Caravus Connect FAQs

As soon as a new hire completes their benefits enrollment, the enrollments are automatically processed behind the scenes according to your New Hire Waiting Period, and you will receive an email letting you know that the employee has enrolled. This will be your trigger to enter the new deductions into payroll (if you are not payroll integrated).

As soon as an employee is terminated in Caravus Connect, the employee’s benefits will be automatically terminated behind the scenes according to your Termination Guidelines.

As soon as an employee is terminated in Caravus Connect, your COBRA vendor is automatically notified of the termination

The COBRA vendor will take care of sending out the COBRA paperwork, collecting the enrollment form and premiums and re-enrolling the employee with the insurance carriers

The process is hands off for you—you will be notified when an employee elects COBRA, and the vendor will provide you with the COBRA premiums each month

1. Search for the employee

2. Go to their Profile tab

3. Click on “Manage Login” in the menu on the left side

4. Click “Send Password Reset Email”

1. Search for the employee

2. Go to their Profile tab

3. Click on “Manage Login” in the menu on the left side

4. Click “Send Registration”

1. Click on “Review pending EOI” in the Things To Do section of your homepage

2. Click on “Pending” next to the employee’s name

3. Click on “Enter Carrier Determination”

4. Select “Approved” or “Rejected” from the dropdown based on the letter from the carrier

5. If approved, enter the approved amount and effective date from the letter

6. Click “Save”

1. If any employees are missing required information, you will see the “Complete employees missing HR required fields” item in the Things to Do list on your homepage

2. Once in this section, click on “Complete Hire” next to the employee’s name and go through the steps to add the necessary information

3. Be sure to send the registration email on the last step if the employee has not already registered their account

1. Search for the employee

2. Click on their Profile tab

3. Click on either “Addresses” or “Contact” in the menu on the left depending on the information that needs to be updated

1. Search for the employee

2. Go to their Profile tab

3. Choose the employee’s new class from the “Class” dropdown menu in the middle of the page

4. Click “Save” and enter the date of the Class change

5. Go to “ACA” in the menu on the left

6. Change the employee’s ACA Classification to “Eligible” and save as of the same date as the Class change

7. Go to “Manage Login” in the menu on the left and send the registration email

8. The employee will now be able to create and account and enroll in benefits as a Newly Eligible Employee

1. Search for the employee

2. Go to their Profile tab

3. Choose the employee’s new class from the “Class” dropdown menu in the middle of the page

4. Click “Save” and enter the date of the Class change

5. Go to “ACA” in the menu on the left

6. Change the employee’s ACA Classification to “Ineligible” and save as of the same date as the Class change

7. This process will automatically terminate the employee from all enrolled benefits and trigger COBRA paperwork to be sent (if applicable)

1. Go to the Reports tab

2. Scroll down to the “Open Enrollment Reports” section

3. Click on “Open Enrollment Reports”

4. Click on each status to view a list of the employees that fall under that category

1. Go to the Reports tab

2. Scroll down to the “Enrollment Status Reports” section

3. Click on “New Hire Enrollment Reports”

4. Click on each status to view a list of the employees that fall under that category

1. Search for the employee and go to their Profile tab

2. Under “Profile” in the menu on the left, change their Business Unit and Save

3. Go to “Apps” at the bottom of the menu on the left and assign the employee to the new Subscriber Group

4. Mark the new Subscriber Group as “Primary”

5. Change the employee’s company in the payroll system (should always be completed last)

If you have questions or are stuck, be sure to click on the blue “Help” button at the bottom right corner of your screen

A box will pop up with articles relevant to the page you are on, or you can use the search box to find exactly what you need

The Wall is a listing of all events and changes that take place within Caravus Connect across all employees

1. To view the Wall, click on the Wall tab at the top of your screen

2. Select “All” in the menu on the left and then click “Apply” to view a list of all recent changes

3. You can also search for all events related to a specific employee by searching for the employee in the search bar in the menu on the left and then clicking “Apply”

4. You will always receive an email notification letting you know of any changes or events that take place, so it is not necessary to check the wall on a regular basis

If you are payroll integrated:

1. Add the new hire in your payroll system first

2. In Caravus Connect, go to “Complete employees missing HR required fields” in the Things To Do section of your homepage

3. Click on “Complete Hire” next to the employee’s name

4. Go through the workflow to add any information that does not come over from the payroll system

5. On the last step, send the registration email to the employee

If you are not payroll integrated:

