Concept: Passive Event Rules

When to Use

Passive event rules identify employees to evaluate against eligibility criteria associated with specific benefit plans. You can use them to automate plan changes when the employee meets new eligibility rules. You can also automate plan changes for when an employee no longer meets eligibility rules. Example: An employee turns 65 and no longer can use Long-Term Disability Plan A.

The rules don’t need to duplicate the complexity of eligibility criteria associated with the plans themselves.

Passive event rules invert
eligibility rules associated with benefit plans that employees lose when the event takes place:

Benefit Plan Eligibility Rule	Corresponding Passive Event Rule
Only employees < age 65 are eligible for Long-Term Disability Plan A.	Identify employees >= age 65 and evaluate them for benefit eligibility.
Only dependents < age 25 are eligible for Health Care Plan C.	Identify dependents >= age 25 and evaluate them for benefit eligibility.

Passive event rules mirror
eligibility rules associated with benefit plans that employees gain when the event takes place:

Benefit Plan Eligibility Rule	Corresponding Passive Event Rule
Only employees with length of service >= 5 years qualify for Insurance Plan B.	Identify employees with length of service >= 5 years and evaluate them for benefit eligibility.
Only employees >= 65 qualify for Basic Disability Plan D.	Identify employees >= age 65 and evaluate them for benefit eligibility.

You can use the

Schedule Passive Events

task to:

Generate an enrollment event for employees who lose or gain benefit eligibility as a result of a passive event.

Schedule and run the passive event rule.

You can use the same schedule that you generate preview alerts or define separate schedules for alerts and events.

Dependent children have eligibility for Health Care Plan A if they are:

Less than or equal to age 21.

Less than 25 years of age and full-time students.

To evaluate dependents for eligibility, the passive event rule needs only this simple condition: Dependent child greater than (>) age 21.

This rule inverts the eligibility criteria associated with the health care plan by identifying the age at which Workday evaluates dependents for eligibility. Workday identifies all dependent children greater than age 21. The eligibility rule then determines whether a dependent:

Loses eligibility because they're over 21 and no longer in school.

Retains eligibility because they're less than 25 and a full-time student.

If the passive event rule in this example repeated the dependent eligibility rule, it would:

Include dependents who you don't need to evaluate: All dependent children less than or equal to age 21
.

Miss the dependents who you do need to evaluate: All dependent children greater than 21
.

Considerations

As you plan your passive events, consider:

Workday generates enrollment events only for employees who:

Meet the conditions of the passive event rule on the day and time Workday runs the rule.

Satisfied rule conditions between the last and current runs of an event rule and that Workday missed in the previous run.

Run event rules frequently enough to find employees that meet rule conditions before the current run or between run dates. Workday might miss preview notices for some employees if you don't run the event rule often enough.

Example: You run a passive retirement event rule every other week on Monday. If an employee reaches retirement age mid week, Workday reads the event on its next scheduled run.

Workday recommends that you schedule and run passive event rules only frequently enough to meet your business needs. Too many runs might put an unnecessary burden on resources.

Workday uses the date of the run that picked up the employee as the event date. This date might differ from the date that an employee first satisfies the passive event rule conditions. Example: A scheduled run picks up employees who met passive event rule conditions before the run date. The event date for these employees is the run date, not the date on which they first satisfied the rule conditions.

Once Workday flags an employee as meeting the conditions of a passive event rule, it generates an enrollment event. Workday won't generate additional enrollment events related to that event rule.

After Workday generates an enrollment event for an employee, it won't send any further preview alerts for that event.

Service Anniversary Events

When creating passive event rules based on service anniversary dates, you can calculate length of service from any of these dates:

Hire.

Continuous service.

Original hire.

Service.

Workday requires the Hire Date to process passive events based on continuous service dates, original hire dates, or seniority dates.