button. Some changes required an effective date. If the employee’s Class, Annual Earnings, FTE Percent, Report Class, Cost Code or Status fields have changed, a popup window will appear (sample below) requesting the Effective Date of Change for each of these fields. Please ensure you use the WEBS onlineTM standard date format of YYYY-MM-DD. Plan Administrator’s User Guide 19 When you are finished, click and the Employee’s Profile will be locked until it has been processed by GroupHEALTH . You will be able to see the information you changed highlighted on the screen until your change is approved by GroupHEALTH. If the effective date of the change is in the future (later than the current billing date), a blue arrow will be shown beside the field in the EE screen as shown below. You may view this future change by clicking on the blue arrow. If you ever wish to make a change to a future change, use the Notes features to advise your GroupHEALTH Benefits Administrator. Changes requiring more explanation are shown below. Salary Changes To make a change to an employee’s salary, enter the new Annual Earnings and click . A popup window will appear requesting the date of the change. Please note that you cannot enter a date from the past, only current or future dated salary changes are accepted in WEBS onlineTM as usually salary changes are effective on the date reported. If there are special circumstances surrounding the salary change, please use the Notes feature to advise your GropuHEALTH Benefits Administrator. Plan Administrator’s User Guide 20 Class Changes When you make a change to an employee’s class, a Preview button will appear beside the Class field. Clicking on this Preview button will bring up a popup window showing a comparison of the benefits in the current class and the benefits in the employee’s new class. The popup window will identify coverage level changes, benefits that are being dropped and new benefits that are being added. This button is only available prior to saving your changes on the EE screen. Click on the X in the top right corner of the popup to return to the EE screen. Once you click , WEBS will advise of any newly added benefits and benefits terminated and if you need to enter more data such as making a beneficiary designation for a newly added Life benefit or enrolling the employee in the new Extended Health benefit. If no further data entry is required, your change will be saved as is; otherwise, you will be taken to the BP screen to complete the class change by entering the information requested and then clicking . Employees Returning to Work after Leave or Disability Once an employee returns to work after a leave or disability they should be returned to their regular class and their status should be changed back to Active. Once you save this change you will be asked to confirm their Return to Work date and their Class Change date. Normally these two dates would be the same. Plan Administrator’s User Guide 21 Employees Absent from work due to Leave or Disability When an employee is on a leave of absence or off work due to medical reasons, it is very important to change their status field to Leave of Disability or Leave of Absence and their Class should be changed to a class ending in ~ if the employee is on leave or # if the employee is absent due to medical reasons. Once you change their status other fields will appear to request more information regarding the absence. After you save these changes, a popup window will appear to request the last day worked and the date of the Class change. Normally these two dates would be the same. Identifying employees as absent from work is important because:  Insurance contracts have specific guidelines on how long coverage can be continued while absent from work  Employees absent from work are not eligible for salary adjustments to their pre-disability salary  GroupHEALTH can assist with their applications for disability and Waiver of Premiums benefits Terminating an Employee ’s Coverage An employee’s coverage is normally cancelled on the last day of employment. Terminations should be reported as soon as possible so claims are not paid after the date of termination. At the bottom of the window change the employee’s status from Active to Terminated and click . A popup window will appear to request the termination date (the last day with coverage). Plan Administrator’s User Guide 22 Enter the termination date and click on and the Employee Profile will be locked until processed by GroupHEALTH. WEBS onlineTM will automatically update the employee’s Benefits Profile to add termination dates for all the employee’s and dependents’ benefits (if these benefits were in place prior to termination). If the termination date is later than the current billing date, a blue arrow will be shown beside Status on the EE screen. When viewing the BP screen, a message will appear near the top of the screen advising that a termination is pending but all benefits levels will still show as current because the effective date of the termination is in the future. Blue arrows will also show on the BP screen beside the Extended Health, Dental, Dependent Life and MSP (if applicable) fields for the employee and their dependents. Clicking on those arrows will show the future termination date. Cancellation Due to Death Please contact your GroupHEALTH Benefits Administrator if you are canceling an employee’s coverage