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Open Enrollment - Frequently Asked Questions

Understanding Open Enrollment
Accessing the Online Benefits Enrollment Page
Using the Benefits Enrollment Page
Using the Benefits Summary Page
Understanding Dependents and Beneficiaries
 

What is Open Enrollment?

Open Enrollment is the annual period that an employee can make changes to their benefit elections.  Changes will be effective the beginning of the new plan year, January 1, 2010.

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When is Open Enrollment?

October 26, 2009 - November 20, 2009

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Who can participate in Open Enrollment?

All benefits eligible employees.

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What plans can I change during Open Enrollment?

Health, Dental, Dependent Life, Supplemental Life, AD/D, AFLAC, Long Term Disability, and Long Term Care

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How do I access the Benefits Enrollment page? 

To access the Benefits Enrollment Page using MCG SoftServ:

  1. Open the MCG Home Page located at http://www.mcg.edu/.
  2. Click on the MyMCG Link, which is the last option on the dark blue bar located directly below the MCG logo.
  3. From the MyMCG home page (prior to logging in) click on the SoftServ icon located in the Popular Links section.
    • Note:  If the MyMCG home page opens without displaying the Popular Links Section, refresh the page by selecting View>Refresh Page from the Internet Explorer toolbar.
  4. Log into SoftServ using your MCG NetID and password.
  5. From the navigation bar, select Employee Self Service > Employee Home > Benefits Home > Enroll in Benefits

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What ID do I use to log into the Online Benefits Enrollment system?

Use your MCG NetID and password to long onto Self Service.

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What if I don't know my MCG NetID?

Your MCG NetID is the part of your email address before the @ sign.  For example, if your campus email address is NEMPLOYEE@mail.mcg.edu your MCG NetID is "NEMPLOYEE".  If you do not know what your campus email address is, you may look it up using the MCG eGuide located at https://eguide.mcg.edu/eGuide/servlet/eGuide.  After accessing the MCG eGuide, enter your Last Name and click the search button.  Select your name from the results, your campus contact information will be displayed.  If you do not have a campus email address or your name is not in the MCG eGuide, please contact the Benefits/Data Management office at 706/721-3770 or 706/721-0961.

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Who do I contact if I have questions/problems with my Net ID?

Questions and/or problems with your MCG NetID and/or password should be directed to IT Service.  They may be contacted by calling 706/721-4000 or emailing ITSERVICE@mail.mcg.edu.  For more information, the IT Service web page is located at http://www.mcg.edu/itss/ss/ServiceDesk/. 

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Who do I contact if I have questions/problems with using the Benefits Enrollment system?

Questions and/or problems with the Benefits Enrollment system may be directed to any Employee Benefits/Data Management staff member.  We are located on the first floor of the Annex I building, west entrance.  Our extensions are 706/721-3770 and 706/721-0961 and our group email is HUMANRESOURCES_BENEFITS@mail.mcg.edu.

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I am on the Benefits Enrollment page but I don’t know what to do next. What are the steps?

HR Training & Education will be offering sessions for those individuals who may want a little more hands-on assistance with their online enrollment. Staff will be available to answer questions as well as offer assistance with the enrollment process. You are welcome to attend any one of the following hands-on training sessions:

Tuesday, November 3, 11:30 a.m. - 1 p.m., HR Training Room (HS 1151)

Wednesday, November 4, 11:30 a.m. - 1 p.m., HR Training Room (HS 1151)

Thursday, November 12, 11 a.m. - 1 p.m., Greenblatt Library

Tuesday, November 17, 11:30 a.m. - 1 p.m., HR Training Room (HS 1151)

Thursday, November 19, 11:30 a.m. - 1 p.m., HR Training Room (HS 1151)

Friday, November 20, 1 - 4:30 p.m., HR Training Room (HS 1151)

Please visit http://upk.mcg.edu/MCSPLAYER/toc.html to view the tutorial for the online benefit enrollment or contact the Benefits Department & Data Management at 1-3770 for more information regarding open enrollment.

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When I use the self service link, the page tells me that I have no Open Benefits Enrollment Event? What does that mean and what should I do next?

The message: "You do not have an open benefits enrollment event" means that you have had a personal or job related action that may impact benefit eligibility (such as a family status change, a change in FTE, or a transfer) processed in the system and it has triggered a Benefit Administration event.  If the action is effective prior to the first day of the new plan year, the system may temporarily close your Open Enrollment transaction until this event is closed.  Typically, the Benefits Staff review and close events within two working days.  If you are not aware of a recent personal or job related action, or if it is more than two working days past the effective date of the action, call the Benefits & Data Management department at 706/721-3770 or 706/721-0961.

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As a newly hired employee, how soon should I do my benefits enrollment?

All benefits eligible employees hired prior to the final day of Open Enrollment will need to complete enrollment for the new plan year.

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When will my benefits be effective?

Open Enrollment Benefit elections are effective on the first day of the new plan year.  Changes made during the 2009 Open Enrollment will be effective on 01/01/2010.

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What happens if I miss the Open Enrollment window?

