Transcription
Workday Benefits TrainingDay-to-Day AdministrationLeslie RuthSr ConsultantNovember 27 2018
ReflectionExperience is the worst teacher;it gives the test before presenting the lesson.By Vernon Law. 2016 Trinity Health - Livonia, Mich.2
Agenda Managing Eligibility-NavigationDependent VerificationCourt Ordered DependentsColleagues on SeveranceBenefit Annual RateACA EligibilityHealth Savings Plan RequirementEssential Assist Eligibility Managing Enrollment-Administrative Correction EventLife Event EnrollmentCancel/Rescind EventsRetirement Contribution Updates/Extensions 2016 Trinity Health - Livonia, Mich.3
What is day to day administration? Verifying eligibility of dependents enrolled inbenefit Managing colleague enrollment ‘exceptions’ Updating court order dependents Updating enrollment Managing missed payroll deductions Tasks that make an enrollment complete 2016 Trinity Health - Livonia, Mich.4
Navigation 2017 Trinity Health5
Navigation – Related ActionsChange Benefits: Submit a Benefit EventView Current Benefit Elections: Review thecolleague’s current active electionsView Benefit Election History: Review thecolleague’s election history.View Benefit Coverage History: Indicatesthe Benefit Group and coverage historyView Benefits Eligibility: Shows thecolleague’s eligible benefit plans.View Benefits Eligibility Rules Results: Atool to assist with eligibility rule testing. Click on the ‘related actions’ button next to thecolleague’s name for Benefit Actions Hover over Benefits under Actions to access the list ofactions 2016 Trinity Health - Livonia, Mich.6
Navigation – BenefitsColleague Name (ID) 2016 Trinity Health - Livonia, Mich.7
Navigation – BenefitsColleague Name (ID) Benefits show all active benefit plans the colleague isenrolled, their effective date, who’s covered andcosts. Benefit plans that have been ‘waived’ by thecolleague do not appear on this page. 2016 Trinity Health - Livonia, Mich.8
Navigation - Dependents Active/Inactive dependents If the dependent is actively enrolled, enrollmentinformation appears under Benefit Elections 2016 Trinity Health - Livonia, Mich.9
Navigation - Beneficiaries Active/Inactive beneficiaries If the beneficiary is actively enrolled, enrollmentinformation appears under Benefit Elections 2016 Trinity Health - Livonia, Mich.10
Navigation – Worker History ALL worker history for the colleague by:-Business Process – New hire, status change, marriage, termination, etc.Effective Date – Date the event took placeInitiated On – Date the event was initiatedDue Date – Date the event is dueCompleted On – Date the event was completedStatus – Status of the event View Worker History by Category – Click to see all business processes listedby category. 2016 Trinity Health - Livonia, Mich.11
Dependent Verification 2017 Trinity Health12
Dependent Eligibility Verification Click Benefits of the colleague’s record Click Dependents tab of the colleague’sBenefit record Click “Edit” for the dependent who needsverification 2016 Trinity Health - Livonia, Mich.13
Dependent Eligibility Verification (cont.)123-45-6789 Scroll down the page to “Other IDs” under theIdentifier Information section Click ADD 2016 Trinity Health - Livonia, Mich.14
Dependent Eligibility Verification (cont.) Other ID Type Dependent Verification Identification # Y Click Submit 2016 Trinity Health - Livonia, Mich.15
Court Order Dependent 2017 Trinity Health16
Court Ordered Dependent Click Benefits tab of the colleague’s record Click Dependents tab of the colleague’s Benefitrecord Click “Edit” for the dependent who needs verification 2016 Trinity Health - Livonia, Mich.17
Court Ordered Dependent (cont.)123-45-6789 Scroll down the page to “Court Orders” section Click ADD for Dependent Court Orders 2016 Trinity Health - Livonia, Mich.18
Court Ordered Dependent (cont.)**If no end date use 12/31/2099 Coverage Required Health Care CoverageTypes Select each coverage type the dependent shouldbe enrolled: Dental, Medical, Vision 2016 Trinity Health - Livonia, Mich.19
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 2016 Trinity Health - Livonia, Mich.20
Court Ordered Dependent (cont.) To edit the information click the ‘pencil’ icon Once all coverage types have been identified proceedto processing an Administrative Correction to enrollthe dependent if they are not already enrolled 2016 Trinity Health - Livonia, Mich.21
