Kristen Manes | 10/19/2016 9:39:42 PM
What MUST I do during Annual Enrollment?
VISIT OUR FAQ SECTION LOWER DOWN.
What CAN I do during Annual Enrollment?
Please note: NO late health applications will be accepted outside of Annual Enrollment without a qualifying event.
To the left, you'll see links to Presentations:
One for Active and Non-Medicare Retirees and
One for Retirees on Medicare.
They are the slide shows used at the Annual Enrollment meetings. Below, in the Health Insurance Section, you'll find the link to one of the meetings - a view-able recording.
The other links are the instructions for active employees in Workday and how to manage Dependents and Beneficiaries. Please read the information below, also.
All eligible employees will be routed an Open Enrollment event on 10/1/2016. The event will appear in your Workday Inbox. If it is not currently there (as of 10/1/16) and you are an eligible employee, please contact HRM (225.578.2258). It may be due to a pending benefit event already initiated in the Workday system. Once the pending event is complete, the Open Enrollment event should trigger. After close of business on October 31, 2016, the LSU First and Supplemental products will not be selectable on the Open Enrollment event. Employees will only be allowed to make changes to OGB plans after 11/1/2016. The Open Enrollment event in employee's inboxes will disappear at close of business on 11/15/16.
If an employee does not complete their Open Enrollment event, their current coverage will remain (except for Flexible Spending Accounts and Health Savings Account elections). These plans will automatically be waived if an employee does not re-enroll through the Open Enrollment Event. If an employee is currently not participating in health coverage and does not elect health coverage through the Open Enrollment event, the Open Enrollment event will close as though the employee has waived health insurance (information we must report per the Affordable Care Act).
Employees are encouraged to print a benefits confirmation from their Benefit worklet before completing their Open Enrollment in Workday. Please also review demographic information such as address and phone number to ensure new ID cards will be received timely at the close of Annual Enrollment.
Prior to Workday, dependent information on dental, vision, LSU Life insurance and other LSU plans was not housed at LSU. Workday now requires dependents to be identified. When the Open Enrollment event in Workday has been opened, employees may need to re-elect these benefits that are missing any dependent data. It may be useful to have a recent check stub printed to verify all coverage is correct on the annual enrollment event. THE WORKDAY SYSTEM WILL AUTOMATICALLY WAIVE THE INSURANCE IF DEPENDENTS ARE MISSING WHEN YOU GO INTO THE OPEN ENROLLMENT EVENT.
Employees will receive a confirmation of what products they have elected, waived, beneficiary designation and what dependents are covered once they work through their Open Enrollment event. It is important for employees to review the confirmation before completing their Open Enrollment event. Once Open Enrollment is closed, the insurances elected in Workday will be the benefits the employee is enrolled in for the 2017 plan year.
Retirees will not have access to Workday for Open Enrollment. All retiree changes should be completed on paper documents and sent directly to the HR office.
New premiums and elections will be reflected in the employee's December payroll checks, except for flex and health savings deductions. New flex elections (health and dependent care) will be reflected in the employee's January check.
Main HRM: 225.578.2258
Dolores Nehlig: firstname.lastname@example.org, 225.578.4631
Kristen Manes: email@example.com, 225.578.4629
10/1/2016 - 10/31/2016
LSU First and supplemental insurance plans Annual Enrollment
10/1/2016 - 11/15/2016
OGB Plans Annual Enrollment
Annual Enrollment Ends for OGB Medicare Advantage Plans
Annual Enrollment elections/changes effective
What those dates mean:
Any changes with any LSU First plan or supplemental insurance (dental, vision...) must be made during the month of October. If you're currently on an OGB plan(Pelican, Magnolia...), you may switch to an LSU First plan - but you may do so only during the month of October. If you're on an LSU First plan, you may switch to an OGB plan until 11/15/16. All coverage and changes will be effective 1/1/2017.
***Retirees (and all members of their plan) that are currently Medicare-primary or will all be Medicare-primary as of 1/1/2017 will be moved to the LSU First Medicare Retiree plan. It is a Medicare Advantage plan, run by UnitedHealthcare.
