Sps open enrollment faqs employee

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SPS Open Enrollment 2020 Employee Frequently Asked Questions

Num Date ber 36 11/4/19

35 11/4/19

34 10/24/19 33 10/18/19

Category Question or Concern DBM/EBD/SPS Response

Open

I have a dependent who The Age 25/26 process to remove dependents turning age 25 or 26 from coverage runs on the

Enrollment turn age 25 or 26 during last day of each month; for October it ran on 10/31. The Open Enrollment event was canceled

Open Enrollment. Do I

and a new Open Enrollment event was initiated for employees with dependents in these

have to do anything to

categories. If the employee made a coverage change before 10/31, these coverage changes

take the dependent off the were brought forward and no additional action is necessary by the employee.

coverage?

Open

Can I submit the Open

Evidence of Insurability (EOI) paperwork is not required to be attached to the Open Enrollment

Enrollment Enrollment event if they event. There is nothing in the system that will stop the employee from submitting the event if

don't have the Evidence EOI paperwork is not attached. EOI paperwork won't be required until after the 1st of the year.

of Insurability (EOI)

MetLife will contact employees via regular mail with the required Forms and instructions.

paperwork attached?

Open

Why doesn't I see a

SPS does not track or keep beneficiaries. Information on beneficiaries will need to be

Enrollment previously added

communicated directly to the life insurance company.

beneficiary on the Open

Enrollment event?

New

What happens if I submit The Employee Benefits Division will review the documentation. If it is determined that

Dependents/ incorrect documentation dependent documentation doesn't meet the requirement, the newly added dependent will be

DVA

for a newly added

removed from coverage on January 1, 2020.

dependent?

Newly added dependents and re-enrolled dependents require documents as described at



20Documentation.pdf

There is a link on the SPS Welcome page in the Announcements section to the link shared above. Questions about the documents should be discussed with your ABC.

32 10/17/19 New

Can I add a new

Yes, the dependent can still be enrolled. Social Security Numbers for dependents are not

Dependents/ dependent if I don't have mandatory but should be included if available. Employees do however need to attach required

DVA

the Social Security

documentation for the new dependent. See the New Dependent Required Supporting

Number of the

Documentation job aid at the following link for a list of acceptable documents for dependents:

dependent?



20Documentation.pdf

31 10/17/19 Open

Is SPS available 24/7 for The system has a maintenance window which starts every Friday evening at 9pm EST and

Enrollment being able to complete my typically ends at approximately 9am on Saturday. The maintenance window may end earlier or

Open Enrollment

later than 9am on Saturday. During this maintenance window, employees will not be able to log

elections?

in to complete Open Enrollment elections.

1 Last Updated November 4, 2019

SPS Open Enrollment 2020 Employee Frequently Asked Questions

Num Date ber 30 10/17/19 29 10/17/19

28 10/16/19

27 10/16/19

Category Open Enrollment

Open Enrollment

Open Enrollment

Open Enrollment

Question or Concern DBM/EBD/SPS Response

I see my Open Enrollment Employees can see the Open Enrollment event on the SPS Welcome page throughout the Open

event in my Inbox in

Enrollment period, even if the Open Enrollment has been submitted. They can also access the

addition to the SPS

event through the Inbox. However, after accessing through the Inbox once, the event will no

Welcome page. Why do I longer be in the Inbox. Employees can access to make changes from the SPS Welcome page or

see it in both places?

by using Benefits self-service until Open Enrollment is closed.

If I am newly hired, have a Employees who have a life event, new hire or job change event during Open Enrollment will

job change, or a life event have the Open Enrollment event manually generated to them and will have 14 days to complete

during the Open

Open Enrollment elections.

Enrollment period, do I

have until later than

November 14th to

complete my Open

Enrollment elections?

Is there an issue if I see Dependent Relationships for dependents age 65 or older will display as "Spouse with

my dependent's spouse Medicare". However the dependent will still be on employee benefit (not retiree) plans. We may

relationship listed as a

look in to changing the relationship to remove the "with Medicare" after the Open Enrollment

"Spouse with Medicare"? has closed.

Why would it be listed

with Medicare?

Please complete the elections.

If I have a baby during

The employee should complete the Birth/Adoption life event to add the baby to 2019 coverage.

Open Enrollment, how

Then complete the Open Enrollment event for 2020 benefit elections.

should I handle adding

the new baby to the

The Open Enrollment event will automatically update after the Birth/Adoption event is

coverage?

completed to reflect the changes made in the Birth/Adoption event.

