It is important that Postdoctoral Scholars follow the enrollment process carefully. If the enrollment process is not adhered to, it is likely there will be a long delay before the Postdoctoral Scholar receives coverage.
Web Enrollment via At Your Service http://atyourservice.ucop.edu/
(Click on Sign in to My Accounts on right-hand side of home page)
The University of California website, “At Your Service” (AYS), is now available to Postdoctoral Scholars eligible to enroll in the “Postdoctoral Scholar Benefits Plan” (PSBP).
The AYS tool will allow Postdoctoral Scholars to enroll online during their Period of Initial Eligibility (31-days window), and during the Open Enrollment Period. Changes other than initial enrollment and Open Enrollment will still be done via the current paper process initiated at the Garnett-Powers & Associates PSBP website (see below).
Both AYS and the paper process will be used depending on the Postdoctoral Scholar’s needs. For the following actions, the paper process will be used:
- Any action for Postdoctoral Scholars who do not yet have a Social Security Number (SSN).
- Adding or changing spouse/Domestic Partner (DP) information when the spouse/DP does not have a SSN. Note, Social Security Numbers are required for the Postdoctoral Scholar and all family members. See written Benefits Office procedure for requesting SSNs.
- Changes outside of initial enrollment or Open Enrollment such as qualifying events. (i.e. newborn or adopted child, spouse/Domestic Partner loses coverage etc.)
- Retroactive enrollment (upon GPA approval) for Postdoctoral Scholars who are past the Period of Initial Enrollment (PIE).
When using AYSO, it is extremely important that the BELI code in PPS is entered as a “P”. If the BELI code is something other than “P” it may direct the Postdoctoral Scholar to the Faculty/Staff Benefits Program.
Paper Enrollment via Garnett-Powers & Associates (GPA)
The following is the step-by-step paper enrollment process:
- Postdoctoral Scholar reads the Initial COBRA Notification document found at
www.garnett-powers.com/postdoc/cobra.pdf. - The Postdoctoral Scholar completes and prints the PSBP Enrollment/Change Form. The PSBP Enrollment/Change Form can be found at www.garnett-powers.com/postdoc/psbp_enrollment.htm.
Note, the Postdoctoral Scholar may “OPT OUT” of medical, dental, or vision coverage if s/he has alternate coverage. The “OPT OUT” must be indicated on the enrollment form. Also, s/he is automatically enrolled in the Short-Term Disability, Life and AD & D plans. - Due to the automatic coverage under the life and AD&D plans, the Postdoctoral Scholar must complete and print the Life Insurance Beneficiary Form.
- The Postdoctoral Scholar submits the PSBP Enrollment/Change Form and the Life Insurance Beneficiary Form to the PSBP Coordinator in the Benefits Office (3101 SAASB)
- The Benefits Office will review the documents for accuracy and completeness, make necessary changes, complete the shaded areas and then enter the Enrollment/Change Form into the Payroll Personnel System (PPS). The Benefits Office will also retain the Beneficiary Form in Postdoctoral Scholars’ files.
- The campus will send the enrollment information to the University of California Office of the President (UCOP) each month. UCOP will then create an FTP file to be accessed once each month by the insurance carriers. It is important to note that if the information is not entered into PPS prior to the information being retrieved by UCOP, the Postdoctoral Scholar will not be active in the carriers’ systems until the following month.
- The insurance carriers will access and load the enrollment data into their systems and send Evidence of Coverage booklets and identification cards to the Postdoctoral Scholars home address.
- The coverage will begin on the Appointment/Fellowship Start Date listed on the Enrollment Form.