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Review of the ICI Notification Process in HRS

Overview

This document lays out the activities for the notification process that takes place after UW Shared Services sends out emails to the Benefits Administrators and UW Employees with respect to ICI eligibility.

Process Considerations:

  • If an employee wants to apply for ICI, they need to return their completed and signed application on or before March 1st.
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Instructions

  1. Institutions will receive one email from UWSS Service Operations for the ICI Notification Process. The email is a notification that goes out to the employees informing them of the ICI Annual Update Process.

  2. A few days after the email is sent to the institutions, employees currently eligible to participate in the ICI Deferred Enrollment Period will receive an email (approximately mid-January) from UWSS Service Operations informing them of their opportunity to participate. Employees will be directed to their "institution benefits office" for any questions they may have and to submit their ICI application. 

  3. Delivery is verified by the fact that an email is not returned as "undeliverable." Undeliverable emails and out-of-office replies will be monitored by UWSS Service Operations.
  • After the emails have been sent out to the the employees, UWSS Service Operations will compile a list of employees whose emails were undeliverable and/or those with out-of-office replies beyond the enrollment deadline. UWSS Service Operations will then send out a second email to the institutions with the list of affected employees.  Institutions will be asked to follow-up with these employees.
  • The Benefits Administrator will then complete a "second round" of mailing hard copies of the personalized web page to individuals identified in #2 above.
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    Keywords:
    Benefits ICI Annual Updates Eligibility Report Eligible Notify Email Deferred Defer BN, Benefits BN, Benefits 
    Doc ID:
    44844
    Owned by:
    Jack R. in UW–Shared Services
    Created:
    2014-11-13
    Updated:
    2024-12-13
    Sites:
    UW–Shared Services