Manage Life Events – Full Self-Service
Overview
This job aid shows employees how to use Self Service to enter life events into eBenefits self-service system.
- Start the life event.
- Expand the section for the life event of your choice.
- Finish and close the life event.
Important
- Before you start, you should review Appendix: Life Event Choices. If you still do not know which life event to select, contact your Benefits office.
- The Life Event must be completed within the deadline of your qualifying event or you will not be eligible to change your Benefit Elections.
- After you start a life event, the system saves your progress. The life event remains open until you complete it, cancel it, or until it expires, even if you close the browser.
- While a life event is open, you cannot open any new life events.
- If you have supporting documentation for the life event, have it available for reference.
- Required steps are marked with an asterisk (*).
- Some steps are unavailable (grayed out) until you complete other steps.
- If you want to see after-tax benefit options, contact your Benefits office to let them set that up for you.
Watch the applicable video tutorial to walk you through the life event.
Start a life event
Step 1: Click the CSU Life Events tile.
The Life Events page opens.
Step 2: Start the life event:
- Select the event type.
- Select the As Of Date for life event
- Click Start Life Event.
- Example below is for Birth of a Child
Welcome Page
Step 1: Read the Welcome page.
- Read the Welcome page carefully.
- Note any supporting documents that you need to submit to the Benefits Office.
Step 3: Click Next.
Step 1: Complete the Birth Date page:
- Use the calendar to enter the child's birth date.
- Click Submit.
Birth date must match the Life Event Start Date that you entered at the beginning of the Life Event transaction. If you entered the wrong date for the As Of date when you started this life event then you will need to cancel this life event and start a new one with your child’s birth date as the As Of date.
Step 5: Click OK.
Step 6: Click Next.
If your life event is Adoption, you must enter the Adoption Date.
Adoption date must match the As Of date. If you entered the wrong date for the As Of date when you started this life event, cancel this life event and start a new one with your child’s adoption date as the As Of date.
Step 1: Complete the Adoption Date page:
- Use the calendar to enter the adoption date.
- Click Submit.
Step 2: Click OK.
Step 3: Click Next.
Benefits Summary
The Benefits Summary step shows your current Benefits. Review this summary to help you decide what you want to change.
Step 1: Review the information on the Benefits Summary page.
Step 1: Optional - Click any of the tiles to review benefit details including covered dependents.
Step 2: Click the X in the top right to close the benefit details page.
You can see your benefits on a different date.
Step 1: Change the date.
Step 2: Click Refresh.
Use this feature to view your benefit enrollments on another date. For example, you can view upcoming changes that are not reflected in your current Benefits Summary.
Step 1: Click Next.
Begin Benefit Enrollment
After you start enrollment, you can select benefits for yourself, add dependents, and enroll dependents in your benefits. Not all benefit options are available for all life events.
Important: You cannot enroll in both medical plan and medical flex cash, nor can you enroll in both a dental plan and dental flex cash. If you need to remove one to choose the other, select the waive option.
Step 1: Click Start My Enrollment.
Step 2: Review the information on the Benefit Enrollment page.
Use these procedures if you need to add a new dependent to your benefits.
Add dependent name and personal information
Step 1: On the Benefits Enrollment page, click the Medical tile to open enrollment options for that benefit.
- The benefit enrollment page opens.
Step 2: Click Add/Update Dependent.
Step 3: Confirm that the dependent does not already exist in the system. If the dependent is an ex-spouse or ex-domestic partner and needs to be changed back to spouse or domestic partner, contact your benefits office so they can make this update.
Step 4: Click Add Individual.
- The Add Individual Dependent/Beneficiary Information page opens.
Step 5: Click Add Name.
Step 6: Complete the required fields:
- First name
- Last name
The name must be the legal name (on the birth certificate) not the preferred name.
Step 7: Click Done.
Step 8: Confirm that the name is spelled correctly. Click the name to edit if it is incorrect.
Step 9: Complete the Personal Information section:
- Date of Birth is required
- Gender is required
- Relationship to Employee is required.
- Other fields are optional.
Step 10: Review the address information. Address defaults to your address.
