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WestPro Employee Benefits System Online Administration
(WEBS online )
TM

Employee Self Service
User Guide

Online Group Benefits Administration

November 2006
Version 1

WEBS Online TM
Employee Self Service User Guide

Overview

Overview
Welcome to WEBS onlineTM, WestPro Employee Benefits System. This system is designed
to make the administration of your employee benefits plan easier for you and your employer
and to provide you with current and relevant employee benefits information.
This user guide will show you how to enrol in your employer’s benefits plan for the first
time. It also explains how to make changes to your coverage in the future.
We welcome feedback so please let us know if you encounter an issue or a problem that is
not addressed by this user guide.

WEBS Online TM
Employee Self Service User Guide

Table of Contents
1.0 Introduction to WEBS onlineTM ................................................ 2
H

1.1
1.2
1.3
1.4
1.5
1.6
H

Purpose of this User Guide ....................................................................
Navigating Within a Form ......................................................................
Getting Assistance ...............................................................................
WEBS onlineTM Security and Sign-In ........................................................
System and Browser Requirements ........................................................
General Tips ........................................................................................

2
2
2
3
3
3
H

2.0 Enroling in your Benefits Plan ................................................. 4
H

2.1
2.2
2.3
H

Login .................................................................................................. 4
Entering your Employee Information ....................................................... 6
Enroling your Dependents...................................................................... 8
H

2.3.1 Adding a Spouse .......................................................................................... 9
2.3.2 Adding a Dependent Child ........................................................................... 10
H

2.4
H

Covered Benefits................................................................................ 13
H

2.4.1Group Life and Beneficiary Assignment .......................................................... 13
2.4.2 Accidental Death and Dismemberment (AD&D) and Beneficiary Assignment ...... 15
2.4.3 Other Mandatory Benefits............................................................................ 16

2.5
H

Benefit Summary ............................................................................... 18
H

3.0 Making Changes to your Benefits ......................................... 22
H

3.1

3.2

Employee Information ........................................................................ 24

3.1.1 Lost Password ........................................................................................... 22
H

3.2.1 Changing your Password ............................................................................. 25
3.2.2 Changing your Email Address ....................................................................... 26

3.3
H

Your Benefits Profile ........................................................................... 27
H

3.3.1 Changing your Employee Information ............................................................
3.3.2 Adding or Editing a Spouse ..........................................................................
3.3.3 Cancelling Coverage for a Spouse.................................................................
3.3.4 Adding or Editing Dependent Children ...........................................................
3.3.5 Covered Benefits ........................................................................................
3.3.5.1 Extended Health, Dental Care and MSP Changes .........................................
3.3.5.2 Group Life and Accidental Death and Dismemberment (AD&D) – Beneficiary
Changes .............................................................................................................
3.3.5.3 Other Mandatory Benefits .........................................................................
3.3.6 Finalizing your Changes ...............................................................................
H

28
31
33
34
37
37
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38
42
42
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WEBS Online TM
Employee Self Service User Guide

1.0 Introduction to WEBS online

1.1

Purpose of this User Guide

This document is intended for employees who are using WEBS onlineTM to enrol or make
changes to their benefits plan. This user guide:
¾ describes the processing requirements and
¾ provides general guidelines for enrolment.
Please note that this guide details benefits that may or may not be offered to you. If a
benefit is not available it will not appear as you process your enrolment and you may skip
over those parts of this guide.

1.2

Navigating Within a Form

To move from field to field within WEBS onlineTM, use the Tab key or your mouse to click in
the field. Please try to avoid using the Enter key in WEBS onlineTM.
Some forms do not fit within a single viewing window. Use the scroll bar (sliding button
right of window) to view the entire screen.
Once you have completed the information on the screen, click on the button
on the bottom right hand corner of the screen.
If you wish to cancel your application, click on the button. You will
be asked to confirm that you wish to lose all your changes before your enrolment is
cancelled.

1.3

Getting Assistance

Help Screens
All of the WEBS onlineTM web pages have Help links near the top right corner of the screen.
These Help links describe exactly what is required to complete each screen.
If you have any questions about how to complete the screen, check out the Help link first.

Help Desk
Should you wish to report a problem with WEBS onlineTM , please contact WestPro.
WestPro's office hours are 8:00 am to 4:30 pm Monday through Thursday, and 8:00 am to
3:00 pm on Friday. Our toll-free phone number is 1-800-667-0797 if you are calling from
outside Vancouver and the Lower Mainland. If you are calling from Vancouver or the Lower
Mainland our phone number is 604-536-8887.
There may be an occasion when you encounter a problem trying to access WEBS onlineTM,
or when using WEBS onlineTM. If the problem appears to be related to your computer or your
local system, contact your local IT department. Please ensure that your IT support person
has checked that the problem is not your work station/computer or browser. For any other
problem, you should call WestPro.

WEBS Online TM
Employee Self Service User Guide

1.4

WEBS online Security and Sign-In
TM

WEBS onlineTM has been developed using 128-bit encryption and the highest security tools
and hosting services available. Some of the security features included are:
¾ HTTPS encryption through SSL.
¾ User login requires three distinct pieces of information:
Client, Employee Number (PIN) and Password.
¾ All login information and sensitive user information is encrypted on the server-side
database and is even unreadable internally to anyone browsing the database.
¾ The applications programming includes security level checking, entry gate checking,
and intrusion detection.
WEBS onlineTM is fully audited for who is accessing and making changes to the information.
WestPro will provide you with a temporary password. You will not be able to access WEBS
onlineTM unless you enter a valid password. You will have the ability to change your
password at any time once logged into WEBS onlineTM. This password should never be
shared with or disclosed to anyone.

