Enrolling in Benefits for the First Time in Workday


Purpose

This document provides employees who are benefits eligible for the first time (new hires, recent transfers/promotions to a benefit eligible position, etc.) directions on how to complete benefits enrollment in Workday.

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Keep in Mind

· You have 31 days from the date you become benefits eligible to complete enrollment.

· If you don’t enroll within the 31-day window, your next opportunity to enroll in benefits is during Open Enrollment, or until you experience a qualifying life event (for detailed instructions on how to make changes to benefit elections for qualifying life events, please review the Changing Benefits in Workday for Life Events Knowledge Base Article).

· You may not elect coverage as an employee AND receive coverage as a dependent if both you and your spouse or partner are employed by the University.

· If you are adding beneficiaries or dependents, you must provide Social Security Numbers (SSN), dates of birth, and addresses for those individuals. Proof of relationship is required for all dependents. Accepted documents include:

· Spouse/Civil Union Partner: marriage or civil union certificate.

· Child: birth certificate or adoption documents.

· For military veteran dependents ages 26 through 30, the Certificate of Release or Discharge from Active-Duty document is also required.

· Please visit UChicago Intranet | Benefits for more information about benefit plans in which you would like to enroll.

Steps

1. Log into Workday using your CNET ID and password.

2. Navigate to your Inbox by selecting the mail icon in the top-right corner of the page, and then choose either the Benefit Change - Hire or the Benefit Change - Employment Status Change inbox task on the left side of the screen.

3. Select the Let’s Get Started button to begin the process.

4. The Hire window will appear. Under the window title, you will see the Projected Total Cost Per Paycheck. This information will update automatically as you move along the enrollment, based on the coverages you select, and will show up under the title of each window popping up during the process. The Hire window is divided into 3 areas:

a. Health Care and Accounts – This area includes 6 sections: Medical, Dental, Vision, Health Savings Account, Healthcare FSA, and Dependent Care FSA.

b. Insurance and Retirement – This area has 8 sections: Basic Life Insurance, Supplemental Life Insurance, Spouse Life Insurance, Child Life Insurance, Personal Accident Insurance, Basic Long Term Disability Insurance, Optional Long Term Disability Insurance, and Supplemental Retirement Plan.

c. Additional Benefits – This area contains 3 sections: Legal Assistance Plan, Staff & Faculty Assistance Program, and Business Travel Accident Insurance.

i. Most of the sections listed above, except those indicating benefits offered by UChicago at no cost to the employee, will show up by default as Waived. To make changes, go to the section you want to update. You’re encouraged to review ALL sections to confirm your elections. Once you have gone through a section, a legend saying REVIEWED will appear above its title.

5. Follow these steps to make changes to the Medical section:

a. Select Enroll under the title of the section.

b. Use the option buttons to Select the plan you would like to enroll in.

i. The displayed cost of plans assumes coverage for Employee Only.

ii. To view detailed information about plans, select their title under the Benefit Plan Details column.

iii. Carefully read the Health Care Instructions (including Important Information and General Instructions) located on the right side of the screen before making your election.

iv. When you select one of the plans, Workday automatically waives any other plans.

c. Select the Confirm and Continue button to proceed to the next screen, where you can add dependents if necessary.

d. Using the Hamburger Menu (the icon with 3 dots and 3 dashes) to the right of the Coverage prompt box, indicate the coverage level by choosing one of the options from the dropdown menu. Below the Coverage prompt box, you’ll see the Plan cost per paycheck for the coverage level you opted.

i. If you choose “Employee Only”, select Save to continue.

ii. If you select any other coverage level, you must add the dependents that will be covered under your plan.

1. To insert a dependent, select the Add New Dependent button. A dialog box called Add my Dependent from Enrollment will pop up. If you want to designate this dependent as a beneficiary under the life insurance plans, check the Use as Beneficiary checkbox. If not, leave it unchecked. Select OK to continue.

2. Fill out the fields with your dependent’s information. Country, First Name, Last Name, Relationship, Date of Birth, Gender, National ID, Address and Phone Number are required fields for submission and must have a value.

a. Country, Address and Phone Number may have been pre-populated with your own information. Change these fields if needed.

b. Select the button Add under the section National IDs to insert this information. Fill out the fields. Country, National ID Type and Add/Edit ID must have a value as they are required fields to move forward.

