Workday Benefits Training

Transcription

1 Workday Benefits Training Benefit Configuration Review Leslie Ruth Sr Consultant November 20, 2018

2 Reflection Don t miss out on something that could be great just because it could also be difficult 2016 Trinity Health - Livonia, Mich. 2

3 Agenda Building Blocks of Benefits Benefit Group Eligibility Coverage Types Benefit Plans and Eligibility Enrollment Event Types and Rules Things to Note 2016 Trinity Health - Livonia, Mich. 3

4 Benefit Building Blocks 2017 Trinity Health 4

5 Defining Benefits Benefit Plans Benefit Coverage Types Benefit Eligibility Rules Benefit Enrollment Event Types Enrollment Event Rules Benefit Groups Enrollment Instructions Cross Plan Dependencies Benefit Rates & Credits Deductions & Earnings 5

6 Defining Benefits (cont.) Benefit Coverage Types: Medical, dental, life, etc. Benefit Eligibility Rules: Specific plan eligibility for the plan, such as executive, exempt, management, dependent eligibility, etc. Benefit Groups: Specific group of employees who are offered the same benefits and rates (full vs part time) Benefit Rates and Credits: EE/ER rates and credits for each benefit plan and group, includes salary based rates. Deductions and Earnings: Deductions/Earnings assigned to the plan, deductions are set up by vendor Benefit Enrollment Event Types: Life events that impact benefit enrollment, such as job changes, births, marriage, etc Enrollment Event Rules: The enrollment rules that should apply for each event type Enrollment Instructions: The verbiage that appears on each enrollment page Cross Plan Dependencies: Plan enrollment dependent on another plan enrollment (HSA vs FSA). 6

7 Benefit Groups 2017 Trinity Health 7

8 Things to Consider when Defining Eligibility for your Benefit Groups: Do you have groups of Workers who are eligible for different groups of Benefits? Do you have Open Enrollment periods that run at different times for different groups of Workers? Do you apply different Insurance or Health Care Rates to different populations of Workers for the same plan? Do you define different coverage begin and end dates, deduction begin and end dates, maximum coverage level or amount increases, waiting periods, or other rules and conditions of enrollment for different groups of Workers? Do you have different pay frequencies or pay schedules for different groups of employees? 8

9 Trinity Health Benefit Group Eligibility HR Company Defines the RHM Employment Status (Active/Severance) Employment Type (Regular, Casual, Intern, Temp) Scheduled Hours Per Week Union Collective Bargaining Units Hire Date Years of Service Salary/Hourly Rate Employee Class 9

10 Trinity Health Benefit Group Eligibility Example Clinton Benefit Eligible: Full Time = 36 scheduled hours per week Part Time = 16 scheduled hours per week Benefit Group HR Company Pay Frequency Employee Status Other ID Employee Type Weekly Scheduled Hours Clinton FT L01 Biweekly Active Regular 36+ Clinton FT Severance L01 Biweekly Leave/ Severance Status Regular 36+ Clinton FT SevTaxable L01 Biweekly Leave/ Severance Status Severance Taxable Regular 36+ Clinton PT L01 Biweekly Active Regular Clinton PT Severance L01 Biweekly Leave/ Severance Status Regular Clinton PT SevTaxable L01 Biweekly Leave/ Severance Status Clinton ACA Eligible L01 Biweekly Active ACA Eligible Clinton Benefit Ineligible L01 Biweekly Active Severance Taxable Regular Regular; Casual; Intern; Temp <16 Regular; Casual; Intern; Temp <16 10

11 Benefit Group Configuration The benefit group s eligibility definition Much of the information attached to the benefit group is based on where the benefit group has been assigned 11

12 Coverage Types 2017 Trinity Health 12

13 Coverage Types Healthcare Medical Dental Vision Insurance Life Insurance Basic Life/AD&D Supplemental Life Supplemental Spouse Life Supplemental Child Life Supplemental AD&D Disability Short Term Long Term Voluntary Short Term Voluntary Long Term 13

