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SmartBen Open Enrollment Instructions

Health/Vision, Flexible Spending & Dental Friday, May 1st through Monday, May 18th

SmartBen, the District’s online benefit system can be accessed at http://isd622.smartben.net. The following instructions will help you prepare for and complete the online enrollment process.

Plan information can be found after you log-in by going to the Plans at top of the page and then choosing the specific benefit area; see page 13 for instructions. Additionally, cost and plan information can be found on the District website; www.isd622.org/benefits and by clicking on your specific bargaining unit.

If you are adding dependents to the benefit plans, you will need to provide documentation verifying their relationship to you. For example, if you are adding a spouse, you will need to provide a copy of your marriage certificate. If you are adding a dependent, you will need to provide documentation such as a birth certificate, adoption record, child support order etc. Instructions for uploading the documentation to SmartBen is on Page 15.

The Life Event option has been suspended during Open Enrollment. A Life Event is when you have a qualified change in family status/life event such as, marriage, birth, adoption, divorce, spouse loses coverage, etc. that allows you to change your insurance elections. If you need to make a Life Event change with an effective date before July 1st, please contact the Benefits Office at (651) 748-7492.

Steps to Complete Your Enrollment

Step 1 Go to: http://isd622.smartben.net

Enter your User Name: Your Social Security number (no dashes or slashes) Example for: 123-45-6789; Enter: 123456789

Enter your Password: Your Birth date (format MMDDYYYY) Example for: July 31, 1967; Enter: 07311967 (If you have previously changed your password; enter that password)

Click Submit

If you cannot access SmartBen, please contact the Benefits

Office at benefits@isd622.org or (651) 748-7492

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Step 2 On the home page, you will see a Benefits Enrollment box. Click the Begin Enrollment button.

Step 3 On the Let’s Get Started on Your Enrollment page, click the Annual Enrollment button.

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Step 4

Depending on your current elections, benefits may have a green or red circle in front of them. The screenshot below is an example and may not reflect your benefits.

If you need to update your personal, spouse and dependent information including adding a dependent to the plan; click on Manage People and follow the directions below.

If you need NOT to update your personal, spouse and dependent information, go to Step 5.

People Manager Manage the personal information about yourself and all the people associated with your benefits. Note: Adding spouse/dependent information in People Manager DOES NOT assign your spouse/dependent to coverage. You will assign your spouse/dependent to each plan individually to assign coverage.

Employee - Review your personal information and make changes if necessary. Dependent – Click on the Add a Spouse or Add a Dependent button to add your spouse and dependents’

information if you are enrolling them in a benefit plan. Click on specific person to update their information. Beneficiaries – Click on the Add a Beneficiaries to an individual to the list of life insurance beneficiaries.

Click on Continue to return to the benefit elections.

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Step 5 You will see a list of your current elections with the Flexible Spending Elections set to $0. Depending on your current elections, benefits may have a green or red circle in front of them. The screenshot below is an example and may not reflect your benefits. Click on the benefit (e.g. Health/Vision, Dental) if you want to make a change.

If no changes are made to the health/vision and dental coverage, your current elections will roll o ver to the new plan year. A new election must be made for Flexible Spending Medical and/or Dependent Care; the past election WILL NOT ROLL OVER.

**Please note the “Employee Cost” is a per month amount.

Health/Vision Insurance The screen shot you see after clicking Health/Vision Insurance Plan is specific to your current health plan election and dependent coverage. Depending on your current election and the election you want to make, you may or may not need to first select the Employee Only or Family option in the Who Is Being Covered box on the right.

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After selecting, Employee Only or Family option, the various health plans will be shown. Choose your health plan by clicking on Select and then Continue.

Assigning dependents If you are enrolling a spouse or dependent in health/vision and/or dental coverage, click on the box next to the dependent you wish to enroll. If you do not see a dependent listed, click on the Add A Person and see Step 4. If you are dropping a dependent from health/vision and /or dental coverage, you must uncheck the dependent you are dropping. If you changed coverage to single, your spouse and/or child(ren) are automatically dropped.