If you miss the Open Enrollment window you will retain your current benefit elections with the exception of plans that require an annual election.  If you do not re-enroll in plans that require annual enrollment, the system will terminate your enrollment effective the first day of the new plan year.

Plans that require an annual election include Flexible Health Savings and Flexible Dependent Care Savings accounts.  NOTE:  If you miss the Open Enrollment window and you desire health insurance coverage, your next opportunity to elect health coverage will be during the 2010 Open Enrollment period, or within 30 days of a qualifying change in family or employment status.

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Are there any reminders to submit my benefit elections?

Employees that have not submitted Open Enrollment elections will receive a reminder notification from the Benefits/Data Management office five working days before the event closes. 

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What happens if I have made my benefit selections and have not clicked the submit button?

If you log out of the system or navigate away from the Open Enrollment pages without clicking the submit button you will not have completed enrollment and will receive an automatic notification from the system.  You will need to go back into the Open Enrollment event and click the submit button to complete enrollment. 

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What if I change my mind after I've submitted my Open Enrollment benefit elections?

You may change your elections anytime during the published Open Enrollment period.  Once the Open Enrollment period closes, you will not be able to make any benefit changes until you either have a qualifying change in family or employment status or the next Open Enrollment period occurs. 

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I have questions about a specific benefit plan. How can I get additional information?

For more benefits related information, please visit the Employee Benefits/Data Management home page: http://www.mcg.edu/hr/benefits/.  Members of the Employee Benefits/Data Management staff are also available for assistance and will be happy to assist.  Our contact information is below:

MCG HR Employee Benefits/Data Management

Annex I, West Entrance

Phone:  706/721-3770 or 706/721-0961

Hours:  Monday - Friday, 8:00 a.m. - 5:00 p.m.

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Should I use the Back and Forward arrows in the Internet Browser to navigate through the panels?

No.  For successful navigation throughout the self-service pages, please use the links provided on the screen.  With the exception of the print icon to print a screen page, do not use the buttons in the browser bar. 

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I am enrolling in a HMO Health plan. How do I locate a Primary Care Physician (PCP) number?

Health plans that require identification of a primary care physician will have a link to the Primary Care Physician locator directly next to the plan name on the Benefits Enrollment page.

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Do I have to make all my elections during the same online session?  Can I do some and then return at another time?

Yes, as long as you are within the Open Enrollment window, you may do your online elections during as many online sessions as you wish.  Just be sure to not click the Submit button until you are ready for these elections to be considered final. 

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Will I receive a confirmation that I have entered my Open Enrollment benefits?

The Employee Benefits/Data Management section will mail Open Enrollment Confirmation letters prior to the first day of the new plan year, 01/01/2010. 

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Will defaults be applied if I don't actively enroll during Open Enrollment? 

If you do not actively enroll during the Open Enrollment window, enrollment in plans that do not require annual enrollment will not change; enrollment in plans that require annual enrollment will be terminated effective 01/01/2010.  Please see specific plan information below:

Health Plans Coverage will not change
Dental Plans Coverage will not change
Supplemental Life Insurance Coverage will not change
Dependent Life Insurance Coverage will not change
AD/D Life Insurance Coverage will not change
Health Flexible Spending Account Coverage will terminate
Dependent Care Flexible Spending Account Coverage will terminate
Health Savings Account

Coverage will not change

Tax Sheltered Annuity - 403b Coverage will not change
Deferred Compensation Plan - 457b Coverage will not change
AFLAC Coverage will not change
Long Term Care Coverage will not change
Long Term Disability Coverage will not change

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I am trying to update my dependent/beneficiaries and the link isn't working.

Turn off all pop-up blockers.  If you still are having problems, it may be because you are using the Microsoft XP operating system; as a work around, hold down the CTRL key located on your keyboard as you click the appropriate link.

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I don't have a computer available to enroll in my benefits online. What should I do?

There are employee kiosks available at various locations on campus:

  • Georgia War Veterans Nursing Home
  • Materials Management
  • MCG Library
  • MCG Human Resources

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I am a MCG Health Inc. Leased Employee, do I still enroll in MCG benefits online?

As a MCG Health Inc. Leased Employee you will enroll in MCG benefits online using SoftServ.  If you encounter issues accessing SoftServ, please contact Campus IT Service at 706-721-4000 for assistance.

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I am enrolling in a HSA (Health Savings Account). Do I enter the employee contribution amount?

Yes, you will enter the annual amount that you desire to be deducted from your paycheck for the year.

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I am a new hire.  When I go to the Benefits Summary, I see no benefits listed.  Why?

When accessing the Benefits summary page, the page is automatically populated with elections processed in the base benefit tables effective as of the current date.  If elections have not been processed into base benefit tables and/or if the current date is prior to the effective date of your benefits, you won't see enrollment changes.  Change the date to the first of the month in which your enrollment changes are to take place and you will see the benefits in which you've enrolled. Note:  Open Enrollment changes are not processed into base benefit tables until after the final day of the Open Enrollment period.

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I am a new hire.  I have made some of my benefits elections, but not all.  I have not yet submitted them online.  When I go to the Benefits Summary, I expect to see the benefits I've already enrolled in, but they are not showing up.  Why?