By default, your dependent’s address is the same as yours. If your dependent lives at your address, skip this procedure. Use this procedure only if your dependent’s address is different from yours.
Step 1: Click the row to correct.
Step 2: Toggle the Same As Mine toggle to No. Editable address fields open.
Step 3: Complete the Address fields.
- Address 1, Address 2 and Address 3 are all for one address (example: apartment number).
- Do not exceed 30 characters on Address 1
- Do not exceed 30 characters combined for address 2 and 3.
- Do not use these fields for multiple addresses.
Step 4: Click Done.
- The address is corrected.
Add dependent’s National ID
Use this procedure to add your dependent’s National ID (Social Security Number in U.S.).
Step 1: Click Add National ID.
Step 2: Complete the National ID information.
Guidelines
- Primary is always set to Yes.
- National ID can be either Social Security Number (SSN) for US citizens or an Individual Taxpayer Identification Number (ITIN) for certain nonresident and resident aliens, their spouses, and dependents who cannot get an SSN.
- Dashes are unnecessary – the system adds them after you leave the field.
Step 3: Click Done.
The national ID is entered.
Save dependent information
At this point, you can add more dependents if applicable. If you have more dependents to add, restart the Add Dependents procedure.
When you are finished adding dependents, use this procedure to save your dependent information.
Step 1: Click Save at the top of the page.
Your dependent/beneficiary information is saved.
Step 2: Close the Dependent and Beneficiary Information page.
Your dependent is now added to your record.
IMPORTANT: Adding dependents does not enroll them into the benefit. You must also enroll your dependents into the benefits you want them to have.
Work with Medical, Dental, and Vision Benefits options
- Use this procedure to add or remove dependents to your medical, dental, and vision plans.
- You can also remove dependents from enrolled benefits at this time.
Step 1: On the Benefits Enrollment page, click the Medical tile to open enrollment options for that benefit.
- The benefit enrollment page opens.
Step 2: Manage dependent enrollment:
- Check the box to enroll your dependent in the benefit.
- Clear the check box to remove your dependent from the benefit.
Step 3: Review your options.
- Open the ESS Handbook Medical to see CSU Employee resources information on a separate browser tab. You can close this tab when you finish reading the information.
- Click the Information icon for a short overview of benefit costs.
- Click Overview of All Plans to open a cost breakdown of all plans for comparison.
If you added child dependent who is not your adopted, step, or natural child, complete the Affidavit of Parent Child Relationship form.
This form should be printed, completed, and submitted in person to the campus benefits office for a dependent you wish to enroll in benefits who is not your adopted, step, or recognized natural child. You are required to substantiate a financial responsibility upon initial enrollment and annually thereafter, up to the child reaching age 26. You must submit a separate Affidavit of Parent Child Relationship for each PCR dependent.
Step 1: On the Benefits Enrollment page, click a tile to open enrollment options for that benefit.
Step 2: Click the button in the Required Form column.
Step 3: Read the form carefully. Be certain that you understand what you are certifying.
Step 4: Enter the date of the life event.
Step 5: Select Yes to certify your parental status.
Step 6: Click the toggle to acknowledge your eSignature.
The Privacy Notice opens.
Step 7: Read and then close the Privacy Notice.
Step 8: Click Save.
If you added your domestic partner as a dependent, complete the Domestic Partner Affidavit.
This form should be printed, completed, and submitted in person to the campus benefits office when a State of California Declaration of Domestic Partnership is not available. The form must be submitted in order for your registered domestic partner to be enrolled in benefits.
Step 1: On the Benefits Enrollment page, click a tile to open enrollment options for that benefit.
Step 2: Open the form:
- Add the dependent to the current benefit.
- Click Domestic Partner form.
The Domestic Partner Affidavit opens.
Step 3: Read the form carefully.
Step 4: Optional: Select one of the Tax claim options.
Step 5: Click the toggle to acknowledge your eSignature.
Step 6: Type in the Tax Year.
Step 7: Read and then close the Privacy Notice.
Step 8: Click Save.
Guidelines
- The costs on this page include the dependents that are enrolled.
- The number of options you see depends on the life event type.
- If you elected to see After Tax Costs, you can see both Before Tax plans and After Tax plans. If you want to see After Tax Cost plans, contact your Benefits office.