***This link is a recording of the annual enrollment meeting held in Efferson Hall on 10/13/16. It has information on all health insurance, voluntary plans (life, vision, dental...), the retiree plans AND how to navigate Annual Enrollment in Workday. It's worth a look: www.lsuagcenter.com/AnnualEnrollment2017. (The recorded stream MUST BE VIEWED IN INTERNET EXPLORER. It will not be fully functional in any other web browser. To view the recording, copy this text: www.lsuagcenter.com/AnnualEnrollment2017 - and then open Internet Explorer and paste it into the address bar at the top left of the web browser. Press enter on your keyboard and click the play button in the center of the video window.)
The Office of Group Benefit plans are described here:http://info.groupbenefits.org/health-plans/. These plans include:
OGB Customer Service: 1.800.272.8451.
Pelican HRA 1000 (Blue Cross Blue Shield of Louisiana)
Pelican HSA775 - Active Employees Only (Blue Cross and Blue Shield of Louisiana)
Magnolia Local Plus (Blue Cross and Blue Shield of Louisiana)
Magnolia Open Access (Blue Cross and Blue Shield of Louisiana)
Magnolia Local (Blue Cross and Blue Shield of Louisiana)
Medical Home HMO (Vantage Health Plan)
Peoples Health HMO-POS (Medicare Advantage Plan)
Vantage Premium HMO-POS, HMO-POS and Zero-Premium HMO-POS (Medicare Advantage Plan)
Towers Watson's OneExchange (Medicare Exchange Plan)
Dental - 5% premium increase from 2016 on both the Basic and Enhanced plans. Flyers are linked at right.
Brief Dental presentation (with informational attachments)
Vision - Flyer linked at right.
Brief Vision presentation (with informational attachments)
Members will not be sent a vision ID card to use for their benefits. However, if members would like one, an ID card can be printed from the vision member website: www.myuhcvision.com
LSU Supplemental Life - Info linked at right.
Brief Life Insurance presentation (with informational attachments)
Employees already enrolled can increase by $30,000, up to 5x their annual salary, can add $5,000 to spouse coverage as long as it does not exceed 1/2 of employee's coverage or $100,000. Can add/delete coverage for children at any time.
Stand-Alone AD&D - Info linked at right.
Can be added or cancelled at any time.
Brief AD&D presentation
Long Term Disability -
Cannot be added at any time, including annual enrollment. If not already enrolled, you must apply for coverage. Contact HRM.
Brief Long Term Disability presentation
Critical Illness - Flyer linked at right.
Can be added or dropped during annual enrollment. Cannot be added during any other point in the year. Can be dropped at any time.
Critical Illness Presentation
Accident Protection - Flyer linked at right.
Can be added or dropped during annual enrollment. Cannot be added during any other point in the year. Can be dropped at any time. *Retirees cannot enroll or continue into retirement.
Accident Protection Presentation
No other rate increases on voluntary plans.
Flexible Spending Accounts are moving from Boon Chapman to DBS. There will be a premium decrease (from $5.10 to $4.70/month)
1. If I don’t want to make any changes, do I have to do anything?
a.YES. It’s important to open the “Open Enrollment” notice in your Workday inbox and go through all of the pages. If something isn’t as it should be, make the changes. Some plans may have been automatically waived because Workday did not have the correct dependent information. You will need to enter your dependents and re-elect these plans. Open Workday to your Benefits screen and print the plans you are enrolled in now. When you go through the Open Enrollment event, check each insurance to be sure what you are currently enrolled in is still elected. Be sure the dependents (spouse, children, etc.) are listed on the correct plans. When you have completed the enrollment process, you will check the “I Agree” box and Submit. At that time you will have the option to Print your enrollment. BE SURE TO PRINT THE INFORMATION. Compare it to the printout of your current enrollments and be sure it is correct.
2. How do I add my dependents?
a. GREAT QUESTION. You must first add the dependents to your Workday profile. After that is complete you may go in and add them to your insurance plan through the Open Enrollment event. First, you will need to scan and save birth certificates, marriage certificates or other dependent verification forms to your computer so they can be uploaded into Workday. Then you will go in and add the dependents using the CHANGE BENEFITS option. After entering all your dependent information you will be able to attach the dependent verification documents you saved. A notification is sent to HR (Kristen and Dolores) to check out the document you uploaded and approve the addition. Once that’s done, the ball is back in your court to add them to any insurance you choose. Here’s a link to an instruction sheet that can help.
