How to Enroll into Health Benefits via Employee Self Service:

How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Employee Self Service (ESS):
Online New Hire Benefits Enrollment allows fast and convenient processing of your
New Hire Benefits Enrollment elections through Employee Self Service (ESS). ESS is
an online module within PeopleSoft where employees have access to view and update
their personal information, including their Health Benefits elections. You can jump to
different sections by selecting the different links. If you are looking at this job aid for
this first time it is recommended that you view all sections.
Supporting Documentation will be required for any modification and/or addition of
Dependent Information.
TABLE OF CONTENTS
PAGES 2-4:
LOGGING INTO EMPLOYEE SELF SERVICE
PAGE 5:
NAVIGATING TO THE BENEFITS SCREEN
PAGE 5:
REVIEW YOUR QUALIFYING EVENT & EVENT DATE
PAGE 6:
REVIEW YOUR CURRENT HEALTH COVERAGE AND COSTS
PAGE 7:
REVIEW HEALTH PLAN OPTIONS AND SELECTING A PLAN
PAGES 8-11:
ADDING DEPENDENTS
PAGE 12:
COVERING DEPENDENTS
PAGES 13-14:
REVIEW YOUR FUTURE PLAN AND COSTS
PAGE 15:
EMPLOYEE CERTIFICATION
PAGE 16:
SUBMISSION CONFIRMATION
PAGES 17-19:
SUBMITTING SUPPORTING DOCUMENTATION
PAGES 20-21:
BENEFITS CONFIRMATION
PAGES 22-24:
COMMUNICATION WITH HRSS/HHC CORPORATE BENEFITS
PAGES 25-29:
USING THE SCANNER AT THE ESS WORKSTATION
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
LOGGING INTO EMPLOYEE SELF SERVICE – PEOPLESOFT
After successfully logging into the Workstation, the Internet Explorer browser
displays with the Employee Self Service (ESS) Website (http://ESS.NYCHHC.ORG)
opened on one tab, and the GroupWise e-mail system opened on another tab.
This website is your one-stop shop for all things regarding ESS!
Click on the Employee Self Service blue and white computer icon on the top right
corner, as shown below.
You will then be required to log in using your User ID and Password. Enter your login information in the correct fields, as shown below.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
LOGGING INTO EMPLOYEE SELF SERVICE – PEOPLESOFT (Con’t)
NOTE: Your User name/User ID can be found on your paystubs.
If you do not have a Password, or do not remember your Password, please call
the Enterprise Service Desk at 1-877-934-8442 to get one.
After entering your log-in information, click the Sign In button, or press Enter on the
keyboard as shown below, to continue.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
LOGGING INTO EMPLOYEE SELF SERVICE – PEOPLESOFT (Con’t)
If this is your first time logging into PeopleSoft, you will be asked to Authenticate
your identity using the last four digits of your Social Security Number. Enter the last
four digits of your Social Security Number in the correct field and click Submit to
continue. Due to the sensitive nature of the information available, this is required for
all employees.
If you failed to authenticate or cannot log in, please call the Help Desk at 1-877-9348442.
After successfully authenticating and logging into PeopleSoft, your Home page
displays as shown below.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
NAVIGATING TO THE BENEFITS SCREEN
Click on the following links as seen below:
Main Menu  Self Service  Benefits  Benefits Enrollment
REVIEWING YOUR QUALIFYING EVENT AND EVENT DATE
Event Description  This is your Qualifying Event
Clicking the blue “i” button will give you a brief description of the Qualifying Event
Event Date This is the date your new Benefits Coverage will take effect
Event Status  Only Events in an Open or Submitted Status can be edited
Job Title  This is your current Corporate Title which determines your eligibility
Click the “Select” button to continue.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
REVIEWING YOUR CURRENT HEALTH COVERAGE AND COSTS
Here, you are able to do the following:
1. View the Summary Plan Description
2. Edit your Health Plan Elections
3. View your Current and potential New Medical Plan(s)
Click the “Edit” button to change your Medical coverage or Add/Drop Dependents.
Click the “Submit” button or the “I Have No Changes” button to leave everything the
same.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
REVIEW HEALTH PLAN OPTIONS AND SELECTING A HEALTH PLAN
This page allows you to view all of the Plans that you are currently eligible for with
their corresponding costs per Pay-Period. In addition, you can use the following tools:
1. Overview of All Plans  Gives you a shorter list of all eligible plans and their
Costs
2. Summary Plan Description  NYC’s Health Benefits Program Overview
3. Health Carrier Name Link  Takes you to the external Health Carrier’s
Website
4. Costs  Both Employee Only and Family Costs
Note: Domestic Partners will be taxed differently.