Step 3: Click Done.
- You return to the Benefit Enrollment page.
Step 4: Confirm that your benefit status is changed.
- Your Pay Period Cost might also change.
- The number of dependents and the Pay Period Cost also changed.
Step 5: Repeat the procedure to enroll or remove dependents from your Dental plan, if applicable.
Step 6: Repeat the procedure to enroll or remove dependents from your Vision plan, if applicable. Note that you cannot waive your vision plan.
If you are enrolled in a Medical plan or Dental plan, waive those benefits before proceeding. Medical and dental flex cash are alternatives to medical and dental coverage, not supplements. If you choose flex cash instead of medical or dental plans, use this procedure to enroll in:
- Dental Flex Cash
- Medical Flex Cash
Step 1: On the Benefits Enrollment page, click a tile to open enrollment options for that benefit.
Step 2: Select an option.
Step 3: Enter Non_CSU Insurance Information:
- Toggle Coverage through Another Subscriber.
- Enter Dental Subscriber social security number (if applicable).
- Enter Dental Carrier.
- Enter Policy Number.
Step 4: Click Done.
Step 5: Click Done.
Health Care Reimbursement is optional.
Step 1: On the Benefits Enrollment page, click a tile to open enrollment options for that benefit.
Step 2: Select an option.
Step 3: Calculate the contribution:
- Enter a number in the Annual Pledge field
- Click Flexible Spending Account Worksheet.
The Flexible Spending Account Worksheet opens.
Use the Worksheet to help you calculate your annual pledge based on the amount you will contribute from the remaining paychecks of the year.
Step 4: Click Calculate.
Step 5: Optional: Recalculate the contribution.
- Change charge period.
- Change Amount.
- Click Calculate.
- Click Done when you are satisfied with the contribution.
Annual pledge calculation is completed.
Step 6: Click Done. Your flexible spending option is updated.
Dependent care reimbursement is optional.
Step 1: On the Benefits Enrollment page, click a tile to open enrollment options for that benefit.
Step 2: Select an option.
Step 3: Calculate contributions:
- Enter a number in the Annual Pledge field
- Click Flexible Spending Account Worksheet.
The Flexible Spending Account Worksheet opens.
Use the Worksheet to help you calculate your annual pledge based on the amount you will contribute from the remaining paychecks of the year.
Step 4: Click Calculate.
Step 5: Optional: Recalculate the contribution.
- Change charge period.
- Change Amount.
- Click Calculate.
- Click Done when you are satisfied with the contribution.
Annual pledge calculation is completed.
Step 6: Click Done.
Your flexible spending option is updated.
Step 7: Ensure that you have made all of the Benefits changes that you want.
Step 8: Go to Submit Enrollment.
Step 8: Click Submit Enrollment.
Step 9: Click Next.
Dependent and Beneficiary Coverage Summary Page
The Dependent/Beneficiary Coverage Summary step includes Dependent coverage forms and summary information. Print the forms that you completed from this page so that you can present these forms, along with your other supporting documents, to the Benefits office to complete your enrollments. Skip this step if you did not complete these forms on your life event transaction.
Review summary information
Step 1: Review the information on the Dependent and Beneficiary Coverage Summary page.
Step 2: Optional: To see benefit coverage for your dependents on a different date, change the date and then click Go. Use this feature to view your dependent benefit enrollments on another date. For example, you can view upcoming changes that are not reflected in your current Benefits Summary.
Complete this form only if you receive a notification from CalPERS that this form is required.
This form should be printed, completed and submitted in person to the campus benefits office only when you have been notified by CalPERS of the need to verify your dependent(s)’ eligibility for benefits. Dependents include your spouse, registered domestic partner, natural born child, adopted child, stepchild, or the child of your registered domestic partner. This dependent verification of benefits eligibility process is conducted once every three years for most dependents.
Step 1: Click Dependent Re-verification Affidavit.
Step 2: Read the form carefully.
Step 3: Verify the dependent information in Section B:
- Dependent Benef
- Dependent EffDt
- Dependent Name
- Relationship
- Date of Birth
Step 4: Click the check box to acknowledge the statement.
