Workday Benefits Training

Transcription

1 Workday Benefits Training Day-to-Day Administration Leslie Ruth Sr Consultant June 9, 2016

2 Reflection Experience is the worst teacher; it gives the test before presenting the lesson. By Vernon Law. 2

3 Agenda Managing Eligibility Dependent Verification Court Ordered Dependents Essential Assist Eligibility ACA Eligibility Eligibility Exceptions (Newtown Square only) Benefit Annual Rate Colleagues on Severance Health Savings Plan Required Enrollment Year to Date Memo Deductions (Work in Progress) Managing Enrollment Administrative Correction and Event Enrollment Retirement Contribution Updates 3

4 What is day to day administration? Verifying eligibility of dependents enrolled in benefit Managing colleague enrollment exceptions Updating court order dependents Updating enrollments Managing missed payroll deductions Tasks that make an enrollment complete 4

5 Dependent Verification 5

6 Dependent Eligibility Verification Colleague Smith (12345) Benefit Elections Active on 01/01/2016 (Dental Delta Dental PPO) (Elect) Click Benefits tab of the colleague s record Click Dependents tab of the colleague s Benefit record Click Edit for the dependent who needs verification 6

7 Dependent Eligibility Verification (cont.) Scroll down the page to Other IDs under the Identifier Information section Click ADD 7

8 Dependent Eligibility Verification (cont.) Other ID Type = Dependent Verification Identification # = Y Click Submit 8

9 Court Order Dependent 9

10 Court Ordered Dependent Colleague Smith (12345) Benefit Elections Active on 01/01/2016 (Dental Delta Dental PPO) (Elect) Click Benefits tab of the colleague s record Click Dependents tab of the colleague s Benefit record Click Edit for the dependent who needs verification 10

11 Court Ordered Dependent (cont.) Scroll down the page to Court Orders section Click ADD for Dependent Court Orders 11

12 Court Ordered Dependent (cont.) Coverage Required = Health Care Coverage Types Select each coverage type the dependent should be enrolled: Dental, Medical, Vision 12

13 Court Ordered Dependent (cont.) Repeat the process for each coverage type Click Add - Coverage Required = Health Care Coverage Types - Select each coverage type the dependent should be enrolled: Dental, Medical, Vision 13

14 Court Ordered Dependent (cont.) To edit the information click the pencil icon Once all coverage types have been identified proceed to processing an Administrative Correction to enroll the dependent if they are not already enrolled 14

15 Essential Assist Eligibility 15

16 Essential Assist Approved Eligibility Click Personal tab of record colleague s record Click IDs tab of the colleague s Personal record Click Edit Select Edit Other IDs for Worker 16

17 Essential Assist Approved Eligibility (cont.) Add a row by clicking the + button Other ID Type = Essential Assist Eligibility Identification # = Y Issue Date = Begin Date (1/1/xx) Expiration Date = End Date (12/31/xx) Click Submit 17

18 ACA Eligibility 18

19 ACA Eligibility Click Personal tab of record colleague s record Click IDs tab of the colleague s Personal record Click Edit Select Edit Other IDs for Worker 19

20 ACA Eligibility (cont.) Add a row by clicking the + button Other ID Type = ACA Eligible 20xx Identification # = Y Issue Date = Stability Period Begin Date Expiration Date = Stability Period End Date Click Submit 20

21 Eligibility Enrollment Exceptions 21

22 Eligibility Enrollment Exceptions Click Personal tab of record colleague s record Click IDs tab of the colleague s Personal record Click Edit Select Edit Other IDs for Worker NOTE: Currently only Newtown Square is using exceptions 22

23 Eligibility Enrollment Exceptions (cont.) Add a row by clicking the + button Other ID Type = Exceptions Identification # = Y Click Submit NOTE: Currently only Newtown Square is using exceptions 23

24 Benefit Annual Rate 24

25 Benefit Annual Rate Click on the related actions button next to the colleague s name Hover over Benefits under Actions Click Change Benefits Annual Rate to update the rate Click View Benefits Annual Rate to view the rate 25

26 Benefit Annual Rate Change (cont.) After clicking Change Benefit Annual Rate enter the effective date of the change Benefit Annual Rate Type = BAR Currency = USD Benefit Annual Rate = enter the specified annual rate (ex: ) Click OK 26