1.5
¾
¾
¾
¾

1.6

System and Browser Requirements
Internet Connection
Mozilla Firefox or Internet Explorer (Version 5.0 or greater) with JAVA enabled
Adobe Reader ( http://www.adobe.com/products/acrobat/readstep2.html)
Printer (for printing the Benefits Enrolment Summary). The document(s) can be
saved to disk and then printed.
H

General Tips

If you remain logged into WEBS onlineTM in any screen and no data is entered, the system
will automatically log you off after 10 minutes of inactivity. When you try to enter data
after this time, you will be taken back to the login screen.
While logged into WEBS onlineTM and applying for benefits, please try not to use your
browser’s Back button. You will be able to edit everything you have entered when you are
at the summary page. Because this application is in a secure environment, the system will
prompt you with a warning that the Page has Expired. If you receive this message, press
your browser’s Refresh button and click the Retry button. This should return you to the
Main Menu.
Please log off from the Main Menu before closing your browser.

WEBS Online TM
Employee Self Service User Guide

2.0 Enroling in your Benefits Plan
You will receive an email from your Plan Administrator advising you that your employee
profile has been entered into WEBS onlineTM and that you can begin your enrolment process.
This user guide will take you through the enrolment process.
The final step in the enrolment process will require Adobe Reader (a PDF viewer) to print the
WEBS onlineTM generated Benefits Enrolment Summary. Please ensure Adobe Reader is
installed on your computer before proceeding. This program is available free on the web at:
http://www.adobe.com/products/acrobat/readstep2.html
H

Please ensure you sign and date the Benefits Enrolment Summary generated by WEBS
onlineTM. This form must be returned to your Plan Administrator and kept in their files. In
the event of a Group Life insurance claim, this original enrolment form bearing your
signature must be produced. The original forms are very important documents.

2.1

The first screen to appear requires the login information that was provided in the email from
your Plan Administrator.

Use the Tab key to move from field to field or your mouse to click in the field. Please try to
avoid using the Enter key in WEBS onlineTM.
Enter your 3 character Client ID, your Personal ID number (PIN) and your password. Use
your mouse to point and click on to proceed.
The first time you login to WEBS onlineTM our Terms of Use will appear on the screen for
your review and agreement.

WEBS Online TM
Employee Self Service User Guide

This text may not fit within a single viewing window. Use the scroll bar (sliding button right
of the window) to view the entire screen.
To proceed, use your mouse to click on at the bottom of the screen.
On your first login you will see a welcome message on the following screen:

WEBS Online TM
Employee Self Service User Guide

To begin the enrolment process, use your mouse to point and click on .

2.2

Entering your Employee Information

The following screen will appear:

This screen gathers information regarding your address, gender, birth date and your request
for Extended Health Care, Dental Care and MSP coverage.
You will notice that your Employee Profile information is displayed in the header section of
the window. Your Plan Administrator entered this information. If you have questions about
this information, contact your Plan Administrator.
Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click. The mouse must be used to specify gender and your
enrolment in Extended Health, Dental and MSP. The correct format of the data is indicated
beside the relevant field, if necessary.
An arrow pointing down at the end of a field indicates that you choose data from a list that
appears when you click on the arrow.
All fields marked with a red asterisk are mandatory. The MSP information fields are only
necessary if WestPro is administering MSP on behalf of your employer.
You may cancel the enrolment at any time by clicking on . A caution
will appear but if you proceed you will lose all your entered data. You will also have the
option to cancel your enrolment on later screens.
Once you have completed the information on the screen, click on the button
on the bottom right hand corner of the screen.

WEBS Online TM
Employee Self Service User Guide

Further Information
Applying for Extended Health, Dental and MSP Coverage
Extended Health and Dental coverage is mandatory unless you have coverage under your
spouse's or other similar benefit plan (not including the Government Medical Services Plan).
If you are eligible for coverage under a spouse's Extended Health and/or Dental Plan, you
may:
Option 1:

Waive coverage under this plan; or

Option 2:

Co-ordinate benefits with your spouse's plan ("dual" coverage) - which
may not be permitted in all Group Insurance Policies.

If you choose to waive coverage under this plan, you must provide some details regarding
your alternate coverage. A “Waiver” screen for Extended Health and/or Dental coverage will
appear for completion near the end of the application process. Once Extended Health and/or
Dental coverage has been waived, you and your dependents cannot enrol under this group
plan unless coverage under the alternate plan has terminated or you submit Evidence of
Health which must be approved by the insurance carrier before coverage will commence or
you pay back premiums, depending on your insurance carrier’s policies.
If you have chosen coverage for Extended Health, Dental Care or MSP, the next page to appear
will confirm their effective dates.

When you have reviewed the effective dates for these benefits, click on to
continue to the next page.
Please contact your Plan Administrator if you have any questions about these effective
dates.

