Fairsail User Benefits & Open Enrollment User Guide Version 3.23 FS-BOE-XXX-UG-201402--R003.23
Fairsail 2014. All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-BOE-XXX-UG-201402--R003.23 Benefits & Open Enrollment User Guide Fairsail 2014 2
Contents Contents About This Guide 4 Where To Find More Information 4 Introduction 5 Logging in to Fairsail 6 For the First Time 6 After You Have Changed Your Password 7 Login with Single Sign-On 7 Viewing Your Benefits 8 Enrolling in Benefits 9 Glossary of Terms 17 Index 18 Benefits & Open Enrollment User Guide Fairsail 2014 3
About This Guide This Fairsail Benefits & Open Enrollment User Guide provides a how to... guide for users of Fairsail's Collaboration Portal. The Benefits process can be easily configured to meet the needs of your organization, including the benefit suppliers and options that are available to you. So bear in mind: Screenshots show representative suppliers and options captured from a standard Fairsail system. Your own implementation will vary. Where To Find More Information On the Fairsail Collaboration Portal: The Fairsail Collaboration Portal User Guide includes: o Finding your way around o Using the full range of options o Entering and maintaining information Benefits & Open Enrollment User Guide Fairsail 2014 4
Introduction Most organizations offer their employees a range of employment benefits, often including health and life insurances, short and long term disability insurance, season ticket loans, and so on. Fairsail enables your organization to manage the administration of benefits, offering centralized set up and maintenance of all benefit plans and options, and clear presentation of selectable benefits through the Collaboration Portal. Through your Personal Profile you can see the benefits you are drawing and enroll in others that are available to you. Your benefit selections can be passed automatically to the benefit suppliers, and any payroll deductions managed automatically with your payroll provider. Benefit Enrollment is a process through which employees select the elements of their benefits package. Benefit Enrollment is widely used in the U.S. as an annual Open Enrollment event, providing an organization-wide structure for benefit enrollment with open and close dates and clearly defined entitlements. The Fairsail Collaboration Portal integrates your organization's Open Enrollment process with the Benefits section of your Profile, providing immediate feedback on costs, access to plan comparisons, full instructions and all supporting forms and documents. Benefits & Open Enrollment User Guide Fairsail 2014 5
Logging in to Fairsail For the First Time As part of Fairsail implementation you are sent a welcome email containing: A link to your Fairsail site. Your unique user name. A temporary password. To login for the first time: 1. Click the link in the welcome email. Fairsail displays the Change Password page: 2. Enter a new password. Your password must contain at least 8 characters and include a combination of letters and numbers. 3. Choose a security question from the picklist and provide your answer. You will be asked for the answer to the security question if you forget your password. 4. Click Save. You are now ready to login to Fairsail using your unique user name and password combination. Benefits & Open Enrollment User Guide Fairsail 2014 6
Logging in to Fairsail After You Have Changed Your Password After You Have Changed Your Password 1. Go to the Fairsail login page: http://login.fairsail.com http://login.fairsail.com Fairsail displays the customer login page: 2. Enter your unique user name and password. 3. Click Login. Fairsail takes you straight to your Fairsail system. Login with Single Sign-On If your organization uses single sign-on technology your login process is: 1. Go to the web address provided by your organization. 2. Use your company provided single sign-on credentials to get access to Fairsail. Your browser may need additional configuration so that you can take full advantage of single sign-on. Refer to your System Administrator or HR representative for more information. When you have successfully logged in you are redirected to the Home Page. Benefits & Open Enrollment User Guide Fairsail 2014 7
Viewing Your Benefits 1. In your Collaboration Portal profile page, go to the Details section and click View: Fairsail displays your details page. 2. Scroll down to the Benefits section to view a list of your current benefits. Benefits & Open Enrollment User Guide Fairsail 2014 8
