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Administrator Guide
Last Updated: 2023-06-23
Change Benefit Elections

Change Benefit Elections

  • Assign benefit annual rates to employees.
  • Security:
    Worker Data: Benefits Annual Rate
     in the Benefits functional area.
Employees or administrators use the
Change Benefit
task when an event occurs that qualifies the employee to change their benefit elections. The benefits that an employee is eligible to enroll in depend on the specific benefit event that has occurred. Administrators can use the
Change Benefits
 web service to bulk load multiple benefit changes.
Because administrators use the
Change Benefits
 web service for loading data, the web service completes processing automatically, even if you specify manual processing.
  1. Access the
    Change Benefits
     task.
  2. Select the
    Benefit Event Type
    .
  3. Enter the
    Benefit Event Date
    .
    Workday:
    • Automatically calculates the
      Submit Elections By
       date using the days to enroll associated with the enrollment event type.
    • Displays the benefit plans for which the employee can change elections, based on the enrollment event rules.
    • Automatically calculates the
      Coverage
       targets if you select the
      Derived Coverage Targets
       check box.
  • Workday sends a Change Benefits notification to the employee or administrator.
  • The employee or administrator enters new benefit elections. If the benefit elections automatically finalize when submitted, then Workday:
    • Determines whether
      Evidence of Insurability
       (EOI) is required based on the event rules. If required, Workday starts the EOI process.
    • Checks for events in progress or on hold that could conflict with this event.
    • Checks:
      • If a health care or insurance election uses a banded rate table based on age or length of service.
      • For a birthday or service anniversary that moves the employee into another rate band before the end of the benefit plan year.
    • Logs the event with an event date equal to the birthday or service anniversary, if both:
      • The date entered in the
        Calculate As Of
         field for
        Health Care
         or
        Insurance Rate
         equals
        Event Date
      • The employee has a birthday or service anniversary before the end of the benefit plan year.
      Integrations based on the
      Payroll Interface Output File
       template process the event when payroll runs for that period.
  • You can view the
    Benefit Election History
     on the worker profile.
To delete the benefits annual rate and history for an employee permanently, access the
Remove Benefits Annual Rate
 task.
To see differences between the current and past benefit elections, use the
Benefit Changes
 report. In this report, the
Election Status for All Effective Dates
 report field subfilter displays status by display order for elected and waived elections. The report field filters out future elections, while displaying current, previous, and historical elections. If 1 election meets 2 status conditions, Workday displays the first status in the displayed order.
You can set up Workday to determine if a specific staffing, position, or compensation event affects an employee's benefit coverage.
For compensation changes that impact benefits, you can use the
Change Benefit Election for Compensation Changes
 action step in these business processes:
  • Propose Compensation Change.
  • Propose Compensation Hire.
  • Request Compensation Change.
  • Request Employee Merit Adjustment.
  • Initiate Compensation Review Process. For this business process only, set up the step as a batch/job step. (Security: Set Up: Benefits domain in the Benefits area).