due to their death. Dependents covered prior to the employee’s death may be entitled to a continuation of coverage (Survivor Benefits). GroupHEALTH may be of assistance with the processing of the death claim. Change of Termination Date If an employee’s coverage under your group is already cancelled, the Plan Administrator cannot change the termination date. To correct or change a termination date, contact your GroupHEALTH Benefits Administrator or add a Note which will be emailed to the GroupHEALTH Benefits Administrator. GroupHEALTH may be required to change the employee’s termination date if claims have been paid by the carrier after the termination date due to the information being provided after that date. Back-Dated Cover age Changes to a Termi nated Employee After an employee has been terminated, they are placed in ‘Terminated’ status. No changes will be allowed to the employment data or application while in this status. Should an adjustment be required to the employee’s coverage prior to their date of termination, please email the request to your GroupHEALTH Benefits Administrator or use the Notes feature. Plan Administrator’s User Guide 23 Reinstate an Employee’s Coverage On the EE screen, change the Status field from Terminated to Active and then change any other fields that may require updating such as Annual Earnings, Class, etc. Click to proceed. A popup window will appear requesting the effective dates of these changes. Please note that you must always enter the Annual Earnings change date as today’s date or a future date. The Benefits Administrator will adjust the effective date if necessary. Once the effective dates are entered, click . You will automatically be taken to their BP screen. The Benefits Profile must be reviewed to ensure the information in this section is current (ie. address, dependent information, beneficiary designations, etc.) and to reapply for Extended Health, Dental, Dependent Life and MSP coverage (if applicable) for the employee and their dependents (change No to Yes and input the Effective Date of Coverage, which should be the Reinstatement Date). Click on < Save> when you have updated the Benefits Profile information. If the reinstatement is for a future date (later than the current billing date), the benefit levels on the BP screen will show as ‘W/P’ (waiting period) as the coverage is not effective yet. Blue arrows will appear beside the benefits in the Employee section off the screen to indicate that there are future changes. Please ensure a newly signed and dated Application form is kept in your records. Benefits Profile (BP) Screen Changes Changes can be made to employee, spouse and dependent information as well as to the employee’s beneficiaries. Click on the employee’s BP link on the List all Enrolled Employees screen to view and edit this data. If the window opens and there is text in red at the top of the screen stating the employee’s information is locked, this means that there are already changes pending and no additional changes can be made at this time. The record will be available for editing once GroupHEALTH has approved the previous change. These approvals are normally done within 24 hours of the initial change. If you want to send the new change immediately, click on the Notes link and add your instructions to the screen that appears. This will send an email directly to your GroupHEALTH Benefits Administrator advising them of the new information. The BP screen shows the employee’s personal information, dependents, benefits and beneficiary designations. The screen is broken down into three main sections:  Employee – showing the employee’s personal information and the effective and termination dates of their Extended Health, Dental, MSP and Dependent Life coverage  Dependents – showing their eligible dependents and their Extended Health, Dental and MSP coverage along with any effective and Termination dates.  Benefits – showing the benefits the employee is covered for and their beneficiaries for Group Life, AD&D/ASI and any Optional benefits. The carrier, claims payor and policy number for most benefits also appear. The coverage shown is as of the billing date shown in the Benefits section. If there have been dependent or benefit changes made that are effective on a future billing date, they will not be reflected under this section until their effective date matches the billing date. Plan Administrator’s User Guide 24  The volume for each benefit is also shown. If a Waiting Period is not completed for a benefit, the BP screen will show the benefit’s level as ‘W/P’.  If a Non-Evidence Maximum exists for a benefit and if the salary level is high enough, the employee will be able to apply for a higher level of coverage. This information is displayed on the BP screen under Volume, Eligible Volume (the higher amount) and the status (Not Applied, Applied, Approved or Declined). If the employee wishes to apply for the higher level of coverage they must complete a Medical Information form and submit it to GroupHEALTH. Contact your GroupHEALTH Benefits Administrator for assistance.  Disabled employees who are approved for the Waiver of Premium benefit will show with the words ‘Premium Waived’ beside the appropriate benefits.  