Workday User Guide. Annual Benefits Enrollment. A step-by-step guide designed to help you navigate Workday as your enroll in your 2017 BB&T Benefits.

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1 2017 Annual Benefits Enrollment Workday User Guide A step-by-step guide designed to help you navigate Workday as your enroll in your 2017 BB&T Benefits. 2 Introduction 2 Glossary of Terms and Symbols 3 Access Workday and Launch Enrollment 4 Elect Coverage and Choose Coverage Levels 4 Elect Medical Coverage 6 Elect Dental and Vision Coverage 6 Add Dependent IDs 6 Elect the Health Savings Account 7 Elect Flexible Spending Accounts 8 Elect Insurance Coverage and vacation purchase 12 Designate Beneficiaries 13 Review Elections and Submit Enrollment 14 Print a Confirmation Statement 15 Make Changes During Open Enrollment

2 INTRODUCTION Welcome to 2017 Annual Benefits Enrollment, which is being held from November 1, 2015, through November 15, 2016, at 11:59 p.m. ET. We ask that you take a few moments to reacquaint yourself with the enrollment process via Workday, BB&T s human capital management system. This step-bystep guide is designed to help you navigate Workday to enroll in or make changes to your benefits. This resource is solely intended to provide information about using Workday to enroll in your benefits. Specific information about benefits and any plan changes is available on the 2017 Annual Benefits Enrollment page on BBTBenefits.com. Please remember, you cannot make any changes to your benefits after November 15, 2015, at 11:59 p.m. ET. until the next open enrollment period unless you qualify for a Life Event Change. GLOSSARY OF TERMS AND SYMBOLS Homepage: A primary starting point for associates, this screen houses individual icons you can click to access specific features of the Workday system, like Time Off, Benefits, and Pay. Inbox: Centralized location for receiving tasks and notifications. Task: An item that has been assigned to you to complete. Radio Buttons: Small circles that represent a set of choices. You can click these circles to indicate your choice. You will see these on the enrollment screens in reference to electing or waiving coverage. Prompt: Icon that resembles a speech balloon. Any time you see this symbol, you can click to expand a box that will contain a list of options. Plus: Symbol you can click to add a row. You will use this, for example, when adding a beneficiary. Icon: Individual symbols housed on the Workday homepage. Each icon represents a specific feature, like Time Off or Pay. Below are four examples of these icons Annual Benefits Enrollment Workday User Guide 2

3 ACCESS WORKDAY AND LAUNCH ENROLLMENT 1. Access Workday by clicking the Workday button on BBTBenefits.com or the InSite homepage. 2. Click the Inbox icon. 3. You will see a task titled Open Enrollment Change. Click this task to begin the enrollment process Annual Benefits Enrollment Workday User Guide 3

4 ELECT COVERAGE AND CHOOSE COVERAGE LEVELS ELECT MEDICAL COVERAGE The first benefit you can choose to elect is Medical coverage. 1. Click the Elect radio button beside the Medical Program Option you want to elect. The system will automatically select the Waive button beside the option you do not select. Ameritas DPPO Dental 2. Next, you can choose to enroll your dependents. Click the Prompt symbol in the Enroll Dependents column. Ameritas DPPO Dental 3. If you already have dependents in the system, click Existing Dependents from the window and then click your dependent s name. If your dependent is not already in the system, click Add My Dependent From Enrollment. Ameritas DPPO Dental 2017 Annual Benefits Enrollment Workday User Guide 4

5 4. Determine whether or not you want your dependent to be your beneficiary. Click either the Yes or No button, and then click OK. 5. Enter the requested information for your dependent. The red asterisks beside items indicate which items you are required to answer. Once you have filled out all of the required information for your dependent, click OK at the bottom of the page. 6. Follow steps 3 through 5 to add another dependent. Continue this process until you have added all of your dependents. Your coverage level (Employee Only, Employee and Spouse, Employee and Children, or Family) will automatically be chosen based on the dependents you enroll in steps 3 through 7. Once you have finished electing medical coverage, you can continue on to your next election. Ameritas DPPO Dental 2017 Annual Benefits Enrollment Workday User Guide 5