26 10/16/19 Dependent Why is the employee's

If an employee currently has 2019 family coverage for the AD&D benefit, but due to an age

Turning Age current 2019 AD&D

25/26 dependent(s) becoming ineligible prior to or on 12/31/2019, the AD&D benefit will

25/26

benefit listed, but the OE automatically switch to "Waive" if there are no other dependents being covered for this

event shows the AD&D benefit. Therefore, the employee will need to re-enroll in that AD&D benefit through the OE

benefit as "Waive"?

event for Employee Only coverage.

25 10/15/19 New

Are the student fields

No, the student fields are not required when adding a new dependent.

Dependents/ required when adding a

DVA

dependent?

24 10/15/19 New

Are there any changes to No, there are no changes to the eligibility rules for dependents. The documentation requirements

Dependents/ the eligibility rules for

for adding new dependents during open enrollment have changed though and now require

DVA

dependents?

documents at the time of Open Enrollment submission.

2 Last Updated November 4, 2019

SPS Open Enrollment 2020 Employee Frequently Asked Questions

Num Date ber 23 10/15/19 22 10/15/19

21 10/15/19

20 10/15/19

19 10/15/19 18 10/15/19

Category Question or Concern DBM/EBD/SPS Response

Mobile App Open Enrollment

Open Enrollment

Open Enrollment

Open Enrollment Open Enrollment

Can I use the Workday Employees and retirees cannot use the Workday mobile app for benefit events. The desktop or

mobile app for benefit online version must be used for benefit events.

events?

I am a new hire and would The new hire should complete the New Hire event in their SPS Inbox and waive elections. Then

like to waive benefits for access the Open Enrollment event to elect benefits for plan year 2020. If they New Hire event is

2019 but I want benefits not completed, the Open Enrollment event will have an "on hold" status and won't be able to be

for 2020, do I need to go completed.

in to SPS and complete

the new hire event?

After completing Open

Employees and retirees will see the date when they originally enrolled in that benefit plan. If no

Enrollment elections, why change was made to the benefit plan, the coverage begin date for which the employee

does I see a Coverage originally enrolled in that plan will display.

Begin Date earlier than

2020 for benefits?

The exception is for FSA since you have to re-enroll each plan year. If the employee elects the

exact same FSA coverage amount for 2020 as they had elected in 2019, the Coverage Begin

Date will show the previous Coverage Begin Date. However, if they elect a different coverage

amount for 2020, the Coverage Begin Date will update to 1/1/2020.

After completing Open Instead of clicking the DONE button on the Submitted/View 2020 Benefit Statement page, you

Enrollment elections, how will have to click the Workday home icon at the top left of the page to return to the SPS

do I get back to the SPS Welcome page.

home page from the

Submitted/View 2020

Benefits Statement page?

If I transfer from one

The employee will only get a new Open Enrollment when transferring agencies if their benefit

agency to another, will I group/eligibility changes as a result of the transfer (e.g., an employee who transfers from a State

get a new Open

Regular to a contractual position). The employee will get a Benefit Change - Job Change event

Enrollment event?

to complete and then will get the new Open Enrollment event to complete.

When I initiate a life event The new Open Enrollment event will be pushed to the employee after the life event has been

during the Open

approved by EBD.

Enrollment period, what is

the timing for me to get a

new Open Enrollment

event?

3 Last Updated November 4, 2019

SPS Open Enrollment 2020 Employee Frequently Asked Questions

Num Date ber 17 10/11/19

Category Question or Concern

SPS Access I can't log onto SPS, where do I call for help?

DBM/EBD/SPS Response

Employees can use the SPS "Forgot Password" process if they have logged in previously and completed the security questions and have an email in SPS. This process starts on the SPS log on page.

If the employee has never been logged in before and is employed by a Benefits Only or CPBI Agency, they can use this link for the log on instructions: .

Employees that have been hired recently should refer to the two emails that they received from SPS for first time log on instructions.

Employees that have been locked out due to multiple attempts with the incorrect password or other log on issues, please contact the correct Help Desk Support for assistance: For SPMS agency employees, DBM Help Desk is the primary support, 410-7674112 For DHS employees, DHS Help Desk, 410-767-2400 For Maryland African American Museum Corporation, Maryland Food Center Authority, Maryland Stadium Authority, Register of Wills, and Canal Place Preservation and Development Authority employees, DBM Help Desk is the primary support, 410-767-4112 For the following agency/institution employees, each has their own help desk support; employees should contact their IT or HR office for assistance: Baltimore City Community College, St Mary's College of Maryland/Historic St. Mary's City Commission, Morgan State University, Maryland General Assembly, Maryland Judiciary, MDOT, University of Maryland Baltimore, UMCP, Bowie State University, Towson University, UMES, Frostburg State University, Coppin State University, University of Baltimore, Salisbury University, University of Maryland Global Campus, UMBC, UMCES, USM

16 10/11/19 SPS Access Where can I find my W#? The W# is on the instruction sheet in the OE packet and the employee can obtain the W# at the

POSC website at

4 Last Updated November 4, 2019

SPS Open Enrollment 2020 Employee Frequently Asked Questions

Num Date ber 15 10/11/19

Category Question or Concern

Personal/ My legal name has Contact Info changed, what do I do? Changes

DBM/EBD/SPS Response

SPMS employees (employees that use SPS for Timekeeping) should change their legal

name on-line through the Change Legal Name process. Link for Change Legal Name job aid is

Change%20Legal%20Name-Job%20Aid.pdf.

