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If you need additional assistance with Online Enrolment, please contact Florence Lum at 604.822.8988
You have as much time as you need to complete the enrolment session. We estimate it will take you about 30 to 60 minutes to complete.
Please give yourself enough time to complete this session in one sitting. Because of security measures, no personal data is saved at any point – if you close down the session part way through, or if your keyboard is inactive (no typing or mouse movement is detected) for more than 30 minutes, your session will end and you will lose all your work.
Once you have completed all of your forms, you will be prompted to print them. If you exit the session before printing the completed forms, your work will be lost.
If you do not wish to complete the forms through the on-line system, you may print out the forms applicable for your Benefits Enrolment code and complete by hand. Completed forms should be forwarded to the applicable address as on the Benefits Forms webpage. To find the forms applicable for your enrolment code, click here if you are a Faculty member or click here if you are a Staff member.
You will need the following information to complete this online session:
| 1 | Benefits information. We strongly advise you review the Benefits information specific to your employee group to ensure you are as prepared as possible before beginning the online enrollment. This will allow you to make informed choices about optional benefits, and about any costs associated with the benefits you choose.It is also important for you to learn when coverage for the various UBC benefits become effective so that you can consider the continuity of your coverage between your group plan with your former employer (or your individual coverage) and UBC.
Since the session will time out if your keyboard is inactive for more than 30 minutes, please review the Benefits information before starting the online session. Click on your employment group to begin reviewing the Benefits information:
Please Note : The UBC Extended Health and Dental Care Plans allows for double coverage – if you have coverage under a spouse / partner’s plan, you may also enroll onto the UBC plan provided that your spouse / partner’s plan allows for double coverage. If your spouse / partner’s plan does not allow for double coverage, you must make a decision as to which plan you and your family would like to enroll in. |
| 2 | Printer access. Nearing the end of this session, you will be asked to print all of your forms. For this reason, please be sure your computer has access to a printer . |
| 3 | All benefit enrolment forms are in pdf format. To download the latest version of Acrobat Reader your computer and operating system will support, click here.Adobe Reader must be installed before you begin the session, otherwise you will not be able to print your forms at the end of the session.
If you are able to view the file, you are ready to begin! If you are unable to open, it is likely because your web browser isn’t configured correctly with the Adobe pdf browser plug-in – you can work through the tasks in the document to troubleshoot and resolve the issue. If you are still experiencing difficulties, please contact Florence Lum at 604.822.8988 for additional assistance. |
| 4 | Enrollment code (located on your letter of offer) |
| 5 | Social Insurance Number (SIN) Card – Where applicable, we will need you to enter your social insurance number. Your spouse’s social insurance number is required if you are applying for optional life insurance. |
| 6 | Banking details such as branch name, address, postal code, etc. |
| 7 | Current Medical Services Plan (MSP) Care Card for you and/or your dependents (if available). If you and/or your dependents do not have individual Care Cards, they will be generated and mailed to you by MSP upon receipt of your MSP enrolment form and documentation from UBC. |
| 8 | Dependent details such as ages, dates of birth, addresses, etc. |
| 9 | Proof of Birth Date for You and Your Spouse – Copy of a birth certificate / Canadian citizenship card / passport is required if you are applying for the UBC Staff Pension Plan. |
| 1 | Enter your Personal Data. All fields indicated with an asterisk * are required fields and must be completed before you click Submitat the bottom of the page.As you complete these fields, be sure to Tab or Click into the fields. Pressing Enter will submit the form. |
| 2 | The Personal Data you enter here will automatically fill the personal information in the subsequent online forms.If you later find any errors in this information, you can update your details in the Personal Data form, and the changes will be updated throughout the forms. |
Using the drop-down menu, select your Enrollment Code. Your Enrollment Code is located in your offer letter.
If you notice that you have selected the wrong Enrollment code, you may change it in Step 2.
| 1 | After selecting your Enrollment Code, your Checklist of Forms appears. The Checklist lists all of the enrollment forms for the benefits (mandatory and optional) for which you are eligible. |
| 2 | The Mandatory list shows the mandatory benefits you must sign up for, in addition to the mandatory payroll forms (UBC Checklist, Personal Data Form, Direct Deposit Form) you must complete online (see instruction 6 below). You can skip the Direct Deposit Form if you have completed it already. |
| 3 | The Optional list shows the additional benefits you may choose to sign up for. Should you wish to sign up for some or all of the optional benefits, complete these forms online (see instruction 6 below). |
| 4 | You must also complete the Canada and BC Income Tax Forms at the bottom of the page. These forms cannot be completed online, and must be printed and completed by hand at the end of your enrollment session. |
| 5 | To begin completing your forms, scroll up to the top of the page for instructions. |
| 6 | To complete forms from the Mandatory list, click on Complete / Edit  beside the form you wish to complete. Until you have submitted these forms, they will appear as “Incomplete” in the Ready to Print column.To complete forms from the Optional list, click on Complete / Edit beside the benefit you wish to sign up for or select “Yes, I want this benefit”.
If you do not wish to sign up for a particular optional benefit, ensure that “No, I do not want this benefit” remains selected. You may complete your forms in any order, however we suggest you complete your forms in the order as they appear on your Checklist. |
| 7 | Enter the requested information on the online form. All fields with an asterisk * are required fields and must be completed before you click Submit at the bottom of the page.As you complete these fields, be sure to Tab or Click into the fields. Pressing Enter will submit the form.