For Optional Benefits – if the employee is not covered for an optional benefit, the benefit Volume amount will show as 0 and the Benefit Status will appear as Not Applied. If the employee is covered for an Optional benefit, the BP screen will display the benefit’s volume and beneficiary if applicable. For Terminated employees, this page will only show Termination Dates for all benefits. After you enter and save changes on this screen, you will see a waiver screen if the employee or any dependent waived coverage under Extended Health or Dental benefits. Once that screen is completed, click on . A confirmation screen will appear and you can print the changes if required. The employee’s record will now be in a pending status until it is reviewed by GroupHEALTH usually within 24 hours. You will be able to see the changes you made highlighted on the BP screen. A blue arrow indicates that there is a future dated change for that field. To review the future change, click on the blue arrow. If you ever wish to make a change to a future change, use the Notes features to advise your GroupHEALTH Benefits Administrator. Please see below for specifics on some commonly entered changes. Employee’s Pers onal Information ( Name, Address, Sex and Date of Birth) Click the button to the right of the employee’s name to change their personal information. Please note that Date of Birth changes may affect eligibility for benefits and premium calculations. Click on when you are finished and you will be returned to the BP screen. If there are no other changes to be made, click on again. Add a new Spouse Newly acquired dependents should be enrolled on the plan within 31 days of becoming eligible for coverage. If a dependent is not enrolled within this time frame, they may be considered a late applicant and the carrier(s) may: restrict or decline coverage for the dependent; require payment of premiums retroactive to the date that the dependent became eligible for coverage; or require Evidence of Insurability, depending on the specific carrier’s guidelines. To add a spouse, click the button on the Enrolment Summary in the Dependents section. A new screen will appear requesting information on the spouse. All mandatory fields should be completed. The Smoker Status field is used to determine rates for optional life premiums. It is not required unless the spouse is applying for Optional Life benefits. Plan Administrator’s User Guide 25 The choice for Extended Health, Dental and MSP will default to “No”. If the employee’s intention is to cover their spouse under this Group Benefits plan, change the selections for the benefits to Yes. If the spouse is not being enrolled in Extended Health, Dental or MSP, enter the reason for the decline of coverage. If you select “Other” as the reason for declining coverage, a further box will appear to request more details. If the employee has already said “No” to Extended Health, Dental or MSP for himself or herself, the option for dependent coverage under these benefits will not be available. If the spouse is enrolling for Extended Health and or Dental coverage, Coordination of Benefits fields will appear. This information assists the Extended Health and/or Dental Care carriers in ensuring claims are forwarded to the correct carrier as the first payor. If the spouse has coverage under their employer’s benefits plan, the level of coverage for Extended Health and Dental Care should be indicated for Coordination of Benefits purposes. Once all fields are completed, click on and a new screen will appear where you can enter the effective date of the spouse’s coverage for each benefit. Click on again and you will be returned to the BP screen to review the information you have entered. If the employee previously had no dependents and they are eligible for Dependent Life make sure you add this coverage on the Employee section of the screen. The final step is to click on the BP screen. Please note, an employee may only cover one spouse at a time. A change in spouse will be a two step process. First, cancel the coverage of the initial spouse and have this change processed by GroupHEALTH . Once the change has been processed you may proceed to add the new spouse to coverage. Add a new dependent child Newly acquired dependents should be enrolled on the plan within 31 days of becoming eligible for coverage. If a dependent is not enrolled within this time frame, they may be considered a late applicant and the carrier(s) may: restrict or decline coverage for the dependent; require payment of premiums retroactive to the date that the dependent became eligible for coverage; or require Evidence of Insurability, depending on the specific carrier’s guidelines. To add a dependent, click the button on the Enrolment Summary in the Dependents section. A new screen will appear requesting information on the dependent. All mandatory fields should be completed. The choice for Extended Health, Dental and MSP will default to “No”. If the employee’s intention is to cover their dependent under this Group Benefits plan, change the selections for the benefits to Yes. If the dependent is not being enrolled in Extended Health, Dental or MSP, enter the reason for the decline of coverage. If you select “Other” as the reason for declining coverage, a further box will appear to request more details. If the employee has already said “No” to Extended Health, Dental or MSP for himself or herself, the option for dependent coverage under these benefits will not be available. Plan Administrator’s User Guide 26 Once all fields are completed, click on