This document explains how to make changes to benefit elections in Workday for qualifying life events, such as Birth/Adoption, Marriage/Domestic Partnership/Civil Union Partnership, and Gain or Loss of Other Coverage.
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· Initiating the Change Benefits Business Process
· Health Care (Medical, Dental, Vision)
· Supplemental, Spouse, Child Life, and Personal Accident Insurance
· Long Term Disability Insurance
· If you are electing benefits for the first time, please see the Enrolling in Benefits for the First Time in Workday Knowledge Base Article. Do not follow the process outlined in this article because it is not to be used by employees who are benefits eligible for the first time (new hire, recent transfer/promotion to a benefits eligible position, etc.)
· You have 31 days from the date of a life event to enroll in or change your benefit elections.
· If you do not enroll within the 31-day window, your next opportunity to enroll in benefits is during Open Enrollment, or if you experience another qualifying life event.
· If you are adding or modifying dependents, you must provide social security numbers, dates of birth, and addresses for those individuals. Proof of relationship is required for all dependents.
· Evidence of Insurability (EOI) is required if electing Supplemental or Spouse Life Insurance or Long-Term Disability Insurance for the first time, or if increasing coverage. EOI is not required for Child Life Insurance or Personal Accident Insurance.
· If EOI is required, the insurance plan provider will contact the employee via US mail, and benefits will take effect on the date EOI is approved.
· Employees have 90 days to complete and return their EOI for their election to be approved.
· You will need to provide supporting documentation for your qualifying life event. Accepted documents include:
· Birth/Adoption - birth certificate or adoption documents
· Marriage/Civil Union Partnership - marriage or civil union certificate
· If you have divorced your spouse or dissolved your domestic or civil union partnership, you must contact benefits@uchicago.edu with a copy of your divorce decree/dissolution agreement.
· Gain of Other Coverage - letter or documentation from the new insurance company indicating you have gained medical coverage through another plan.
· An insurance card is not acceptable documentation.
· Loss of Other Coverage - certificate of credible coverage
· A written certificate issued by a group health plan or health insurance issuer (including an HMO) that shows your prior health coverage (creditable coverage)
· Address Change - Medical Network - U.S. Postal Service change of address confirmation letter that includes the mail forwarding date and the address the mail will be forwarded to.
· For additional details about Health Savings Accounts, please visit the Health Savings Accounts page on the UChicago Intranet.
· For additional details about Flexible Spending Accounts, please visit the Flexible Spending Accounts page on the UChicago Intranet.
· For more information about benefits plans, please visit the UChicago Intranet | Benefits page.
1. Log into Workday using your CNetID and password.
2. Select Menu in the top-left corner, then choose the Benefits and Pay App under the Personal category.
3. Under Tasks and Reports, select Change Benefits.
4. Using the Change Reason dropdown menu, choose the appropriate life event.
a. Carefully read the Instructions located on the right side of the screen.
b. If you are updating medical benefits due to moving out of the geographic coverage area, select Address Change – Medical Network as the Change Reason.
i. If you choose to enroll in the BCBS High Deductible Health Plan (HDHP) for medical coverage, you will be eligible for a Health Savings Account (HSA) and can add the HSA during the Address Change – Medical Network process.
c. If you currently have an HSA and simply want to modify your contribution, select HSA Change as the Change Reason.
5. Type or use the calendar icon to select the date of the life event.
a. If you are entering a Loss of Other Coverage event, the Coverage Begin Date is the day after the last day covered under previous insurance.
6. Select the Submit button.
7. A dialog box with the next task (Change Benefit Elections) to complete will pop up. Select Open.
a. If the dialog box disappears, navigate to My Tasks by selecting the mail icon in the top-right corner of the page, and then choose the Benefit Change – HSA Change task on the left side of the screen.
8. Select the Let’s Get Started button.
1. Enroll in or change Medical, Dental, and/or Vision elections by selecting Enroll or Manage on the appropriate card.
2. Using the option buttons in each section, choose either Select or Waive to indicate coverage.
3. Select Confirm and Continue to proceed to the next screen, where dependents can be added, if necessary.
a. NOTE: The displayed cost of plans assumes coverage for Employee Only.
4. In the Coverage field, use the Hamburger Menu (icon with three dots and three dashes) to indicate the coverage level (e.g., Employee Only, Employee + Spouse, etc.).
5. If you are listing a dependent for the first time, select Add New Dependent.
a. Recommend selecting the Use as Beneficiary checkbox to avoid duplicate entries of dependents, should the individual be designated as a beneficiary under the Life Insurance plans. Select OK.
b. On the Add My Dependent From Enrollment screen, the following information is required to create a new dependent:
i. Country (auto-fills)
ii. First Name
iii. Last Name
iv. Relationship (Spouse, Child, etc.)
v. Date of Birth
vi. Gender
vii. National ID
1. Select Add button and then enter Social Security Number (SSN) or U.S. Individual Taxpayer Identification Number (ITIN).
viii. Address
1. Must select from Use Existing Address menu.
ix. Phone Number
1. Must select from Use Existing Phone menu.
c. Select Save.
6. Once all dependents are added, select the checkbox to the left of each Dependent’s name to provide coverage and select Save.
7. Repeat steps 1-6 for Dental and Vision, if desired. Once a dependent is added for the first time, they will be available for selection.
8. Continue to the applicable sections to make other changes OR skip to the Reviewing Elections section of this document to review and sign your changes.
1. To modify Health Savings Account (HSA) contributions (must be enrolled in the Blue Cross Blue Shield HDHP Maroon Savings Choice Plan), select Manage on the appropriate card.
