Reporting a Life Event & Changing Your Benefits in Workday

Overview

Workday makes it easy to alert the Office of Human Resources to any life events that might affect your benefits or require changes, such as marriage/divorce, birth or adoption of a child, or gaining or losing other benefits coverage. In Workday, you'll be able to easily update your health, dental, and vision insurance elections as well as adjust any other coverage as appropriate.

Please note that some of these changes may require documentation (such as a birth or marriage certificate), so you may need to wait for this documentation to be verified by the Office of Human Resources prior to finalizing your new benefits elections. The process noted below will show you how to move through the full process, as well as where this verification may come in - please give the Office of Human Resources 3-5 business days to verify documentation.

Do NOT use this process for Divorce - you must update your dependents in Workday using the process in the "Related Articles" linked here. Workday will automatically create a benefits change event for you once the person is listed as an ex-spouse.

During Open Enrollment, this is also how you will review and update your benefits.

Steps to Report a Coverage Change & Edit Your Benefits

1. On your home page, click on your app menu or View All Apps
2. Click on the Benefits and Pay app
3. At the top of the page are a few critical tasks and reports. Click on "Change Benefits":
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4. You will see a pop-up that asks for the "Change Reason". Please choose the appropriate reason and click "Submit":
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5. Enter the date or click the calendar icon to find the correct date for the associated event (For example, please provide the date you will lose or gain other coverage, or the date of the birth/adoption of the child, etc.)
   • Now the screen will show you both the deadline by which you must finalize your benefits elections as well as a list what benefits are eligible to be changed. You will be able to complete your selection anytime before the deadline, and the deadline will also be listed in the inbox item you receive once you submit this information
6. If a document is required, please attach it here. Feel free to enter any additional details it may be helpful to record. 
7. Click Submit
   • This will send the task to the Benefits team to review your documentation for the life event. Once that is approved, the process is completed and your benefits will be updated.

If you are able to proceed, you will see a pop-up that states you are ready to start your new benefits elections. Click Open to begin reviewing the plans and making changes. 

NOTE: All benefits changes will result in an inbox item so that you can easily navigate back to this process if you need to stop before you've completed the task. You can also see anything that "Needs Attention" in the Benefits and Pay app:

You will be able to come back and review/change your benefits at any time during the enrollment period stated in the previous step (also reflected at the top of the change benefits page).

Once you're able to begin, click Let's Get Started:

Example of an inbox item for benefits changes. You'll see the initiation date, due date, and a "Let's Get Started" button.

1. The first step of any benefits change will be updating & verifying your tobacco status. Choose the appropriate answer and click "Continue".
2. Next, you'll be able to move onto changing your benefits - each plan is listed separately. 
   • To add a spouse or dependent to a benefit plan, elect that plan, choose your coverage level, and click "Confirm and Continue"
   • After confirming your coverage level, you will be taken to a screen to choose which dependents, if any, should also receive coverage. You can also add new dependents from this window.
   • Once you have reviewed a particular benefit plan, you will be taken back to the main screen and that plan will be marked as "Reviewed". This makes it easy to keep track of which plans you've already updated and which ones you still have left to review:
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3. Once completed, click "Review and Sign" at the bottom of the page
4. Next is a summary of all of your benefits elections, your projected total cost, and an important legal notice. Once you have reviewed this entire page, click the "I Accept" check box.
5. Click "Submit" to finalize your changes
6. Finally, click "Done" to complete this task or View [Year] Benefits Statement to review and print a summary of your benefits (this can also be accessed from your main Workday profile, and you can print a summary at any time)

If you have any questions, please contact the Office of Human Resources at x1290 or log a question or issue in the Service Center here and a member of the Benefits team will reach out to you.