Benefits Open Enrollment Instructions

Benefits Open Enrollment Instructions Please follow these instructions to login to the INFOR Employee Self Service to access the online Open Enrollmen...
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Benefits Open Enrollment Instructions Please follow these instructions to login to the INFOR Employee Self Service to access the online Open Enrollment program to elect and submit your benefit plan elections. STEP 1 – Login Go to The Source. If you are accessing it from home or anywhere you have an internet connection, use https://thesource.essentiahealth.org ► If you see your name in the login box, click on the Open Enrollment tile ► If you do not see your name, enter your network username and password here.

Password Issues: Contact the IS Help Desk at 218-786-3788 (ext. 63788) 1. Find the link to Infor on TheSource.

2. Login with your Essentia Health username and password. 3. Choose Employee Self Service

4. Choose Benefits then Open Enrollment

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STEP 2 – Welcome Screen Instructions Review the Welcome Screen instructions and click on the Continue button when you are ready to begin the enrollment process. The plans that you’ll see during the open enrollment process are only plans that you can take action on during open enrollment. Retirement & Disability Plans You need to contact Transamerica to make changes to your retirement contributions. For voluntary disability plans, refer to the Open Enrollment section in My HR for information. You will not see retirement or disability plans during your online open enrollment process.

STEP 3 – Your Eligible Dependents If you will be enrolling your eligible dependents 1 for the first time in health, dental or voluntary life insurance plans, you will need to enter their information into the online enrollment program. The program will display the following screen that will enable you to enter in and submit the details for each dependent. If your dependents are in the system, their names will display and you can click on their link to review their information and submit any changes.

► Click on the Continue button if you do not need to enter in any dependents and proceed to step 4. Adding a Dependent: ► Click on Add and enter in your dependent’s details. ► Click on the drop down menu to select from the options ► Click on the Update button to submit the information Continue this process until you have submitted each dependent and then click on the Continue button. IRS Requirement: you must provide the Social Security Number and Date of Birth for each enrolled dependent. After you click on Update, you should see confirmation that the dependent information has been updated: ►

Click on Ok and you’ll see a listing of each dependent you have submitted.

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You have the option to elect benefit coverage for yourself and for eligible members of your family which include: your legally married spouse, children under age 26 who are your biological, adopted, stepchild; child for whom you are the legal guardian; grandchild under age 19 who lives with you and is your tax dependent; grandchild (as defined) and disabled children over age 26.

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To make a change to your dependent’s details To review or to make changes, click on the dependent’s name (the blue link) and enter in the details or make changes and submit. Entering in a different address for your dependent If your dependent does not reside 2 with you, you can provide the dependent’s address by selecting from the Address drop down menu “Different from my home address”. Then click on the Address tab (at the top next to the Main tab) and enter in your dependent’s address. Then click on Update to submit.



After you have entered in all of your dependents, click on the Continue button to proceed.

STEP 4 – Electing Your Benefit Plans You will see a listing of all benefits plans that you are eligible for that you can make changes to during open enrollment. As you go through each plan, your current benefit plan coverage and cost details as of 12/31 will be displayed. Your current enrollment information will help you decide what changes you need to make for the following year. Note: you will not see displayed retirement and disability plans. Refer to the My HR Open Enrollment section for more information on these plans.



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Click on Continue to proceed.

Plan ID cards and health and dental Explanation of Benefits (EOBs) will be mailed to your dependent’s address.

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Current Benefit Plans The online enrollment program will display a summary of your current benefit plan enrollments, rates and contributions. Review this information which will help your determine if you need to make any changes for the following year. Remember that you will need to elect spending accounts each year. ► Click on the Continue button to proceed with your online enrollment process.

