Overview of dental Insurance Enrollment
You can enroll in, make changes to, or end your USC Benefits dental Insurance plan online through eTrac. This is typically done during the USC Benefits "Open Enrollment" period near the end of the calendar year, and the transaction you perform on eTrac takes effect for the following calendar year.
"Regular Enrollment" transactions take effect in the next effective month in the current year, and is reserved for special cases, individually approved by the Benefits Office. These special cases involve "life-changing events" and include but are not limited to, new USC employment, pregnancies, etc. Contact the Office of Benefits Administration to request a dental Insurance Regular Enrollment. Upon approval, Benefits will set you up for a one-time Regular Enrollment transaction. You will be able to perform only the transaction (either create a new enrollment, change coverage, or cancel coverage) that Benefits sets up for you.
Health Plan C
If you have health Plan C, dental coverage is part of your health plan. You cannot enroll in a separate dental plan. If you want to change your Plan C dental plan, return to the Benefits Selection Page and select Health Insurance Enrollment.
Effective Plan & Effective Coverage
Dental Insurance plans are pre-paid monthly. You pay for coverage one month prior to the actual coverage. That means that while the enrollment plan becomes effective in one month for deductions to take place, the plan coverage does not actually begin until one month after that. If you are making an Open Enrollment, you will be deducted for the insurance beginning in December for the insurance coverage to begin in January. If you are making a Regular Enrollment, you will be deducted for the insurance in the next full-month paycycle for your coverage to begin the following month.
Dependents
If you want to add dependents to your dental plan coverage, the benefits-eligible dependent must be listed in the system as being associated with you. (See the Dependents section for benefits-eligibility.) Exit to the eTrac main menu and select "Personal Associates Update" to check that your Personal Associates information is up-to-date and to add new people to your Personal Associates record.
Transactions
Upon submitting an enrollment/change transaction, your benefits record will be placed on hold pending approval of your transaction. You may not submit another dental plan transaction until the Benefits Office has processed your first submission. If you made a mistake in your transaction request, contact the Benefits Office for assistance.
Certain conditions require additional steps to complete the enrollment; for example, submitting proof of relationship for new dependents in the plan. Follow any additional instructions indicated on the message page shown after you submit your transaction, and be sure to print out a copy of the message page for your records.
Enrollment & Transaction Selection Page
The first thing you need to do is to specify the type of enrollment you want to make and what type of transaction you want to make to that enrollment.
| ENROLLMENT | |
| The Enrollment indicates when the enrollment will be processed. | |
| Open Enrollment | This enrollment type allows you to submit a request for your dental insurance plan to take effect January of the following year. You can make an annual enrollment transactions only during the USC Benefits Open Enrollment period near the end of the calendar year. |
| Regular Enrollment | This enrollment type allows you to submit a request for your dental insurance plan to take effect the following month. This can be done at any time of the year, but you must first have Benefits set up the option for you. It may only be used for special cases approved individually by the Benefits Office. Note that once Benefits sets up the Regular Enrollment option for a specific transaction type (either create a new enrollment, change coverage, or cancel coverage), you may only select that transaction type. |
TRANSACTION TYPES
The transaction type is the action you are making with the enrollment:
If you currently do not have a USC Benefits dental plan, you can create a New Enrollment.
If you currently have a USC Benefits dental plan, you can either Change Coverage or Cancel Coverage.
Instructions
If it is during Benefits Open Enrollment:
- For the Enrollment Type, select "Open Enrollment".
- Select the "Transaction Type" you want to make.
- Click on the "" button to continue.
If it is any other time during the year and Benefits has set up a Regular Enrollment for you:
- For the Enrollment Type, select "Regular Enrollment".
- For the "Transaction Type", select the transaction Benefits has instructed you to make. Even if you select another transaction type, you will only be able to make the transaction Benefits has set up for you.
- Click on the "" button to continue.
The next web page that loads onto your browser depends on your transaction type:
- If you selected "New Enrollment", the Enrollment Information Page loads.
- If you selected "Change Coverage", the Change Selections Page loads.
- If you selected "Cancel Coverage", the Summary Review Page loads.
