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Administrator Guide
Last Updated: 2024-11-01
Manage Dependents and Beneficiaries

Manage Dependents and Beneficiaries

  • Set up the types of person relationships.
  • Configure the
    Dependent Event
     and
    Change Beneficiary
     business processes and security policies in the Benefits functional area.
  • Add localized information using the
    Edit Tenant Setup - Global
     task.
  • Security:
    • Self-Service Add Beneficiaries in Benefits Enrollment
       domain in the Benefits functional area.
    • Self-Service: Beneficiaries
       domain in the Benefits functional area.
    • Self-Service: Spousal Surcharge
       domain in the Benefits functional area.
    • Worker Data: Add Beneficiaries in Benefits Enrollment
       domain in the Benefits functional area.
    • Worker Data: Beneficiaries and Dependents
       domain in the Benefits functional area.
    • Worker Data: Spousal Surcharge
       domain in the Benefits functional area.
When adding a dependent or beneficiary, you can only select relationships where the
Restrict to Relationship
 field on the
Maintain Related Person Relationships
 task is:
  • Dependent
  • Beneficiary
  • Blank
Workers might want to designate a legal trust as a beneficiary instead of individual persons. When adding beneficiaries, you can also add any beneficiary-related court orders.
You can inactivate, but not delete, a dependent or beneficiary if they’ve ever had a benefit plan enrollment. However, if they have a current enrollment or beneficiary designation, you must first remove them from the plan before you can inactivate them.
Workers can only view active dependents or beneficiaries. For Benefit Partners and Administrators, inactive dependents or beneficiaries display with (Inactive) appended to their name.
You can't reactivate dependents that have a date of death. For deceased dependents, you need to create a benefit event to remove any currently enrolled benefits.
If you hide dependent-related fields by country in the Personal Information area on the
Maintain Localization Settings
 task, Workday hides the fields in these areas:
  • Adding or editing dependents, including open enrollment events: disability, full-time student status, and tobacco information.
  • Enrollment events: tobacco-related enrollment instructions and the tobacco question for spouses and dependents
  • Wellness data tasks - dependents: tobacco use information.
  1. Add a dependent.
    1. Select
      Benefits
      View Dependents
       from the related actions menu of the worker.
    2. Click
      Add
      .
    3. As you complete the task, consider:
      Option
      Description
      Use as Beneficiary
      Select to make the person available for designation as a beneficiary.
      Relationship
      When you select spouse or domestic partner, you must select the
      Could Be Covered For Health Care Coverage Elsewhere
      check box in the
      This Person Is or Could Be Enrolled in Health Care Coverage Elsewhere?
       section if you want to add a benefit surcharge.
      Tobacco Use
      Select if the dependent uses tobacco.
    4. Select the dependent's verification status. See Assign a Verification Status to Dependents.
  2. Add a beneficiary.
    1. Select
      Benefits
      View Beneficiaries
       from the related actions menu of the worker.
    2. Click
      Add
      .
      If you cleared the the
      Disable Emergency Contact, Dependent, and Beneficiary Linking
       check box on the
      Edit Tenant Setup - HCM
       task, you can only create new beneficiaries that aren't linked to other related persons. If you selected the check box, you can select
      Existing Dependent or Emergency Contact
      .
  3. Inactivate a dependent or beneficiary.
    1. Select either
      Benefits
      View Dependents
       or
      Benefits
      View Beneficiaries
       from the related actions menu of the worker.
    2. Select either
      Dependent
      Inactivate
       or
      Beneficiary
      Inactivate
       from the related actions menu of the worker.
  4. Inactivate a dependent or beneficiary.
    1. Select either
      Benefits
      View Dependents
       or
      Benefits
      View Beneficiaries
       from the related actions menu of the worker.
    2. Select either
      Dependent
      Reactivate
       or
      Beneficiary
      Reactivate
       from the related actions menu of the worker.
To add a
Dependents
 link to the
Personal Information
 worklet, use the
Configure Worklet
 task.
You can also access these reports:
Report
Contents
Dependents Audit
Workers and their dependents by effective date, benefit group, last name range, or employee ID.
Dependents and Workers With Matching National IDs
Dependents with the same national ID as a worker by employee ID, last name range, or benefit group.
All Dependents With Same National ID
Dependents that share the same national ID.