Button Options As you use the online enrollment program, you will see displayed at the bottom of each screen, various buttons that you can click on to take action:

Action

Button to Click On

Proceed to the next screen Go Back one screen Pull up an Elections Summary To Update information To Submit your elections Make Changes or Go Back To Cancel out information you have entered To Exit (no elections are saved)

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Plan Details ► Click on the plan’s blue link to review information about the plan ► Click on the Decline Coverage link to review information about your options to enroll during the year if you experience a Qualifying Life Event

TakeCharge Incentive If you completed the health assessment and at least one qualifying program by September 30, you will earn a reward when you enroll in one of the health plans. The award will be applied based on the type of health plan you elect as follows: Your Health Plan Election

TakeCharge Incentive Reward

HSA or HSA Plus

You will receive a $10 employer-paid contribution into your Health Savings Account each pay period. If you elect to contribute to your HSA, don’t forget to reduce the IRS annual maximum contribution amount by the $260 award.

All non-HSA health plans

You’ll see a $10 per pay period reduction in your premium contribution. The reduced premiums will appear in the enrollment program when you review the non-HSA health plans.

After you submit your online benefit elections, you’ll receive a PDF Open Enrollment Benefits Confirmation delivered to your Outlook e-mail. The confirmation will indicate if you have earned the TakeCharge incentive for 2017 and how it will be applied. Health Plan Reproductive Options When you enroll in a My Essentia health plan, you’ll elect whether you want reproductive coverage for you and any covered dependents. All plans offer both options: With Reproductive Services covers prescriptions, devices and procedures that may be categorized as birth control and/or hormonal treatment for you as well as any covered dependents. Without Reproductive Services would not cover any prescriptions, devices or procedures as described above, even when prescribed for purposes other than birth control. You cannot change this option mid-year unless you have a qualifying life event (ex. marriage, divorce, having a baby, loss of coverage, etc.). This option does not change your premium cost.

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ELECTING PLANS AND ENROLLMENT OPTIONS The enrollment program will present various enrollment options to you based on whether you are currently enrolled under a plan, newly enrolling under a plan, or currently have a declined coverage under a plan. Currently Not Enrolled Options If you are currently not enrolled under a plan, as you visit the plan during the enrollment process, you will see displayed your plan options to select from to enroll or to decline coverage. Currently Enrolled Options If you are currently enrolled under a plan, or have a current declined coverage enrollment, the program will display the following actions that you may select from: o

Keep the same coverage – click on to keep the same enrollment for next year which includes coverage level and who’s enrolled for health and dental plans

o

Keep the same option; add or change dependent coverage – click on to change who’s enrolled

o

Change the coverage – click on to change the coverage level or the Reproductive benefits option (with or without Repro)

o

Select a different plan – click on to select a different health plan, to enroll if you currently decline, or to decline a plan

Plan is No Longer Available If you are currently enrolled in a plan that is not an option for next year, the program will indicated “Plan is no longer available” and the only enrollment selection you’ll see is Select a different plan. Click on this option and the next screen will display the plans that you can select from for the following year. Revisit Plans to Make Changes Once you have completed each plan’s enrollment section, you will proceed to the next plan. You will be able to revisit any of the plans at the end of the enrollment process, to make changes, before you submit your elections. After you submit your elections, you can log back on and submit changes before the open enrollment deadline date. Electing a Coverage Level under Health & Dental Plans When you elect to enroll in a health and dental plan, the program will require that you indicate the coverage level you want to be enrolled under. Coverage levels correlate to how many individuals will be enrolled with you under the plan. For example, do you need to enroll your spouse or children under the plan? As you elect a plan, the program will display the coverage level options. Simply click on the one you need.

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How do you want To Pay for the Coverage? On the coverage options screen, right below the listing of coverage options, you’ll see the option to change how you pay for your premium. The program defaults health and dental premiums to be paid on a pre-tax basis which means that you do not pay income taxes (federal, state, social security or Medicare) on the premium amount. You can click on the “After-tax” option if you want to have your premiums deducted on an after-tax basis which results with your taxable earnings not being decreased by the premium amount and you’ll pay income taxes on this amount. Enrolling Dependents As you enroll your eligible dependents under health, dental and life insurance plans, you’ll click on each individual’s section box. If you do not select an individual, they will not be enrolled under the plan.

