee to make their selection. The employee can then move to the next benefit they want to select. They do not have to follow any particular order. October 2013 Core Benefits Administration Page 10 of 30
Once the enrollment page for a particular benefit appears, the first action the employee needs to take is to select who will be covered. All of the employee s dependents that are currently in the system will display. If a dependent is missing from the list the employee can use the Add Dependent button to add the missing dependent to the system. All required information must be entered to add the dependent to the system. The employee should also read the acknowledgement statement attesting that the dependent just added is a valid dependent that meets the eligibility requirements. A checkmark must be placed in the box before the employee can complete the addition of the dependent. October 2013 Core Benefits Administration Page 11 of 30
Once the dependent has been added to the system put a checkmark in the box beside the dependent that needs to be added to coverage. Click Continue. October 2013 Core Benefits Administration Page 12 of 30
The medical enrollment page will display. At the top of the page the employee can see a list of everyone that will be covered. They can use the Change button to make any changes needed. The company credit amount will also display at the top of the page. There are several tools available to help the employee make their benefit decisions. o Tools are available to help locate doctors or facilities, research prescription drug coverage, and estimate healthcare usage. Click on the icon to access a specific tool. October 2013 Core Benefits Administration Page 13 of 30
The plan levels and plan information will be displayed beneath the tools. The plans are automatically grouped by plan features but the employee can change how they view the plan information. o Group by Carrier groups the available plans by carrier o Sort by Price displays the plans from lowest price to highest price o View All Carriers allows the employee to view plans available from a specific carrier by putting a checkmark in the box beside that carrier and clicking OK. o View Price as Annual or Pay Period allows the employee to view the plan cost as an annual amount or per pay period amount by clicking Annual or Pay Period. October 2013 Core Benefits Administration Page 14 of 30
Click on the Show Plans button to display the available plans under a specific plan level. On the left side of the screen under each of the carriers names there are links the employee can use to view information about the carrier, the specific plan details, locate a doctor, or research prescriptions drug coverage. On the right side of the screen the employee can see the total cost for that plan, the amount of the company credit, and their final out of pocket amount if they select that plan. October 2013 Core Benefits Administration Page 15 of 30
Employees can use the plan comparison tool to view the plan details for up to four plans at a time. The tool will display the plan details side by side on one page. To use the tool, place a checkmark in the box beside the plans to be included in the plan comparison. Click the Compare button. October 2013 Core Benefits Administration Page 16 of 30
Click Return to Medical Page when finished reviewing the comparison information. The employee can continue to compare plans (up to four plans at a time) until they are ready to make a selection. Once the employee has decided on a plan they should click the Choose button beside that plan. A review page will display and the employee should make sure the appropriate family members have been added to coverage, review the total cost, and then click Continue. October 2013 Core Benefits Administration Page 17 of 30
Once the medical plan has been selected the Summary of Benefit Elections page will appear. o Note: if the employee is going through the guided enrollment the next benefit election screen will automatically appear instead of the Summary of Benefit Elections page. The Per Pay Period cost for the selected medical plan will display. The employee can click on the Make Changes button for the next benefit they would like to select. To enroll in Dental coverage the employee would click on the Make Changes button beside Dental. The enrollment flow for dental is the same as the medical plan enrollment. The employee would start by selected all family members they would like covered by the dental plan. They can add any dependents that are missing from the system. Once the selections have been made the employee would click Continue. October 2013 Core Benefits Administration Page 18 of 30
The layout of the dental enrollment page is the same as the medical enrollment page. o Sort options: Group by Plan Features (default), Group by Carrier, Sort by Price, View all Carriers or Individual Carriers, and View Price as Annual or Per Pay Period. Employees also have the plan comparison tool available for dental so they can compare up to four dental plans at a time. Once the employee is ready to make their selection they would click Choose Plan. October 2013 Core Benefits Administration Page 19 of 30
A review page will display and the employee should make sure the appropriate family members have been added to coverage, review the total cost, and then click Continue. Once the dental plan has been selected the Summary of Benefit Elections page will appear. o Note: if the employee is going through the guided enrollment the next benefit election screen will automatically appear instead of the Summary of Benefit Elections page. The Per Pay Period cost for the selected dental plan will display. The employee can click on the Make Changes button for the next benefit they would like to select. To enroll in Vision coverage the employee would click on the Make Changes button beside Vision. October 2013 Core Benefits Administration Page 20 of 30
The enrollment flow for vision is the same as the medical and dental enrollment flows. The employee would start by selected all family members they would like covered by the vision plan. They can add any dependents that are missing from the system. Once the selections have been made the employee would click Continue. The layout of the vision enrollment page is the same as the medical & dental enrollment pages. o Sort options: Group by Plan Features (default), Group by Carrier, Sort by Price, View all Carriers or Individual Carriers, and View Price as Annual or Per Pay Period. Employees also have the plan comparison tool available for vision so they can compare up to four vision plans at a time. Once the employee is ready to make their selection they would click Choose Plan. October 2013 Core Benefits Administration Page 21 of 30
