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New Hire Inside of Open Enrollment – Employee Walkthrough
Introduction
This article is designed to show each step of what your New Hires will see when they walk through THEbenefitsHUB during their Open Enrollment period. Note that most sections will contain links to their respective articles should you want more details on each part of the walkthrough.
Please note that there will be differences in the walkthrough for New Hires logging in outside Open Enrollment. See the links below for articles on these situations:
New Hire Outside Open Enrollment – Employee Walkthrough
New Hire Outside of Open Enrollment with Future Plans Built – Employee Walkthrough
Login Page
When your New Hire is ready to log into THEbenefitsHUB for the very first time, they will access your company’s login page. Here they will fill in their Last Name, Date of Birth, and the Last Four Digits of their Social Security Number. Once their information is entered, they will click the Login button.
You can find more details on this page in the Login Page (Employees) article.
Security Measures
For security purposes, when employees log into THEbenefitsHUB, they will be prompted to complete a Multi-Factor Authentication (MFA) process. Based on the information in their Profile, they will have several communication options available for completing the MFA Process. Once the employee has chosen their preferred method for MFA, they can then select from the available contact options and click Send Code. Once the code has been received, they will enter it in the box that appears and click Verify.
Acknowledgments
The employee will then be brought to the Acknowledgements pages, which contain acknowledgments that the employee will need to accept as a user of THEbenefitsHUB along with HR or other benefits-related acknowledgments, respectively. To learn more about the Acknowledgments pages, refer to the Acknowledgments article.
The image below shows a partial image of the Acknowledgments page.
Employee Information
On the next page, the New Hire will see the personal information that is already a part of their THEbenefitsHUB Profile Page. On this page, the employee can add or update any information as needed, including changing their marital status and tobacco usage. To learn more about this page, refer to the Employee Profile article.
Dependent Information
Once the Personal Information page is updated and an Emergency Contact is set (if this feature is turned on for your company), it’s time to add dependents, which can be done on the Dependent Information page. To learn more about this page, refer to the Dependent Information article.
Benefit Election Pages
Next, the employee can begin making their benefit elections for each benefit type, as they will be able to see all of their plans for the year. In the example of the Medical plan below, the employee has elected Option 2 for himself, his spouse, and his child.
Evidence of Insurability
If the employee elected benefits over the Guaranteed Issue amount, they will be brought to the Evidence of Insurability page once all benefits have been walked through. This page allows the employee to print out the Evidence of Insurability form to complete. To learn more about this page, refer to the Evidence of Insurability article.
Adding Beneficiaries
Once the employee has finished enrolling in benefits, they can then add their beneficiaries in a two-step process that includes deciding on the beneficiaries and making designations. To learn more about this process, refer to the Beneficiaries article.
Consolidated Enrollment Form
On the next page, the employee will see the Consolidated Enrollment page, which will show them the elections they have made for their New Hire walkthrough for the current plan year. Below, the orange exclamation point is a clue to continue with their enrollment as the process is not yet completed. To continue, the employee must scroll down and hit Continue to agree with the information listed on the page and to reach their Open Enrollment walkthrough. Note that the employee has not yet signed up for Open Enrollment benefits until they have completed their second walkthrough, as they are a new hire. To learn more about this page, refer to the Consolidated Enrollment Form article.
Open Enrollment Walkthrough
Having enrolled in their benefits for the current, expiring plan year, the employee will now be able to elect benefits for the upcoming plan year in their Open Enrollment walkthrough. Depending on any plan or provider changes your company has made for the upcoming year, the benefits they elect into may or may not be the same as for their New Hire walkthrough. The employee will be able to switch up their beneficiary designations, although they will pre-populate with the past designations. As you can see in the image below where Benny is electing his Medical benefit, the title over the page has changed from ‘My New Hire Benefits Enrollment’ to ‘My Benefits Enrollment’ for clarity.
Once the walkthrough is complete, the employee will arrive at the final Consolidated Enrollment Form where they will be able to see their personal and dependents’ information, their elections along with their effective dates, as well as any benefits that were waived.
From this page, the employee can print this information, go back to the main menu, or go back through their enrollment walkthrough. They can also email a link to themselves to log back into THEbenefitsHUB to view their elections.