Select the plan in which you would like to enroll, by clicking the circle next to the plan
name.
If you have dependents, continue to the ADDING DEPENDENTS section.
If you do not have dependents, click the “Update Elections” button.
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ADDING DEPENDENTS
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Click the “Add/Review Dependents” button to add your dependent(s).
Click the “Add a dependent or beneficiary” button to begin adding information for
your dependent(s).
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ADDING DEPENDENTS (Con’t)
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
You must complete the following fields for your dependent:
1. First Name
2. Last Name
3. Date of Birth
4. Gender
5. Social Security Number
6. Relationship to Employee
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ADDING DEPENDENTS (Con’t)
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Next you should update the Status Information and Address and Telephone sections.
Check the box next to “Same Address as Employee” if your dependent lives with you. If
they have a different address click the Edit Address button and type in their address.
Check the “Same Phone as Employee”if your dependent’s phone number is the same
as yours. If it is different type their phone number in the box provided.
Once you complete the required fields click the Save button.
You will get the following Save Confirmation. Click the OK button.
This will take you back to the dependents information page. Scroll down to the
bottom and click on Return to Dependent/Beneficiary Summary.
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ADDING DEPENDENTS (Con’t)
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
On the Add/Review Dep/Ben page click Add a dependent or beneficiary to add
another dependent. If you do not have any more dependents to add, then click
Return to Event Selection.
Please note: Once your return to the Medical Enrollment screen, to attach your
dependent you must click the “Enroll” checkbox.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
COVERING DEPENDENTS
Scroll down to Enroll Your Dependents on this page and check the Enroll box next to
all the dependents that you want to cover. This allows you to add dependents for
Health Coverage purposes ONLY. This has no impact on your Tax withholding.
Add Review Dependents  Here is where you can Add or Edit your Dependents
Note: The “Enroll” Checkbox indicates that you will cover this dependent.
Uncheck this box if you do not want to cover this dependent.
REMEMBER, only dependents with the “Enroll” checkbox checked next to their name as
shown above will be covered!
REMEMBER, Supporting Documentation will be required for all modifications and
additions of Dependents. Please see the SUBMIT SUPPORTING DOCUMENTATION
section for more information!
Click the “Update Elections” button when you have completed both your Health
Coverage Elections AND reviewed your dependents.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
REVIEWING YOUR FUTURE PLANS AND COSTS
You will be prompted to review your election, cost, and potential covered
dependents.
Click the “Edit” button to change your Medical coverage or Add/Drop Dependents.
Click the “Submit” button or the “I Have No Changes” button to leave everything the
same.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
REVIEWING YOUR FUTURE PLANS AND COSTS (Con’t)
You will be prompted to review your Current Plan and Costs against your New Plan
and Costs.
Click the “Edit” button to change your Medical coverage or Add/Drop Dependents.
Click the “Submit” button or the “I Have No Changes” button to leave everything the
same.
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EMPLOYEE CERTIFICATION
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
You will be required to confirm that you read New York City’s Employee Certification
in order to enroll in Health Benefits.
Click the “Edit” button to change your Medical coverage or Add/Drop Dependents.
Click the “Submit” button or the “I Have No Changes” button to leave everything the
same.
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SUBMISSION CONFIRMATION
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
This is the confirmation page you will receive once your changes have been
submitted.
REMEMBER, Supporting Documentation is required for any changes involving
dependents!
REMEMBER, check your GroupWise email in order to make sure your changes have
been approved by HRSS/HHC Corporate Benefits. If there are any problems, HRSS/HHC
Corporate Benefits will contact you via email. If you fail to respond, your requests will
NOT be processed.
Click on the “Add Benefit Supporting Documentation” link to begin submitting
Supporting Documentation for your new dependent.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
SUBMITTING SUPPORTING DOCUMENTATION
Click on the “Dependent Supporting Documentation” link to begin submitting
Supporting Documentation for your new dependent.
Please note: Whenever adding or modifying a dependent it is required to submit
necessary supporting documentation to HRSS/HHC Corporate Benefits.