Severance 2017 Trinity Health22
Severance Overview Review employee agreement to determine if thecolleague should be placed on a taxable or nontaxable severance If taxable, update the colleagues Other IDs Place colleague on Severance Leave Benefits automatically update- Medical, dental, and basic life remain active- All other benefits end 2016 Trinity Health - Livonia, Mich.23
Taxable Severance Edit ‘Other IDs for Worker’ Add Other ID Type ‘Taxable Severance’and indicate “Y” for the Identification #; Submit Click Done 2016 Trinity Health - Livonia, Mich.24
Severance Processing Human Resources will process a Leave event for thecolleague with a Leave Type of ‘Severance’.- Please refer to the Severance Job Aid for necessary steps. A benefit event will be triggered, the colleague willonly be eligible for medical, dental, and basiclife/AD&D all other plan coverage will end. 2016 Trinity Health - Livonia, Mich.25
Benefit Annual Rate 2017 Trinity Health26
Benefit Annual Rate Click on the ‘related actions’ button next to thecolleague’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 2016 Trinity Health - Livonia, Mich.27
Benefit Annual Rate Change (cont.) After clicking “Change Benefit Annual Rate” enter the effective date of thechange Benefit Annual Rate Type BAR Currency USD Benefit Annual Rate enter the specified annual rate (ex: 125000.00) Click OK 2016 Trinity Health - Livonia, Mich.28
ACA Eligibility 2017 Trinity Health29
ACA Eligibility Process Overview Total Rewards Benefits and Well-Being will run/analyzePCE reports ACA eligibility will be managed through EIB uploads by theHR Technology team Manual updates can be applied into workday if necessary RHM to notify colleague when ACA benefits eligible- Initial Measurement Period – Monthly- Standard Measurement Period – Annually Colleague submits ‘Affordable Care Act (ACA) MedicalCoverage’ benefit event to enroll in medical coverage,otherwise they will default to a waive election- Monitor event date when approving enrollment If the event date is incorrect, the Benefit Partner needs to 'Send Back' theevent and indicate 'Revise Benefit Change‘. Be sure to note for thecolleague the event date they should be using 2017 Trinity Health30
ACA Eligibility Click Personal of record colleague’s recordClick IDs tab of the colleague’s Personal recordClick EditSelect ‘Edit Other IDs for Worker’ 2016 Trinity Health - Livonia, Mich.31
ACA Eligibility (cont.) Add a row by clicking the ‘ ’ buttonOther ID Type ACA Eligible 20xxIdentification # YIssue Date Stability Period Begin DateExpiration Date Stability Period End DateClick Submit 2016 Trinity Health - Livonia, Mich.32
Health Savings PlanRequired Enrollment 2017 Trinity Health33
Health Savings Plan Required EnrollmentInformation regardingthe ‘Elect’ requirement When a colleague is enrolled in the Health Saving PPO medicalplan 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 0contribution amount 2016 Trinity Health - Livonia, Mich.34
Health Savings Plan Required Enrollment (cont.) The colleague will receive a message at the end of theirenrollment indicating they must be enrolled in the HealthSavings Account should they not elect the plan The colleague cannot submit their elections until they electthe plan 2016 Trinity Health - Livonia, Mich.35
Essential Assist Eligibility 2017 Trinity Health36
Essential Assist Approved Eligibility Click Personal of record colleague’s recordClick IDs tab of the colleague’s Personal recordClick EditSelect ‘Edit Other IDs for Worker’ 2016 Trinity Health - Livonia, Mich.37
Essential Assist Approved Eligibility (cont.) Add a row by clicking the ‘ ’ buttonOther ID Type Essential Assist EligibilityIdentification # 2019Issue Date Begin Date (1/1/19)Expiration Date End Date (12/31/19)Click Submit 2016 Trinity Health - Livonia, Mich.38
Benefit Enrollment Management 2016 Trinity Health - Livonia, Mich.39
Administrative Correction Event 2017 Trinity Health40
