How to Enroll into Health Benefits via Employee Self Service: Qualifying Event/Hardship

How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
Employee Self Service (ESS):
Employee Self Service is an online module within PeopleSoft where employees have
access to view and update their personal information, including their Health Benefits
elections. You can use the Qualifying Event/Hardship Form to request changes to
your health coverage that do not meet the requirements of other Job and Life Events.
Supporting Documentation will be required for all Qualifying Events/Hardships.
TABLE OF CONTENTS
PAGES 2-4:
LOGGING INTO EMPLOYEE SELF SERVICE
PAGE 5:
NAVIGATING TO THE QUALIFYING EVENT/HARDSHIP FORM
PAGE 5-8:
QUALIFYING EVENT/HARDSHIP FORM
PAGES 9-11:
COMMUNICATION WITH HRSS/HHC CORPORATE BENEFITS
PAGES 12-16:
USING THE SCANNER AT THE ESS WORKSTATION
HRSS/HHC Corporate Benefits
Page 1 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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
Page 2 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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
Page 3 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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
Page 4 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
NAVIGATING TO THE QUALIFYING EVENT/HARDSHIP FORM
Click on the following links as seen below:
Main Menu  Self Service  Benefits  Qualifying Event/Hardship Form
QUALIFYING EVENT/HARDSHIP FORM
Select the tab to Add a New Value.
HRSS/HHC Corporate Benefits
Page 5 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
QUALIFYING EVENT/HARDSHIP FORM (Con’t)
This will take you to the Instructions tab. This tab will explain which supporting
documents are acceptable.
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.
HRSS/HHC Corporate Benefits
Page 6 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
QUALIFYING EVENT/HARDSHIP FORM (Con’t)
After you have attached all files, go to the Form tab. Answer the questions on this
page and add any additional information in the More Information box. Click the Save
button at the bottom.
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.
HRSS/HHC Corporate Benefits
Page 7 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
QUALIFYING EVENT/HARDSHIP FORM (Con’t)
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
Page 8 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
COMMUNICATIONS 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
Page 9 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
COMMUNICATIONS WITH HRSS/HHC CORPORATE 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
Page 10 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
COMMUNICATIONS 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 HHCBENEFITS@nychhc.org or (646) 458 – 5634.
HRSS/HHC Corporate Benefits
Page 11 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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.
HRSS/HHC Corporate Benefits
Page 12 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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.
HRSS/HHC Corporate Benefits
Page 13 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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
Page 14 of 16
BACK TO TABLE OF CONTENTS
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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
Page 15 of 16
BACK TO TABLE OF CONTENTS
APPENDIX
How to Enroll into Health Benefits
via Employee Self Service:
Qualifying Event/Hardship
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
Page 16 of 16
BACK TO TABLE OF CONTENTS