Employee in Benefits Only agencies, please follow your agency process for changing your Legal Name. Please contact your ABC or HR staff for more information.

14 10/11/19 Personal/ My address is incorrect, Contact Info what do I do? Changes

SPMS employees (employees that use SPS for Timekeeping) should change your home

address on-line through the Contact Change process. Link for Contact Change job aid is

Change%20Personal%20Contact%20Information-Job%20Aid.pdf.

Employees in Benefits Only agencies, please follow your agency process for changing your contact information. Please contact your ABC or HR staff for more information.

13 10/11/19 Open

My coverage was

For any employee/retiree whose coverage was canceled due to non-payment of premiums for

Enrollment canceled due to non-

the month of September, their OE event will show benefits "Waived". Therefore, the member

payment of premiums for will have to re-enroll in benefits through their OE event in order to have benefits coverage for

the month of September. effective 1/1/2020?

Do I have to re-enroll in

benefits through the OE

event in order to have

benefit coverage for

effective 1/1/2020?

12 10/11/19 Open

My Open Enrollment

Make sure your 2020 Open Enrollment event reflects the elections you want starting Jan 1 2020.

Enrollment event does not reflect the

elections I thought I

If you have a question on your 2019 elections, please contact your ABC.

currently have for 2019,

what do I do?

11 10/11/19 Open

What happens when you The elections will not submit as an election change but will remain in the Open Enrollment

Enrollment click the "Save for Later" event until the employee goes back in to complete it.

button?

If the employee does not go back and "Review and Submit" the changes they will not go into

effect for Jan 1 2020; the employee elections will remain the same in 2020 as they were in 2019.

5 Last Updated November 4, 2019

SPS Open Enrollment 2020 Employee Frequently Asked Questions

Num Date ber 10 10/11/19

9 10/11/19 8 10/11/19

7 10/11/19 6 10/11/19

Category Question or Concern DBM/EBD/SPS Response

Open Enrollment

Open Enrollment Open Enrollment

Open Enrollment

Open EnrollmentDependents

What to do if I moved and Confirm that the new/updated address is showing in SPS under the employee Contact

my address changed after

information.

Open Enrollment event Confirm that the effective date of the address change has been entered/showing correctly.

was initiated and I now Then, the ABC has to submit a SPS Ticket on behalf of the employee requesting that

want to enroll in Kaiser,

another OE event be generated due to the employee's address change. The new OE event

but do not see Kaiser as a

generated by EBD will include Kaiser as a medical plan option for the member to select.

medical plan option in my Once EBD cancels the current OE event that was initiated on 10/15 and generates a new

2020 OE event.

OE event with Kaiser as an option, the agency will receive EBD's SPS Ticket response that

the action was completed.

Then, the ABC needs to immediately notify the employee to go into their SPS Open Enrollment

event to complete their elections before the close of OE at 11:59PM on 11/14/2019.

How many times can I go Unlimited changes can be "submitted" before Open Enrollment "closes" on 11/14/19 at 11:59pm.

into SPS during Open Although changes are unlimited during this period, we encourage employees and retirees to only

Enrollment and make

make changes as necessary and make sure you review the Benefit Statement after submitting

changes?

the event.

Is it mandatory for

No, it's not mandatory. If the employee is not electing benefits they do not need to do anything.

employees to go in and

waive benefits if they

don't have benefits and

do not want to enroll in

benefits?

If I do not do anything in Yes, the SPS Open Enrollment Event will default to the current employee/retiree elections and

SPS for Open Enrollment dependents except for FSA elections.

will my benefits just carry

over from 2019 to 2020? Flexible Spending Account (FSA) elections MUST be elected each year during the Open

Enrollment period.

How can dependent

Dependent corrections include existing dependents and newly added dependents.

information be corrected?

Active employees should bring the dependent correction to their ABC; the ABC will submit the

correction through a SPS Shared Services Support ticket with the employee W# and supporting

documentation.

While the dependent correction is being processed, the employee can still submit their 2020 elections with the dependent requiring the correction/update selected.

6 Last Updated November 4, 2019

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