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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Passive Events

Steps: Set Up Passive Events

Assign benefit annual rates to employees.
Create passive events to manage benefit gains and losses that result from the passage of time rather than from changes to employee data. Example: Set up a passive event to evaluate and manage benefit eligibility for employees turning 65 (retirement age). Based on their eligibility for benefits, Workday generates an enrollment event to record any benefit gains or losses.
Unlike most enrollment events, you don't have to manually report passive events. You can configure Workday to identify anyone who has benefits gains and losses resulting from an event. Workday automatically routes an enrollment task to the affected worker.
  1. Create Enrollment Events for passive events.
    Example: Set up a passive event type called
    Employees >= Age 65
    .
  2. Create Enrollment Event Rules for the passive event types.
    This might include defining:
    • Begin dates and waiting periods for passive events that result in benefit gains.
    • End dates and grace periods for passive events that result in benefit losses.
  3. (Optional) Configure the passive event to automatically complete and finalize enrollment without sending an enrollment task to the Benefit Partner or employee:
    1. Set up benefit plan eligibility rules to ensure that any employee included in the event is eligible for only 1 plan per coverage type. Also, select
      No Changes Allowed
       in the
      Allowed Benefit Plan Changes
       field in the
      Create Enrollment Event Rule
       task for each coverage type included in the event.
    2. If the passive event confers eligibility for new health care or insurance plans, select a default rule for the event that includes: instructions to
      default to priority coverage
       and define default health care/insurance plans and priorities in the
      Maintain Benefit Defaults
       task.
    Workday automatically completes and finalizes passive events that result in a complete termination of benefits.
  4. When you automate a passive event, Workday ignores routing instructions for the event and automatically finalizes it without sending an enrollment task to a Benefit Partner or employee. However, you must still provide routing instructions for the event.
  5. (Optional) Add worklets to the
    Change Benefits for Life Event
     business process.
  6. Set up passive event rules to identify the employees to process in response to the event.
  7. Create a schedule to instruct Workday when and how often to search and process employees that meet passive event rule criteria. Example: Set up a schedule for Workday to search for and process employees who are turning 65 on the first day of each month.