14 Coverage Types (cont.) Spending Account Health Care Dependent Care Health Savings Account Less than 55 years of age 55+ years of age Plan assignment will be determined through Open Enrollment processing Retirement (age/contribution limit built into one plan) 403(b) 401(k) (b) Additional Benefit (all others) Hyatt Legal Plan Springfield Needle Pick Plan 14

15 Benefit Plans and Eligibility 2017 Trinity Health 15

16 Benefit Plan Data Elements Benefit Provider: Aetna, Delta Dental, The Hartford, etc. Coverage Type: Medical, Dental, Vision, Basic Life/AD&D, etc. Classification (Health Care plans only): PPO, HMO, etc. Plan Name: Name of the plan Benefit Groups*: All participating benefit groups Worker Plan Eligibility*: Narrows the eligibility within the benefit groups Dependent Plan Eligibility*: Trinity Health s eligible dependent definition Auto Enroll: Yes or No; used for insurance plans High Deductible Plan: Yes or No; Needed for Cross Plan Dependency Derive Coverage Targets (Health Care plans only): If yes, the system determines coverage target based on dependent relationships enrolled. Earnings/Deductions: Earning/Deductions assigned to the plan *Rule that determine plan eligibility 16

17 Medical Benefit Plan Configuration EE/ER rates assigned to each participating benefit group 17

18 Wellness Initiative Configuration A Wellness score is stored at the employee and dependent level. - Employee Score of 1 = $15 - Dependent Score of 1 = $15 18

19 Wellness Initiative Configuration (cont.) A Wellness Credit Bundle is linked to the health rate 19

20 Wellness Benefit Colleague Tracking Wellness scores will be tracked on each colleague and spouse/eligible adult enrolled in medical Change Wellness Data: Change the wellness score of a colleague/spouse/eligible adult View Wellness Data: View the wellness score of a colleague/spouse/eligible adult View Wellness History: View the wellness score history of a colleague/spouse/eligible adult 2017 Trinity Health 20

21 Wellness Benefit Colleague Tracking (cont.) Colleague complied due to a score of zero (0) Spouse did not comply due to score of one (1) Note: All members are defaulted with a score of zero 2017 Trinity Health 21

22 Basic Life/AD&D Benefit Plan Configuration EE/ER rates assigned to each participating benefit group 22

23 Enrollment Event Types and Rules 2017 Trinity Health 23

24 Enrollment Event Types Event types are life events that impact colleague s eligibility: Birth, marriage, new hire, job change PT to FT, employment termination, etc Each life event set up various information: Allowed offering types (basic life, medical, etc.) Whether or not the event type is worker selectable Number of days to enroll rules Job Event/Reasons that generate the benefit event to process** 24

25 Enrollment Event Types Below is a list of current enrollment event types: Administrative Correction Affordable Care Act (ACA) Medical Coverage Birth,Adoption, Placement For Adoption, and Legal Guardianship Change HSA Annual Contribution (if applicable) Change Life Insurance Beneficiary Day 1 Benefits Eligible Death of a Dependent (pre/post-tax dependents) Death of a Spouse/Eligible Adult Death Of Colleague Default Benefit Event Dissolution of Partnership of a Post-tax eligible adult Divorce, Legal Separation, Annulment Employment status change-colleague gain eligibility Employment Status Change-Colleague Loss of Eligibility Employment Status Change from Full-Time to Part-Time (increase in required contributions) Employment Status Change from Part-Time to Full-Time (decrease in required contributions) Employment Status Change - Transfer from RHM to RHM Employment Status Change - Transfer from RHM to RHM Entitlement to Medicare Essential Assist Eligibility Gain Eligibility Under Spouse's or Dependent s Employer s Plan Due to Employment Change Judgment, Decree Or Order Requiring Accident or Health Coverage Lose Eligibility Under Spouse's or Dependent s Employer s Plan Due to Employment Change (Includes Termination) Marketplace Coverage Marriage New Hire (benefits-eligible colleague) Retirement Contribution Change Retirement Severance Termination of Employment Colleague 25

