Workday Benefits Training

Transcription

1 Workday Benefits Training Reporting and Processing Leslie Ruth Sr Consultant June 15, 2016

2 Reflection Always have eyes that see the best in people, a heart that forgives the worst, a mind that forgets the bad and a soul that never loses faith. 2

3 Agenda Benefit Reporting General Reporting Enrollment Reports Dependent Verification Court Ordered Dependents Dependent Audit Disability Quarterly Reporting Work in progress Life Insurance Quarterly Reporting Work in progress Benefit Processing Managing Open Events Manage Evidence of Insurability COBRA Event Coordination Cancel/Rescind Benefit Events ACA Process - Work in progress 3

4 General Reporting 4

5 General Reporting User Name ID You can find a report by clicking the Worklet; or Search for the report name 5

6 General Reporting (cont.) Print Workday Report Export to Excel Entire Workbook Current Worksheet Filter the Report in Workday Hide/Show columns in Workday report 6

7 Enrollment Reports 7

8 Enrollment Reporting Standard Reports Search for Workday Standard Reports Select Benefits for Report Categories Click Ok 8

9 Enrollment Reporting Standard Reports (cont.) Library of standard delivered report 9

10 Enrollment Reporting Custom Reports BEN - EE Healthcare Elections BEN - EE Insurance Elections BEN - EE Additional Benefits BEN - EE Health Savings Elections BEN - EE Spending Account Elections BEN - EE Retirement Savings Elections Employees Eligible for Benefits Address List (Home and Mailing) Benefit Census (D) 10

11 Benefit Census Enter Effective Date Select Benefit Groups Last Name From (starts with) Last Name To (starts with) Employee ID Click OK 11

12 Benefit Census (cont.) HR Company Cost Center - ID Cost Center - Name Employee ID SSN Status Legal Name Legal Name - Last Name Legal Name - First Name Primary Home Address Primary Address - City Primary Address - State/Province Primary Address - Postal Code Hire Date Birth Date Gender Job Profile (Primary) Employee Type Time Type Scheduled Weekly Hours Base Pay (Annualized) Benefits Annual Rate Benefit Coverage Type Benefit Provider Coverage Dependents Beneficiaries - People Data elements included in report 12

13 Dependent Verification 13

14 Dependent Verification Eligibility Dependent Other ID s Other ID Type = Dependent Verification Identification # = Y 14

15 Dependent Verification Reporting Worklet = TH Custom Reports Library Benefits Report Library - Dependent Verification Report 15

16 Dependent Verification Reporting (cont.) Enter Effective Date Select Benefit Groups To select all groups hold Shift key and select the last group in the list Click Ok 16

17 Dependent Verification Reporting (cont.) Dependent Verification Report includes: Any dependent enrolled in Medical, Dental, or Vision that has not been verified The report will print up to 7 dependents You can export the report to Excel, filter, or hide columns 17

18 Dependent Verification Reporting (cont.) Employee ID Last Name First Name Middle Name Primary Home Address Primary Home Address - City Primary Home Address - State Primary Home Address - Postal Code Dependent Test1 Jennifer K 31 Main Melrose Massachusetts Dep Name Test2 Brenda 427 Neverland Aston Pennsylvania Dep Name All colleagues reported need to provide verification, otherwise the dependent should be removed from enrollment. 18

19 Court Order Dependent 19

20 Court Ordered Dependent Court Orders are defined on the dependent record Colleague Record - Benefits Dependents 20

21 Court Ordered Dependent (cont.) Run the Active Court Orders report to identify colleagues with active orders as of the effective date entered and any other criteria identified 21