For helpful hints on how to add dependents, see instruction 11 below. |
| 8 | If you have entered information incorrectly into a particular form and would like to clear the form to start over, click on  in that row to Reset the form.Selecting the ‘Clear and Reset All Forms‘ button will clear ALL of the information you have entered during the session, including your Personal Data (i.e. return to Step 1). |
| 9 | After you click Submit, a checkmark  will appear on the Checklist to indicate the form is complete and Ready to Print.If you have decided not to sign-up for an optional benefit, ‘N/A‘ will appear in Ready to Print. |
| 10 | Once all of your forms in the Mandatory list are completed, you may proceed to ‘Step 3: Print Your Forms‘. If you wish to sign up for additional benefits in the Optional List, however, please complete these forms before proceeding to Step 3. Finally – ensure that also you print the tax forms during Step 3. |
| 11 | Helpful Hints & Tips:1. Work through Mandatory forms first.
2. Pay close attention to the Optional benefits – the costs for these may be borne by the employee, the University, or a combination of both. Refer to the Benefits information above. 3. Adding Dependents: You may add dependents to some or all of the following benefits, depending on your eligibility for these benefits: Employee Family and Assistance Program, Medical Services Plan, Extended Health, Dental Care. Adding dependents is a two-step process. The first step is to enter basic information about your dependents. You can do so on the first form that allows you to add dependents. Start with your first dependent and enter information in the required fields. Click on ‘Add Dependent‘. The dependent information you enter here will be displayed on a dependent list. The second step is to select from the coloured dependent list the dependent you wish to add to the particular benefit. You will then be asked to enter additional information for your dependent that is specific to each enrollment form. Click on ‘Submit’ once entered. This takes you back to the enrollment form and you will see that your dependent has now been added. Repeat the process to add more dependents. Should the form NOT contain the dependents you thought you added, it is likely that you did not complete the second step. Click on the ‘dependent’ icon to view your dependent list. Note: If you still encounter problems with adding your dependents, please complete by hand after you have printed your forms in Step 3. Please detail your problems on the feedback form provided at the end of your session. |
| 1 | Once you have completed all forms in the Mandatory list and signed up for the additional benefits in the Optional list, your Checklist will display Print beside each completed form, including the Canada and BC Income Tax Forms.If you have chosen not to sign up for a particular optional benefit, “N/A” will appear in the Ready to Print column. You do not need to include these forms in your Forms Package (Step 4). |
| 2 | Go to each completed form and click on Print. |
| 3 | A window will open for each form. |
| 4 | In each window, click File, then Print – or select the print icon on the toolbar. |
| 5 | Please note that some forms print on multiple pages. Ensure that these forms are securely stapled together. |
| 6 | Should you encounter any problems printing your forms, it is likely that you do not have Adobe Acrobat Reader v.6.0 or higher. Click here to download a free version. |
| 1 | Sign all your forms (including the printed Checklist)Should you see an error and need to edit and reprint any forms, do so as soon as possible since your session will time out and you will lose your work if your keyboard is inactive for more than 30 minutes. |
| 2 | To ensure a timely first paycheque and accurate benefits enrollment, please compile your forms package with care.
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| 3 | Click on End Session. This will take you to a brief online Feedback Form. Please take a couple of minutes to fill out the form – your comments will go a long way towards helping us improve this service. |
| 1 | Send the package of all of your signed forms with necessary attachments, including the Checklist, by mail to:UBC Vancouver:
Department of Financial Services – Payroll If sending by Campus Mail: Department of Financial Services – Payroll UBC Okanagan: Wade Noseworthy |
| 2 | What’s Next?1. Your forms will be processed by Financial Services.
You will not receive confirmation that your forms have been processed, however at any point in time you may log in to the UBC Faculty and Staff Self-Service portal to check on the status of your benefit and pension enrollments and review your direct deposit information. You will need your 7-digit UBC employee ID to create your Campus Wide Login (CWL) standard account in order to log in to the site (instructions are found on the portal)*. Please refer to the end of this section for contact numbers in the event you have questions or would like to check on the status of your forms. 2. Make a note of your Sun Life numbers if you are enrolling in Extended Health/Dental Care. Please make a note of your Sun Life Extended Health and Dental Care Numbers: UBC Group/Policy/Contract Number: 25205 Certificate Number/Member ID: your 7-digit UBC employee ID number* *You can obtain your UBC employee ID number from the Administrator in your Faculty/Department. You will need these numbers when submitting claims for Extended Health and Dental Care. If your Dentist submits claims electronically on your behalf, please inform your dental office of the numbers above. If you have enrolled in the Extended Health benefit plan, you will receive a Sun Life pay-direct drug card for prescription drug purchases. This card will be sent to your home address in approximately 3-4 weeks. If you have 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. 3. Notify Sun Life of your Fair PharmaCare registration number. When you registered for Fair PharmaCare, you received a letter with your families’ 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 Care Card. When communicating with Sun Life, you will need to identify yourself using your group number number (25205) and your member ID (7-digit UBC employee ID).
If you have not registered for Fair PharmaCare, please do so immediately – you can register by phone or on-line:
4. Learn more about your benefits coverage. 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 to the right. |
If you have any problems completing this online session, please contact benefitsinfo@hr.ubc.ca. You can also call 604.822.8111 between 8:30 am – 4:30 pm, Monday-Friday.
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