26 HR Transaction Enrollment Event Types Event Restricted by Reason Benefit Event Type Hire Employee Hire Employee > Hire Employee > Hired from Non Workday Affiliate Employment Status Change - Transfer from RHM to RHM Hire Employee Hire Employee Hire Employee > Hire Employee > Acquisition / Merger Hire Employee > Hire Employee > New Hire Hirre Employee > Hire Employee > Resident Hire Employee > Rehire Employee > Rehired from Non Workday Affiliate after more than 1Yr Hire Employee > Rehire Employee > Rehire Greater Than 1Yr Hire Employee > Hire Employee > Residents - Day 1 Benefits Hire Employee > Rehire Employee > Rehired from Non Workday Affiliate after less than 1Yr New Hire (benefits-eligible colleague) Day 1 Benefits Eligible Hire Employee > Rehire Employee > Rehire Less Than 1Yr Change Job Data Change > Data Changes > Hrs Change - Per Diem to FT/PT Employment status change-colleague gain eligibility Change Job Change Job Change Job Data Change > Data Changes > Hrs Change - Benefit Ineligible Data Change > Data Changes > Hrs Change - Move to Per Diem Demotion > Demotion > Demotion - Decrease in Responsibility - Benefit Ineligible Data Change > Data Changes > Hrs Change - FT to PT Demotion > Demotion > Demotion - Decrease in Responsibility - FT to PT Promotion > Promotion > Promotion - FT to PT Data Change > Data Changes > Hrs Change - PT to FT Demotion > Demotion > Demotion - Decrease in Responsibility - PT to FT Employment Status Change-Colleague Loss of Eligibility Employment Status Change from Full-Time to Part-Time (increase in required contributions) Employment Status Change from Part-Time to Full-Time (decrease in required contributions) Promotion > Promotion > Promotion - PT to FT Change Job Transfer > Transfer > Move to Another Manager in Another Company Employment Status Change - Transfer from RHM to RHM 26

27 Enrollment Event Rules Definition When does coverage begin? When does the deduction begin? Is there a waiting period? When does coverage end? When does the deduction end? What are the Evidence of Insurability (EOI) requirements? What changes are allowed for each event? If an employee does not complete their elections, what should default? 27

28 Enrollment Event Rules Configuration Coverage Rules: Note: The Master Enrollment Event Rule is Trinity Health s standard event rules share by all benefit groups 28

29 Enrollment Event Rules Configuration (cont.) Start/Waive: When to start/waive coverage Loss of Coverage: How to end coverage Levels of Change Currently Covered: How to manage EOI for colleagues currently enrolled in coverage Levels of Change Currently Waiving: How to manage EOI for colleagues currently waiving coverage Levels of Change Newly Eligible: How to manage EOI for newly eligible colleagues Coverage Rules: How to manage plan selections 29

30 Things to Note Trinity Health 30

31 Things to Note Beneficiaries will only be captured on Basic Life AD&D and will be the assumed beneficiary should the colleague have Supplemental Life Supplemental Life Insurance - covered dependents/eligible adults initially will not be collected in Workday Only converting actively enrolled dependents and designated beneficiaries We will not be able to require SSN on dependents, reports will be available to identify those without SSN 31

32 Training Day 2 Day to Day Administration Managing Eligibility - Navigation - Dependent Verification - Court Ordered Dependents - Health Savings Plan Requirement - Essential Assist Eligibility - Eligibility Exceptions - Benefit Annual Rate - Colleagues on Severance - ACA Eligibility Managing Enrollment - Administrative Correction Event - Life Event Enrollment - Cancel/Rescind Events - Retirement Contribution Updates Training Day 3 Maintenance and Reporting 2016 Trinity Health - Livonia, Mich. 32

33 Questions 33