22 Court Ordered Dependent (cont.) Benefit Elections Active Dependent Court Orders Worker Benefit Elections Dependent Court Orders Court Order Met Colleague Name( ) Colleague Name ( ) Benefit Elections Active on 04/01/2016 (Basic Life and AD&D - The Hartford Basic Life and AD&D 1x Salary (Employee)) (Elect) Dental required for Allen T Phipps from 01/01/2000 to 01/01/2030 Yes Colleague Name ( ) Colleague Name ( ) Medical required for Allen T Benefit Elections Active on Phipps from 01/01/2000 to 04/01/2016 (Dental - Delta 01/01/2030 Dental PPO Standard) (Elect) Yes Colleague Name ( ) Colleague Name ( ) Benefit Elections Active on 04/01/2016 (Long Term Disability - The Hartford Trinity Health LTD 60% (Employee)) (Elect) Vision required for Allen T Phipps from 01/01/2000 to 01/01/2030 Yes Colleague Name ( ) Colleague Name ( ) Benefit Elections Active on 04/01/2016 (Medical - BCBS Michigan PPO Health Savings) (Elect) Colleague Name ( ) Colleague Name ( ) Benefit Elections Active on 04/01/2016 (Short Term Disability - The Hartford Trinity Health STD 60 % (Employee)) (Elect) Colleague Name ( ) Colleague Name ( ) Benefit Elections Active on 04/01/2016 (Vision - United Health Care PPO Standard Vision Plan) (Elect) Sample Report 22

23 Dependent Audit - Missing Address or SSN 23

24 Dependent Audit - Missing Address or SSN Worklet = TH Custom Reports Library Benefits Report Library - Dependents Audit Missing Address or SSN 24

25 Dependent Audit - Missing Address or SSN (cont.) Enter Effective Date Select Benefit Groups Last Name From (starts with) Last Name To (starts with) Employee ID Click OK 25

26 Dependent Audit - Missing Address or SSN (cont.) Dependents Employee ID Last Name First Name Last Name First Name Date of Birth Address Available National ID Available Reason for Missing National Identifier Elections Smith Deborah Smith Suzy 12/25/1991 Yes No didn't provide Deborah Smith (12345) Benefit Elections Active on 03/28/2016 (Dental - Delta Dental PPO High) (Elect) Colleague Information Dependent Information Deborah Smith (12345) Benefit Elections Active on 03/28/2016 (Vision - United Health Care PPO High Vision Plan) (Elect) Address Available Yes or No National ID Available Yes or No Elections indicate the plan the dependent is enrolled 26

27 Disability Quarterly Reporting Work in progress 27

28 Life Insurance Quarterly Reporting Work in progress 28

29 Benefits Processing 29

30 Managing Open Events 30

31 Benefit Event Status Report User Name ID View workers with benefit events and their status. Details include the benefit event type, event date, initiation date, and submission date. Enables you to manage benefit events on a day-to-day basis. 31

32 Benefit Event Status Report (cont.) User Name ID Enrollment Status Options: Canceled Finalized In Progress Not Started Rescinded Submitted Select Benefit Group or leave blank for all Enrollment Statuses default to In Progress and Not Started Select Benefit Event Types leave blank for all event types 32

33 Benefit Event Status Report (cont.) User Name ID Event, Colleague Name ID Cancel Enrollment This will Waive all benefits elections. Please Note: it is recommended to not Cancel Enrollment Change Benefit Elections This will allow the Benefits Partner to apply changes on behalf of the colleague, however when making update all elections will be set to waive. Please Note: it is recommended to not Change Benefit Elections 33

34 Finalize Open Benefit Events Benefit Group Select each benefit group that need events closed Enrollment Status Allow defaults In Progress and Not Started Benefit Event Types Leave blank for all event types Submit Election by Date on or before enter date the date for events you want to close. If left blank if the system date will be applied Click OK 34

35 Finalize Open Benefit Events (cont.) Colleague Name (ID) and Event Colleague Name (ID) and Event Colleague Name (ID) and Event Select All or check each event you want to close All defaults and auto enrollment will be applied If the colleague is In Progress any benefit elections made for the event will not be saved Click OK 35

36 Managing Evidence of Insurability 36

37 Manage Evidence of Insurability Status Status Options: Approved Denied Pending Status Allow default of Pending Benefit Group(s) Select or leave blank for all Enrollment Event Allow default of blank for all events Worker Enter ID to run for one colleague Event Start Date on or after Event Start Date on or before Previously ed Not Yet ed None of the above Click Ok 37