3. Workday is asking me to update my beneficiaries. Do I have to do that?
a. YES. Prior to Workday, all beneficiary information was handwritten. Now that there’s a database to keep this information online, our aim is to do that. Any beneficiary information you complete in Workday will supersede anything written on paper. Update as much as you can. Here’s a link to an instruction sheet that can help.
4. I’ve received an Open Enrollment notification for other employees in my inbox. Should I complete it? What should I do?
a. We’ve found this to mean that an employee has unintentionally delegated ALL tasks to someone else – this would include their benefits tasks. It is important that the employee receiving someone else’s benefit task NOT complete it. The delegation must be corrected before the Open Enrollment event can be re-assigned back to the correct employee. After the delegation is corrected, the employee that received the original notice will open it and REASSIGN the task to the employee it is supposed to belong to. If you need help with this, we’re here. Please don’t complete a task for another employee – EVEN IF they’re sitting right next to you and give you permission. Because this is a benefits election, The employee’s electronic signature is needed. Nothing less will do.
5. Can I change my elections after I submit my Open Enrollment?
a. YES. You will need to go into your inbox and click on the “archives” heading. There you will find the Open Enrollment event. Click on the event again to open it up and you can proceed with changing/reviewing your insurances. You will have to “agree” again at the end, click on Submit, and Print the elections. WHATEVER CHANGE IS MADE LAST WILL BE THE CHANGE THAT GOES INTO EFFECT ON 1/1/17.
6. When does Open Enrollment (Annual Enrollment) end?
a. For most plans it ends on October 31, 2016. I would target that date and all my elections made by then. The OGB health plans give you until November 15, 2017 but it is not advisable to wait that long to make your elections.
7. When will my premiums change?
a. For active employees, most premiums are paid one month in advance. Therefore you will see changes for most insurances on your December paychecks. LTD, HSA and FSA accounts are current deductions and those will change on the January paychecks.
8. Do I add beneficiaries to my Retirement and Supplemental Retirement plans in Workday?
a. NO. We are not the official keeper of that information so that will remain a paper form and filed through our Human Resource Office in Efferson Hall.
9. How do I make changes after submitting my Open Enrollment elections?
a. Open your Benefits Worklet (circle with the heart). Near the middle of the screen you will see “OPEN ENROLLMENT CHANGE”. Click on this and it will take you back to your Open Enrollment event.
10. If my spouse works for LSU and my child is a student at LSU do I still have to submit the dependent verification documents to add them to my insurances?
a. YES. There is no way to link their personal information with your Workday Benefits record so you must attach marriage certificates, birth certificates, etc. in Workday or the dependents will not be approved.
11. I have an old insurance plan that is no longer offered but was grandfathered in, i.e. New York Life. But it is not in my Open Enrollment event. Why?
a. Grandfathered plans are not eligible for any changes except cancellation. Therefore it was not included in the Open Enrollment event. If you wish to cancel this plan, you will need to go into your regular Benefit change screen and process it that way. If you wish to continue the insurance there is nothing to do.
12. I have multiple dependent verification documents but Workday is only allowing me to attach one.
a. Go back, scan and save all of them as one document. Then upload it into Workday as one attachment. Workday should allow multiple attachments but some employees have had a problem.
IMPORTANT: after going through all the screens, be sure to check “I Agree” and “SUBMIT” your changes. PRINT the confirmation and then click on DONE.
Below are instructions on how to correct delegations.
The screen shot below is the correct way to delegate someone to be able to create expense reports and spend authorizations on the behalf of another employee. The example below is a delegation for Jennifer Girod to be able to create spend authorizations and expense reports on my behalf. Please note that “None of the above” should be selected in the “Do Inbox Tasks On My Behalf” section on the right. Several people have been selecting “for all business processes” in that section, but this should not be selected for what you are trying to accomplish. The “Do Inbox Tasks On My Behalf” section is an entirely different type of delegation for approval of transactions. The delegation should be done for no longer than one fiscal year. Please have the staff in your units go back and check their delegations to ensure they are set up correctly and if not, they should revise them and resubmit. Please let me know if you have any questions. Thanks!