workday benefits training...workday benefits training reporting and processing leslie ruth sr...

Workday Benefits Training

Reporting and Processing

Leslie Ruth Sr Consultant August 30, 2016

Always have eyes that see the best in people, a heart that forgives the worst, a mind that

forgets the bad and a soul that never loses faith.

2 ©2016 Trinity Health - Livonia, Mich.

Reflection

• Benefit Reporting • General Reporting

• Enrollment Reports

• Dependent Verification

• Court Ordered Dependents

• Dependent Audit

• Disability Quarterly Reporting – Work in progress

• Life Insurance Quarterly Reporting – Work in progress

• Benefit Processing • Managing Open Events

• Manage Evidence of Insurability

• COBRA

• Event Coordination

• Cancel/Rescind Benefit Events

• ACA Process - Work in progress


Agenda

General Reporting

©2016 Trinity Health - Livonia, Mich. 4

• You can find a report by clicking the Worklet; or

• Search for the report name


General Reporting

User Name ID

• Export to Excel

• Entire Workbook

• Current Worksheet


General Reporting (cont.)

• Filter the Report in Workday

• Hide/Show columns in Workday report

• Print Workday Report

Enrollment Reports


• Search for ‘Workday Standard Reports’

• Select Benefits for Report Categories

• Click Ok


Enrollment Reporting – Standard Reports

Library of standard delivered report


Enrollment Reporting – Standard Reports (cont.)


Enrollment Reporting – Custom Reports

• BEN - EE Healthcare Elections • BEN - EE Insurance Elections • BEN - EE Additional Benefits • BEN - EE Health Savings Elections • BEN - EE Spending Account Elections • BEN - EE Retirement Savings Elections • Employees Eligible for Benefits Address List

(Home and Mailing) • Benefit Census (D)

• Enter Effective Date

• Select Benefit Groups

• Last Name From (starts with)

• Last Name To (starts with)

• Employee ID

• Click OK


Benefit Census


Benefit Census (cont.)

HR Company Hire Date

Cost Center - ID Birth Date

Cost Center - Name Gender Employee ID Job Profile (Primary)

SSN Employee Type

Status Time Type

Legal Name Scheduled Weekly Hours Legal Name - Last Name Base Pay (Annualized) Legal Name - First Name Benefits Annual Rate

Primary Home Address Benefit Coverage Type

Primary Address - City Benefit Provider

Primary Address - State/Province Coverage

Primary Address - Postal Code Dependents Beneficiaries - People

Data elements included in report

Dependent Verification


• Dependent Other ID’s

• Other ID Type = Dependent Verification

• Identification # = Y


Dependent Verification Eligibility

• Worklet = TH Custom Reports Library

• Benefits Report Library

- Dependent Verification Report


Dependent Verification Reporting



• To select all groups hold “Shift” key and select the last group in the list

• Click Ok


Dependent Verification Reporting (cont.)

• Dependent Verification Report includes:

• Any dependent enrolled in Medical, Dental, or Vision that has not been verified

• The report will print up to 7 dependents

• You can export the report to Excel, filter, or hide columns



• All colleagues reported need to provide verification, otherwise the dependent should be removed from enrollment.



Employee ID

Last Name First Name Middle Name Primary Home Address

Primary Home Address - City

Primary Home Address - State

Primary Home Address - Postal Code

Dependent 1

12345 Test1 Jennifer K 31 Main Melrose Massachusetts 02176 Dep Name

678911 Test2 Brenda 427 Neverland Aston Pennsylvania 19014 Dep Name

Court Order Dependent


• Court Orders are defined on the dependent record

• Colleague Record

- Benefits

• Dependents


Court Ordered Dependent

• Run the ‘Active Court Orders’ report to identify colleagues with active orders as of the effective date entered and any other criteria identified


Court Ordered Dependent (cont.)

