How To Guide: Benefit Change For a Qualifying Life Event

Transcription

1 How To: Change your benefits for the Birth/Adoption of Child, Legal Marital Status Change, Other Dependent Change, and Spouse Loses/Gains Coverage Note: This guide will review how to make changes to your benefit elections for the qualifying life events of birth/adoption of a child, legal marital status change, dependent change, and spouse gaining or losing coverage. Most benefit elections require, by law, a qualifying life event to complete. All qualifying life event benefit changes will be reviewed by Human Resources Marriage Divorce Legal Separation Annulment Death of Spouse Qualifying Life Event Change in employment status of employee s spouse Birth of child Adoption of child Award Legal Guardianship Qualified Domestic Relations Order Death of Child Dependent loses/gains coverage due to employment or Employee loses/gains coverage due to parent s employment or aging out of parent s coverage Workday Benefit Event Type Legal Marital Status Change Spouse Loses/Gains Coverage Birth/Adoption of Child Other Dependent Change Other Dependent Change Acceptable Supporting Documentation Marriage Certificate Divorce Decree Legal Separation Notice Annulment Documentation Death Certificate Letter from spouse s employer indicating change in employment status (i.e.: FT to PT, PT to FT, termination, strike, etc.) Letter from prior insurance company indicating loss or gained coverage (certificate of prior coverage) Birth Certificate Decree of Adoption Legal Guardianship Documents Qualified Medical Support Order Death Certificate Letter from dependent s or parent s employer indicating change in employment status (i.e.: FT to PT, PT to FT, termination, strike, etc.) Letter from prior insurance company indicating loss or gained coverage (certificate of prior coverage) Note: Completing Qualifying Life Event changes without submitting the supporting documentation will result in the request being sent back asking for the supporting documentation Note: Adding dependent(s) to your plan will require their social security number in order to enroll them. Failure to provide this information may result in enrollment or eligibility issues. Steps and Screenshots: Selecting your Benefit Change 1. On the Home page, locate and click the Benefits icon 2. Select the Benefits link under the Change section 3. After selecting the appropriate Event Type you will need to enter the following: a. Benefit Event Date- date of Qualifying Life Event or date changes should be effective (for Passive Events such as Change HSA Contribution or Change Beneficiary) b. Submit Elections By- this will auto populate according to your Event Type you chose c. Enrollment Offering Types- lists the type of benefit changes you can make (dependent on the benefit event you choose) Workday How To Guide: 1

2 4. Attach any and all supporting documents for Qualifying Life Events. If none are available to be attached at the time changes are being made the Benefits Partner will not approve your new elections until documentation is sent 5. Once complete, click 6. Click on the next screen to bring up the Change Benefit Elections process Elect your Medical, Dental and Vision Coverage changes Note: You can only move within the tiers of your current medical plan. I.E. if you are currently enrolled in the HSA Base Plan you cannot switch to the HSA Enhanced or PPO plan. Those can only be changed during Open Enrollment 7. If you are enrolling a dependent(s) you will need to create the dependent(s) at this time. You can also select to have your created dependent be able to be used as a beneficiary. This will make that person able to be used as a beneficiary later in the elections process. The fields with * are required. Once you have finished adding your dependent select 8. Add all of your dependents creating as needed 9. Once you are done making your selections click on Workday How To Guide: 2

3 Enter dependent information (If applicable) 1. Step two will ask you to enter social security numbers for your dependents, if changes occurred. If there is a reason why the number cannot be entered, select Reason ID Is Not Available and type the reason. Once you have completed the information click on the button Elect an HSA (If applicable) 2. Select either Waive or Elect a. Please note: If you no longer wish to make employee contributions, Do Not select Waive, just enter 0 for your contributions. This will allow AmTrust to keep your account active and continue receiving the AmTrust contributions 3. If you elect you can either put in the total amount you would like to deduct for the year or how much you would like to have deducted each pay. Whichever field you put the amount into the other will auto populate. 4. If you exceed the annual maximum contribution you will receive an error message 5. Once you are done making your selections click on Spending Account Plan Dependencies (If applicable) 1. Depending on the Medical plan you selected in Stage 1 will determine which Flexible Spending Accounts you are allowed to elect: Medical Plan Elected Allowable Flexible Spending Accounts HSA Base Limited FSA HSA Enhanced PPO Health FSA No Medical Plan Health FSA or Limited FSA (cannot elect both) 2. You cannot Reduce or Waive the amount the amount your previously elected, you may only increase, begin contributions or keep current elections 3. Review each plan and decide if you would like to Elect or continue to Waive. When electing or increasing contributions, enter either your total contributions for the year or your bi-weekly contribution and the other field will auto populate. If you exceed the maximum contribution you will receive an error message. 4. Once you are done making your selections click on Workday How To Guide: 3

4 Insurance Plan Dependencies and Coverage Limitations (If applicable) 1. You can add more coverage using supplemental plans at a cost to you. If you elect a plan a cost field will be displayed in Calculated Coverage column 2. Adding supplemental insurance coverage will open a menu to select your amount of coverage desired. Based on the amount the employee cost will automatically populate. a. Supplemental Life and AD&D (employee) - Employee paid coverage for Supplemental Life and Accidental Death and Dismemberment. Max limit is 5 times salary ($10,000 increments), but 5 times salary cannot exceed $250, Once you are finished making your selections select Designating Beneficiaries (If applicable) 1. Any benefit plan marked with a requires a beneficiary 2. Use to add a beneficiary. Use to either create or use a previously entered dependent 3. Note: When creating your dependents if you selected your dependents to be beneficiaries you will be able to add the dependent from the Beneficiary Person s Menu 4. You can set multiple beneficiaries using the button 5. You will need to set a Primary Percentage and/or Contingent Percentage 6. For each beneficiary election the total must equal 100% 7. Once you are done making your beneficiary designations click on Review your elections 1. Review the information regarding this step 2. Look over your elections and make any edits needed 3. Once you have submitted the elections are final 4. Review the electronic signature statement 5. Check the I Agree box 6. Once completed select Workday How To Guide: 4

5 Printable view 1. If you would like to print out your benefit elections use the print option at the bottom of the screen 2. Once you are done reviewing select done Note: Throughout the Benefit Election process your bi-weekly cost will be calculated and displayed in the upper right corner of the screen. If at any time you are having trouble with completing any steps in this process please contact the HRIS helpdesk at or by calling Workday How To Guide: 5