WEBS Online TM
Employee Self Service User Guide

2.3

Enroling your Dependents

You must specify all your eligible dependents on the following screen regardless of whether they
are to be covered for Extended Health, Dental or MSP.

Click the buttons and/or to add dependents. Once you
add your dependents, they will appear on this screen. If you do not have any eligible
dependents, click to proceed to the next screen.

Further Information
Eligible Dependents
Your dependents are eligible for coverage from the date that your coverage becomes
effective. Generally, the following people are eligible for coverage as a dependent:
¾ Your spouse. Guidelines regarding coverage for a common-law spouse or same-sex
spouse are specific to your Master Policy(ies) and may vary by class or benefit.
¾ Your or your spouse’s unmarried children provided they are mainly dependent on you.
Children remain eligible for coverage up to the ages specified in the Master Policy(ies)
which are specific to your plan and may vary by class or benefit.
In most Master Policy(ies), a child in full-time attendance at an accredited post-secondary
institution and who is not married, may continue coverage until the maximum age specified
in the Master Policy(ies).
Mentally and physically handicapped children who are incapable of self-sustaining
employment and are wholly dependent on you may be covered to any age. The insurance
carrier(s) may require supporting documentation. You will be contacted should this be
required.

WEBS Online TM
Employee Self Service User Guide

WEBS onlineTM will partially adjudicate a dependent’s eligibility for benefits. Additional
clarification and/or documentation may be required prior to WestPro processing coverage for
these dependents.
The insurance carriers have different rules regarding the addition of a common-law spouse’s
children. Some may require the children to satisfy the common-law spouse eligibility waiting
period, while other carriers will allow the common-law spouse’s children to be added
immediately. Please contact your Plan Administrator should you require clarification.

2.3.1 Adding a Spouse
From the Dependent Summary screen, click the button and the following
screen will appear.

Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click on the fields. The mouse must be used to specify gender
and your spouse’s enrolment in Extended Health, Dental and/or MSP. The correct format of
the data is indicated beside the relevant field, if necessary.
An arrow pointing down at the end of a field indicates that you choose data from a list that
appears when you click on the arrow.
All fields marked with a red asterisk are mandatory. The MSP information fields are only
necessary if WestPro is administering MSP on behalf of your employer.
Change the Extended Health and Dental buttons to Yes if your intention is to cover your
spouse under this Group Benefits plan. If you have already said No to Extended Health,
Dental or MSP for yourself, the option for dependent coverage under these benefits will not
be available.

WEBS Online TM
Employee Self Service User Guide

When the information is complete, point and click on . You will be returned to the
Dependent Summary screen. Note the addition of your spouse on this screen. You may
click on to add the next eligible dependent or if you do not
have any more eligible dependents.

Field Descriptions and Further Information
Coordination of Benefits
If your spouse has coverage under their employer’s benefits plan, the level of coverage of
their Extended Health and Dental Care should be indicated for Coordination of Benefits
purposes.
This information enables the Extended Health and/or Dental Care insurance carriers to
determine the order of payment for a claim.

2.3.2 Adding a Dependent Child
From the Dependent Summary screen, click the button and the
following screen will appear.

WEBS Online TM
Employee Self Service User Guide

When you have completed the data, click on to proceed to the next screen.
You will be returned to the Dependent Summary screen. Note the addition of your
dependent on this screen. The dependent name will appear in red letters if he/she is not
eligible or if further information may be required before confirming the enrolment.
You may click on to add the next eligible dependent or if
you do not have any more eligible dependents.

Field Descriptions and Further Information
Relationship
The Relationship field includes a list of options. Click on the downward pointing arrow to
review the list. The choices are child, adopted, ward or other. WEBS onlineTM will allow you
to add these dependents; however, most insurance carriers require supporting
documentation to adjudicate the dependent’s eligibility if they are adopted, your ward or
another status. WestPro will contact your Plan Administrator to advise on the specific
carrier’s requirements. Usually, legal documentation supporting guardianship is required.

Enroling an Overage or Disabled Dependent Child
If you list a dependent child who is over the age specified in your Master Policy(ies), a
screen will appear requesting more information regarding the dependent.

WEBS Online TM
Employee Self Service User Guide

Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click on the fields.
When you have reviewed and completed the data, click on to proceed to the next
screen.
You will be returned to the Dependent Summary screen. Note the addition of your
dependent on this screen. The dependent name will appear in red letters if he/she is not
eligible or if further information may be required before confirming the enrolment.
Dependents with a red dot are over the maximum allowable age and are not eligible for
coverage. Dependents with a blue dot are eligible for coverage until they reach the
maximum allowable age or until their student or disabled status changes.
You may click on to add the next eligible dependent or if
you do not have any more eligible dependents.

WEBS Online TM
Employee Self Service User Guide

2.4

Covered Benefits

2.4.1Group Life and Beneficiary Assignment
If you are eligible for Group Life insurance coverage, the next screen will confirm your
enrolment in the benefit and require that you assign a beneficiary. WEBS onlineTM will not
continue past this screen until a beneficiary has been assigned.

Click on and the following window will appear providing some
information to consider before assigning a beneficiary.