2. Using the option buttons in each section, choose either Select or Waive to indicate election.
3. Select Confirm and Continue.
4. Indicate the HSA contribution amount Per Paycheck or Annually and select Save.
5. Continue to the applicable sections to make other changes OR skip to the Reviewing Elections section of this document to review and sign your changes.
1. Enroll in or change contributions to a Flexible Spending Account by selecting Enroll or Manage on the appropriate card.
2. Using the option buttons in each section, choose either Select or Waive to indicate election.
3. Select Confirm and Continue.
4. Indicate the FSA contribution amount Per Paycheck or Annually and select Save.
5. Continue to the applicable sections to make other changes OR skip to the Reviewing Elections section of this document to review and sign your changes.
1. All benefits-eligible employees are automatically enrolled in the Basic Life Insurance plan. There is no option to waive this benefit.
2. To make changes to your beneficiaries, please review the Changing Beneficiaries in Workday Knowledge Base Article.
3. Continue to the applicable sections to make other changes OR skip to the Reviewing Elections section of this document to review and sign your changes.
1. To enroll into or modify any additional insurance plans, such as Supplemental Life Insurance, Spouse Life Insurance, Child Life Insurance, or Personal Accident Insurance, select Enroll or Manage on the appropriate card
2. Using the option buttons in each section, choose either Select or Waive to indicate coverage.
3. Select Confirm and Continue.
4. Indicate coverage level in the Coverage prompt box.
a. For Supplemental Life Insurance, select 1X Salary, 2X Salary, etc.
b. For Spouse Life, Child Life, or Personal Accident Insurance, select $10,000, $20,000, etc.
5. For Supplemental Life Insurance and Personal Accident Insurance: select the plus sign under Beneficiaries (primary or secondary) to add one or more beneficiary persons or trusts.
a. If the Use as Beneficiary box was checked when creating dependent(s), they will be available to select. Otherwise, use Add New Beneficiary or Trust to create a new beneficiary person or trust. For more information, see the Changing Beneficiaries in Workday Knowledge Base Article and review step 11.
b. After all beneficiaries have been added, input the Percentage allocation for each beneficiary under Primary Beneficiaries and Secondary Beneficiaries.
i. Multiple beneficiary persons or trusts can be added but the sum of Percentages must equal 100% for both Primary and Secondary Beneficiaries.
c. Select Save. If Evidence of Insurability (EOI) is required, the insurance provider will contact you.
6. For Spouse Life Insurance and Child Life Insurance: if you are listing a dependent for the first time, select Add New Dependent.
a. Recommend selecting the Use as Beneficiary checkbox to avoid duplicate entries of dependents, should the individual be designated as a beneficiary under the Life Insurance plans. Select OK.
b. On the Add My Dependent From Enrollment screen, the following information is required to create a new dependent:
i. Country (auto-fills)
ii. First Name
iii. Last Name
iv. Relationship (Spouse, Child, etc.)
v. Date of Birth
vi. Gender
vii. National ID
1. Select Add button and then enter Social Security Number (SSN) or U.S. Individual Taxpayer Identification Number (ITIN).
viii. Address
1. Must select from Use Existing Address menu.
ix. Phone Number
1. Must select from Use Existing Phone menu.
c. Select Save.
d. After all dependents have been added, checkmark the box under the Select column, to the left of the dependent’s name(s), in which you want to elect coverage.
e. Select Save. If Evidence of Insurability (EOI) is required, the insurance provider will contact you.
7. Continue to the applicable sections to make other changes OR skip to the Reviewing Elections section of this document to review and sign your changes.
1. To enroll into or add a life event to Long-Term Disability Insurance elections, select Enroll or Manage on the appropriate card
a. If currently waiving coverage, elect either the Basic OR Optional Long-Term Disability Insurance plan. Elect only ONE (1) plan. Evidence of Insurability is required, and elections are effective upon approval of EOI.
b. If currently enrolled in the Basic LTD plan and want to increase coverage to the Optional plan, remain enrolled in the Basic plan AND enroll the Optional plan. Elect BOTH plans. Evidence of Insurability is required. Coverage continues under the Basic plan until approval of EOI, when the Optional plan coverage will change.
c. If currently enrolled in the Optional LTD plan and want to decrease coverage to the Basic plan, waive the Optional plan and enroll in the Basic plan. Evidence of Insurability is not required when decreasing coverage. Elections are effective on the event date.
2. Continue to the applicable sections to make other changes OR continue to the Reviewing Elections section of this document to review and sign your changes.
1. Select Review and Sign once all desired benefit elections are made.
2. Review the Selected Benefits table, specifically noting the Dependents and Beneficiaries columns. Confirm the Waived Benefits table reflects accurately and examine the Messages section regarding Evidence of Insurability.
3. Scroll down to the bottom of the page. Supporting documentation is required for the qualifying life event. Please see the Keep in Mind section of this document for a list of acceptable documents.
4. Read the Electronic Signature section and check the I Accept box.
5. Select Submit to complete the process. Once this option has been chosen, the event will route to a Benefits Specialist for approval.
6. Select the View 2025 Benefits Statement button to print the elections for your records or select Done to exit the task.
7. Once the request is approved, look up this information by doing the following:
a. Select Menu in the top-left corner, then choose the Benefits and Pay App under the Personal category.
b. In the Benefits and Pay panel on the left side of the screen, select Benefits, and then choose Benefit Elections.
i. If the Benefits and Pay panel is collapsed:
1. Use the Navigation Pane icon, represented by an arrow next to a vertical line, and located at the top left corner of the App, to expand or collapse the panel and adjust screen space.
2. Alternatively, with the panel collapsed, select the Benefits icon, represented by a shield icon with a heart inside, and choose Benefit Elections from the available options.