Tips for HR Liaisons Using iBenefits

Procedure

The New Employee Insurance Benefits (iBenefits) online system requires a universal identification number (UIN). You should generate a UIN or obtain one from your departmental UIN Manager before entering new employees into iBenefits.

To set up a new benefits-eligible employee to enroll in insurance online, follow these instructions:

  1. Log in to Single Sign-On and click on iBenefits from the menu.
  2. Click on the link "How to create a New Employee record" and follow the instructions.
  3. If there is currently an EPA for the employee, you may select it from the list. Otherwise, you may enter the employee data manually.
  4. The following information is required to set up the new employee:
    • Adloc code
    • Work zip code
    • Employment date
    • Employer contribution date
    • Term month
    • Percent effort
    • Graduate student
    • Pay type (annual or hourly)
    • Annual pay
  5. Print the instruction page that appears after you have entered the employee data and give it to the new employee along with a copy of the Employee Benefits Guide. (English).  Spanish version not yet available.

Tips

The following are tips for HR Liaisons using the iBenefits online system for benefit enrollment.

  • Departments have a defined period to enter benefit-eligible employees into the iBenefits system.
    • Choose the actual hire date from the drop down menu, as the date you select will affect when the employee's State Group Insurance Premium (SGIP) becomes effective.
    • If the hire date is not available in the drop down menu, please have the new employee contact the Human Resources Benefits office for assistance.
  • If an employee wants their coverage to begin on their hire date, you must set them up in iBenefits on or before their hire date. If they are not set up and have not completed their selection on or before their hire date, the earliest their coverage could begin is the first of the following month.
  • If an employee is transferring from another state agency or institution and eligible to start their employer contribution on their hire date, the department must enter the benefits-eligible transfer into iBenefits on or before their hire date. The employee must also go into iBenefits to make their selection to begin on their hire date. If the employee is set up in iBenefits, but does not make his or her selection on or before their hire date, the default coverage (A&M Care) will start on their first day of work with the Texas A&M System.
  • Annual Term (months) on the iBenefits screen is the number of months the employee will typically work in a fiscal year.
  • The employer contribution will begin on the first of the month after the 60th day of employment in a benefit-eligible position.  The eligibility to utilize State funds for the employer contribution begins the 1st of the month following the 90th day of employment
  • All benefits-eligible employees have a waiting period for the employer contribution when they begin employment with Texas A&M University except individuals transferring with no break in service from another Texas state agency or institution of public higher education. 
  • See below for a table provided by the System Benefits Administration for determining SGIP eligibility for those employees who are subject to the waiting period. This table is for hire dates in FY 2016.

Please contact HR Benefit Services at hrcompbenefits@tamu.edu or (979) 862-1718 if you have questions.

State Group Insurance Premium (SGIP) Eligibility Chart FY 2017

Date of Hire
1st of the Month Following
60-Day Wait
Employer Payment Begins
1st of the Month Following
90-Day Wait
SGIP Payment Begins
September 1 - September 2
November 1
December 1
September 3 - October 2
December 1
January 1
October 3
January 1*
January 1
October 4 - November 2
January 1
February 1
November 3
February 1*
February 1
November 4 - December 1
February 1
March 1
December 2 - December 3
February 1**
April 1
December 4 - December 31
March 1
April 1
January 1
April 1*
April 1
January 2 - January 31
April 1
May 1
February 1 - March 2
May 1
June 1
March 3
June 1*
June 1
March 4 - April 2
June 1
July 1
April 3 - May 2
July 1
August 1
May 3
August 1*
August 1
May 4 - June 2
August 1
September 1
June 3
September 1*
September 1
June 4 - July 3
September 1
October 1
July 4 - August 2
October 1
November 1
August 3
November 1*
November 1
August 4 - August 31
November 1
December 1

 *SGIP Eligibility date same as first of month following 90-day wait, so no timing restriction requiring use of local funds.
**Use of local funds required for two months rather than one due to two month gap between SGIP eligibility dates.