A review page will display and the employee should make sure the appropriate family members have been added to coverage, review the total cost, and then click Continue. Enrolling in HSAs or Spending Accounts Employees may have the option to enroll in various spending accounts. Spending account options may include Health Spending Accounts/Flexible Spending Accounts or Dependent Care Spending Accounts. Spending accounts allows employees to set aside their own pretax dollars from their paycheck to pay for out-of-pocket health care and dependent care expenses. By paying for these expenses with pre-tax dollars, the employee reduces the amount of their taxable income and increases their take-home pay. Employees may also have the option for contributing to a Health Savings Account. The Health Savings Account (HSA) is a bank account for an employee s medical expenses. They can use the money in their HSA to pay their medical expenses for the plan year the account is created or anytime in the future. They can defer pre-tax dollars to the HSA account to cover Out-of-Pocket expenses such as deductibles, co-insurance and prescriptions to name a few. Enrolling in a Health Savings Account (HSA) An HSA is only available with High Deductible medical plans. If the medical plan selected has an option for a Health Savings Account, the HSA enrollment page will automatically display once the employee completes their selection for the medical plan. If the employee would like to contribute to the HSA they will enter their contribution amount in the box. o Note: the minimum and maximum allowable contribution amounts are displayed beside the contribution box. October 2013 Core Benefits Administration Page 22 of 30
o If the employee wants to learn more about HSAs they can click on the links provided on the page to review additional information. Click Continue once the contribution amount has been entered. The Summary of Benefit Selections page will display and the contribution amount for the HSA will also display. Enrolling in Spending Accounts From the Spending Account Enrollment page (health care/dependent care, etc.) the employee will read the information and instructions at the top of the page. They will enter their annual contribution amount in the box. o Note: the minimum and maximum allowable contribution amounts are displayed beside the contribution box. Once the annual contribution amount is entered the per pay period amount will also display to the right side of the box. Click Save and Continue. October 2013 Core Benefits Administration Page 23 of 30
The Summary of Benefit Selections page will display and the contribution amount for the HSA will also display. Enrolling in Life and AD&D Plans To enroll in Life or AD&D plans: Click the Make Changes button beside the Life or AD&D plan desired. Review the plan options displayed on the page and click the Choose This Option button to select the desired coverage. Employees can use the Life Calculator Tool to help them decide what level of coverage they need. Beneficiaries need to be designated at the bottom of the page by clicking the Edit button on the top right of the Your Beneficiaries box. o Employees can designate primary and contingent beneficiaries as well as the percentages for both categories. o The percentages for both primary and contingent categories must add up to 100%. October 2013 Core Benefits Administration Page 24 of 30
o The system does not allow decimals or fractions so if the designation percentages are being split equally between three people one designation percentage must be entered as 34% and the other two at 33%. Some companies will provide their employees a certain level of Life and AD&D coverage at no cost to the employee. In this situation the employee will be automatically enrolled in those benefits and will not need to make any selections. However, they do need to designate their beneficiaries (as outlined above). Click on the drop down arrow and change the Not a Beneficiary designation to either Primary or Contingent and enter the designation percentage. The employee can click the Add Beneficiary button to add beneficiaries to the system. October 2013 Core Benefits Administration Page 25 of 30
Changing/Updating Beneficiary Information There may be times when employees need to make changes or updates to their beneficiary designations outside of open enrollment. To change/update beneficiary information: From the very top menu bar on the employee Portal click the drop down arrow beside the employee name. Select Beneficiaries. The Beneficiary Designation screen will appear. To edit the designations click the Choose Beneficiaries button. Make desired changes to the designations (primary, contingent, or not a beneficiary) or the percentages. Percentages for both primary and contingent categories must add up to 100%. Employees can click Add Beneficiary to add additional beneficiaries into the system. Once all desired changes are complete click Done. October 2013 Core Benefits Administration Page 26 of 30
Enrollment Confirmation Once the employee completes the guided enrollment or they click the Complete Enrollment button the Enrollment Confirmation page will appear. The Enrollment Confirmation page gives the employee a brief description and a summary of all their elections. At the top of the enrollment page employees will see messaging regarding any action items and next steps employees need to complete such as: Required Evidence of Insurability (EOI) Dependent Verification Missing Beneficiaries At the bottom of the page the employee can see a summary of all of their benefit selections. Their total per pay period cost will display at the very bottom of the page. October 2013 Core Benefits Administration Page 27 of 30
Chapter 4: Entering Life Events Some changes in an employee s life or job can affect their benefits. For example, when an employee has a baby they may want to add him or her to their health plan coverage. Employees only have a certain number of days from the date of the life event to make changes to their health and insurance coverage. Otherwise, employees must wait until the next annual enrollment period to make changes to their coverage or until they have another change in status. To enter a life event: Go to the Life Events center in the Portal. Click on the appropriate life event link. Enter the date of the event and click Continue. Note: information regarding required documentation or other instructions will be displayed. October 2013 Core Benefits Administration Page 28 of 30
Read and follow the instructions. Click Continue. Click Add Dependent to add the new baby to the system. Note: adding the dependent to the system does not automatically enroll them in coverage. The employee will need to add the new dependent to coverage once they have added them to the system. Once the dependent is added click Continue. October 2013 Core Benefits Administration Page 29 of 30
The employee is now able to add the new dependent to coverage. Click Start Enrollment to complete the enrollment. Important Note: the process for logging different life events will be the same but each life event will require different documentation so employees should make sure they read all instructions provided on the life event screens thoroughly. October 2013 Core Benefits Administration Page 30 of 30