How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Employee Self Service (ESS):
Online New Hire Benefits Enrollment allows fast and convenient processing of your
New Hire Benefits Enrollment elections through Employee Self Service (ESS). ESS is an
online module within PeopleSoft where employees have access to view and update
their personal information, including their Health Benefits elections. You can jump to
different sections by selecting the different links. If you are looking at this job aid for
this first time it is recommended that you view all sections.
Supporting Documentation will be required for any modification and/or addition of
Dependent Information.
TABLE OF CONTENTS
PAGES 2-4:
LOGGING INTO EMPLOYEE SELF SERVICE
PAGE 5:
REVIEW YOUR QUALIFYING EVENT & EVENT DATE
PAGE 6:
REVIEW YOUR CURRENT HEALTH COVERAGE AND COSTS
PAGE 7:
REVIEW HEALTH PLAN OPTIONS AND SELECTING A PLAN
PAGES 8-10:
ADDING DEPENDENTS
PAGES 11-12:
COVERING DEPENDENTS
PAGE 13:
REVIEW YOUR FUTURE PLAN AND COSTS
PAGES 14-16:
ADDING DOMESTIC PARTNER
PAGE 17-18:
EMPLOYEE CERTIFICATION
PAGE 18-21:
SUBMITTING SUPPORTING DOCUMENTATION
PAGES 22-24:
COMMUNICATION WITH HRSS/HHC CORPORATE BENEFITS
PAGES 25-29:
USING THE SCANNER AT THE ESS WORKSTATION
PAGE 29:
APPENDIX
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Logging into Employee Self Service – PeopleSoft
After successfully logging into the Workstation, the Internet Explorer browser
displays with the Employee Self Service (ESS) Website opened on one tab, and the
GroupWise e-mail system opened on another tab.
1. Click on the Employee Self Service blue and white computer icon on the top right
corner, as shown below.
2. You will then be required to log in using your User ID and Password. Enter your
log-in information in the correct fields, as shown below.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Logging into Employee Self Service – PeopleSoft Cont.
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, or email the ESD at EnterpriseServiceDesk@nychhc.org with
the Subject: ESS to get one.
3. 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
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Logging into Employee Self Service – PeopleSoft Cont.
4. 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.
5. After successfully authenticating and logging into PeopleSoft, your Home page
displays as shown below.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Reviewing your Qualifying Even and Event Date
1. Click on the following links : Main Menu>Self Service>Benefits>Benefits Enrollment
• Event Description  This is your Qualifying Event
Clicking the blue “i” button will give you a brief description of the Qualifying Event
• Event Date This is the date your new Benefits Coverage will take effect
• Event Status  Only Events in an Open or Submitted Status can be edited
• Job Title  This is your current Corporate Title which determines eligibility
2. Click the Select button to continue.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Review your Current Health Coverage and Costs
1. Here, you are able to do the following:
a. Edit your Health Plan Elections
b. View your Current and potential New Medical Plan(s)
Click the Edit button to change your Medical coverage or Add/Drop Dependents.
Click the I Have No Changes button to leave everything the same.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Review Health Plan Options and Selecting a Health Plan
1. This page allows you to view all of the Plans that you are currently eligible for with
their corresponding costs per Pay-Period. In addition, you can use the following
tools:
a. Overview of All Plans  Gives you a shorter list of all eligible plans and their
Costs
b. Costs  Both Employee Only and Family Costs
Note: Domestic Partners will be taxed differently. Additionally, if adding
domestic partners to plan, a modified election process will be performed.
Select the plan in which you would like to enroll, by clicking the circle next to the plan
name. If you have dependents, continue to the ADDING DEPENDENTS section.
If you do not have dependents, click the Update Elections button.
HRSS/HHC Corporate Benefits
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Adding Dependents
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
1. Click the Add/Review Dependents button to add your dependent(s).
2. Click the Add a Dependent or Beneficiary button to begin adding information for
your dependent(s).
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Adding Dependents Cont.
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
3. You must complete the following fields for your dependent:
a. First Name
b. Last Name
c. Date of Birth
d. Gender
e. Social Security Number
f. Relationship to Employee
Note: For Domestic Partnerships: The following information must be reflected on their
profile entry.
HRSS/HHC Corporate Benefits
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Adding Dependents Cont.
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
4. Next you should update the Status Information and Address and Telephone sections.
Check the box next to Same Address as Employee if your dependent lives with
you. If they have a different address click the Edit Address button and type in their
address. Check the Same Phone as Employee if your dependent’s phone number
is the same as yours. If it is different type their phone number in the box provided.
