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Administrator Guide
Last Updated: 2023-06-23
Enrolling New Hires in Benefits

Enrolling New Hires in Benefits

The steps required to automate new hire enrollment vary depending on the roles to which you route enrollment tasks and the availability of employee self-service.
You can configure the
Hire
 business process to support these routing options:
  • Always route enrollment to a new hire (employee self-service is available to all employees).
  • Always route enrollment to a Benefits Partner or Administrator (employee self-service isn’t available).
  • Route enrollment to some employees but not others (employee self-service is only available to some employees).
  1. Add the
    Create Workday Account
     action to the
    Hire
     business process after the completion step.
    To always route enrollments to a new hire, set
    Optional
     to
    No
    . To route enrollments to some employees and not others based on condition rules, set
    Optional
     to
    Yes
    . To always route enrollments to a Benefits Partner or Administrator, set
    Optional
     to either
    Yes
     or
    No
    .
  2. Add the
    Change Benefit Elections
     action to the
    Hire
     business process and set the value of
    Optional
     to
    No
    .
    Workday associates this action with the
    If there is an effect on employee benefits?
     condition rule, which determines whether an employee qualifies for benefits based on benefit group and benefit plan eligibility rules. If the condition is true, Workday can route the enrollment task to the employee.
    The
    Change Benefit Elections
     action should follow the
    Create Workday Account
     action, but doesn't need to follow it immediately. The best placement depends on all of these factors:
    • The condition rules associated with this action.
    • The benefit group.
    • The benefit plan eligibility rules used to determine benefit eligibility.
    Example: You create an eligibility rule that makes certain employees eligible for benefits based on their assigned compensation plan. The
    Change Benefit Elections
     action then follows the
    Propose Compensation
     action in the business process. Otherwise, Workday can't determine whether an employee qualifies for benefits based on compensation data.
  3. (Optional) To route enrollments to some employees but not others, use 2 instances of the
    Change Benefit Elections
     action. Create separate condition rules for each set of employees:
    1. Add these additional condition rules to the
      Change Benefit Elections
       action:
      • Worker has Workday Account
        .
        If this rule resolves to
        True
         and other condition rules are satisfied, Workday routes the enrollment task to the employee. Create this condition rule yourself.
      • Other condition rules required to route the enrollment task to the appropriate employees.
        Employees might need a valid Workday account along with additional conditions to have the enrollment task routed to them. You can define additional condition rules and add them to the
        Change Benefit Elections
         action.
        Example: Only salaried employees with valid accounts or employees in certain geographical areas can enter their own benefit elections. In this case, add additional rules and conditions to the
        Change Benefit Elections
         step to control which workers can enroll in benefits.
    2. Add the second instance of the
      Change Benefit Elections
       action immediately after the first. Use the same processing order:
      • Worker does
        not
         have Workday Account
         OR worker doesn’t meet additional conditions specified in step 4.
        This multipart rule uses OR logic that includes the rule
        Worker does
        not
         have Workday Account
        . This rule determines if the new employee doesn't have a Workday account. If the rule resolves to
        True
        OR
        the additional conditions aren't met, Workday routes the enrollment task to the Benefits Partner or Administrator.
        Define the
        Worker does
        not
         have Workday Account
         condition and any other conditions you want to include in this multipart rule.
  4. Assign the
    Change Benefit Elections
     action to a role. Examples:
    Employee
    , or
    Benefits Partner
     or
    Benefits Administrator
    .
    The role determines where Workday routes the enrollment task.