Sample Report


Court Ordered Dependent (cont.) Benefit Elections Active Dependent Court Orders

Worker Benefit Elections Dependent Court Orders Court Order Met

Colleague Name(1234567) Colleague Name (1234567) Benefit Elections Active on 04/01/2016 (Basic Life and AD&D - The Hartford Basic Life and AD&D 1x Salary (Employee)) (Elect)

Dental required for Allen T Phipps from 01/01/2000 to 01/01/2030

Yes

Colleague Name (1234567) Colleague Name (1234567) Benefit Elections Active on 04/01/2016 (Dental - Delta Dental PPO Standard) (Elect)

Medical required for Allen T Phipps from 01/01/2000 to 01/01/2030

Yes

Colleague Name (1234567) Colleague Name (1234567) Benefit Elections Active on 04/01/2016 (Long Term Disability - The Hartford Trinity Health LTD 60% (Employee)) (Elect)

Vision required for Allen T Phipps from 01/01/2000 to 01/01/2030

Yes

Colleague Name (1234567) Colleague Name (1234567) Benefit Elections Active on 04/01/2016 (Medical - BCBS Michigan PPO Health Savings) (Elect)

Colleague Name (1234567) Colleague Name (1234567) Benefit Elections Active on 04/01/2016 (Short Term Disability - The Hartford Trinity Health STD 60 % (Employee)) (Elect)

Colleague Name (1234567) Colleague Name (1234567) Benefit Elections Active on 04/01/2016 (Vision - United Health Care PPO Standard Vision Plan) (Elect)

Dependent Audit - Missing Address or SSN


• Worklet = TH Custom Reports Library

• Benefits Report Library

- Dependents Audit – Missing Address or SSN


Dependent Audit - Missing Address or SSN



• Last Name From (starts with)

• Last Name To (starts with)

• Employee ID

• Click OK


Dependent Audit - Missing Address or SSN (cont.)

• Address Available – Yes or No

• National ID Available – Yes or No

• Elections indicate the plan the dependent is enrolled


Dependent Audit - Missing Address or SSN (cont.)

Dependents

Employee ID Last Name First Name Last Name First Name Date of Birth Address Available National ID Available

Reason for Missing National

Identifier

Elections

12345 Smith Deborah Smith Suzy 12/25/1991 Yes No didn't provide Deborah Smith (12345) Benefit Elections Active on 03/28/2016 (Dental - Delta Dental PPO High) (Elect) Deborah Smith (12345) Benefit Elections Active on 03/28/2016 (Vision - United Health Care PPO High Vision Plan) (Elect)

Colleague Information

Dependent Information

Disability Quarterly Reporting – Work in progress


Life Insurance Quarterly Reporting – Work in progress


Benefits Processing


Managing Open Events



Benefit Event Status Report

User Name ID

View workers with benefit events and their status. Details include the benefit

event type, event date, initiation date, and submission date. Enables you to

manage benefit events on a day-to-day basis.

• Select Benefit Group or leave blank for all

• Enrollment Statuses default to In Progress and Not Started

• Select Benefit Event Types leave blank for all event types


Benefit Event Status Report (cont.) User Name ID

Enrollment Status Options: • Canceled • Finalized • In Progress • Not Started • Rescinded • Submitted

• Cancel Enrollment – This will “Waive” all benefits elections. Please Note: it is recommended to not ‘Cancel Enrollment’

• Change Benefit Elections – This will allow the Benefits Partner to apply changes on behalf of the colleague, however when making update all elections will be set to waive. Please Note: it is recommended to not ‘Change Benefit Elections’


Benefit Event Status Report (cont.)

User Name ID

Event, Colleague Name ID

• Benefit Group – Select each benefit group that need events closed

• Enrollment Status – Allow defaults ‘In Progress’ and ‘Not Started’

• Benefit Event Types – Leave blank for all event types

• Submit Election by Date on or before – enter date the date for events you want to close. If left blank if the system date will be applied

• Click OK


Finalize Open Benefit Events

• Select All or check each event you want to close

• All defaults and auto enrollment will be applied

• If the colleague is ‘In Progress’ any benefit elections made for the event will not be saved

• Click OK


Finalize Open Benefit Events (cont.)

Colleague Name

(ID) and Event

Colleague Name

(ID) and Event

Colleague Name

(ID) and Event

Managing Evidence of Insurability



Manage Evidence of Insurability Status

Status Options: • Approved • Denied • Pending

• Status – Allow default of ‘Pending’

• Benefit Group(s) – Select or leave blank for all

• Enrollment Event – Allow default of blank for all events

• Worker – Enter ID to run for one colleague

• Event Start Date on or after

• Event Start Date on or before

• Previously Emailed

• Not Yet Emailed

• None of the above

• Click Ok

• Check the box for ‘Select All’ if you want to select all colleagues

• Select one of the options: Approve, Deny, or Email

• Select the colleague you want to update

• Click Ok


Manage Evidence of Insurability Status (cont.)

