SmartBen FAQs

FAQs

• New Hires
  • I am a new hire- how do I elect benefits?
• Life Events
  • What is a life event?
  • I am experiencing a life event and need to make a change to my benefits elections - how do I do that in SmartBen™?
• Open Enrollment
  • What is open enrollment?
  • When is open enrollment at Baylor?
  • How do I change my benefits elections during Open Enrollment each year?
  • Do I have to log into SmartBen™ if I am not making any changes during Open Enrollment this year?
  • What if I complete my benefits changes in SmartBen™ and then realize that I made a mistake?
• Miscellaneous
  • The system timed me out - how do I get back in?

New Hires

I am a new hire - how do I elect benefits?

1. During your first 30 days of employment, log on to SmartBen™ with your Bear ID and password.
2. Click on 'New Hire Enrollment.'
3. Select the benefits options you would like to enroll in on the Benefits Election page.
4. Click on 'Elect and Continue' to finalize your selections and enroll in benefits at Baylor.
5. On the Congratulations screen, print a confirmation statement detailing the benefits you have chosen through SmartBen™.

A more detailed instructional guide on New Hire Enrollment in SmartBen™ is located in the 'My Resources' section at the bottom left of your SmartBen™ home screen under 'Enrollment Guides.'

Life Events

What is a "life event?"

A qualifying life event may require that you make a change to your benefit elections and can include the following:

• Marriage
• Death of an immediate family member
• Divorce, legal separation or annulment of marriage
• Birth of a child
• Child losing dependency status
• Child gaining dependency status
• Adoption or placement for adoption
• Spouse obtaining insurance coverage
• Spouse losing insurance coverage
• Child loses other insurance coverage
• Child gains other insurance coverage
• Job changing from part-time to full-time or from full-time to part-time
• Going on/returning from a leave of absence
• Termination of employment with Baylor University

If you, your spouse, or your dependent(s) gain/lose Medicare or Medicaid eligibility, please call askHR at extension 2000 for guidance.

I am experiencing a life event and need to make a change to my benefits elections - how do I do that in SmartBen™?

NOTE: During the Open Enrollment period (November 1-17), anyone who experiences a life event will need to contact the Human Resource Service Center within 30 days of the qualifying event.

Outside of the open enrollment period:

1. Within 30 days of your qualifying life event, log on to SmartBen™ with your Bear ID and password.
2. Click on 'Life Event Enrollment.'
3. Select the type of Life Event you are experiencing.
4. Select the benefits options you would like to change on the Benefits Election page.
5. Click on 'Elect and Continue' to finalize your new elections.
6. On the Congratulations screen, print a confirmation statement detailing the benefits you have chosen through SmartBen™.

A more detailed instructional guide on Life Event Enrollment in SmartBen™ is located in the 'My Resources' section at the bottom left of your SmartBen™ homescreen under 'Enrollment Guides.'

Open Enrollment

What is Open Enrollment?

Open Enrollment is the period of time each year which faculty and staff are allowed to make changes to their benefits elections without a qualifying life event.

When is Open Enrollment at Baylor?

Open Enrollment begins on November 1 and ends on November 17th.

How do I change my benefits elections during Open Enrollment each year?

1. Between November 1st and 17th, log on to SmartBen™ with your Bear ID and password.
2. Click on 'Open Enrollment.'
3. Select the benefits options you would like to change on the Benefits Election page.
4. Click on 'Elect and Continue' to finalize your new elections.
5. On the Congratulations screen, print a confirmation statement detailing the benefits you have chosen through SmartBen™.

A more detailed instructional guide on completing Open Enrollment elections in SmartBen™ is located in the 'My Resources' section at the bottom left of your SmartBen™ home screen under 'Enrollment Guides.'

Do I have to log into SmartBen™ if I am not making any changes during Open Enrollment this year?

You are encouraged to log into SmartBen™ during Open Enrollment to verify your current elections, dependents on your insurance plans and beneficiary information.

Remember, faculty and staff must re-enroll in a Flexible Spending (FSA) or Health Savings Accounts (HSA) during Open Enrollment each year in order to have voluntary contributions start in January of the next year.

What if I complete my benefits changes in SmartBen™ and then realize that I made a mistake?

During Open Enrollment, log back into SmartBen™ and change your benefits elections. You can make changes as many times as you need to until November 17th.

Outside of Open Enrollment, contact askHR at extension 2000 for assistance in making changes to completed benefits elections in SmartBen™.

Miscellaneous

The system timed me out - how do I get back in?

If you have remained idle in SmartBen™ for more than 20 minutes and the system logs you out, please return to SmartBen™ to log back into the system.

When the system times out, the next screen you'll see is a blue SmartBen™ login screen; however you won't be able to get back in using that screen. Because Baylor uses a single-sign-on system, you'll need to return to SmartBen™  to get back in.