Employee Information Section
The top section of this page displays your basic Employee information. This section is repeated on every data page on etrac. If any of this information is incorrect, contact your Home Department Coordinator to update your data.
| Employee ID | This is your 7-digit USC Employee ID # and you use it to access all your employee/payroll records. | |
| Employee Name | This is the name as how it appears on your record in the system. If it needs to be corrected, contact your Home Department Coordinator. | |
| Employee SSN | This is your Social Security #. For your protection, only the last 4 digits of your SSN is displayed. | |
| USC ID | This is your 10-digit USC ID number. | |
| Employee Street Address, City, State, Zip | This is your home mailing address. You can update this from the Personal Information Update Page on eTrac. | |
| Home Department | This is the name of your home department. | |
| Home Department Coordinator | This is the name of the person to contact regarding your personnel file. | |
| Employee Status | This is your current employee status at USC. | |
| Employee e-mail | This is your USC e-mail contact. Since everything you do on the eTrac system sends you a confirmation notice via e-mail, make sure it's correct. |
Enrollment & Transaction Selection
| Enrollment Type | Select an enrollment type:
| |
| Transaction Type | Select a Transaction Type:
|
Action Buttons
The following buttons appear near the bottom of the page:
| Submit | After making your selection, click on this button to continue. The next page that loads will depends on the Transaction Type you selected. | |
| Back to Benefits Page | To cancel any changes, click this button to return to the Benefits Type Selection Page. | |
| Exit Process | Click on this button to cancel enrollment and return to the main menu. |
Change Selections Page
This page loads if you have a current USC Benefits dental plan and you want to make changes to it.
Instead of displaying all sections, this intermediary page allows you to select which areas of your dental plan that you want to change. Depending on what you select, the next web page will display only that section that you want to change. Portions of your dental plan that won't be changing will still be displayed on the web for reference.
If you do not intentionally select "Yes," the default selection for the item will be "No."
Instructions
Select "Yes" for each item you want to change: the dental plan vendor, the level of coverage, and/or your list of dependents to be covered under the plan.
Click on the "" button to go to the Enrollment Information Page.
Employee Information Section
The top section of this page repeats your basic Employee information.
Current Dental Plan Information Section
This section displays your current dental plan and the dependents the plan covers.
| Dental Plan | This field displays the vendor name of your current dental plan. If you want to change this, select "Yes" in the "Change Dental Plan?" field. | |
| Level of Coverage | This field displays the current level of coverage in your dental plan. If you want to change this, select "Yes" in the "Change Level of Coverage?" field. | |
| Dependent Name | If your current plan covers other people beside yourself, they would be listed here. If you want to change the dependents your dental plan covers, select "Yes" in the "Change dependent?" field. | |
| Dependent Relationship | This field displays the relationship the dependents have to you. | |
| Dependent Date of Birth | This field displays the birth date of the dependents. |
Select Sections to Change Section
Select the sections that you want to change.
| Change Dental Plan? | Select "Yes" if you want to change the vendor of your dental plan. | |
| Change Level of Coverage? | Select "Yes" if you want to change the level of coverage. The level of coverage must match to you plus the dependents you want to include in your dental plan. | |
| Change Dependent? | Select "Yes" if you want to change the dependents to be included in your dental plan. The level of coverage must match who you want covered--you plus the dependents you want to include in your dental plan. |
Action Buttons
The following buttons appear near the bottom of the page:
| Continue | After selecting the sections you want to change, click on this button to continue to the Enrollment Information Page. | |
| Back to Enrollment Page | Click on this button to cancel the current enrollment process and return to the Enrollment Selection Page. | |
| Back to Benefits Page | Click on this button to cancel the dental insurance enrollment process and return to the Benefits Type Selection Page. | |
| Exit Process | Click on this button to cancel the enrollment process and return to the main menu. |
Dental Insurance Enrollment Information Page
You can make basic changes to your dental Insurance on this page: Dental plan, level of coverage, and the dependents to be covered under the plan.
Instructions
If you are making changes to an existing dental Insurance plan:
If you are changing the dental plan vendor, select the "Dental Plan" that you want.
If you are changing the level of coverage, make a Level of Coverage selection. The level of coverage selection must match the numeber of people who will be coverage under the plan--you plus all the dependents you have listed on the Dependents list.
Select "Yes" if you are covered by another dental insurance plan.
If you want to add a new dependent to the dependents covered list, click on the "Add A New Dependent" button. The Add Dependent Page comes up.
If you want to remove a listed dependent from the Dependents covered list, click on the "Delete Dependent" button next to that person's name.When you are done, click on the "Continue" button.
If you are starting a new dental insurance plan:
Select a "Dental Plan."
Select a "Level of Coverage." The level of coverage selection must match the number of people who will be covered under the plan--you plus all the dependents you have listed on the Dependents list.
Select "Yes" if you are covered by another dental insurance plan.
If you want to add a new dependent to the dependents covered list, click on the "Add A New Dependent" button. The Add Dependent Page.