Colleague

Name ID

Click the box

to Select

colleague

Update to apply for

selected colleagues

• Confirmation of Approval, Denial, or Email

• Enter Email Subject

• Enter Comments

• Enter Approval/Denial Date

• Click OK

• All selected colleagues will receive an email regarding their life insurance election


Manage Evidence of Insurability Status (cont.)

Enter Approval/

Denial date; it’s

recommended

to use first of

pay period the

new election

will take place

If the box ‘Do not send email’ is checked the Email Subject and Comments fields disappear.

COBRA Eligibility



COBRA Eligibility

• All COBRA processing will happen automatically, no intervention by Benefits Partner, except: • Divorce (Spouse divorce, legal separation, annulment)

• Legal Separation (Eligible Adult dissolution of partnership)


COBRA Eligibility (cont.)

• Enter all members who are COBRA Eligible

• Benefit Coverage History will help to determine prior elections


COBRA Eligibility Report

• Enter Start COBRA Eligible Date

• Enter End COBRA Eligible Date

• Click OK


COBRA Eligibility Report (cont.)

COBRA Records within Range Employee COBRA Records

Exist within Range

COBRA Eligible Eligibility Reason

Benefit Plan COBRA Eligible Date

Qualifying Event Date

COBRA Coverage End

Date

Review COBRA Eligibility Event

Employee Enrollment

Event

Beyoncé Ford (5100055)

Yes Yes Termination Medical - BCBS Michigan PPO Traditional

6/1/2016 5/29/2016 Benefit Change - Termination of Employment – Colleague : Beyonce Ford (5100055) on 05/30/2016

Beyonce Ford (5100055)

Yes Yes Termination Vision - United Health Care PPO High Vision Plan

6/1/2016 5/29/2016 Benefit Change - Termination of Employment – Colleague : Beyonce Ford (5100055) on 05/30/2016

Beyonce Ford (5100055)

Yes Yes Termination Dental - Delta Dental PPO High

6/1/2016 5/29/2016 Benefit Change - Termination of Employment – Colleague : Beyoncé Ford (5100055) on 05/30/2016

Note: The COBRA Report only includes automated events, Divorce and Dissolution of Partnership events will not appear

Event Coordination



Event Coordination

• Event processing is automated


Event Coordination (cont.)

Event A = 6/19 Job change benefit ineligible to eligible

Event B = 7/4 Birth event


Event Coordination (cont.) Event A = 6/19 Job change benefit PT to FT

Event B = 7/4 Birth event

• Example 1 • Job change (Event A) entered within 30 day enrollment period also

submits 7/4 birth (Event B):

• System will process the job change (A) then create a new event pulling enrollment forward for birth event (B) will open for colleague to complete

• Example 2 • Birth event (B) submitted/approved for 7/4; job change (A)

effective 6/19 isn’t processed until 7/10 • Once job event (A) is submitted it will rescind the birth event and

reopen it to allow the colleague to make changes. • If birth event is open, it will be placed on hold for the job event to

be processed then the birth will reopen for updates.

Cancel/Rescind Benefit Events



Cancel/Rescind Benefit Events

• Cancel – Allows the Benefits Partner or Colleague to cancel an event that is “In Progress”

• Rescind – Allows the Benefits Partner to rescind an event that has been submitted


Cancel Benefit Event as Benefits Partner

• Find the event in progress on the colleague’s Worker History

• Click the related actions button next to the Business Process Name (Birth, Marriage, etc.)

• Select the Action ‘Business Process’

• Click Cancel


Cancel Benefit Event as Colleague

• Click on the event in the Inbox

• Click the actions button in the upper right corner

• Select Cancel from the options

• Click Continue


Rescind Benefit Events

• Find the completed event on the colleague’s Worker History

• Click the related actions button next to the Business Process Name (Birth, Marriage, etc.)

• Select the Action ‘Business Process’

• Click Rescind

ACA Eligibility – Work in progress


Questions

55

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