Workday Job Aid HR: Change Benefits

Transcription

1 Workday Job Aid HR: Change Benefits Description This process edits a colleague s benefits eligibility. When to Use Use this process to edit a colleague s benefits eligibility and options in the event of a: Job Change: A colleague has a job status change impacting eligibility for benefits Correction: An error in benefits status has been identified and needs to be corrected NOTE: When colleagues experience a life event impacting benefits eligibility (e.g., marriage, birth of a child), they are responsible for making changes to their benefits. A separate job aid (Colleague Change Benefits) is provided to describe that process. Related Reports Benefits Eligibility by Worker 1

2 Business Process Steps and Roles Process roles are designated by security role, which do not reflect actual job titles. People may have multiple roles. Initiate Change Benefits: Benefits Partner, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative Approve Change Benefits Request: Benefits Partner or HRSS Representative Provide Documentation/Change Elections: Employee as Self (colleague) ROLE: Benefits Partner/ HRSS Representative Initiate HR Partner/ HR Representative Initiate Employee as Self (colleague) NOTE: Colleague may also initiate a change in benefits. See Colleague: Change Benefits job aid for more info. Approve (if required) Provide Documentation/ Change Elections Page 2 of 10 2

3 Before You Start Ensure local policies and procedures have been followed and appropriate information is received before beginning the Change Benefits process. This may include: Benefits Partner is notified of a job change potentially causing an impact on benefits Notifications (a colleague or department should be notified outside of the Workday system) No notifications Benefits Partner is notified of a necessary benefits correction Coming in Phase 2 Data Needed for Change Benefits The following data will be required: Colleague's Name: Legal name of the colleague the change is being completed for Benefit Event Type: Reason for benefit change (e.g., administrative correction, employment status change) Nothing noted at this time Variations There should be no variations to this process across the system. Benefit Event Date: Date of the change event Other Resources Refer to the Workday website at workday.trinity-health.org. SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section. Page 3 of 10 3

4 Process Steps Which role(s) can do this step? Benefits Partner HR Partner HR Representative HRSS Representative NOTE: Colleague may also initiate a change in benefits. See Colleague: Change Benefits job aid for more info. Initiate Change Benefits 1. Log in to Workday 2. Type the name of the person for whom a change is being initiated in the search box and press Enter SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen. Page 4 of 10 4

5 Process Steps (continued) 3. From the search results, click the related actions icon ( brick ) that appears next to the colleague s name Initiate Change Benefits 4. Click Benefits, and then click Change Benefits 5. Complete the Change Benefits form (* indicates required information) SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE WHAT IS THIS? Benefit Event Type Reason for change; choose from drop-down menu options Benefit Event Date Date of the change event Submit Elections By Date benefit election changes are due (automatically calculates 30 days after the Benefit Event Date) Open Elections for This will populate with the benefit changes that will open for change based on the Benefit Event Type chosen Page 5 of 10 5

6 Process Steps (continued) 6. Click the add icon and Attach to include any attachments Initiate Change Benefits NOTE: If documentation is required for the Benefits Event Type, the Attachments window may automatically expand. 7. Type comments and click Submit 8. Process moves to next step based on initiator; click Done OR Page 6 of 10 6

7 Process Steps (continued) Which role(s) can do this step? Benefits Partner HRSS Representative 1. Log in to Workday 2. Click Inbox NOTE: This step will be skipped if Benefits Partner, HR Representative, or HRSS Representative was the Initiator. Approve Change Benefits Request 3. Find the and click to open (opens in the right pane of the screen) Page 7 of 10 7

8 Process Steps (continued) 4. Review Benefit Change screen Approve Change Benefits Request 5. Type comments and click Approve 6. Process moves to next step; click Done SPECIAL NOTE: This example was for a marriage change, which should move to the colleague to update benefits. As shown above, this colleague doesn t have any elected coverages now, but that shouldn t matter; she should be newly eligible to elect coverages with a marriage. There are no notifications for her to do so in the system, however. In other words, this should look more like Initiate #8 (option 1 on page 6) instead of complete. Page 8 of 10 8

9 Process Steps (continued) Which role(s) can do this step? Employee as Self (colleague) Provide Documentation/ Change Elections Depending on the Benefit Event Type, the colleague may be notified via a message in his/her Workday Inbox as to the status of the business process and if any additional steps or documentation are required. See Colleague: Change Benefits job aid Page 9 of 10 9

10 End of Process: Next Steps WHEN CHANGE BENEFITS PROCESS IS COMPLETE Colleague submits any necessary documentation to Benefits, if applicable Colleague submits evidence of insurability to life insurance vendor due to a life insurance change, if applicable Life insurance vendor will provide either approval or denial to Benefits, which may cause additional system follow up Workday integration will send benefit election changes to applicable benefit vendors Benefits Partner or HRSS will update supplemental life insurance information. Page 10 of 10