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Enrolling in benefits

As a new hire at UBC, you may be eligible for a number of benefits plans. If eligible, you can select or waive plans, add your dependents and beneficiaries, and make changes to your coverage. You are unable to waive plans that are mandatory.

 

Through Workday, you can complete all your required enrolments in one sitting, in a secure, web-based environment. Carefully review the guidelines below to learn more about the information you need to have on hand to complete the process. You can expect to spend between 15 and 30 minutes completing your enrolments.

 

Login to Workday

Before you begin

There are a few steps to take before you begin the online enrolment process.

1. Review your benefits package and decide which optional benefits you want to be covered for

Before you enrol online, review the benefit package available to you as a UBC employee. There are both mandatory and optional benefits, and some benefits are paid for by you and others are paid by UBC. You need to decide which of the optional benefits you wish to be covered for.

You are not automatically enrolled for all benefits. You need to know what UBC benefits you are eligible for and when you will be covered for these benefits. This will allow you to ensure the continuity of your coverage between what is provided by UBC and what is provided by the group plan you hold with your former employer or your own individual coverage.

If you are a resident of British Columbia, you must enrol in MSP. By law, MSP is mandatory for all eligible residents and their dependents. If you hold a valid work or study permit, you are also eligible.

UBC Extended Health and Dental plans allow for double coverage. This means that if you are covered under your spouse’s plan, you can also enrol in the UBC Extended Health and Dental plans if your spouse’s plan also allows for double coverage. If your spouse’s plan does not allow for double coverage, you must decide which plan you and your family would like to enrol in.

2. Gather the following information

You need to know the following before you begin:

  • Social insurance number (SIN): You must provide your social insurance number and the social insurance number of your spouse if you are applying for optional life insurance.
  • Personal health number (PHN) found on your BC Services Card: The personal health number is proof of your BC Medical Services Plan (MSP) enrolment and is required if you are planning to enrol in the Extended Health plan through UBC. You must provide your own personal health number, as well as the numbers of your dependents (spouse and/or children). If you are new to BC but have coverage under another Canadian provincial health plan, please provide your provincial health number. If you do not have a valid provincial health number (for example, you are new to Canada) click on Submit to skip this step. Once you receive your number from the government, be sure to update it in Workday. Learn more about enrolling in the MSP.
  • Dependent information: You will need to provide full names, dates of birth, and addresses of your dependents.
  • Proof of birth date for you and your spouse: If you are applying for the UBC Staff Pension Plan, you will need to provide proof of your birth date and the birth date of your spouse, if applicable. This proof can be provided through a copy of a birth certificate, Canadian citizenship card or passport.

Helpful hints and tips

  • Complete the Mandatory forms first.
  • Pay close attention to the optional benefits. The costs associated with optional benefits may be paid by you, UBC or a combination of both. Before you begin, fully understand the benefits and any associated costs.
  • Adding dependents. Depending on your eligibility, you can add dependents to some or all of the following benefits: Extended Health, Dental and the Employee Family and Assistance Program.

After you enrol

Once you have completed your enrolment, you can access your Benefits Statement by going to your Workday account.

    What’s next?

    Register for Fair PharmaCare

    If you have not registered for Fair PharmaCare, please do so immediately. You can register by phone or online:

    • Telephone: In the Lower Mainland, call 604-683-7151, Monday to Friday, 8:00 am – 8:00 pm Pacific Time; Elsewhere in BC, call 1-800-663-7100 during the same hours.
    • Online: Go to the PharmaCare website and register for Fair PharmaCare.

    If you are new to BC, register for Fair PharmaCare as soon as you receive your BC Services Card.

    Notify Sun Life of your Fair PharmaCare registration number

    When you register for Fair PharmaCare, you will receive a letter with your (and, if applicable, your family’s) registration number. Please contact Sun Life to inform them of your number. If you have registered for Fair PharmaCare and have misplaced your letter, you can also provide Sun Life with your Personal Health Number on your BC CareCard/Services Card. When communicating with Sun Life, you will need to identify yourself using your group number (025205) and your member ID (7-digit UBC employee ID).

    • Telephone: Call the Sun Life Customer Care Centre at 1-800-661-7334, Monday – Friday 5:00 a.m. – 5:00 p.m. Pacific Time.
    • Mail: Send a letter or forward a copy of your confirmation letter to the Sun Life Claims Office: PO Box 2010 Stn Waterloo, Waterloo, ON N2J 0A6.
    • Send proof of your registration with your next claims submission to Sun Life.

    Look for your Sun Life pay-direct drug card

    If you have enrolled in Extended Health, you will receive a Sun Life pay-direct drug card for your prescription drug purchases. This card will be sent to your home address in approximately three to four weeks.

    If you have requested coverage for more than one dependent, you will be issued two cards in your name, as you are the primary plan member. No other identification cards will be issued.

    Make a note of your Extended Health and Dental numbers

    You’ll need these numbers when completing claim forms. Also let you dental office know so they can submit claims on your behalf.

    • Sun Life Group/Contract Number: 025205
    • Member/Certificate ID: your 7-digit UBC employee ID

    Obtain a copy of your benefits booklet

    To learn more about your benefits coverage and to find a copy of the Sun Life Group Benefits booklet, visit the HR Benefits website and click on your employment group.

    Require assistance?

    For Workday resources and help visit the Integrated Service Centre.

     

     

     

    Disclaimer

    The benefits information on this website is provided as a descriptive summary only. While the University has endeavored to accurately reflect its benefit programs, policies and plans, the information on this website does not create any contractual or other rights between the University and its faculty and staff members. To the extent that there are any conflicts or discrepancies between the benefits information on this website and the benefit plan documents (including group insurance contracts and benefit booklets) or any applicable collective agreement, employment agreement, or UBC policy, the benefit plan documents and collective agreement, employment agreement, or UBC policy will govern in all cases.

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