WEBS Online TM
Employee Self Service User Guide

After you have reviewed the guidelines for assigning a beneficiary, proceed to enter your
beneficiary.
To move from field to field, use the Tab key or your mouse to point and click on the field.
The name, relationship and age fields are only mandatory if Estate is not checked. The
beneficiary's full first and last name must be included; initials or titles (i.e. Mrs. J. Doe) are
not sufficient.
When you have completed the information, click on to proceed. You will be
returned to the Group Life benefit page where your beneficiary will appear. Use your mouse
to click on to proceed.
Note: The original Benefits Enrolment Summary forms are very important documents and
must be printed, signed and forwarded to your Plan Administrator when your enrolment is
complete. In the event of your death, this original signed enrolment form is required by the
insurance company in order to process the death claim; photocopies will not be accepted.

Further Information
Appointing Multiple Beneficiaries
You may designate more than one beneficiary. To appoint multiple beneficiaries, complete
the beneficiary name, age and relationship fields and indicate a share percentage. Click
. The Group Life benefit page will appear showing the beneficiary assigned
along with their share. Click on to add another beneficiary. Repeat this
process until the percentage of share between all beneficiaries totals 100%. Then choose
to move to the next screen.

Appointing Minors as Beneficiaries

WEBS Online TM
Employee Self Service User Guide

If a designated beneficiary is under the age of majority in the employee’s province of
residence (British Columbia is 19 years of age), the "Appointment of a Beneficiary Trustee"
screen will appear for completion. Regulations concerning minors do not allow disbursement
of the proceeds of insurance to a person under age of majority; therefore a Trustee must be
assigned for any underage beneficiary designations.

2.4.2 Accidental Death and Dismemberment (AD&D) and Beneficiary
Assignment
The next screen to appear confirms your enrolment for Accidental Death and
Dismemberment (AD&D), if you are eligible, and requires that you designate a beneficiary.
WEBS onlineTM will not continue past this window until a beneficiary has been assigned.

WEBS Online TM
Employee Self Service User Guide

WEBS onlineTM allows an AD&D beneficiary designation separate from the Group Life
beneficiary if you wish. You may click on and complete the beneficiary
screen as you did with the Group Life benefit. Alternatively, you may wish to have the
beneficiaries set the same as those for Group Life by clicking on beside ‘Set
beneficiaries the same as benefit’. If you choose this option the Group Life beneficiaries will
copy to this screen.
The process for assigning trustees for minor beneficiaries and assigning multiple
beneficiaries is the same as with the Group Life benefit.
When you are satisfied with your assignments, click on to move to the next
screen.

2.4.3 Other Mandatory Benefits
All benefits to which you are entitled will appear as a separate window during the enrolment
process. These benefits do not require any input from you. The screens will confirm your
coverage and effective date. You may review the information and click on to
move to the next screen. These benefits may include:
¾ Dependent Life (if you have eligible dependents)
¾ Long Term Disability
¾ Short Term Disability
¾ Employee Assistance Plan
¾ Critical Illness
An example of the screen is shown below.

WEBS Online TM
Employee Self Service User Guide

2.5

Benefit Summary

Once all the necessary information has been entered, the application data will appear on the
screen in a summary format to be reviewed, edited, saved and printed. Please ensure all
information has been entered accurately because beyond this point no changes will be
allowed to your enrolment data until after WestPro has processed it.
If there are changes needed to the data, click on the appropriate button (Edit or Update) in
the section you wish to make your corrections. A screen will appear for the relevant
information. You may make any necessary changes and press to return to this
summary screen where your changes will be reflected. If necessary, please refer to section
3.0 Making Changes to your Benefits of this user guide for further information.
When you are satisfied with your enrolment, click on .

WEBS Online TM
Employee Self Service User Guide

Waiver of Benefits
If you chose to waive Extended Health and/or Dental coverage for yourself and/or your
dependents because you have coverage elsewhere, you will be asked to complete the
following screen before you complete your enrolment.

The screen will identify your Extended Health and Dental coverage levels and the names of
anyone in your family who waived coverage for those benefits. As Extended Health and
Dental are mandatory benefits unless you have coverage under another plan, you must
identify the insurance carrier and policy number of the alternate coverage in order to waive
coverage under your employer’s plan.
This screen also advises you that in the event that your alternate coverage ceases you must
apply to your employer’s plan within 31 days or your coverage may be restricted or denied.
Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click. The insurance company/employer field is mandatory.
You must use your mouse to click on the signature box before proceeding. This confirms
your understanding of the conditions under which you can waive, and later enrol in,
Extended Health and Dental coverage.
When the information is complete, click on to proceed.

Confirm Results – Benefit Summary
The following confirmation appears. It is required that you review the information and click
on the signature box to confirm your acceptance of the conditions of your enrolment. Click
on to save your enrolment.

WEBS Online TM
Employee Self Service User Guide

Your Benefits Profile will now be in a locked state until it has been processed by WestPro
(usually within 24 hours).
Please ensure you print, sign and date the Benefits Enrolment Summary generated by WEBS
onlineTM. This form must be returned to your Plan Administrator and kept in their files. In the
event of a Group Life insurance claim, this original enrolment form bearing your signature
must be produced. The original forms are very important documents.

Printing Your Benefits Enrolment Summary
The next screen to appear confirms your enrolment and allows you to print your Benefits
Enrolment Summary.

