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New Hire Outside of Open Enrollment with Future Plans Built – Employee Walkthrough
Introduction
This article is designed to show each step of what your New Hires will see when they walk through THEbenefitsHUB during the time period where the upcoming plan year’s benefits have been built into THEbenefitsHUB, but Open Enrollment has not yet begun. The additional steps in this walkthrough will typically occur within a couple of months of your Open Enrollment beginning as we at allsynx are preparing your company’s upcoming plan year in the system.
Please note that there will be differences in the walkthrough for New Hires logging in during Open Enrollment, and for the rest of the year prior to the new plan year being prepared. See the links below for articles on each of these situations:
New Hire Inside Open Enrollment – Employee Walkthrough
New Hire Outside Open Enrollment – 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.
Note that the image above may differ from that of your company, depending on which Authentication methods are available for your staff.
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 page, which contains acknowledgments that the employee will need to accept as a user of THEbenefitsHUB along with HR or 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 System Acknowledgments page.
Employee Profile
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 or tobacco usage. To learn more about this page, refer to the Employee Profile article.
Dependent Information
Once the Profile page is updated and an Emergency Contact is set (if this feature is turned on for your company), it’s time to add dependents! This can be done on the Dependent Information page. To learn more about this page, refer to the Dependent Information article.
Benefit Election Pages
Once the employee’s dependents are set up, they 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, our employee has elected Option 2 for himself, his spouse, and his child.
Note: Benefits will ONLY be available for election if they will be able to go into effect prior to the end of the current plan year. For example, if your company’s plan year begins on 9/1, New Hires in July will be able to elect into their benefits, as the plans will go into effect on 8/1 until they expire on 8/31. However, those employees hired in August will typically not see plans available unless they go into effect on the date of election.
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 Form page, which will show them the elections they have made for their New Hire walkthrough for the current plan year.
Employees will be presented with this version of the Consolidated Enrollment Form page once they have completed all available enrollments. Once the employee sees this Congratulations message, the employee will be marked as Completed. However, if they walk through their benefits again, they will be reset to Incomplete until they arrive back at this page.
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 in the future. To learn more about this page, see the Consolidated Enrollment Form article.
At this point, the New Hire’s walkthrough is complete, and their benefits for the current plan year will go into effect on the date shown on the Consolidated Enrollment Form. They will still be able to make changes to their and their dependents’ profiles via THEbenefitsHUB Employee Menu.
Note: Once Open Enrollment begins, the New Hire will be able to log in once more and complete their Open Enrollment walkthrough for the upcoming plan year, in the same way as all other existing employees.