Manage Your Benefits

Training

Note: The security profiles of individual users determine the visibility of sensitive information. Consequently, you may not have access to all the information in this Job Aid. Furthermore, some changes may require approval from an HR Partner or another department to complete the process.

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This job aid demonstrates how to manage your coverage due to a birth, death, marriage, divorce, or qualifying event.

Manage Adding Beneficiaries to your Benefit Plan

Change Benefit Elections

View and Edit Benefit Elections

Add Dependents

View Dependents Benefit Elections

Manage Beneficiaries

Edit Beneficiaries' Personal Information

Print Benefits Statement

Cancel Benefit Task

How to Pick the Best Change Reason

Reminder: If applicable, link your beneficiary to your benefit plans, including the standard benefit plans provided by the city at no cost. This is done by completing the Change Benefits and picking the change reason “Change Beneficiaries”.

MANAGE ADDING BENEFICIARIES TO YOUR BENEFIT PLAN

Complete steps 1 – 4 under Change Benefits.

At step 4, the Change Beneficiaries task will open. Click on the Manage tab.

Complete and continue through all required screens. If required, select the I Accept checkbox to provide an electronic signature confirming your changes. Select Submit. Select Done

Note: If you add an additional dependent, you may need to update your federal tax elections as well as your benefit elections. If you add another beneficiary, you may need to update your benefit elections.

CHANGE BENEFITS

Life events do not always line up with enrollment periods. If you need to change your coverage because of a birth, death, marriage, divorce, or similar life event, you can update your benefits to better fit your needs.

From the Menu window on the home page, click the Benefits and Pay icon.

When the Benefits and Pay menu opens, click Benefits, choose Benefit Elections, and then choose Change Benefits.

Click the appropriate Change Reason and provide the Benefit Event Date (when the life event occurred). Use the drag-and-drop functionality to add the file in the Attachments box, or click Select Files to choose a file location, if applicable, then click Submit.

Note: Review the instructions for the Life Event.

From the pop-up, select Open to start the Benefits Change task. Alternatively, navigate to your Inbox. Select the Benefit Change task, then Let’s Get Started.

Benefit Elections include all the benefits in which you may elect to enroll, add, or remove a dependent based on your event. Click on Enroll under the benefit of your choosing and scroll down to view all available benefit options. Click on Continue and Confirm.

Reminder: Please review all elections before selecting 'Review and Sign.' Click 'Enroll,' then proceed with 'Continue' and 'Confirm' to verify that you have updated and made the necessary changes.

Complete and continue through all required screens. If required, select the I Accept checkbox to provide an electronic signature confirming your changes. Select Submit. Select Done to complete the task or select View Current Year Benefits Statement to review and print a summary of your benefits.

VIEW AND EDIT BENEFIT ELECTIONS

Employees can change benefit elections when a qualifying event occurs, such as a change in marital status, the birth or adoption of a child, or a beneficiary change.

From the Benefits and Pay application:

Select Benefits from the Navigation Pane, as shown in the image below, then choose Benefit Elections.

Review your benefit elections and costs.

Select the Change Benefits button, as highlighted in the image above.

Enter all required information, denoted by asterisks, and make any permitted changes.

Select Submit.

EDIT DEPENDENTS

A Dependent is someone, like a child or a spouse, who receives benefits under your plan.

Note: Dependents are added during the benefit elections section, where you will be prompted to add them.

Important: All dependent events or benefit changes are subject to approval from the Benefits Department before they become effective.

From the Benefits and Pay application:

To Add a dependent, navigate to:

Benefits and Pay → Benefits → Change Benefits

Select the reason: Change Beneficiaries or Birth/Adoption of Child/Guardianship

Choose the relevant benefit (example: Medical) and add the new dependent

Complete all required fields (marked with a red asterisk) and save

The plan will be updated accordingly.

If you only need coverage for yourself and not your child, waive the coverage to reset your options, then reselect your insurance coverage. The dependents will be listed, but you must check the box to add them to the plan.

Important: All dependent events or benefit changes are subject to approval from the Benefits Department before they become effective.

VIEW DEPENDENTS’ BENEFIT ELECTIONS

From the Benefits and Pay application:

Select Benefits in the Navigation Pane, then choose Dependents.

Review your existing dependents and their benefit plan coverage, if applicable.

MANAGE BENEFICIARIES

A beneficiary is a designated individual who would receive your benefits if something were to happen to you.

Reminder: You can change, edit, and add beneficiaries from the Benefits application.

Benefits and Pay → Benefits → Change Benefits

Select the reason: Change Beneficiaries

Choose the relevant benefit (example: Group Term Life) and add the new Beneficiary

Complete all required fields (marked with a red asterisk) and save

The plan will be updated accordingly.

Note: If you only need coverage for yourself and not your child, waive the coverage to reset your options, then reselect your insurance coverage. The dependents will be listed, but you must check the box to add them to the plan.

Important: All dependent events or benefit changes are subject to approval from the Benefits Department before they become effective.

EDIT BENEFICIARIES' PERSONAL INFORMATION

Important: In order to update Contact Information and Identifier Information you must First delete the old information on the profile.

To Edit and Delete a dependent navigate to:

Select Benefits from the Navigation Pane, then choose Dependents.

Select the Edit button to edit an existing dependent.

Select the Delete button to delete an existing dependent

Select the Edit icon or select the field to modify. Asterisks denote required fields.

Select the Edit button to add new information.

Select the Delete button to remove the dependent.

Select Submit.

Important: All dependent events or benefit changes are subject to approval from the Benefits Department before they become effective.

PRINT BENEFITS STATEMENT

Important: On your benefit report Beneficiaries will only show up if you have completed your onboarding Benefits task and Risk has completely approved all benefit events. Remember you must add your beneficiary to your Benefit Plans in order for them to view.