Step 5: Optional: click Print PDF to print a PDF version of the form.
Step 6: Click Save.
Print completed forms
Step 1: If you completed any of the forms shown on this page, click the link to the form, then click the Print button to print the form.
- You must take these forms to your Benefits office before they can process your benefits.
Step 2: Click Next to go to Electronic Signature Authorization.
Electronic Signature Authorization
Step 1: Read the information on this page.
Step 2: Optional: Click the Disclosure and Privacy Notices link to review the Disclosure and Privacy information. The Disclosures and Privacy Notices open in a separate browser tab. You can close the tab when you are done reviewing.
Step 3: Select the check box to agree to the statements.
Step 4: Click Save.
Authorization step is complete. You have electronically signed the life event transaction.
Step 5: Click Next.
Summary
Use this procedure to Complete and close your life event.
IMPORTANT: If you do not complete your life event:
- The event remains open.
- The event might not be processed.
- You cannot open another life event.
Step 1: Complete the tasks on the Summary page:
- Note the supporting documents that you need to send to the Benefits office.
- Review the steps that you completed.
- Click Complete to complete your life event and close the life event guide.
- The life event closes.
Step 2: Submit your documentation. Your new benefits will not be processed until all applicable supporting documents are received. Use MOVEit to submit documentation securely electronically, or go to your campus Benefits office in person to turn in paper documents.
What to do next: Print Benefits Confirmation Statements
Appendix: Life Event Choices
The following table provides information about life events so you can choose the correct life event to update your benefits.
| Life event | Use when you want to… | Must already be enrolled in CSU benefits? | Deadline to complete | Example/Notes |
|---|---|---|---|---|
| Marriage/Registered Domestic Partnership | Add your new family members to your benefits due to marriage or a registered domestic partnership. | Yes | 60 days | You can add your new spouse or domestic partner and their children at the same time. If your new spouse or domestic partner has a recognized child, you can add the recognized child at the same time. |
| Birth of a Child | Add your new baby to your benefits. | Yes | 60 days | Your baby is under 60 days old. |
| Adoption of a Child | Add your newly adopted child to your benefits. | Yes | 60 days | You adopted the child less than 60 days ago. |
| Divorce/Termination of Registered Domestic Partnership | Remove your ex-spouse/ex-domestic partner from your benefits. | Yes | 60 days | You can also remove children from your benefits in addition to your ex-spouse/ex-domestic partner. |
| Parent-Child Relationship | Add a recognized child to your benefits. | Yes | 60 days | You intentionally assume parental status or duties over a child who is not your adopted, step, or recognized natural child, and meet specific enrollment criteria. As specified in Section 599.500(o), you are required to substantiate a financial responsibility upon initial enrollment and annually thereafter, up to the child reaching age 26. |
| Late Enrollment | You missed the enrollment period and now want to enroll in benefits. | No | 30 days | You can enroll yourself and your dependents in medical/dental/vision. You can add a recognized child at the same time. Please note that late enrollment has a 90-day waiting period following submission. |
| Employee-Loss of External Coverage | Enroll yourself and your dependents after losing other insurance. | No | 60 days | Your spouse or domestic partner lost her job and now you need medical insurance. You can add other dependents, including a recognized child, at the same time. |
| Employee-Gain of External Coverage | Drop CSU coverage because you have coverage elsewhere. | Yes | 60 days | Your spouse or domestic partner got a new job and it has better coverage. |
| Dependent-Loss of External Coverage | Add dependents who were previously covered elsewhere. | Yes | 60 days | You are covered under CSU Benefits, but your spouse or domestic partner, who had external coverage, lost his job, and now needs to be on your medical plan. You can add other dependents, including a recognized child, at the same time. |
| Dependent-Gain of External Coverage | Drop dependents who have better coverage elsewhere. | Yes | 60 days | Your spouse got a job that has medical coverage. Your child married and now has coverage elsewhere. Your child has turned 26 and is no longer eligible to be your dependent. |
| Drop All Dependents | Drop all dependents from your coverage. | Yes | 1 Day | You no longer want to cover your dependents. Your one dependent has turned 26 and is no longer eligible to be your dependent. Do not use for divorce or termination of domestic partnership. |
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