WEBS Online TM
Employee Self Service User Guide

You will need to have Adobe Acrobat reader to view and print your Benefits Enrolment
Summary. This program is available free on the web at:
http://www.adobe.com/products/acrobat/readstep2.html
H

Click on Print to print your enrolment summary. The summary will load in Adobe Acrobat
(this may take a few minutes). Click on the Printer icon in the top left hand corner of the
screen to print to your printer.
When you have finished printing your Benefits Enrolment Summary click on the X in the top
right hand corner of the screen to close Adobe Acrobat and return to WEBS onlineTM.
Please review the printed document, signing and initialing in the places indicated and return
this document to your Plan Administrator as soon as possible.

Logging Out
To log out of WEBS onlineTM click on in the top right hand corner of the screen.
You may now close your browser.

WEBS Online TM
Employee Self Service User Guide

3.0 Making Changes to your Benefits
3.1

The first screen to appear requires your login information. Enter your 3 character Client ID
(as provided by your Plan Administrator), your Personal ID number (PIN) and your password.
Use your mouse to point and click on to proceed.

3.1.1 Lost Password
If you have lost or forgotten your password, click on here. The following screen will appear:

WEBS Online TM
Employee Self Service User Guide

Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click on the fields.
Enter your 3 character Client ID and your Personal ID number (PIN) and click on
. An email will be sent to your email account as identified by your Plan
Administrator. After you retrieve the email you may attempt to login again.
The first time you login to WEBS onlineTM our Terms of Use will appear on the screen for
your review and agreement.

WEBS Online TM
Employee Self Service User Guide

This text may not fit into a single viewing window. Use the scroll bar (sliding button right of
the window) to view the entire screen.
To proceed, use your mouse to click on at the bottom of the screen.

3.2

Employee Information

The first screen you see after your login will look similar to the following:

WEBS Online TM
Employee Self Service User Guide

You will notice that some of your employee information is displayed. Your Plan
Administrator entered this information and it determines your effective date of coverage and
the level of coverage for some benefits. If you have any questions about this information
contact your Plan Administrator.
From this screen, you can:
¾ Change Password - designate a new password
¾ Change Email - designate a new email address
¾ Edit Benefit Profile - make changes to your personal information, benefits, covered
dependents and beneficiaries.
¾ Update – your flexible benefits information. This button will only appear if your
plan is a flexible benefits plan. You are permitted to make changes to your flexible
benefits information during a re-enrolment period only, unless you have a life event
change.

3.2.1 Changing your Password
You can change your password at any time by using your mouse to click on . The following screen will appear:

WEBS Online TM
Employee Self Service User Guide

Here are some tips on assigning passwords:
¾ Passwords must be at least 8 characters long.
¾ Please use UPPER and lower case letters (A-Z, a-z), numbers (0-9) and special
characters (~!@#$%^*()_+=-`).
¾ Please use a non-dictionary word.
¾ You should never disclose your password to another individual.
Please enter the password you wish to use and confirm it by re-entering it in ‘Enter password
again’. Click on and a red confirmation message ‘Password Changed’ will
appear on the screen when the change is complete.

3.2.2 Changing your Email Address
You may change your email address by using your mouse to click on . The
following screen will appear asking that you enter your new email address. Use your mouse to
click on when you are finished entering your email address. A red confirmation
message ‘Email Changed’ will appear on the screen when the change is complete.

WEBS Online TM
Employee Self Service User Guide

3.3 Your Benefits Profile
From the main screen click on to enter any changes that may affect your
benefits coverage such as beneficiary changes or adding or deleting dependents or benefits.
The following screen will appear:

WEBS Online TM
Employee Self Service User Guide

This screen shows your personal information, dependents, benefits and beneficiary designations.
The screen is broken down into three main sections:
¾ Employee – showing your personal information and the effective date of your Extended
Health, Dental and MSP coverage
¾ Dependents – showing your eligible dependents and their Extended Health, Dental and
MSP coverage
¾ Benefits – showing the benefits you are covered for and your beneficiaries for Group Life
and AD&D.

3.3.1 Changing your Employee Information
If you wish to change your personal information or your enrolment in Extended Health, Dental or
MSP, click on beside your name. The following screen will appear.

WEBS Online TM
Employee Self Service User Guide

This screen displays information regarding your address, gender, birth date and your request
for Extended Health, Dental Care and MSP coverage.
You may change the data in the fields on the screen by using the Tab key to move from
field to field or by using the mouse to point and click. The mouse must be used to specify
gender and your selection for Extended Health, Dental and MSP coverage. The correct
format of the data is indicated beside the relevant field, if necessary.
An arrow pointing down at the end of a field indicates that you choose data from a list
when you click on the arrow.
All fields marked with a red asterisk are mandatory. The MSP information fields are only
necessary if WestPro is administering MSP on behalf of your employer.
You may cancel the changes at any time by clicking on . A caution
will appear but if you proceed you will lose all your entered data.
Once you have made your required changes on the screen, click on the button on
the bottom right hand corner of the screen.

Further Information
Changing your Extended Health, Dental and MSP Coverage
Extended Health and Dental are mandatory benefits unless you have coverage under your
spouse's or other similar benefit plan (not including the Government Medical Services Plan).
If you are eligible for coverage under a spouse's Extended Health and/or Dental Plan, you
may:
Option 1:

Waive coverage under this plan; or

Option 2:

Co-ordinate benefits with your spouse's plan ("dual" coverage) - which
may not be permitted in all Group Insurance Policies.