5. Once you complete the required fields click the Save button. You will get the
following Save Confirmation. Click the OK button.
6. This will take you back to the dependents information page. Scroll down to the
bottom and click on Return to Dependent/Beneficiary Summary.
HRSS/HHC Corporate Benefits
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Covering Dependents
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
1. Scroll down to Enroll Your Dependents on this page and check the ENROLL box next
to all the dependents that you want to cover. This allows you to add dependents for
Health Coverage purposes ONLY. This has no impact on your Tax withholding.
REMEMBER, only dependents with the “Enroll” checkbox checked next to their name
as shown above will be covered! . If you are covering a domestic partner, DO NOT
CHECK THEM OFF IN THIS STEP. They are to be added to your policy in a different
section of the module.
REMEMBER, Supporting Documentation will be required for all modifications and
additions of Dependents. Please see the SUBMIT SUPPORTING DOCUMENTATION
section for more information!
HRSS/HHC Corporate Benefits
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Covering Dependents Cont.
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
2. Click the Update Elections button when you have completed both your Health
Coverage Elections AND reviewed your dependents.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Reviewing your Future Plans and Costs
1. You will be prompted to review your Current Plan and Costs against your New Plan
and Costs.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Adding a Domestic Partner
1. Click on the second EDIT button to add the domestic partner to insurance.
REMEMBER, Domestic Partners health care policy must match the employee plan. If
you wish to change to another plan, you must make the change on the primary
insurance record under the top edit button.
HRSS/HHC Corporate Benefits
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Adding a Domestic Partner Cont.
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
2. Click Update Elections to submit Domestic Partner information for coverage.
REMEMBER, You should only check the box with your Domestic Partner as this
section is to enroll your Domestic Partner only.If you would like to add a new
dependent, navigatr back to your event selection.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Adding a Domestic Partner Cont.
3. Click the Submit button to continue.
HRSS/HHC Corporate Benefits
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Employee Certification
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
1. You will be required to confirm that you read New York City’s Employee
Certification in order to enroll in Health Benefits. Click SUBMIT to continue.
2. This is the confirmation page you will receive once your changes have been
submitted.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Employee Certification Cont.
REMEMBER, Supporting Documentation is required for any changes involving
dependents!
REMEMBER, check your GroupWise email in order to make sure your changes have been
approved by HRSS/HHC Corporate Benefits. If there are any problems, HRSS/HHC
Corporate Benefits will contact you via email. If you fail to respond, your requests will
NOT be processed.
Click on the Add Benefit Supporting Documentation link to begin submitting
Supporting Documentation for your new dependent.
Submitting Support Documentation
1. Click on the Dependent Supporting Documentation or Domestic Partner
Supporting Documents link to begin submitting Supporting Documentation for
your new dependent.
NOTE: Whenever adding or modifying a dependent it is required to submit necessary
supporting documentation to HRSS/HHC Corporate Benefits.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Submitting Support Documentation Cont.
2. This will take you to the Form tab. Answer the question on this page and add any
additional information in the More Information box. Click the Save button. Proceed
to the Instructions tab.
3. The Instructions tab will explain which supporting documents are acceptable.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Submitting Support Documentation Cont.
4. After you have read the instructions, select the Attachments tab. Click the Open
links to view and/or print the different blank forms. 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.
5. The File Attachment pop up appears. Click the Choose File button to search for your
document.
6. After finding your document, click the Upload pushbutton to upload your document.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Submitting Support Documentation Cont.
7. After you have attached all files, go back to the Form tab. Click the Submit button at
the bottom for your Form to be sent to HRSS/HHC Corporate Benefits for review.
8. 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.If you have any questions about your elections you can contact
HRSS/HHC Corporate Benefits by phone at (646) 458-5634 or by email at
HHCBenefits@nychhc.org.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Communications with HRSS /HHC Corporate Benefits
1. 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/.
2. Click Go.
3. Read the usage policy and select the I Agree button.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Communications with HRSS /HHC Corporate Benefits Cont.
4. Enter your Username and Password to login into your GroupWise Account.
5. Click the New button to compose a new email.
HRSS/HHC Corporate Benefits
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
Communications with HRSS /HHC Corporate Benefits Cont.
6. 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
7. 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
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
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
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
USING THE SCANNER AT THE ESS WORKSTATION CONT.
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
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
USING THE SCANNER AT THE ESS WORKSTATION CONT.
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
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How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
USING THE SCANNER AT THE ESS WORKSTATION CONT.
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
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APPENDIX
How to Enroll into Health Benefits
via Employee Self Service:
New Hire Event
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
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