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CIGNA Dental Questions (Education Assistants, Para Educators/LPNs) Enrollment in the CIGNA dental plan requires selection of a dental clinic. A dental directory is on the lower right of the CIGNA election page, under Documentation. The Dental Office Number is entered on a page following the election of Employee, Employee and 1 or Family and assigning dependents (if applicable). Electing the HSA Health (Non-Units, Clerical, Education Assistants, Local 70, Paraprofessionals, Principals) There is a question set specific to the eligibility of the HSA account including a field to initial.

If you would like to make a contribution to the Health Savings Account (above and separate from the possible District Contribution), you will need to complete a HSA election form. The form can be found on the lower right of the election page, under Documentation. Any District Contribution will begin automatically.

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Flexible Spending Account-Medical Flexible Spending Medical and Dependent care is a 12-month period of July 1, 2020 through June 30, 2021. After you enter the dollar amount and click Continue, on the next screen you will acknowledge the plan year by initialing and then click Continue.

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Step 6 Once your elections are complete each benefit will have a green light. To proceed to the next step, click the green Continue button.

Step 7 If you have not entered all required information, SmartBen will not process your enrollment. Click on Click here to make changes in People Manager (see Step 4) and then click the green Continue button. If you have entered all required information, click the green Continue button.

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Step 8 Check to ensure all benefit elections are correct and Health/Vision and dental dependent assignments are correct. If changes need to be made, click on Manage People or Return to Lights to access the benefit options as appropriate. If the elections are correct, initial at the top of the page under Agreement and click on the green Complete Enrollment.

To make changes

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Step 9 You have successfully completed the Annual Open Enrollment process! Select the click here for a printer ready copy of your Confirmation Statement. This copy is for your records; nothing needs to be sent to the Benefits Office. Always remember to print a Confirmation Statement to serve as your confirmation of benefit elections. Review Your Confirmation Statement Carefully review your statement to ensure your benefit elections are accurate. Keep in mind, this Confirmation Statement is only a confirmation of your benefit elections. If carrier approvals are required, coverage will be subject to those requirements. Note: At any time during Open Enrollment, you can log back into SmartBen and make changes. After Step 2, you will see this screen. You may click on View Confirmation to see your previous Open Enrollment elections or click on Edit My Elections to change your elections. Please note if you choose to Edit My Elections, you will need to complete all steps above through Step 9 again to complete the process.

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Insurance Cards and Information ID Cards issued based on Open Enrollment elections should arrive prior to July 1, 2020. **If you enrolled in medical coverage, HealthPartners will send out your medical ID card. If you do not receive a medical ID card, contact HealthPartners directly at 1-800-883-2177. **If you enrolled in dental coverage, Delta Dental or CIGNA (whichever is applicable) will send out your dental card. If you do not receive a dental card, contact Delta Dental directly at (651) 406-5916 or CIGNA at 1-800-367-1037. **There is not a card for the vision coverage through Vision Service Plan (VSP). **If you enrolled in the flexible spending (medical or dependent care), Teacher or Nutrition Services VEBA health plan or HSA health plan, you will receive information regarding these accounts from Further prior to July 1, 2020.

If you have any questions, please contact the Benefits Office

benefits@isd622.org or (651) 748-7492 or visit www.isd622.org/benefits

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Questions About Your Insurance Plans?

Step 1: Click on Plans at the top of any page. Step 2: Select the plan you would like to find out more about.

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Step 3: The Plan Topics breaks the benefit information into key areas. Click on the plan topic you would like to view and then click on the link towards the center of the screen, Click here to view this topic.

To view a different plan under the same topic click on the blue arrows to the left and right of the green graphic. For example, to view the information for the Teacher VEBA plan, click on the arrow circled above.

Continuing to click on the blue arrow will take you to the next benefit ie Dental, Vision etc without going back to Step 1. If you would like to see all plan details again, click on Return to Bookshelf.

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To Submit Supporting Documentation Step A: Return to the SmartBen Home page by either clicking on Return to Home or by clicking Home in the upper left of the page.

Step B: Under My Benefits, click Required Documents.

Step C: Click Add Document.

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Step D: Click Choose file to select file, fill in the Document Name and Description field. Then click Save.

Step E: Click Add Document to add additional documents, if necessary.

The status will remain Pending until Human Resources has reviewed the life event election and the documentation. Once approved, the status will change to Approved.

5/1/2020