If you want to remove a listed dependent from the Dependents covered list, click on the "Delete Dependent" button next to that person's name.When you are done, click on the "Continue" button.
The next web page that loads onto your browser depends on your selections:
- If you selected "DHMO United Concordia" and/or if there are any dependents listed under the plan, the Additional Information Page loads.
- If you selected "Delta Dental" and the plan covers only you, the Summary Review Page loads.
Employee Information Section
The top section of this page repeats your basic Employee information.
Current Dental Plan Information Section
This section displays your current dental plan and the dependents the plan covers.
| Dental Plan | This field displays your current dental plan and any separate plan options. | |
| Level of Coverage | This field displays the current level of coverage in your dental plan. | |
| Dependent Name | If your current plan covers other people beside yourself, they would be listed here. | |
| Dependent Relationship | This field displays the relationship the dependents have to you. | |
| Dependent Date of Birth | This field displays the birth date of the dependents. |
Dental Plan Change Section
This sections allows you to indicate which dental plan and level of coverage you want for your dental insurance. If you are changing an existing dental plan and you did not select to change these items, you will not see them on the page.
For more information about the different plans and levels of coverage, see the USC Benefits dental Programs.
| Dental Plan | Select which dental plan you want. If you are changing an existing plan and you did not select to change the dental plan, this field will not appear on the page. | |
| Level of Coverage | Select which level of coverage you want. The level of coverage must match the number of people the plan will cover: you plus the dependents listed in the Dependents Coverage Information section. Exception: If you have any MFDs or RDPs covered under the plan, do not include them in the count for the total Level of Coverage. For example, if you have 1 child and 1 RDP listed, the level of coverage excluding the RDP should be "Employee + Child(ren)". When the Benefits Office reviews your enrollment submission, they will select the correct plan coverage for you. Be sure to follow any instructions regarding MFDs/RDPs given on the Updated Message Page when you make the final enrollment submission. If you are changing an existing plan and you did not select to change the level of coverage, this field will not appear on the page. |
Other Dental Insurance Information Section
Please indicate whether or not you are covered by a dental insurance not provided by USC Benefits. If you have other dental insurance, you will need to submit proof of the insurance to the Benefits Office.
| Do you have other dental Insurance? | Select "Yes" if you have other dental insurance not provided by USC Benefits. If you do not specify "Yes," the selection will default to "No.". |
Dependents Section
This section allows you to specify other people you want the dental plan to cover. The level of coverage must match the people to be covered--you plus the dependents listed.
If you want to add a new person to the list, click on the "Add a New Dependent" button. The Add Dependent Page will load. NOTE: You can add only benefits-eligible dependents whom you have listed in the system as being associated with you. To check on your Personal Associates list, exit to the eTrac main menu and select "Update Personal Associates".
If you want to remove someone from the dependent list, click on the "Delete Dependent" button on the same line as that person's name. The Enrollment Information page will reload with that name removed.
| Name | This column lists the name of the person you want covered by the dental plan. | |
| Relationship | This column displays the relationship this person has to you. | |
| Date of Birth | This column displays the date of birth of the person to be covered. |
The following buttons may appear in this section:
| Delete Dependent... | If you have dependents listed, each dependent will have a button which you can click on to remove that person from the covered dependents list. When you click on a "Delete Dependent..." button, the page will reload with that person's name removed from the list. | |
| Add a New Dependent | If you want to add a dependent to your list, click on this button. The Add Dependent Page will load. |
Action Buttons
The following buttons appear near the bottom of the page:
| Continue | After setting up your dental insurance plan, click on this button to continue. If you selected "DHMO United Concordia" and/or if there are any dependents listed under the plan, the Additional Information Page loads. If you selected "Delta Dental" and the plan covers only you, the Summary Review Page loads. | |
| Back to Enrollment Page | Click on this button to cancel the current enrollment process and return to the Enrollment Selection Page. | |
| Back to Benefits Page | Click on this button to cancel the dental insurance enrollment process and return to the Benefits Type Selection Page. | |
| Exit Process | Click on this button to cancel the enrollment process and return to the main menu. |
Add Dependents Page
When you click on the "Add a New Dependent" button from the Enrollment Information Page, this page loads for you to select dependents to be covered in your dental plan.
Guidelines on whom you can select to be covered in the dental plan:
- You can only select people who are listed in the system as being associated with you. To add a person to your Personal Associates list, return to the eTrac main menu and select "Update Personal Associates".
- If you already have a person listed in the Dependents Coverage list, that person's name will not appear available for selection again.