Note: If you did not enter in your dependents at the beginning of the enrollment process, you’ll need to click on the Exit button and start the process over again. Follow Step 3 for entering in your dependents.

Election Summary As you elect each plan, you’ll have the opportunity to review the elections you have made on the Benefit Summary screen. You can click on the Previous button to go back and make changes. Once you click on the Continue button, you’ll proceed to the next plan. For example, once you complete the health plan, you’ll visit the dental plan next. At the very end of the enrollment process, you’ll be able to click on the Go Back/Make Changes button to re-visit any of the plans again before you Submit.

To View an Enrollment Summary You can click on the Elections button to pull up a summary of the elections you have made so far in the process.

Need to Exit and Return Later to Enroll? You can click on the Exit button to leave the enrollment program. Please note that any elections you have made will not be saved.

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VOLUNTARY LIFE INSURANCE Electing Voluntary Life & Accident Insurance When you elect employee and spouse life and accident insurance, you’ll need to enter in a requested coverage amount in $10,000 increments up to the following limits: • •

Employee: $1,000,000 (limit includes your basic life coverage amount that Essentia Health provides to you at no cost.) Spouse: $250,000

Life Insurance Approvals Needed - EOI (Evidence of Insurability) Remember that Lincoln Financial will need to approve your new or increased life coverage amount before the coverage goes into effect and before payroll deductions can begin. If you currently have life coverage for you or your spouse, and you request to increase your coverage, your current coverage rolls over into the next year. You won’t lose your current life coverage even if your new or increased coverage amount is denied by Lincoln Financial. What will the life coverage cost? After you enter in the requested life coverage amount (and select your dependent(s) to be enrolled for spouse and child life plans), click on the Continue button and the next screen will display the after-tax, biweekly cost for the amount of requested coverage. You can then click on the Continue button if you wish to elect that coverage amount or click on the Previous button to go back and enter in a different coverage amount. Click Continue when you are satisfied with the coverage amount and cost and review the life plan summary details. Age Reductions under Life Insurance Plans Lincoln Financial requires that all employee and spouse life and accident insurance coverage amounts begin to be reduced when you (the employee) reach age 65. We’ll take care of this for you beginning on the January 1st after you reach age 65. At that time, we will reduce your voluntary employee and spouse life and accident coverage amounts based on the age reduction schedule – refer to the Life Certificate on My HR under the Life Insurance section. Age Reduced Life and Accident Coverage Amounts If your employee and/or spouse life and accident coverage amounts have been age reduced, you’ll see the following message on the life plan election screens which indicates “Current coverage is no longer available”. Don’t worry, you’ll still have the coverage; however, the system will require you to click on Change the coverage and enter in a coverage amount that conforms to the $10,000 increment rules:

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The example above indicates that the age reduced coverage amount equals $13,000 and to complete the election, the employee will need to take the following actions: 1) To Keep Current Coverage: ► Click on Change the Coverage ► Enter in $20,000 of coverage for next year or you can decrease the amount of coverage 2) To increase Current Coverage: ► Click on Change the Coverage ► Enter in a larger coverage amount for next year but keep in mind that once your life coverage is age reduced, the amount of requested coverage you enter in will be reduced before we submit your request to Lincoln Financial for the EOI approval process. Therefore, enter in a higher amount to end up with the new requested coverage amount you want. Here’s an example: John turned age 65 on January 15th this year; therefore, his $20,000 of coverage was age reduced by 35% and his reduced life coverage equals $13,000. If John wants to increase his coverage to $100,000, he will actually need to enter in $160,000 of coverage that will be reduced by 35% resulting with $104,000 of requested coverage that is submitted to Lincoln Financial for approval. 3) To Remove Current Coverage: ► Click on Select a different plan ► Click on the Decline Coverage option and you will not have the coverage next year

Electing Child Life and Accident Coverage When you elect child life and accident coverage, you’ll select both plans on the same screen:

You will then select either $5,000 or $10,000 and the cost covers all of your eligible, dependent children under age 26. Page 9 of 15

FLEXIBLE SPENDING ACCOUNTS (FSA) Flex plan enrollments must be elected each year. Your current enrollment in a flex plan does not carry over into the new plan year. Therefore, you must submit a flex plan election during open enrollment if you want to be enrolled in a flex plan next year. Entering in Contributions When you elect a flexible spending account, the program will require that you enter in a contribution amount which you can do by either entering in a per bi-weekly pay period amount or a per year amount:

Minimum and Maximum FSA Contribution Amounts When you elect a flexible spending account, the program will display the following limits: Flex Plan Medical/Dental FSA Dependent Care FSA

Minimum $50 $50

Maximum $2,600 per spouse $5,000 per household

Re-Electing a Flex Spending Account If you are currently enrolled in a flex spending account, you will see your current contribution amount displayed and you’ll select the option you want for next year:

o

Keep the same coverage – click on to re-enroll with the same contribution amount

o

Change the coverage – click on to enroll and enter in a different contribution amount

o

Select a different plan – click on to decline this plan for next year

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If You Currently Decline Medical Flex If you currently decline Medical Flex, the program will display two options: o Keep the same coverage – click on to continue to decline o

Select a different plan – click on to enroll in the plan

If You Are Enrolling For the First Time - Two Enrollment Options: o To enroll: click on “Essentia Flex Medical/Dental” o

To decline: click on “Med/Dent Flex Decline Plan”

IMPORTANT!  If you enroll in the My Essentia HSA Plus, remember that this health plan comes with employer-paid funding contributions that will be deposited into your Health Savings Account at Optum Bank. Therefore, you cannot elect to contribute to a medical flex spending account.  If you enroll in the My Essentia HSA health plan and you will be making contributions into your Health Savings Account, you cannot elect to contribute to a medical flex spending account. The IRS does not allow you to have medical flex spending account and Health Savings Account contributions during the same tax year. Need Plan Information? Click on the plan’s blue link to review the plan eligibility rules and details.

HEALTH SAVINGS ACCOUNT (HSA) You will see the Health Savings Account plan options only if you are eligible to elect an HSA health plan. The enrollment program does not have logic tied to which health plan you elected earlier in the enrollment process and will still display the HSA even if you have elected one on the non-HSA health plans. It is your accountability to understand if you are eligible to elect and contribute to an HSA. You cannot elect the Health Savings Account plan if you have elected a non-HSA health plan! If you have elected the HSA health plan and you have elected to contribute to the medical flex spending account, you cannot elect to contribute to the Health Savings Account. Elections Summary: click on the Elections button to review which health and spending account plans you have elected.

Electing or Re-electing HSA Contributions If You Currently Decline HSA – select the option you need: o

Keep the same coverage – click on to continue to decline

o

Select a different plan – click on to enroll in the plan

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If You are Currently Enrolled in HSA– select the option you need:



o

Keep the same coverage – click on to enroll for 2017 with the same Plan and contribution amount

o

Change the coverage – click on to enroll but change your contribution amount

o

Select a different plan – click on to change the HSA plan (Employee or Family) or to decline

Click on Continue.

HSA Plan Options ► Select HSA EE Health Savings Account if you elected one of the HSA health plans with employee only coverage ► Select HSA Family Health Savings Acct if you elected one of the HSA health plans with dependents enrolled IMPORTANT If you enrolled in the My Essentia HSA health plan and you have elected to contribute to the medical flex spending account, you cannot elect to contribute to an HSA savings account. The IRS does not allow you to contribute to both a medical FSA and to an HSA savings account during the same tax year. If your spouse contributes to a medical FSA during 2017, you cannot contribute to an HSA. If you have elected the My Essentia HSA Plus health plan you will automatically receive the Essentia-paid HSA contributions. In addition, you can elect to contribute your own money into your HSA. As you enter in your HSA contribution amount, please remember that your contributions plus the Essentia-paid contributions cannot exceed the IRS annual maximum contribution amounts. In addition, if you will be receiving the TakeCharge wellness incentive, Essentia Health will deposit $260 into your HSA and this amount needs to be subtracted from the maximum amount that you are allowed to contribute into your HSA during 2017. You can click on the name of the plan (the blue link) to review the annual maximums which will also display in the enrollment program for each HSA plan.