WEBS Online TM
Employee Self Service User Guide

If you choose to waive coverage under this plan, you must provide some details regarding
your alternate coverage. A “Waiver” screen for Extended Health and/or Dental Coverage
will appear for completion near the end of the application process. Once Extended Health or
Dental coverage has been waived, you and your dependents cannot enrol under this group
plan unless coverage under the alternate plan has terminated or you submit Evidence of
Health, which must be approved by the insurance carrier before coverage will commence, or
you pay back premiums, depending on your insurance carrier’s policy.

Cancelling Coverage
To cancel this coverage, click on the No beside the appropriate benefit(s). After you finish
the changes on this screen, click on to proceed. A screen similar to the following
will appear.

Enter the date your benefits should terminate and click on to continue. You will be
returned to the Benefits Profile screen where you will notice that coverage for the selected
benefits is now set to No for you and any dependents. A “Waiver” screen for Extended
Health and/or Dental Coverage will appear for completion near the end of the application
process.

Adding Coverage
If you wish to enrol in coverage which you had previously waived, click on the Yes button
beside the appropriate benefit and click on . A screen will appear asking for the
effective date of the new coverage as shown below.

WEBS Online TM
Employee Self Service User Guide

Enter the effective date and click on to proceed. You will be returned to the
Benefits Profile screen where you will notice a Yes beside the benefit you selected in the
Employee section and a coverage level of Single in the Benefits section. This process must
be repeated for each dependent that you wish to add to coverage. You may add a
dependent to coverage by clicking on beside their name. Please refer to section
3.3.4 Adding or Editing Dependent Children for guidelines on making those changes.

3.3.2 Adding or Editing a Spouse
If you wish to add a married or common law spouse click on from the
Benefits Profile screen or if you wish to make changes to an existing spouse’s information,
then click on beside your spouse’s name on the Benefits Profile screen. The
following screen will appear:

WEBS Online TM
Employee Self Service User Guide

Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click on the fields. The mouse must be used to specify gender
and to enrol in Extended Health, Dental and/or MSP. The correct format of the data is
indicated beside the relevant field, if necessary.
An arrow pointing down at the end at the end of a field indicates that you choose data from
a list that appears when you click on the arrow.
All fields marked with a red asterisk are mandatory. The MSP information fields are only
necessary if WestPro is administering MSP on behalf of your employer.
Remember to change the Extended Health and Dental buttons to Yes if your intention is to
cover your spouse under this Group Benefits plan. If you have already said No to Extended
Health, Dental or MSP for yourself, the option for dependent coverage under these benefits
will not be available.
When the information is complete, point and click on . A screen will appear asking
for the effective date of the new coverage as shown below.

WEBS Online TM
Employee Self Service User Guide

Enter it and click on to proceed. You will be returned to the Benefits Profile screen
where you will notice the addition of or change to your spouse on this screen.

Field Descriptions and Further Information
Coordination of Benefits
If your 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.
This information enables the Extended Health and/or Dental Care insurance carrier to
determine the order of payment for a claim.

Adding newly acquired Dependents
Newly acquired dependents should be enroled on the plan within 31 days of becoming
eligible for coverage. If a dependent is not enroled within this time frame, they may be
considered a late applicant and the carrier(s) may restrict or decline coverage for the
dependent, or may require payment of premiums retroactive to the date that the dependent
became eligible for coverage or Evidence of Insurability may be required.

3.3.3 Cancelling Coverage for a Spouse
On the Benefits Profile screen, click on the button beside your spouse’s name. Their
information screen will appear. Click on the No button beside the Extended Health, Dental
and/or MSP fields and then to proceed. A screen will appear asking for the
termination date of their coverage. After you have entered this information, click on
to proceed and you will be returned to the Benefits Profile screen. You will notice
that your spouse’s name is now shown in red indicating that they are not covered for
Extended Health or Dental coverage and a No will appear beside the benefits you terminated
for them.

WEBS Online TM
Employee Self Service User Guide

An employee may only cover one spouse at a time. A change in spouse will be a two step
process. First, cancel coverage for the initial spouse and have this change processed by
WestPro. Once WestPro has processed the change you may proceed with adding your new
spouse to coverage.

3.3.4 Adding or Editing Dependent Children
To add a new dependent, click the button on the Benefits Profile screen
or if you wish to make changes to an existing dependent, click on the button beside
your dependent’s name. The following screen will appear.

Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click on the fields. The mouse must be used to specify gender
and your dependent’s enrolment in Extended Health, Dental and/or MSP. The correct format
of the data is indicated beside the relevant field, if necessary.
An arrow pointing down at the end of a field indicates that you choose data from a list that
appears when you click on the arrow.
All fields marked with a red asterisk are mandatory. The MSP information fields are only
necessary if WestPro is administering MSP on behalf of your employer.
Remember to change the Extended Health and Dental buttons to Yes if your intention is to
cover your dependent under this Group Benefits plan. If you have already said No to
Extended Health, Dental or MSP for yourself, the option for dependent coverage under these
benefits will not be available.
When the information is complete, point and click on . A screen will appear asking
for the effective date of the new coverage as shown below.