- You can only select people from your Personal Associates list whose relationship type are benefits-eligible. These relationship types include:
• Current Spouse
• Current Child
• Stepchild
• Registered Domestic Partner (RDP)1
• Mutual Financial Dependent (MFD)1,2 - The following relationship types are eligible to be enrolled as a "child" in the dental plan:
• Current Child
• Stepchild
Special Conditions:
- RDPs and MFDs require review and approval from the Benefits Office before they can be covered under your dental plan. You may include them on your dependents list when submitting your dental Insurance Enrollment online, but do not include them in the count when selecting the proper "Level of Coverage" on the dental Insurance Enrollment Page. Be sure to follow any instructions regarding MFDs/RDPs given on the Updated Message Page when you make the final enrollment submission.
- You cannot add an MFD to your dental plan, regardless if the MFD has been covered under the plan previously or not. Only MFDs currently covered in an existing plan may remain on your dental plan so long as you never remove the MFD from your plan.
Instructions
- Select a person you want to include in the dental plan.
- Click on the "" button. The person's name will appear in the Dependents Coverage Section on the Enrollment Information page.
Action Buttons
The following buttons may appear near the bottom of this page:
| Save Changes and Return to Summary | Click on this button to list the person in the Dependents Coverage Section on the Enrollment Information page. | |
| Exit - Do Not Save Changes | Click on this button to cancel any selection and return to the Enrollment Information Page. | |
| Delete This Item and Return to Summary | This button appears on the page if you are viewing someone who is already listed in the Dependents Coverage Section. Click this button to remove that person from the list of people covered. |
Additional Information Page
This page comes up only if you have any dependents in your plan, and/or if you have selected DHMO United Concordia as your dental plan.
Instructions
- If you have any dependents listed under the plan, select either "Yes" or "No" to indicate whether or not each person is covered by another dental insurance.
- If you selected DHMO United Concordia as your dental provider, enter a Provider ID for each person under the plan, if available.
- When you are done, click on the "Continue" button to go to the Summary Review Page.
Employee Information Section
The top section of this page repeats your basic Employee information.
Selected dental Plan Information Section
This section displays the dental plan coverage you have selected and will be enrolling in.
| Dental Plan | This field displays the dental plan in which you will be enrolled. | |
| Level of Coverage | This field displays the level of coverage for your dental plan. | |
| Dependent Name | If you have people beside yourself in your plan, they will be listed here. | |
| Dependent Relationship | This field displays the relationship these people have to you. | |
| Dependent Date of Birth | This field displays the birth date of each dependent. |
Other Dental Insurance Information Section
This section appears only if you have dependents under the plan.
Select either "Yes" or "No" to indicate whether or not each person is covered under another dental plan.
Dental Provider Section
This section appears only if you have selected DHMO United Concordia as your dental provider.
Enter a Provider ID for each person, if available.
Action Buttons
The following buttons appear near the bottom of the page:
| Continue | Click on this button to generate a summary of your plan for review. You will see the Summary Review page. | |
| Back to Enrollment Page | Click on this button to return to the Enrollment Information page. | |
| Back to Benefits Page | Click on this button to cancel enrollment and return to the Benefits Selection page. | |
| Exit Process | Click on this button to cancel enrollment and return to the eTrac menu. |
Summary Review Page
The summary page displays your enrollment choices for dental insurance. Please review the information. If everything looks in order, then click on the "Submit to Update" button located near the bottom of the web page to submit your plan request. Your transaction request will be forwarded to the Office of Benefits Administration for review. You should also receive an email confirmation regarding your submission, and Benefits Administration will contact you in the near future on the status of your request.
Instructions
- Review your dental plan selections.
- Read and understand the agreement statements of the plan. By clicking on the "Submit" button, you acknowledge that you've read and accepted these statements.
- If everything is correct, click on the "Submit to Update" button. You will see a final message page.
If you do not want to submit the request, click on the "Back to dental Insurance Page" button or the "Benefits Selection Page" to make other choices, or click on the "Exit Process" button to return to the eTrac menu.
