Note: To be able to create a new employee document, the employee must currently have no coverage with TAMUS. So, those who currently have COBRA coverage and are moving into benefit-eligible employment are not currently supported in iBenefits.
1. Log in to SSO, click iBenefits from the menu, and change your iBenefits role to either Dept. Processor or Processor, depending on your access level.
2. Create a New Document
Dept. Processors will click “New Document” in the upper left hand corner of the screen:
Workstation Processors will hover over the Documents menu, then click “New Document” from the resulting drop-down:
3. Enter the new employee’s UIN and click Continue.
4. Choose “New Employee Default” from the drop-down. It should be the only option.
5. If there is currently an EPA for this employee you may select it from the list. Otherwise, you can enter the employee data manually.
Here is an example of an employee with EPA documents – please keep in mind this data is fictional as are the employees.
As mentioned, if no EPA exists, you will have to enter the employee’s data “manually”:
6. Enter/verify the employee’s position data and click the “Create Document” button:
Some rules to be aware of:
- The Email Address is optional. If the employee does not yet have their work address, you may enter their personal email address.
- The date range that is available for the Employment Date is 45 days in the past to 80 days in the future.
- The “Employer Contrib Start Date” indicates the employee’s eligibility to receive state funds for insurance. The value “Not Eligible for SGIP” means that the employee is currently the Primary holder of another state of TX medical insurance plan and therefore already receiving state funds for insurance. This is a rare situation, and has nothing to do with the employee’s wish to waive coverage.
- The J1/J2 Visa question is very important to be accurate on the creation. If this value needs to be corrected, later, the event will have to be canceled and a new one created.
7. Click the “Print Instructions” button or “Email Participant” button to give the employee their instruction sheet.
Note that, if you realize you have made a mistake, use the “Make Correction” button to make the adjustment.
At this point the new employee’s “Default Coverage” document has been created. He/she can now use iBenefits’ self-service function to enroll in additional/specific benefits. If the employee does not do this during the enrollment period, the default coverage document will post the basic coverage into BPP.
During this period, additional information may come to light about the employee and/or his/her employment situation. If this happens, you may need to adjust the data entered on the New Employee document.