DBCs & DHRMs: Benefits Procedures for New Employees

Please Note: This list is not intended to be all-inclusive, but covers major areas of information new employees/newly eligible employees need.

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Click on the appropriate item below for more information.

I. For all employees:

Process BELI form (UPAY726) and enter data in HCM, including any Status Qualifier codes. Inform new employees of benefits eligibility level (Full, Mid-level, CORE, none) and show them how to set their PIN. (See II.3.b for more details on setting PINs.)

II. For all Full and Mid-level Employees:

Give employee the New Hire Kit. It is available from HR Benefits (benefits@berkeley.edu or (510) 642-7053). This kit includes the following publications and supplemental benefits handouts necessary for a new employee to make informed benefits choices.
1. Publications and Forms
  1. Always At Your Service Brochure (KP 4003)
  2. Your Group Insurance Plans (PDF) (KP 2001)
  3. Available Medical Plans
  4. Medical Plan Costs
  5. Investing for Tomorrow's Retirement…Today (KP 1600)
  6. UCRP Summary Plan Description (KP 1001)
  7. Collective Bargaining Factsheet (PDF) (KP 5501)
  8. Name Your Beneficiaries Info Sheet (KP 4009)
  9. FSA Expense Guide (KP FSA820B)
  10. FSA Flexibility, Options, Savings brochure (KP FSA825B)
2. Any applicable supplemental Benefits handouts (available on line or from the Benefits Office)
Tell the employee about the Period of Initial Eligibility deadline - 31 days from the date of hire or date eligibility begins.
Introduce the employee to the UC benefits website: At Your Service. It has a wealth of benefits information as well as applications for taking many benefits actions.
1. Show the employee the "New Employees" icon.
2. Show the employee how to set his or her PIN, as well as where to go to enroll in benefits. These applications are located in the "How to enroll" section of the "New Employee" webpage. Every new employee's temporary PIN is 0000. They should use this number to initially log on. The employee will then be asked to customize the PIN. Once that is done, the employee can continue with benefits enrollments.
3. Show the employee the "Contact List" and how to link to the various UC plans, especially how to do a doctor search. Most employees will need a doctor ID number to designate their Primary Care Physician (PCP) when enrolling.
4. Show the employee the "Your Benefits Online" icon and tell them what can be found there. Note: It takes a month or so for new employees to be recognized in this section, so they will not be able to use this immediately.
5. Show the employee the Forms and Publications section of At Your Service.
Enroll the employee in New Employee Orientation or direct him or her to the streaming video with overviews of the Health & Welfare Plans and the Retirement & Savings Plans which is available on At Your Service on the "New Employee" page.
Tell the employee to verify his or her enrollments on the paycheck stub or Direct Deposit statement and notify you immediately of any errors.
Forms: Usually employees will enroll on line and will not need to use forms. See the PIE chart for details on when to use a form. When forms are necessary, the following forms are used to enroll in benefits:
1. Health and Insurance Plans
  1. UPAY 850: Enrollment, Change, Cancellation, or Opt Out - Employees Only
2. Tax Savings Plans
  1. UPAY 717: DepCare/HCRA/TIP Enrollment, Change, or Cancellation
3. Retirement Savings Plans
  1. UPAY 801: Salary Reduction Agreement - Tax-Deferred 403(b) Plan
  2. UPAY 752: Fund Designation for Defined Contribution Plan Pretax Account

III. For CORE Employees:

Give employee the New Hire Kit. It is available from the HR Benefits Unit (benefits@berkeley.edu or 642-7053). This kit includes the following publications and supplemental benefits handouts necessary for a new employee to make informed benefits choices.
1. Publications and Forms
  1. Always At Your Service Brochure (KP 4003)
  2. Your Group Insurance Plans (PDF) (KP 2001)
  3. Medical Plan Spreadsheet for current year
  4. Medical Plan Employee costs for current year
  5. Investing for Tomorrow's Retirement…Today (KP 1600)
  6. UCRP Summary Plan Description (KP 1001)
  7. Collective Bargaining Factsheet (PDF) (KP 5501)
  8. Name Your Beneficiaries Info Sheet (KP 4009)
  9. FSA Expense Guide (KP FSA820B)
  10. FSA Flexibility, Options, Savings brochure (KP FSA825B)
2. Any applicable supplemental Benefits handouts (available online or from the Benefits Office)

Tell the employee about the Period of Initial Eligibility deadline - 31 days from the date of hire or date eligibility begins.
Introduce the employee to the UC benefits web site: At Your Service. It has a wealth of benefits information as well as applications for taking many benefits actions. Core employees can use online applications to manage their DCP money as well as enroll in, change, cancel, or transfer 403(b) plan money.
1. Show the employee how to set the PIN. Every new employee's temporary PIN is 0000. They should use this to initially log on. They will then be asked to customize the PIN.
2. Show the employee the "Your Benefits Online" icon and tell him or her what can be found there. Note: It takes a month or so for new employees to be recognized in this section, so they will not be able to use this immediately.
3. Show the employee the Forms and Publications section of At Your Service.
Give the employee appropriate enrollment forms, the UPAY 850 to add dependents to the CORE medical plan and/or UPAY 717 to enroll in DepCare or the Health Care Reimbursement Account (HCRA). Core employees must use forms to enroll in Health and Welfare benefits.
Tell the employee to verify his or her enrollments on the paycheck stub or Direct Deposit statement and notify you immediately of any errors.
Forms: Usually employees will enroll on line and will not need to use forms. See the PIE chart for details on when to use a form. When forms are necessary, the following forms are used to enroll in benefits:
1. Health and Insurance Plans
  1. UPAY 850: Enrollment, Change, Cancellation, or Opt Out - Employees Only (PDF)
2. Tax Savings Plans
  1. UPAY 717: DepCare/HCRA/TIP Enrollment, Change, or Cancellation
3. Retirement Savings Plans
  1. UPAY 801: Salary Reduction Agreement - Tax-Deferred 403(b) Plan
  2. UPAY 752: Fund Designation for Defined Contribution Plan Pretax Account

NOTES:

Rehired Retirees: Rehired Retirees must sign the waiver each time they accept a new position. They then may accept or decline the waiver. The waiver is available through KP (KP 1039) or online from UC's Human Resources and Benefits intranet website.
Intercampus Transfers: Intercampus transfers must sign up for the same benefits they had at their previous UC location. They sign up using forms and should attach a copy of their most recent check stub to their form(s).