This will take you to the Instructions tab. This tab will explain which supporting
documents are acceptable.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
SUBMITTING SUPPORTING DOCUMENTATION (Con’t)
After you have read the instructions, select the Attachments tab. Click the Open
links to view and/or print the different blank forms. Complete these form(s) with the
appropriate information, if applicable. Then scan any supporting documents and
attach the electronic documents by clicking the Attach button. You can add
additional attachments by selecting the + button and delete them by selecting the –
button.
After you have attached all files, go back to the Form tab. Answer the question on
this page and add any additional information in the More Information box. Click the
Save button at the bottom.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
SUBMITTING SUPPORTING DOCUMENTATION (Con’t)
After you have saved, a Submit button will appear at the bottom of the page. You
must click Submit in order for your Form(s) to be sent to HRSS/HHC Corporate
Benefits for review.
The following screen will appear that shows the status as Pending. Click the OK
button at the bottom.
Your documentation will now be reviewed by HRSS/HHC Corporate Benefits. You
will receive an email notifying you of any updates to the status of your supporting
documentation.
HRSS/HHC Corporate Benefits
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BENEFITS CONFIRMATION
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
You can manually check your elections by logging back into Employee Self Service the
day after your Qualifying Event has been finalized.
Please navigate to Main Menu>Self Service>Benefits>Benefits Summary to
print your benefits confirmation.
The Benefits Summary page will show your current elections by default.
Click on the Medical link to get more detailed information.
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BENEFITS CONFIRMATION (Con’t)
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
You can print the page for your records, by right-clicking your mouse and selecting
print.
If you have any questions about your elections you can contact HRSS/HHC Corporate
Benefits by phone at (646) 458-5634 or by email at [email protected].
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
COMMUNICATION WITH HRSS/HHC CORPORATE BENEFITS
Whenever adding or modifying a dependent, it is required to submit necessary
supporting documentation to HRSS/HHC Corporate Benefits. If supporting
documentation is not received within 10 days by HRSS/HHC Corporate Benefits then
your elections will be denied.
HRSS/HHC Corporate Benefits will send all communication via GroupWise email. To
access your GroupWise email, go to https://groupwise.nychhc.org/.
Click Go.
Read the usage policy and select the I Agree button.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
COMMUNICATION WITH HRSS/HHC COPORATE BENEFITS (Con’t)
Enter your Username and Password to login into your Groupwise Account.
Click the New button to compose a new email.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
COMMUNICATION WITH HRSS/HHC CORPORATE BENEFITS (Con’t)
Your email should contain the following:
1. To: HHCBENEFITS
2. Subject: Benefits Issue
3. Summary: Explain your issue and what you are attempting to do
When you have finished click the Send button.
To read an email, simply double-click on the Subject of the email you would like to
open.
If you have any questions or issues with using the computer or email client, please
contact the Help Desk at (877) 934 – 8442.
If you have any questions or issues within PeopleSoft, please contact HRSS/HHC
Corporate Benefits at [email protected] or (646) 458 – 5634.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
USING THE SCANNER AT THE ESS WORKSTATION
Requirement: the scanner looks like the one below.
1. Click on the Windows Fax and Scan icon found on the Desktop as shown
below. You may have to minimize your Internet browser window(s) to view
the Desktop.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
USING THE SCANNER AT THE ESS WORKSTATION (Con’t)
2. The Windows Fax and Scan screen will open up. Click on New Scan as shown
below.
3. The New Scan screen options display with the default settings.
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
USING THE SCANNER AT THE ESS WORKSTATION (Con’t)
4. Select Documents from the Profile dropdown menu.
5. Select either Flatbed or Feeder from the Source dropdown menu depending
on where you placed the document you want scanned. See the Appendix at the
end of this guide for more information.
6. Select Letter 8.5 x 11 inches from the Paper size dropdown menu.
7. After all options have been set, click on the Scan button to scan the document.
8. After the scanning is complete, the scanned document will appear in the
viewing pane of the Windows Fax and Scan screen. Click on Save as…
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
USING THE SCANNER AT THE ESS WORKSTATION (Con’t)
9. The Save As dialog box appears. Type in a name for the scanned document in
the File name field as shown below. After entering a file name, click Save.
10. The scanned documents are located in the Scanned Documents folder via
Library > My Documents > Scanned Documents.
HRSS/HHC Corporate Benefits
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APPENDIX
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
A. The top of the scanner contains the Feeder. Put the document(s) here.
B. Opening the top portion of the scanner exposes the Flatbed. Put documents
such as a Social Security card on the Flatbed for scanning.
HRSS/HHC Corporate Benefits
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