Next, if you are enrolling in the plan, you will need to let us know how much you want to contribute: ►

Enter in the amount of you want to contribute for the calendar year o You can enter in your contribution amount in either the per pay period box or in the annual box

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Remember that the IRS annual maximum amount also includes any employer-paid funding you will receive if you are enrolling in the Essentia HSA Plus health plan and/or you will receive the TakeCharge $260 award o You are eligible for the $1,000 catch-up contribution only if you will be age 55 or older as of 12/31/2017 Click on Continue o



STEP 5 – Review & Submit Your Elections The last step in the process is to review and submit your elections. Review The program will display a summary of your benefit elections to verify: ► ► ► ► ► ►

Have you elected the right health plan, coverage level and reproductive option? Have you elected the right dental plan and coverage level? Are all of your dependents listed who need to be enrolled in each plan? Are the life insurance coverage amounts what you need? Are the Flex plan or HSA contribution amounts what you need? Review Your Cost information and the pre-tax and after-tax totals at the bottom

Note After you submit your benefit elections, you can log back into the program to make changes as many times as you need to before midnight, Friday November 13th.

Go Back and Make Changes If you need to make changes, you can do that at this time prior to submitting. ► Click on Go Back/Make Changes and then follow the Enrollment Change process on the next page Submit Your Benefit Elections If all of the information is accurate: ► Click on Submit to submit your elections ► Print out your enrollment confirmation and keep for your records IMPORTANT Make sure that you see displayed “Congratulations Your enrollment has been successful” ► ►

Click on Continue to leave the enrollment program Click on Logout (top, right corner) to Exit Lawson Employee Self Service

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Not Ready to Submit? If you are not ready to submit your benefit elections, click on Exit to leave the program. None of your elections will be saved. You can login when you are ready to enroll and submit your elections before the enrollment deadline.

ENROLLMENT CHANGE PROCESS You can revisit any of the plans to make changes before you submit your benefit elections. If you have already submitted and you need to make changes, the program will put your through the Make Changes process. To revisit a plan and make changes: ► Click on the Go Back/Make Changes button ► Click on the plan(s) that you need to make a change and then click on Continue

The program will then walk you through each plan that you have checked so that you can make your elections following the same process steps that you did the first time. After you have visited each plan and you have made your elections, the program will provide you with a revised enrollment summary to review. The plans you have changed will now be displayed at the bottom of the list with an “*” that the election changed. If all of the information is accurate, then click on Submit to submit your benefit elections and make sure that you receive the “Congratulations” message and click on Continue to exit the program.

PRINT YOUR ELECTIONS CONFIRMATION After you have submitted your elections, you should print out your enrollment confirmation: ► Click on Yes ► Promptly retrieve your printed confirmation from the printer

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PDF OPEN ENROLLMENT BENEFITS CONFIRMATION After you submit your benefit elections, within 6 hours, you will receive a PDF enrollment confirmation delivered to your Outlook e-mail. We recommend that you review this confirmation and take action before the enrollment deadline if you need to submit changes. The PDF benefits enrollment confirmation will indicate all of the benefit plans you will be enrolled in next year.

Need Assistance? Contact the HR Service Center at 1-855-694-7669 Monday – Friday: 8:00 a.m. – 4:00 p.m. Extended hours: November 7 – 11 7:00 a.m. – 6:00 p.m. [email protected] If you’re a physician or leader, call 1-855-321-6947 *Password Issues: Contact the IS Help Desk

Phone: 218-786-3788 (ext. 63788)

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