iBenefits Help

How do I work “My Alerts”?

The Processor Home page in iBenefits displays several different alerts for documents that need your attention.  By clicking the individual alert links, you will be taken to the Alerts Search page and will see the document(s) that has that alert.  You may also go to directly to the Alerts Search page at any time to view your alerts.

Below are some guidelines on how to handle the alerts.

Documents that Failed to Post – Documents that have been Submitted, but are unable to post to BPP due to an error.

  1. Find the error on the Benefit Overview or in the Message column on the Alert Search.  You can find how to resolve many of those errors in the How do I fix document errors and warnings? help topic.
  2. Once the error is resolved, you can make the document post immediately by clicking “Post” under the “More Actions” link on the Benefit Overview.

 

Documents Waiting to Post – Documents that do not have errors, but cannot post to BPP because some data on BPP does not match data given on the document.  This situation is typical when someone has been rehired and their BPP records still contains information from their previous employment.

  1. The Message on the Alerts Search screen will tell you which data field on BPP needs to be updated before the document can post.
  2. Once the BPP data is updated (either manually or via an EPA document), you can make the document post immediately by clicking “Post” under the “More Actions” link on the Benefit Overview.

 

Invalid Documents – Documents that have not been submitted due to an error.

  1. Find the error on the Benefit Overview or in the Message column on the Alert Search.  You can find how to resolve many of those errors in the How do I fix document errors and warnings? help topic.
  2. Once the error is resolved, you can Submit the document.  The employee has the option to “Recall” their documents during their respective enrollment periods (either new employee or annual enrollment).

 

New Employee Events Ending – New employee documents that are not Submitted and the new employee event is about to end.  Therefore, default coverage is about to post to BPP.  The employee will have received several emails notifying them that they have not made benefit selections and that they will get default coverage if they do not take action.  However, if you like, you may want to contact the employee personally.

 

SGIP On-Start Events – Documents for new employees who were designated as SGIP on start in their new employee data.  This list is available to you so you can verify that the employee does qualify for the state benefit on their employment date since it is not the typical situation.

When a new employee is set up as SGIP on start, the employee is given until one day after their employment date to make benefit elections or default coverage will post for them.  So, it is important to work this alert list often so that default coverage will not post for someone who is not actually eligible and will therefore end up owing the total premium for default coverage.

  1. If the employee is not actually eligible for SGIP on start, but you catch the error that the SGIP eligibility flag is set incorrectly before default coverage posts, simply:
    1. Click the “New Employee Data” button on the Benefit Overview
    2. On the New Employee Information screen, click the “Edit” button
    3. Correct the “Employer Contribution Rule”
  2. If the employee is not actually eligible for SGIP on start, but default coverage posted to BPP before you could correct the document, then:
    1. Cancel the Event (See How do I remove a New Employee record? for details) which will unlock the BPP 106 and 115 screens
    2. Remove the default coverage from the BPP 106 screen
    3. Create a new, new employee record with the correct SGIP information

 

Uploaded Dependent Documents – Designates iBenefits documents that have had dependent verification documents uploaded that need to be reviewed for eligibility.  For details on how to verify dependents, read Verifying Dependent Documentation.

 

Employees Information Needs Correction/New Employee Data Problem – The employee has made an indication through the process of creating their new employee enrollment document that they believe one or more of the data elements to be incorrect.  When the employee made this indication, an email was sent to the iBenefits email support distribution list for their workstation which includes the data fields the employee indicated as incorrect.

  1. If the incorrect data is the employee’s Name, Birth date, or SSN, then:
    1. Correct the data on BPP screen 101 or email UIN-Help@tamus.edu to have the data updated via UIN Manager.  Keep in mind that changing a SSN requires the employee record to be transcribed or QQ’d.
    2. From iBenefits, click the “New Employee Data” button
    3. On the New Employee Information screen, click the “Refresh From BPP” button
  2. If the incorrect data is something other than Name, Birth Date, or SSN, then:
    1. From iBenefits, click the “New Employee Data” button
    2. On the New Employee Information screen, click the “Edit” button
    3. Correct the data
  3. Once all the incorrect data has been fixed, click the “Information is Correct” button on the New Employee Information screen to take the document off of the alert list.
  4. From the Benefit Overview screen, click the “Validate” option under “More Actions”.  Some changes to the employee data (Grad student flag, Employment date, etc.) may invalidate some of the employees selections and this allows you to see the errors immediately.  If you do not do this step, iBenefits will do it automatically on the next save or overnight.  If there are errors as a result, the document will appear in your alerts.

 

Posted Documents with Unverified Dependents – A dependent will appear on this new alert list when they are enrolled in coverage but the document Posts to BPP with no coverage for that dependent because they were not verified.  Dependents are ordered in the list by employee UIN, so while working this list, be watchful for multiple dependents for the same employee.

This list includes both dependents who have verification documents uploaded for them and those who do not.  There is a filter to view the alerts that have or have not been cleared.  When ready to work your list, be sure the “Cleared Alerts” filter is set to No.

  • If verification documents have been uploaded
    1. Click the “View Documents” button to see the list of imaged verification documents for the employee the dependent is associated to
    2. If the verification documents prove eligibility, manually add the dependent to the 115 screen with the requested coverage
    3. In iBenefits, click the Clear button to remove the dependent from the alert list
  • If verification documents have NOT been uploaded
    1. If you wish, you may contact the employee to provide verification documentation for their dependent.  Again be aware that there may be more than one dependent listed for an employee.
    2. Click the UIN link to display employee details
    3. If the employee has an email address on file, click their name link to start an email to the employee
    4. Click the Clear button to remove the alert from your list

 

E of I Decisions – The life insurance carrier has given back some information about a participant’s application for coverage addition or increase.  For details on how to process E of I Decisions, read Managing evidence of insurability decisions – for processors.