If, during Open Enrollment, you elected to enroll in and/or add a dependent to a plan that requires additional documentation or approval, that plan will be in a pending status until all requirements have been met.  If your enrollment included first time enrollment and/or an addition of a dependent in a Supplemental Life or an AD/D plan, your enrollment will be in a pending status until proof of insurability has been approved by Hartford Life.  If your enrollment included enrollment in the Domestic Partner Delta Dental, AD/D, and/or Dependent Life plans, your enrollment will be in a pending status until a Domestic Partner Affidavit has been completed and returned to the Benefits/Data Management Office.

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How do I view my benefits using the Benefits Summary page in Self Service?

Sign into SoftServ using your MCG NetID and password.  The page is located by navigating:  Self Service > Benefits > Benefits Summary.  Enter the effective date of your benefits and then click the yellow Go button.

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Can I print the Benefits Summary page?

Yes. From the internet browser, click File and then click Print.

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Who can be considered as a "Dependent"?

Legal spouse, domestic partner, son, daughter, step-child (living in your home under a normal parent-child relationship), children that you have acquired by permanent legal guardianship or legal adoption.

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Is there an age limit for children who are listed as dependents?

Yes.  The age limit is 19.

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My child has just turned 19, what should I do?

If the child is a full-time student at an accredited college, please provide the Benefits/Data Management office with written verification from the school of attendance.  Acceptable items of verification:

  1. Letter from Registrar's Office
  2. Student Schedule
  3. Tuition Receipt

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My child is over 19 and is not currently covered on my insurance, however he/she has just enrolled in college, can I add him/her back to my insurance?  What do I need to do?

Yes.  You may add your child back to your insurance within 30 days of college enrollment.  The child must be a full-time student.  Student status verification is needed.  Acceptable items of verification:

  1. Letter from Registrar's Office
  2. Student Schedule
  3. Tuition Receipt

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How long can my child remain covered by my insurance if he/she is enrolled in college?

Your unmarried child may remain on your insurance from age 19 - 26 if enrolled full-time in an accredited college.

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Can my child be enrolled in any school to remain covered by my insurance?

No.  Your child must be enrolled in an accredited college with a full-time status.

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Who can be considered as a "Domestic Partner"?

A domestic partnership is defined as two individuals either opposite gender or same gender who are in a committed relationship of indefinite duration with an exclusive mutual commitment similar to that of a marriage.  The partners must share the necessities of life and agree to be financially responsible for each other's well being including living expenses.  Neither partner can be married to anyone else and cannot have a relationship by blood.  The partners must have lived in the same home for at least six consecutive months.

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When enrolling in Life plans I am required to identify a Beneficiary.  I haven't had to do this before during Open Enrollment, why has this changed?

In order to provide a better Human Resource experience, we have recently implemented the PS HRMS eBenefits module which allows employees the ability to easily and quickly review benefit enrollment information and update relevant benefit information.  We are pleased to provide you with the opportunity and convenience of identifying and maintaining your beneficiary information during the Open Enrollment period without additional forms or a trip to our office.

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Can I change my Beneficiaries outside of the Open Enrollment period?

You may change your beneficiaries anytime, however beneficiary changes outside the Open Enrollment period must be made by Benefits staff members as these changes may require additional documentation.  Please contact our office at 706/721-3770 or 706/721-0961 for additional information.

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How do I change Dependent/Beneficiary information outside the Open Enrollment period?

To update beneficiary information outside of the Open Enrollment period, log into SoftServ using your MCG NetID and password and navigate to the Dependent Information page (Employee Self Service > Benefits Home > Dependents > Dependent Information).  Click on the Dependent/Beneficiary name for which you wish to update personal information.  Once the Dependent Personal Information page displays, click on the yellow "Edit" button.  Complete your changes and save the page.  Note:  Changes in Student and Disability status cannot be made using Employee Self Service.  These changes require additional documentation and can only be updated by Benefits/Data Management staff members.  Please contact our office at 706/721-3770 or 706/721-0961 for additional information.

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What happens if my beneficiaries pass away before I do?

If a person you have designated as a beneficiary dies before you do, the money that was allocated to them will go to the Contingent Beneficiary you designated online.  If all of your Primary Beneficiaries have passed away, but you do not have a Contingent Beneficiary, the life insurance benefits will be paid in equal shares to the first surviving relationship class in the following order:  your spouse, your children, your parents, your brothers and sisters.  If you do not have family members, the benefit will be made payable to your estate.

  • Spouse > children > parents > brothers and sisters > estate

This benefit order may not be your preference so we encourage you to use Self Service or contact the Benefits/Data Management office to designate who you would like to receive benefits in the event of your death.

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What if I don't want someone to be a beneficiary anymore?

You can't delete the name of someone who is on your list, but you can reduce their allocation (how much money they will get) to zero.  If you have questions about updating beneficiaries, contact the Benefits/Data Management office at 706/721-3770 or 706/721-0961.

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How do I know my beneficiaries were changed?

Beneficiaries will be included on your Benefit Enrollment letter.

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October 28, 2009.   Please send comments, suggestions or questions about this page to Patricia Riley, priley@mcg.edu .