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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Open Enrollment

Steps: Set Up Open Enrollment

Set up benefits and benefit plans.
Before creating and opening an enrollment event, enable mobile access, update business processes, verify eligibility for benefit groups, and assign rates.
  1. (Optional) Enable open enrollment on the Workday mobile application:
    1. Access the
      Edit Tenant Setup- HCM
       task to enable Open Enrollment on the Workday mobile app.
      See Reference: Edit Tenant Setup - HCM. Enabling the mobile app also enables the Benefits worklet during an active Open Enrollment period.
    2. Access the
      Maintain Benefit Coverage Types
       task to map Workday-provided icons to coverage types. These icons display during an open enrollment event in the Workday mobile app.
    Security:
    Set Up: Tenant Setup - HCM
     in the Systems functional area.
  2. Configure the
    Change Benefits for Open Enrollment
     business process.
    You can add step-related worklets with the
    Business Process > Maintain Step Related Worklets
     related action on the
    Change Benefits for Open Enrollment
     task. Base the worklets on these values:
    • Worker
    • Event Date
    • Enrollment Event
    See Reference: Embedded Analytics for HCM.
    Consider adding a step delay for new hires that have a start date during or after the open enrollment event.
  4. Access the
    Benefits Eligibility by Worker
     report.
    You can verify that eligibility rules are correct by checking the plans that a worker is eligible for.
    Security:
    Worker Data: Benefit Eligibility
     in the Benefits functional area.
  5. Access the
    Benefits Eligibility by Benefit Group
     report.
    You can verify that eligibility rules are correct by checking the plans that workers within a specific benefit group are eligible for. Be sure to use the effective date for open enrollment.
    Security:
    Manage: Benefits for Organizations
     in the Benefits functional area.
  6. Access the
    View Workers in Multiple Benefit Groups Audit
     report.
    Employees can only be eligible for 1 benefit group.
    Security:
    Set Up: Benefits
     in the Benefits functional area.
  8. Assign benefit annual rates to employees.
    Select
    Benefits
    Change Benefits Annual Rate
     from the related actions menu of the employee.
  9. Create peer group data, based on demographic characteristics that you configure, so that workers can see which medical plans their peers selected in the previous open enrollment event.
  10. (Optional) Designate or remove the spouse of an employee in Quebec as an irrevocable beneficiary using these tasks.
    • Add Beneficiary
    • Edit Beneficiary
    Employees can see their spouse listed as an irrevocable beneficiary of any employee insurance plan they select during benefit enrollment.
    Security:
    Worker Data: Irrevocable Beneficiaries
     domain in the Benefits functional area.
  11. (Optional) Create an enrollment announcement to display on the Home page. Your employees can launch open enrollment from the announcement in addition to the notification in My Tasks.
  12. Turn off email notifications when testing the Open Enrollment process in your nonproduction tenant.