WEBS Online TM
Employee Self Service User Guide

Enter it and click on to proceed. You will be returned to the Benefits Profile screen
where you will notice the addition of or change to your dependent on this screen.

Field Descriptions and Further Information
Relationship
The Relationship field includes a list of options. Click on the downward pointing arrow to
review the list. The choices are child, adopted, ward or other. WEBS onlineTM will allow you
to add these dependents; however, most carriers require supporting documentation to
adjudicate the dependent’s eligibility if they are adopted, your wards or another status.
WestPro will contact your Plan Administrator to advise on the specific carrier’s
requirements. Usually, legal documentation supporting guardianship is required.

Children of a Common-law Spouse
The insurance carriers have different rules regarding the addition of a common-law spouse’s
children. Some may require the children to satisfy the common-law spouse eligibility waiting
period, while other carriers will allow the common-law spouse’s children to be added
immediately. Please contact your Plan Administrator should you require clarification.

3.3.4 Cancelling Coverage for a Dependent

WEBS Online TM
Employee Self Service User Guide

From the Benefits Profile screen, click on the button beside your dependent’s name.
Their information screen will appear. Click on the No button beside the Extended Health,
Dental and/or MSP fields and then to proceed. A screen will appear asking for the
termination date of their coverage. After you have entered this information, click on
to proceed and you will be returned to the Benefits Profile screen. You will notice
that your dependent’s name is now shown in red indicating that they are not covered for
Extended Health or Dental coverage and a No will appear beside the benefits you terminated
for them.

You must confirm if the child is a full-time student at an accredited post-secondary
institution, is mainly dependent on you and is not married. If the child is disabled, please
click on the appropriate box on the screen. The insurance carriers may require additional
documentation before the dependent is added to benefits. Your Plan Administrator will be
contacted by WestPro to explain any insurance carrier requirements.
When you have reviewed and completed the data, click on to return to the
Benefits Profile screen. Please note the addition of your dependent on this screen. The
dependent name will appear in red letters if he/she is not eligible or if further information is
required before confirming the enrolment. Dependents with a red dot are over the maximum
allowable age and are not eligible for coverage. Dependents with a blue dot are eligible for
coverage until they reach the maximum allowable age or until their student or disabled
status changes.

WEBS Online TM
Employee Self Service User Guide

3.3.5 Covered Benefits
3.3.5.1 Extended Health, Dental Care and MSP Changes
To start or terminate coverage under your Extended Health, Dental or MSP plans, click on
the button beside the appropriate benefit on the Benefits Profile screen. A
screen similar to the following will appear:

The screen will list you and all your dependents and show whether they are currently covered for
the benefit.

Terminating Coverage
To terminate the benefit, click on beside your name and enter the termination date of the
coverage. You may terminate coverage for all your dependents at the same time by clicking on
the button. This will copy your termination date to all your dependents.
If the termination is just for a dependent, click on No beside their name and enter the termination
date for their coverage.
The system will also prompt you for the reason you are canceling your coverage. You may
choose from the following options from a drop down menu.
¾ Already have this coverage elsewhere
¾ Deceased
¾ Other – if you select this option, you will be asked to provide an explanation.
Click on when you have completed the information on the screen and you will be
return to the Benefits Profile screen. Please note that you and your dependents will now show as
not having coverage for this benefit and the benefit will show as None if you cancelled coverage

WEBS Online TM
Employee Self Service User Guide

for your family. Otherwise, the dependent you selected will show as having no coverage and the
benefit level will be adjusted accordingly
If you choose to terminate coverage under this plan because you have coverage elsewhere,
you must provide some details regarding your alternate coverage. A “Waiver” screen for
Extended Health and/or Dental Coverage will appear for completion near the end of the
application process. Once Extended Health or Dental coverage has been waived, you and
your dependents cannot enrol under this group plan unless coverage under the alternate plan
has terminated or you submit Evidence of Health, which must be approved by the insurance
carrier before coverage will commence, or you pay back premiums, depending on your
insurance carrier’s policy.
This process must be repeated for each benefit (Extended Health, Dental, MSP) you wish to
terminate.

Applying for Coverage
To add the benefit, click on Yes beside your name (the screen will currently show No if you
had previously waived coverage) and enter the effective date of coverage. You may start
coverage for all your dependents at the same time by clicking on the button. This will copy
your effective date to all your dependents.
To add a dependent who is currently not covered to the plan, click on Yes beside their name and
enter their effective date of coverage.
Click on when you have completed the information on the screen and you will be
return to the Benefits Profile screen. Please note that the family members you selected will now
show as having coverage for this benefit and the benefit will show your overall coverage level.
This process must be repeated for each benefit (Extended Health, Dental, MSP) you wish to add.
If you wish to add MSP, the screen will also prompt you to enter your and your dependents’ MSP
PHN (Personal Health Number) as well as your MSP billing number.

3.3.5.2 Group Life and Accidental Death and Dismemberment (AD&D)
– Beneficiary Changes
The Benefits Profile screen also confirms your coverage in Group Life and AD&D (if eligible) and
identifies your designated beneficiaries. You may edit these beneficiaries or review your
coverage by clicking on the button. A screen similar to the following will appear.