6 ELECT DENTAL AND VISION COVERAGE 1. To elect Dental and/or Vision coverage, complete the same steps as electing medical coverage. 2. Follow steps 3 through 5 in the Elect Medical Coverage section to select or add a dependent. 3. When you have enrolled for all the benefits on this page that you wish to elect, click Continue. ADD DEPENDENT IDS If you added any dependents when you elected Medical, Dental, or Vision coverage, you will need to add their Social Security Number (SSN) into Workday. Adding your dependents SSN will ensure that they receive important communications regarding their medical coverage with BB&T. 1. For each dependent, enter their SSN or a reason why their ID is not available. 2. Click Continue. ELECT THE HEALTH SAVINGS ACCOUNT If you chose to enroll in the Consumer Option for medical coverage, it is very important that you elect the Health Savings Account (HSA) in order to receive the employer contribution. If you enrolled in the Select Option, this section will be gray, and you will be unable to elect the HSA. 1. To enroll in the HSA, click the Elect button Annual Benefits Enrollment Workday User Guide 6

7 2. Then, you can enter an annual or monthly amount to contribute to your HSA. This step is not mandatory; you do not have to make your own contributions to your HSA. If you do want to make your own contributions, select the annual or monthly box and enter the amount you want to contribute. 3. Click Continue. ELECT FLEXIBLE SPENDING ACCOUNTS Those who enrolled in the Select Option are eligible to enroll in the Health Care Flexible Spending Account (FSA). Those who enrolled in the Consumer Option (and have a Health Savings Account), are not eligible for this account. However, Consumer Option participants can enroll in the Limited Use FSA that can be used for eligible health care expenses that are not medical expenses (for example, dental and vision care). Anyone is eligible for the Dependent Care FSA and the Transportation Spending Account (TSA). If you would like to enroll in any of these accounts, follow the steps below. 1. Click the Elect radio button beside the Health Care FSA, Limited Use Health Care FSA, Dependent Care FSA, and/or TSA Annual Benefits Enrollment Workday User Guide 7

8 2. Enter any amounts you would like to contribute on an annual or monthly basis beside the accounts you elected. 3. Click Continue. ELECT INSURANCE COVERAGE AND VACATION PURCHASE Next, you will be prompted to make insurance elections and vacation purchase. Follow the steps below to elect any of the insurance options. If you do not want a particular (or any) insurance or vacation purchase, select the Waive radio button beside the option you do not want. 1. To elect Disability coverage, click the Elect radio button beside the coverage option you want. The 50% Disability Option is provided to you by BB&T at no cost and is based on your Benefits Annual Rate. The 60% Disability Option is calculated based on your Benefits Annual Rate and your age. You can view the premium for the 60% Disability Option by clicking the Elect radio button beside this option. The system will show the premium in the Associate Cost (Semi-monthly) column Annual Benefits Enrollment Workday User Guide 8

9 2. Basic Life Insurance is automatically elected. BB&T automatically provides this coverage, in the amount of 2X Benefits Base Salary, to all benefits-eligible associates. 3. Click the Elect or Waive radio button beside Supplemental Term Life Insurance, which provides coverage in addition to the Basic Life Insurance provided by BB&T. Important Reminder: You can only increase your elected Supplemental Term Life coverage one level per year during Annual Benefits Enrollment. 4. To view the coverage levels, click the Prompt symbol in the Coverage Level column. 5. Select the coverage level you want from the list Annual Benefits Enrollment Workday User Guide 9