3. Select Save and add as many dependents as needed following the steps above.

e. Once you have added all the dependents you wish to cover, make sure to select the checkbox next to each of their names so that they will be covered under the plan.

i. If you have dependents covered under your health care plan without a Social Security Number (SSN), you’ll see a request to enter their SSN or the reason why the SSN is not available. You must provide this information to be able to continue with your elections.

f. Select Save to complete your elections for the Medical section.

6. For Dental and Vision insurance, select Enroll under the title of the respective section, and follow the same procedure as for the Medical coverage. Please note that you will not need to create new dependents once you have added all of them for the first time, you just need to select the checkbox next to their name to indicate who will be covered under each plan.

7. ONLY when you opt in the “Blue Cross Blue Shield HDHP Maroon Savings Choice Plan”, the University will automatically open a Health Savings Account (HSA) for you with HSA Bank and will contribute certain amount to the account, depending on your medical coverage level and the date you enroll. In addition to the University contribution, you have the opportunity to contribute additional funds through pre-tax payroll deductions, but your contributions are not mandatory. If you want to contribute to the Health Savings Account, do the following:

a. Select Enroll under the title of the section.

b. Using the option buttons, choose Select.

i. The IRS limits the amount that you can contribute each year. To review the minimum and maximum amounts, select HSA Bank under the Benefit Plan Details column.

ii. Carefully read the Health Savings Account Instructions (including Important Information and General Instructions) located on the right side of the screen before moving forward.

iii. You can make changes to your HSA contributions throughout the year by completing an HSA Benefits Change in Workday. For detailed instructions on how to do it, please review the Changing your Health Savings Account (HSA) Contributions in Workday Knowledge Base Article.

c. Select the Confirm and Continue button.

d. On the next screen, indicate the amount you would like to contribute to your HSA by filling out either the Per Paycheck or the Annual field. The remaining field will calculate automatically based on your previous entry.

e. Select Save to complete this section.

8. If you are interested in enrolling in a Flexible Spending Account (FSA), follow these steps:

a. For a Healthcare FSA:

i. Select Enroll under the title of the section.

ii. Use the option buttons to Select the FSA you would like to choose.

1. The IRS limits the amount that you can contribute each year. To review the minimum and maximum amounts, select the title of each FSA under the Benefit Plan Details column.

2. Carefully read the Spending Account Instructions (including Important Information and General Instructions) located on the right side of the screen before moving forward.

3. Take into consideration that if you enrolled in the “Blue Cross Blue Shield HDHP Maroon Savings Choice Plan”, you are NOT eligible to enroll in the HealthEquity Health Care FSA. This type of account is ONLY available for employees who enrolled in a different medical plan.

4. The HealthEquity Limited Purpose FSA is ONLY available for employees enrolled in the “Blue Cross Blue Shield HDHP Maroon Savings Choice Plan”. Employees enrolled in a different medical plan are NOT eligible to choose this type of account.

5. You cannot change your elections after enrollment unless you experience a qualified life event, and the FSA contribution changes must be consistent with the type of life event.

iii. Select the Confirm and Continue button.

iv. On the next screen, indicate the amount you would like to contribute to your FSA by filling out either the Per Paycheck or the Annual field. The remaining field will calculate automatically based on your previous entry.

v. Select Save to complete this section.

b. For a Dependent Care FSA, select Enroll under the title of the respective section, and follow the same procedure as for the Healthcare FSA.

i. You are eligible for this type of FSA no matter what medical plan you choose.

9. No action is required to enroll in the Basic Life Insurance plan. All benefits eligible employees are automatically enrolled on their date of hire or benefits eligibility date. However, it is important to designate one or more beneficiaries for this type of insurance. To do so, follow this process:

a. Select Manage on the Basic Life Insurance section.

b. As this plan is automatically selected with no option to waive, select the Confirm and Continue button at the bottom of the screen.

c. Use the Plus (+) icon under Primary Beneficiaries and/or Secondary Beneficiaries to add one or more beneficiary persons or trusts.

i. Select the Hamburger Menu to the right of the prompt box under the column Beneficiary, to choose your beneficiaries.