27 Severance 27

28 Severance Human Resources will process a Leave event for the colleague with a Leave Type of Severance A benefit event will be triggered, the colleague will only be eligible for medical, dental, and basic life/ad&d 28

29 Health Savings Plan Required Enrollment 29

30 Health Savings Plan Required Enrollment Information regarding the Elect requirement When a colleague is enrolled in the Health Saving PPO medical plan they must enroll in the Health Saving Account plan This enrollment manages the employer HSA fund If they wish to not contribute they must Elect the plan with a $0 contribution amount 30

31 Health Savings Plan Required Enrollment (cont.) The colleague will receive a message at the end of their enrollment indicating they must be enrolled in the Health Savings Account should they not elect the plan The colleague cannot submit their elections until they elect the plan 31

32 Year to Date Memo Deductions 32

33 Year to Date Memo Deductions Work in Progress For RHM transfers year to date memo deductions are used to help calculate Flexible Spending and Health Saving contributions 33

34 Benefit Enrollment Management 34

35 Administrative Correction 35

36 Administrative Correction Event This event to be used by Benefit Partners to update Health and Welfare enrollments on behalf of the colleague, typically to fix benefits. Once the Administrative Correction event is submitted the colleague will receive notification their benefits have been change Reasons this event would be used by Benefit Partners: Colleague can t access the Workday system and needs enrollment submitted on their behalf To correct an enrollment due to incorrect eligibility set up 36

37 Administrative Correction Event (cont.) Click on the related actions button next to the colleague s name Select Change Benefits 37

38 Administrative Correction Event (cont.) Benefit Event Type = Administrative Correction Benefit Event Date = Enter the date the event occurred Submit Elections By = Accept default date Click Submit 38

39 Administrative Correction Event (cont.) Colleague Name (ID) The event will remain in your Inbox until processed Enter all enrollment, dependents, and beneficiaries as necessary 39

40 Administrative Correction Event (cont.) Colleague Name (ID) Select Elect next to the plan to be enrolled Select the Coverage the colleague is requesting (Emp only, Emp+ Spouse, etc) 40

41 Administrative Correction Event (cont.) Colleague Name (ID) Enroll dependents (if applicable) Select Existing Dependents to enroll existing dependents Click Add Dependents to add new dependents to the system and enrollment 41

42 Administrative Correction Event (cont.) Colleague Name (ID) Enroll Existing Dependents Select the check box next to the name of the existing dependent(s) to enroll 42

43 Administrative Correction Event (cont.) Colleague Name (ID) Select Add Dependents Select one of the following: Existing Beneficiary or Emergency Contact; or New Dependent Check the box if the dependent should also be a beneficiary 43

44 Administrative Correction Event (cont.) Enter all required (*) information for each dependent being added Click Ok 44

45 Administrative Correction Event (cont.) Colleague Name (ID) Assign Beneficiaries Beneficiary Persons: This option allows you to select an existing beneficiary Trusts: This option allows you to select an existing trust Create: This option allows you to correct beneficiary person, trust, or change an existing contact to a beneficiary Click Ok 45

46 Administrative Correction Event (cont.) Ben Partner Name (ID) At the end of the enrollment check the box I Agree Click Submit The colleague will receive notification 46

47 Enroll in Benefits through Benefit Event (cont.) Benefit Partners can submit and access a life event for enrollment on behalf of the colleague. The same steps would be followed to submit the life event as an Administrative Correction: Benefit Event Type = Marriage, Birth, etc. Benefit Event Date = Enter the date the event occurred Submit Elections By = Accept default date Click Submit 47

48 Enroll in Benefits through Benefit Event (cont.) Find the Business Process (event) in 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 Enroll in Benefits Proceed enrolling the colleague and submit with Benefit Partners electronic signature 48

49 Retirement Contribution Updates 49

50 Retirement Contribution Update Click on the related actions button next to the colleague s name Select Change Benefits 50

51 Retirement Contribution Update (cont.) Benefit Event Type = Retirement Contribution Change Benefit Event Date = Enter the date the event occurred Submit Elections By = Accept default date Click Submit 51

52 Retirement Contribution Update (cont.) The event will remain in your Inbox until processed Elect or Waive the plan option Enter the Percent or Amount 52

53 Retirement Contribution Update (cont.) Ben Partner Name (ID) At the end of the enrollment check the box I Agree Click Submit The colleague will receive notification 53

54 Questions 54