10 6. To elect Accidental Death & Dismemberment (AD&D) coverage, click the Elect radio button beside either AD&D - Hartford Life EE Only (Employee) or AD&D - Hartford Life Family (Employee + Family). Then follow steps 4 and To elect Dependent Life Insurance for any children and/or a spouse, click the Elect radio button beside Dependent Life - Hartford Life (Children) and/or Dependent Life - Hartford Life Coverage Levels (Spouse). Then follow steps 4 and 5. Note: You can select coverage levels of $7,500, $10,000, or $15,000 for dependent children. You may elect coverage for your spouse in $10,000 increments with a maximum of $200,000 (coverage cannot exceed 50% of your basic and supplemental life insurance coverage. Workday will automatically calculate the maximum level of coverage you may elect). 8. You can also choose to add dependents to your spouse s life insurance. To do so, click the Prompt symbol and either create a new dependent or select one (or more) that you have already created Annual Benefits Enrollment Workday User Guide 10

11 9. You can elect to purchase up to 40 hours of additional vacation in 8-hour units. If you are a part-time associate, you are limited based on your scheduled hours. For example, if you are scheduled for 25 hours per week, you could purchase only up to 24 (three 8-hour units) of vacation. Click the Elect radio button beside one of the vacation purchase options. 10. Click Continue Annual Benefits Enrollment Workday User Guide 11

12 DESIGNATE BENEFICIARIES You will need to add a beneficiary(ies) for all of the benefits that you elected that require a beneficiary(ies). Elections that require a beneficiary(ies) will have a check mark in the Requires Beneficiary column. For example, if you elected AD&D, you must add a beneficiary. 1. Click the + symbol beside each benefit plan to add a beneficiary. 2. Click the Prompt symbol. 3. If your desired beneficiary is already in the system, click Beneficiary Persons and then the name of the beneficiary you would like to add. If your desired beneficiary is not already in the system, you will need to click Create and follow steps 3 through 5 outlined in the Elect Medical Coverage section to add a dependent. 4. For each beneficiary, designate either Primary Percentage or Contingent Percentage by clicking the radio button beside either and add the percentage amount. 5. Once you have designated all of your beneficiaries, click Continue Annual Benefits Enrollment Workday User Guide 12

13 REVIEW ELECTIONS AND SUBMIT ENROLLMENT You are almost finished! After you have designated any beneficiaries, you will see a screen that summarizes your benefit elections. Review this screen carefully to ensure that everything is correct. 1. Scroll down to the Electronic Signature section. Read the information carefully. Then, check the box beside I Agree. This serves as your electronic signature. 2. Click Submit to complete your enrollment Annual Benefits Enrollment Workday User Guide 13

14 PRINT A CONFIRMATION STATEMENT You have successfully submitted your benefits elections. You may want to print a confirmation of your benefits elections for your records. 1. Click the Print button. 2. A PDF of your benefit elections will open. Follow your computer s steps to print the PDF. 3. After printing, click Done. Congratulations! After completing these steps, you will have completed the process of enrolling for BB&T Benefits. What happens next? You will have the opportunity to make changes to your benefits elections during the next Annual Benefits Enrollment period. You can, however, make changes to your benefits elections if you experience a qualified Life Event Change. Questions? If you have any questions after reviewing this guide, you may call the Human Systems Service Center at , Option Annual Benefits Enrollment Workday User Guide 14

15 MAKE CHANGES DURING OPEN ENROLLMENT If you made a mistake or would like to change an election after you submitted your benefits enrollment, you can make changes throughout the 2017 Annual Benefits Enrollment period (November 1, 2016, through November 15, 2016, at 11:59 p.m. ET.). To make changes, follow the steps below: 1. Access Workday. 2. Click on the Benefits icon. 3. Click on the Change Open Enrollment button to re-launch benefits enrollment. You will be able to walk through benefits enrollment and make changes to the elections you had previously submitted. NOTE: You will only be able to make changes to your submitted benefits elections during the 2017 Annual Benefits Enrollment period: November 1, 2016, through November 15, 2016, at 11:59 p.m. ET. After the 2017 Annual Benefits Enrollment period has closed, you will only be able to make changes to your benefits elections during the next annual benefits enrollment period and after a qualifying Life Event Change Annual Benefits Enrollment Workday User Guide 15