Administrative Correction Event This event is to only be used by Benefit Partnersto update Health and Welfare enrollments onbehalf of the colleague. Once the Administrative Correction event issubmitted the colleague will receive notificationtheir benefits have been change. Administrative Correction events should be usedminimally to ‘fix’ a colleagues enrollment. If submitting benefits on behalf of the colleague,use the appropriate benefit life event, this ensuresappropriate enrollment rules are applied. 2016 Trinity Health - Livonia, Mich.41
Administrative Correction Event (cont.) Click on the ‘related actions’ button next to thecolleague’s name Select Change Benefits 2016 Trinity Health - Livonia, Mich.42
Administrative Correction Event (cont.) Benefit Event Type Administrative CorrectionBenefit Event Date Enter the date the event occurredSubmit Elections By Accept default dateClick Submit 2016 Trinity Health - Livonia, Mich.43
Administrative Correction Event (cont.)Colleague Name (ID) The event will remain in your Inbox until processed Enter all enrollment, dependents, andbeneficiaries as necessary 2016 Trinity Health - Livonia, Mich.44
Administrative Correction Event (cont.)Colleague Name (ID) Select ‘Elect’ next to the plan to be enrolled Enroll dependents (if applicable)- ‘Add Dependents’ to add new dependents to the system andenrollment- Select ‘Existing Dependents’ to enroll existing dependents- The coverage target (EE Spouse; EE Children, etc.) will bederived based on dependents enrolled 2016 Trinity Health - Livonia, Mich.45
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 2016 Trinity Health - Livonia, Mich.46
Administrative Correction Event (cont.) Enter all required (*) information for each dependent beingadded Click Ok 2016 Trinity Health - Livonia, Mich.47
Administrative Correction Event (cont.)Colleague Name (ID) Enroll ‘Existing Dependents’ Select the check box next to the name of theexisting dependent(s) to enroll 2016 Trinity Health - Livonia, Mich.48
Administrative Correction Event (cont.)Colleague Name (ID) Assign Beneficiaries- Beneficiary Persons: This option allows you to select an existingbeneficiary- Trusts: This option allows you to select an existing trust- Create: This option allows you to correct beneficiary person, trust, orchange an existing contact to a beneficiary Click Ok 2016 Trinity Health - Livonia, Mich.49
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 2016 Trinity Health - Livonia, Mich.50
Life Events 2017 Trinity Health51
Enroll in Benefits through Benefit Event (cont.) Benefit Partners can submit and access a life event on behalf of the colleague. The samesteps 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 Date the elections must be submitted by, this is based on the ‘days to enroll’ set upon the Event Type. When the event is initiated by the benefits partner the date will calculate thesubmit by date based on when the event was initiated. Accept default date if entering elections on behalf of the colleague Update date if colleague will be making benefit elections-Click Submit 2016 Trinity Health - Livonia, Mich.52
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 ‘Benefits’ Click Enroll in Benefits Proceed enrolling the colleague and submit with Benefit Partnerselectronic signature 2016 Trinity Health - Livonia, Mich.53
Cancel/Rescind Benefit Events 2017 Trinity Health54
Cancel/Rescind Benefit Events Cancel – Allows the Benefits Partner or Colleague tocancel an event that is “In Progress” Rescind – Allows the Benefits Partner to rescind anevent that has been “Successfully Completed” You want to be sure to cancel/rescind events inchronological order, oldest to newest. 2016 Trinity Health - Livonia, Mich.55
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 ProcessName (Birth, Marriage, etc.) Select the Action ‘Business Process’ Click Cancel 2016 Trinity Health - Livonia, Mich.56
Cancel Benefit Event as Colleague Click on the event in the Inbox Click the Task Actions icon in the upper rightcorner Select Cancel from the options Click Continue 2016 Trinity Health - Livonia, Mich.57
Rescind Benefit Events Find the completed event in t
Workday Benefits Training Day-to-Day Administration Leslie Ruth Sr Consultant November 27 2018. Experience is the worst teacher; it gives the test before presenting the lesson. By Vernon Law. 2016 Trinity Health - Livonia, Mich. 2 Reflection Managing Eligibility - Navigation - Dependent Verification - Court Ordered Dependents - Colleagues on Severance - Benefit Annual Rate - ACA .
