New Hire Outside of Open Enrollment with Future Plans Built – Employee Walkthrough
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:
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 follow the directions on the left side of the screen to log in with their assigned username and temporary password. Once their credentials are entered, they will click the Login button.
Note that the username and password directions shown in the image above may differ from those for your company. Your employees should always follow the directions on your company’s login page.
You can find more details on this page in the Login Page (Employees) article.
For security purposes, when a New Hire logs into THEbenefitsHUB for the first time, they will be prompted to change their password. When choosing a new password, THEbenefitsHUB has some specific requirements which must be followed. These specifications are listed on the Change Password screen, as shown in the image below. Once the new password is entered, the employee should click the Save & Continue button to move to the next page.
System Acknowledgments and Company Acknowledgments
The employee will then be brought to the System and Company Acknowledgements pages, which contain 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, including a ‘checked’ acknowledgment.
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 should they have any dependents that may need benefits. To learn more about this page, refer to the Personal Information article.
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
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, Benny has elected Option 2 for himself, his spouse, and his child.
***Please note that 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.
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.
Enrollment Prep Page
On the next page, the employee will see their enrollment preparation information which will show them the benefit elections that will be prepared for their upcoming Open Enrollment. To continue, the employee will click the ‘Continue Enrollment’ button at the bottom of the page.
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.
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.