Enrolling in Benefits When you have been notified that benefits are available to you for selection through the Collaboration Portal: 1. In your Collaboration Portal profile page, go to the Details section and click View: Fairsail displays your details page. 2. Scroll down to the Benefits - Pending section and click Enroll: Fairsail displays the Benefits Enrollment table listing all the benefits types available to you: Any instructions provided by your organization to help your complete the enrollment process are displayed on this page, either at the top of the page or in the left panel. Benefits & Open Enrollment User Guide Fairsail 2014 9
Enrolling in Benefits 3. Work through the benefit types one by one. Click on a benefit type, listed under Section, to display the summary page for that benefit type: Fairsail displays the benefits on offer for that benefit type: Your options vary depending on the benefit, but typically you can: o Click on a Benefit on Offer: Benefits & Open Enrollment User Guide Fairsail 2014 10
Enrolling in Benefits...to display further details: Benefits & Open Enrollment User Guide Fairsail 2014 11
Enrolling in Benefits o Select two or more benefits on offer and click Compare Plans: Fairsail displays a side-by-side comparison: Benefits & Open Enrollment User Guide Fairsail 2014 12
Enrolling in Benefits o Choose to waive benefits you do not wish to take. Click the Waived... option in the Benefits on Offer listing: 4. When you are ready to select a benefit, display the option you want to select and click Save and Next: Fairsail displays the Benefits Enrollment table showing the selection you have made: Benefits & Open Enrollment User Guide Fairsail 2014 13
Enrolling in Benefits 5. When you have completed your benefit selections the Benefits Enrollment table shows the estimated cost to you for each of your benefits and a total estimated cost: You can change your selections before submitting: o To choose a different benefit within a benefit type, click the benefit type name. o To change options within a benefit, click the Benefit Selected. You can also produce a PDF document with a summary of your benefit selections: o Click. Benefits & Open Enrollment User Guide Fairsail 2014 14
Enrolling in Benefits Fairsail displays the PDF in a new browser window, enabling you to save it to a location of your choice: Benefits & Open Enrollment User Guide Fairsail 2014 15
Enrolling in Benefits 6. When you are ready to submit your benefit enrollment, click Submit Elections to HR. Fairsail adds your enrolled benefits to the Benefits section of your personal profile: Benefits & Open Enrollment User Guide Fairsail 2014 16
Glossary of Terms Benefit Plan A Benefit Plan contains the details of the benefits made available to Team Members through Benefit Options. Benefit Plans are provided by Benefit Suppliers, and much of the detail is typically provided by the suppliers following discussion and agreement with your organization. Benefit Supplier An organization providing benefits to your Team Members through Benefit Plans. Also known as: Benefit Provider, Benefit Carrier. Benefit Type A high level classification of employment benefits, such as Medical, Short Term Disability, or 401K Pension. Contingent Beneficiary A named person, typically in a life insurance contract, who will receive the benefits if the primary beneficiary cannot receive them at the time the benefit is to be paid. Fairsail enables you to nominate multiple contingent beneficiaries during benefit enrollment. Open enrollment The process through which employees select the elements of their benefits package, widely used in the U.S. Typically an annual event. Also known as: Annual enrollment. Primary Beneficiary A named person, typically in a life insurance contract, who will receive the benefit when it is to be paid. Fairsail enables you to nominate multiple primary beneficiaries during benefit enrollment, with each beneficiary designated to receive a percentage of the benefit. The sum of the benefit percentages must be 100. You can also nominate one or more contingent beneficiaries. Benefits & Open Enrollment User Guide Fairsail 2014 17
Index A About This Guide 4 After You Have Changed Your Password 9 B Benefit Plan 20 Benefit Supplier 20 Benefit Type 20 C Contingent Beneficiary 20 E Enrolling in Benefits 12 F For the First Time 8 I Introduction 6 L Logging in to Fairsail 7 Login with Single Sign-On 10 O Open enrollment 20 P Primary Beneficiary 20 V Viewing Your Benefits 11 W Where To Find More Information 5 Benefits & Open Enrollment User Guide Fairsail 2014 18