1. If you checked the Use as Beneficiary box when creating your dependents, they will be available to select by going to the Existing Beneficiary Persons option. Otherwise, use Add New Beneficiary or Trust to create new beneficiaries.

ii. You may add as many beneficiary persons or trusts as you wish, but the sum of Percentages must be equal to 100% for both Primary Beneficiaries and Secondary Beneficiaries.

d. Select Save to proceed with your elections.

10. If you would like to elect any additional insurance plans, such as Supplemental Life Insurance, Spouse Life Insurance, Child Life Insurance, or Personal Accident Insurance, follow these steps:

a. Select Enroll on the appropriate section.

b. Use the option buttons to Select the insurance plan you would like to enroll in.

c. Select the Confirm and Continue button to proceed to the next screen.

d. Using the Hamburger Menu to the right of the Coverage prompt box, indicate the coverage level by choosing one of the options from the dropdown menu.

e. For Supplemental Life Insurance, and Personal Accident Insurance, add one or more beneficiary persons or trusts using the Plus (+) icon.

f. For Spouse Life Insurance, Child Life Insurance, and Personal Accident Insurance (if family coverage is elected), make sure to select the checkbox next to the name of your existing dependents so that they will be covered under the plan.

g. Select Save.

11. The Basic Long Term Disability Insurance Plan will default to selected. If you wish to waive this plan:

a. Select Manage on the Basic Long Term Disability Insurance section.

b. Select the option button Waive to drop enrollment in the plan. Select Confirm and Continue.

12. If you would like to elect the Optional Long Term Disability Insurance plan:

a. Select Enroll under the title of the section.

b. Choose the appropriate option button to Select enrollment in the plan. Select Confirm and Continue.

i. It’s recommended that you first waive enrollment in the Basic Long Term Disability Insurance plan, before enrolling in the Optional Long Term Disability Insurance Plan. However, if you select both plans, you will be waived from the Basic plan once your enrollment in the Optional plan has been approved by VOYA (insurance company).

c. Select Save.

13. Follow these steps if you would like to make contributions to the Supplemental Retirement Plan:

a. Select Enroll on the appropriate section.

b. Use the option buttons to Select to enroll in the plan.

i. Carefully read the Retirement Savings Instructions located on the right side of the screen before moving forward.

c. Select Confirm and Continue.

d. Choose to contribute a dollar amount or a percentage of your pay in the Contribution Type prompt box. In the field popping up below, enter the Amount or Percentage you wish to contribute.

i. Be careful if you choose the option Percentage, because the contribution is a percent of your gross pay, not a percent of the IRS maximum allowed contribution amount. Do NOT elect 100% unless you intend for your entire paycheck to go to your Supplemental Retirement Plan account.

ii. Bi-weekly paid employees will have their contribution amount deducted EACH pay period.

e. Select Save to complete this section.

14. To opt into the optional Legal Assistance Plans, do the following:

a. Select Enroll under the title of the section.

b. Use the option buttons to Select the plan you would like to enroll in.

c. Select Confirm and Continue, and then select Save.

15. Staff & Faculty Assistance Program and Business Travel Accident Insurance are additional benefits that UChicago provides at no cost to you. You will not be able to make changes to these benefits.

16. Select Review and Sign once you are sure you have made all desired benefit elections.

17. A page with a summary of your elections will appear. Review your Selected Benefits (including Dependents and Beneficiaries) and Waived Benefits for accuracy.

18. Scroll down to the section Attachments. If you are covering dependents, proof of relationship must be uploaded in this box. Start uploading your documents either by choosing Select Files and selecting the appropriate file from your computer, or by dragging and dropping the file into the gray box. To insert additional documents, select Upload and add your files. If you mistakenly uploaded an incorrect document, select the trash can icon.

19. Carefully read the Electronic Signature section and select the I Accept checkbox.

20. Select Submit to complete the enrollment process. Once you have chosen this option, the event will be routed to a Benefits Specialist for approval.

21. Select the View Benefits Statement button to print your benefit elections for your records.

22. Once your benefits elections are approved, you can view them by doing the following:

a. Select Menu in the top-left corner of screen and select the Benefits App.

b. Under the View menu, select Benefit Elections.