and a new screen will appear where you can enter the effective date of the dependent’s coverage for each benefit. Click on again and you will be returned to the BP screen to review the information you have entered. If the employee previously had no dependents and they are eligible for Dependent Life make sure you add this coverage on the Employee section of the screen. The final step is to click on the BP screen. Remove Existing Dependents To cancel coverage for an existing dependent, click on beside the Dependent’s name. Change the benefit flags to No and then indicate the reason for the cancellation in the fields that appear. If you select “Other” as the reason for declining coverage, a further box will appear to request more details. Now click on . A new screen will appear asking for the termination date of those benefits. Once those dates are entered click and you will be returned to the BP screen. Save the full record on the BP screen by clicking on . Add an Employee’s Extended Health Care and/or Dental Care Coverage Usually all benefits are mandatory for the employee except in the case of Extended Health and Dental where coverage can be waived due to alternate coverage. Please check with your GroupHEALTH Benefits Administrator if you have any questions regarding these guidelines. If the employee wishes to add Extended Health and Dental coverage, click on the button in the Employee section of the BP screen. A new screen will appear and you can change the Extended Health, Dental and/or MSP flags to Yes. Click on and a new screen will appear where you can enter the effective date of the new benefits. Click on again and you will be returned to the BP screen. If any dependents are to be added as well make those changes at this time. Once all changes have been made to your satisfaction, click on the button on the BP screen. Cancel an Employee’s E xtended Health Car e and/or Dental Car e Coverag e Usually all benefits are mandatory for the employee except in the case of Extended Health and Dental where coverage can be waived due to alternate coverage. Please check with your GroupHEALTH Benefits Administrator if you have any questions regarding these guidelines. If the employee wishes to cancel their Extended Health and Dental coverage, click on the< Edit> button in the Employee section of the BP screen. A new screen will appear and you can change the Extended Health, Dental and/or MSP flags to No. New fields will appear to gather the more information as to the reason for cancellation. If you select “Other” as the reason for declining coverage, a further box will appear to request more details. Click on and a new screen will appear where you can enter the termination date of the these benefits (the last day of coverage). Click on again and you will be returned to the BP screen. If the employee had covered dependents on his/her plan, you will notice that all the dependents’ coverage has also been set to No. Once all changes have been made to your satisfaction, click on the button on the BP screen. Plan Administrator’s User Guide 27 Change an Employee’s Alternate Coverag e If an employee gains alternate coverage through their spouse or loses that alternate coverage, this change is entered under the spouse’s record. Click on beside the spouse’s name to view their information. Make the necessary changes to the COB fields for Extended Health and Dental then click . A screen will appear where you can enter the effective date of the change to this coverage. Click on again and you will be returned to the BP screen. Update B eneficiary Designati ons If an employee wants to change their beneficiary designation, they may do by completing an Enrolment Benefits Change form, a new Enrolment form or they may do so online and then print, sign and date the updated Application. The printed Application, which includes the revised beneficiary designations, is a legal document, so changes should not be made to this document with Liquid Paper or by crossing out and re-writing the designation(s). To update a beneficiary designation, click on beside the benefit the employee wishes to change. Be sure to change all benefits’ designations if directed by the employee in writing. A trustee screen will also appear if the beneficiary is under the age of majority. Once the beneficiary designation has been saved you will be returned to the BP screen where you click to save the employee’s record. Important: All beneficiary designations are to be signed and dated by the employee and kept in a safe place. The originally signed designation must be produced in the case of a death claim. Optional Benefits WEBS onlineTM will not process Optional Benefits. These benefits must be administered via paper, with applications and changes being forwarded to your GroupHEALTH Benefits Administrator for processing on your monthly billing statement. Once approved, you will be able to view their coverage levels on the BP screen. Current Premiums Preview A link exists on the BP screen for all active employees to bring up a view of their last month’s coverage and premiums by benefit as well as a preview of their expected coverage levels and premiums for the upcoming billing. Please note that the preview is based on the employee information, rates and plan design coded in WEBS onlineTM as of the current date. This information is subject to change prior to billing. Plan Administrator’s User Guide 28