WEBS Online TM
Employee Self Service User Guide

Your current beneficiary shows along with the percentage share you had specified. You
may edit or delete this dependent and/or designate other beneficiaries at any time.
To delete a beneficiary, click on beside their name and their name will be
removed from the screen.
To edit the beneficiary, click on beside the beneficiary’s name and a screen will
appear providing some information you may wish to consider before assigning a beneficiary.
The name, relationship and age fields will be filled with the information provided previously.

WEBS Online TM
Employee Self Service User Guide

You may move from field to field using the Tab key or your mouse to click in the field.
The name, relationship and age fields are only mandatory if Estate is not checked. The
beneficiary's full first and last name must be included; initials or titles (i.e. Mrs. J. Doe) are
not sufficient.
When you are satisfied with your changes, click on to return to the Group Life
screen to see your updated beneficiary.
A new beneficiary can be assigned by clicking on on the Group Life
screen. The above screen will appear and you may enter your beneficiary information. Click
on to return to the Group Life screen where you will see your new beneficiary.
When you have finished on the Group Life screen, click on to return to the
Benefits Profile screen where all your changes will be reflected.
Note: The original Benefits Enrolment Summary forms are very important documents and
must be printed, signed and forwarded to your Plan Administrator when your enrolment is
complete. In the event of your death, this original signed enrolment form is required by the
insurance company in order to process the death claim; photocopies will not be accepted.

Further Information
Appointing Multiple Beneficiaries
You may designate more than one beneficiary. To appoint multiple beneficiaries, complete
the name fields of the beneficiary and indicate a share percentage . Click .
The Group Life benefit page will appear showing the beneficiary assigned along with their
share. Click on to add another beneficiary. Repeat this process until
the percentage of share between all beneficiaries totals 100%. Then choose
to move to the next screen.

WEBS Online TM
Employee Self Service User Guide

Appointing Minors as Beneficiaries
If a designated beneficiary is under the age of majority in the employee’s province of
residence (British Columbia is 19 years of age), the "Appointment of a Beneficiary Trustee"
screen will appear for completion. Regulations concerning minors do not allow disbursement
of the proceeds of insurance to a person under age of majority; therefore a Trustee must be
assigned for any underage beneficiary designations.

To move from field to field use the Tab key or your mouse to point and click on the field.
All fields on this screen must be completed. When they are complete click on .
The Group Life benefit page will appear showing the beneficiary assigned along with the
appointed trustee. Click on to return to the Benefits Profile screen where both
the beneficiary and trustee designations will be shown.
WEBS onlineTM allows an AD&D beneficiary designation separate from the Group Life
beneficiary if you wish. The window and process are the same as Group Life except that
you are able to choose to have the beneficiaries the same as those for Group Life by clicking
on beside ‘Set beneficiaries the same as benefit’. Alternatively, you may
choose to have your Group Life beneficiaries set the same as those for AD&D by clicking on
beside ‘Set beneficiaries the same as benefit’ on
the Group Life screen. If you choose this option the beneficiaries will copy to this screen.
Be sure to update both the Group Life and AD&D beneficiaries when you are making a change.

WEBS Online TM
Employee Self Service User Guide

3.3.5.3 Other Mandatory Benefits
Other benefits may be listed on your Benefits Profile. These benefits do not require any input
from you. A screen will appear confirming your coverage and effective date. You may
review the information by clicking on beside the appropriate benefit’s name. An
example of the screen that will display is shown below. These mandatory benefits may
include:
¾ Dependent Life (if you have eligible dependents)
¾ Long Term Disability
¾ Weekly Indemnity
¾ Employee Assistance Plan
¾ Critical Illness

3.3.6 Finalizing your Changes
Once all the necessary changes have been made to your Benefits Profile, click on .

WEBS Online TM
Employee Self Service User Guide

The screen will identify your Extended Health and Dental coverage levels and the names of
anyone in your family who waived coverage for those benefits. As Extended Health and
Dental coverage are mandatory benefits unless you have coverage under another plan, you
must identify the insurance carrier and policy number of the alternate coverage in order to
waive coverage under your employer’s plan.
This screen also advises you that in the event that this alternate coverage ceases you must
apply to your employer’s plan within 31 days or your coverage may be restricted or denied.
Complete the fields on the screen by using the Tab key to move from field to field or by
using the mouse to point and click. The insurance company/employer field is mandatory.
You must use your mouse to click on the signature box before proceeding. This confirms
your understanding of the conditions under which you can waive and later enrol in Extended
Health and Dental coverage.
When the information is complete, click on to proceed.

WEBS Online TM
Employee Self Service User Guide

Your Benefits Profile will now be in a locked state until it has been processed by WestPro
(usually within 24 hours).
Please ensure you print, sign and date the Benefits Enrolment Summary generated by WEBS
onlineTM. This form must be returned to your Plan Administrator and kept in their files. In the
event of a Group Life insurance claim, the original enrolment forms bearing your signature
must be produced. The original forms are very important documents.

Printing Your Benefits Enrolment Summary
The next screen to appear confirms your enrolment and allows you to print your Benefits
Enrolment Summary.

WEBS Online TM
Employee Self Service User Guide

You will need to have Adobe Acrobat reader to view and print your Benefits Enrolment
Summary. This program is available free on the web at:
http://www.adobe.com/products/acrobat/readstep2.html
H

Logging Out
To log out of WEBS onlineTM click on in the top right hand corner of the screen.
You may now close your browser.

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