1. Click on “Add Employee” in the Quick Links section of your homepage

2. Go through the workflow to add the employee’s demographic and employment information

3. On the last step, send the registration email to the employee

If you are payroll integrated:

1. Terminate the employee in your payroll system first

2. The termination will automatically flow over to Caravus Connect and no further action is needed

3. This will automatically trigger benefits to be terminated and COBRA paperwork to be sent out (if applicable)

If you are not payroll integrated:

1. Search for the employee

2. Click on “Terminate Employment” in the Actions section on the right side of the page

3. Verify the employee’s information and click “Next”

4. Enter the termination date and reason for termination, and click “Next”

5. Confirm that you’d like to terminate the employee

6. This will automatically trigger benefits to be terminated and COBRA paperwork to be sent out (if applicable)

1. Search for the employee

2. Go to their Profile tab

3. Click on “Manage Login” in the menu on the left side

4. Click “Send Password Reset Email”

1. Search for the employee

2. Go to their Profile tab

3. Click on “Manage Login” in the menu on the left side

4. Click “Send Registration”

1. Search for the employee

2. Go to their Profile tab

3. Click on “Manage Login” in the menu on the left side

4. The username will be listed in the “Login Credentials” box on the right side

If any employees are missing required information, you will see the “Complete employees missing HR required fields” item in the Things to Do list on your homepage

Once in this section, click on “Complete Hire” next to the employee’s name and go through the steps to add the necessary information

Be sure to send the registration email on the last step if the employee has not already registered their account

1. Search for the employee

2. Click on their Profile tab

3. Click on either “Addresses” or “Contact” in the menu on the left depending on the information that needs to be updated

1. Search for the employee

2. Go to their Profile tab

3. Choose the employee’s new class from the “Class” dropdown menu in the middle of the page

4. Click “Save” and enter the date of the Class change

5. Go to “ACA” in the menu on the left

6. Change the employee’s ACA Classification to “Eligible” and save as of the same date as the Class change

7. Go to “Manage Login” in the menu on the left and send the registration email

8. The employee will now be able to create and account and enroll in benefits as a Newly Eligible Employee

1. Search for the employee

2. Go to their Profile tab

3. Choose the employee’s new class from the “Class” dropdown menu in the middle of the page

4. Click “Save” and enter the date of the Class change

5. Go to “ACA” in the menu on the left

6. Change the employee’s ACA Classification to “Ineligible” and save as of the same date as the Class change

7. This process will automatically terminate the employee from all enrolled benefits and trigger COBRA paperwork to be sent (if applicable)

Once on their homepage, the employee will click on “Enrollment Summary” in the middle of the page

They will then click on “Life Beneficiary” in the menu on the left

From there, they will be able to add or edit their Primary (and Contingent) beneficiary

If adding multiple Primary beneficiaries, all allocations should total 100%

1. Go to the Reports tab and down to the “Enrollment Status Reports” section

2. Select the “Incomplete Supplemental Information” report

3. You will be given a report of employees who are missing a beneficiary that you can download into an Excel file

1. Search for the employee and go to their Profile tab

2. Under “Profile” in the menu on the left, change their Business Unit and Save

3. Go to “Apps” at the bottom of the menu on the left and assign the employee to the new Subscriber Group

4. Mark the new Subscriber Group as “Primary”

5. Change the employee’s company in the payroll system (should always be completed last)

1. The employee’s timeline is a listing of all events and changes that place in a specific employee’s profile

2. To view an employee’s timeline, search for the employee and then click on the “Timeline” tab at the top of their profile

3. This will show a list of all events that have taken place for this employee, along with the person who completed the action and a timestamp

4. Click on the three dots on the far right of each event for additional details on what took place

To view a list of the benefits that a specific employee is enrolled in and their deductions, search for the employee and then click on the “Benefit Summary” tab at the top of their profile

1. Click on “Review pending EOI” in the Things To Do section of your homepage

2. Click on “Pending” next to the employee’s name

3. Click on “Enter Carrier Determination”

4. Select “Approved” or “Rejected” from the dropdown based on the letter from the carrier

5. If approved, enter the approved amount and effective date from the letter

6. Click “Save”

1. Go to the Reports tab and down to the “Enrollment Status Reports” section

2. Select the “Incomplete Supplemental Information” report

3. You will be given a report of employees who are missing a beneficiary that you can download into an Excel file

To view a list of the benefits that a specific employee is enrolled in and their deductions, search for the employee and then click on the “Benefit Summary” tab at the top of their profile