Update Information Section
This section displays the details of the dental plan in which you are enrolling.
| Description | This column displays the plan in which you are enrolling. | |
| Current Information | If you have an existing plan that you want change, cancel, or confirm a no-change, this column displays the dental plan and coverage level. | |
| New Information | This column displays the dental plan and coverage level in which you are enrolling. | |
| Plan Start Date | If you are starting a new enrollment or changing an existing one, this column displays the date when the dental plan coverage in which you are enrolling will begin. | |
| Deduction Start Date | If you are starting a new enrollment or changing an existing one, this column displays the start of the month in which contributions will be deducted from your pay for the new plan. | |
| New Monthly Contribution | This column displays the contribution amount for the plan that will be deducted from your pay for the new plan. | |
| Provider Number | This column will display your Provider Number, if it's available. | |
| Other Dental Insurance | This column will display either "Yes" or "No" to indicate whether or not you have other dental insurance. | |
| Plan End Date | If you are ending an existing dental plan, this column displays the date when your current dental plan coverage will end. | |
| Last Deduction Date | If you are ending an existing dental plan, this column displays the end of the last month in you will make which contributions for your current dental plan. |
Dependent Coverage Information Section
This section lists the people who will be covered under the dental plan in which you are enrolling.
| Dependent Name | If you have any dependents that will be covered under this dental plan, they are listed here. | |
| Dependent Relationship | This column displays the relationship the dependent has to you. | |
| Dependent Date of Birth | This column displays the dependent's birth date. | |
| Provider Number | This column displays the dependent's Provider Number, if it's available. | |
| Other Dental Insurance | This column will display either "Yes" or "No" to indicate whether or not the dependent has other dental insurance. |
Dental Plan Agreement Statements
This section displays the agreement statements concerning the plan in which you are enrolling. Please read through all the statements carefully. By clicking on the "Submit to Update" button, you acknowledge that you have read and agree with the statements.
Action Buttons
The following buttons appear near the bottom of the page:
| Submit to Update | Click on this button to submit your enrollment request. You are also acknowledging that you have read and agree with the Plan Agreement Statements shown on this page. You will see the Submission Message Page. | |
| Back to dental Insurance Page | Click on this button to cancel changes and return to the Enrollment Selection page. | |
| Back to Benefits Page | Click on this button to cancel changes and return to the Benefits Selection page. | |
| Exit Process | Click on this button to cancel enrollment and return to the eTrac menu. |
Updated Message Page
The message page informs you of your submitted request, provides contact information, and displays a summary of your enrollment and plan details. It will also display any additional instructions you will need to do to complete your dental plan enrollment.
You will receive a confirmation e-mail. When Benefits processes your request, you should receive another email informing you of the approval status.
Instructions
- Print out the message page for your records.
Be sure to follow any additional instructions shown on the page. - • If you want to return to the Benefits selection page, click on that button.
• If you want to return to the eTrac menu page, click on that button.
Employee Information Section
The top section of this page repeats your basic Employee information.
Submission Message
This section displays a message indicating that you have submitted your enrollment request.
Update Information Section
This section displays the details of the dental plan in which you are enrolling.
| Description | This column displays the plan in which you are enrolling. If there are other separate plan options, they will be listed here too. | |
| Current Information | If you have an existing plan that you want change, cancel, or confirm a no-change, this column displays the dental plan and coverage level. | |
| New Information | This column displays the dental plan and coverage level in which you are enrolling. | |
| Plan Start Date | If you are starting a new enrollment or changing an existing one, this column displays the date when the dental plan coverage in which you are enrolling will begin. | |
| Deduction Start Date | If you are starting a new enrollment or changing an existing one, this column displays the start of the month in which contributions will be deducted from your pay for the new plan. | |
| New Monthly Contribution | This column displays the contribution amount for the plan that will be deducted from your pay. | |
| Provider Number | This column will display your Provider Number, if it's available. | |
| Other Dental Insurance | This column will display either "Yes" or "No" to indicate whether or not you have other dental insurance. | |
| Plan End Date | If you are ending an existing dental plan, this column displays the date when your current dental plan coverage will end. | |
| Last Deduction Date | If you are ending an existing dental plan, this column displays the end of the last month in you will make which contributions for your current dental plan. |
Dependent Coverage Information Section
This section lists the people who will be covered under the dental plan in which you are enrolling.
| Dependent Name | If you have any dependents that will be covered under this dental plan, they are listed here. | |
| Dependent Relationship | This column displays the relationship the dependent has to you. | |
| Dependent Date of Birth | This column displays the dependent's birth date. | |
| Provider Number | This column displays the dependent's Provider Number, if it's available. | |
| Other Dental Insurance | This column will display either "Yes" or "No" to indicate whether or not the dependent has other dental insurance. |
Dental Plan Agreement Statements
This section displays the agreement statements concerning the plan in which you are enrolling. By submitting your request, you have agreed to these statements.
Benefits Office Contact Information Section
This section displays information on contacting the Office of Benefits Administration.
Action Buttons
The following buttons appear near the bottom of the page:
| Back to Benefits Page | Click on this button to go to the Benefits Selection page. | |
| Exit Process | Click on this button to go to the eTrac menu. |