38 Manage Evidence of Insurability Status (cont.) Update to apply for selected colleagues Click the box to Select colleague Colleague Name ID Check the box for Select All if you want to select all colleagues Select one of the options: Approve, Deny, or Select the colleague you want to update Click Ok 38

39 Manage Evidence of Insurability Status (cont.) If the box Do not send is checked the Subject and Comments fields disappear. Enter Approval/ Denial date; it s recommended to use first of pay period the new election will take place Confirmation of Approval, Denial, or Enter Subject Enter Comments Enter Approval/Denial Date Click OK All selected colleagues will receive an regarding their life insurance election 39

40 COBRA Eligibility 40

41 COBRA Eligibility All COBRA processing will happen automatically, no intervention by Benefits Partner, except: Divorce (Spouse divorce, legal separation, annulment) Legal Separation (Eligible Adult dissolution of partnership) 41

42 COBRA Eligibility (cont.) Enter all members who are COBRA Eligible Benefit Coverage History will help to determine prior elections 42

43 COBRA Eligibility Report Enter Start COBRA Eligible Date Enter End COBRA Eligible Date Click OK 43

44 COBRA Eligibility Report (cont.) Employee Beyoncé Ford ( ) Beyonce Ford ( ) Beyonce Ford ( ) COBRA Records Exist within Range COBRA Eligible Eligibility Reason COBRA Records within Range Benefit Plan Yes Yes Termination Medical - BCBS Michigan PPO Traditional Yes Yes Termination Vision - United Health Care PPO High Vision Plan Yes Yes Termination Dental - Delta Dental PPO High COBRA Eligible Date Qualifying Event Date COBRA Coverage End Date Review COBRA Eligibility Event Employee Enrollment Event 6/1/2016 5/29/2016 Benefit Change - Termination of Employment Colleague : Beyonce Ford ( ) on 05/30/2016 6/1/2016 5/29/2016 Benefit Change - Termination of Employment Colleague : Beyonce Ford ( ) on 05/30/2016 6/1/2016 5/29/2016 Benefit Change - Termination of Employment Colleague : Beyoncé Ford ( ) on 05/30/2016 Note: The COBRA Report only includes automated events, Divorce and Dissolution of Partnership events will not appear 44

45 Event Coordination 45

46 Event Coordination Event processing is automated 46

47 Event Coordination (cont.) Event A = 6/19 Job change benefit ineligible to eligible Event B = 7/4 Birth event 47

48 Event Coordination (cont.) Event A = 6/19 Job change benefit PT to FT Event B = 7/4 Birth event Example 1 Job change (Event A) entered within 30 day enrollment period also submits 7/4 birth (Event B): System will process the job change (A) then create a new event pulling enrollment forward for birth event (B) will open for colleague to complete Example 2 Birth event (B) submitted/approved for 7/4; job change (A) effective 6/19 isn t processed until 7/10 Once job event (A) is submitted it will rescind the birth event and reopen it to allow the colleague to make changes. If birth event is open, it will be placed on hold for the job event to be processed then the birth will reopen for updates. 48

49 Cancel/Rescind Benefit Events 49

50 Cancel/Rescind Benefit Events Cancel Allows the Benefits Partner or Colleague to cancel an event that is In Progress Rescind Allows the Benefits Partner to rescind an event that has been submitted 50

51 Cancel Benefit Event as Benefits Partner Find the event in progress on the colleague s Worker History Click the related actions button next to the Business Process Name (Birth, Marriage, etc.) Select the Action Business Process Click Cancel 51

52 Cancel Benefit Event as Colleague Click on the event in the Inbox Click the actions button in the upper right corner Select Cancel from the options Click Continue 52

53 Rescind Benefit Events Find the completed event on the colleague s Worker History Click the related actions button next to the Business Process Name (Birth, Marriage, etc.) Select the Action Business Process Click Rescind 53

54 ACA Eligibility Work in progress 54

55 Questions 55