Workday Benefits Training
Leslie RuthSr ConsultantNovember 20, 2018
Benefit Configuration Review
Don’t miss out on something that could be great
just because it could also be difficult
2©2016 Trinity Health - Livonia, Mich.
Reflection
• Building Blocks of Benefits
• Benefit Group Eligibility
• Coverage Types
• Benefit Plans and Eligibility
• Enrollment Event Types and Rules
• Things to Note
3©2016 Trinity Health - Livonia, Mich.
Agenda
Benefit Building Blocks
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Defining Benefits
Benefit
Coverage
Types
Benefit
Enrollment
Event Types
Enrollment
Event Rules
Benefit
Eligibility
Rules
Benefit
Groups
Enrollment
Instructions
Benefit
Rates &
Credits
Benefit
Plans
Cross Plan
Dependencies
Deductions
& Earnings
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Defining Benefits (cont.)• Benefit Coverage Types: Medical, dental, life, etc.
• Benefit Eligibility Rules: Specific plan eligibility for the plan, such as executive, exempt, management, dependent eligibility, etc.
• Benefit Groups: Specific group of employees who are offered the same benefits and rates (full vs part time)
• Benefit Rates and Credits: EE/ER rates and credits for each benefit plan and group, includes salary based rates.
• Deductions and Earnings: Deductions/Earnings assigned to the plan, deductions are set up by vendor
• Benefit Enrollment Event Types: Life events that impact benefit enrollment, such as job changes, births, marriage, etc
• Enrollment Event Rules: The enrollment rules that should apply for each event type
• Enrollment Instructions: The verbiage that appears on each enrollment page
• Cross Plan Dependencies: Plan enrollment dependent on another plan enrollment (HSA vs FSA).
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Benefit Groups
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Things to Consider when Defining Eligibility for your Benefit Groups:
• Do you have groups of Workers who are eligible for different
groups of Benefits?
• Do you have Open Enrollment periods that run at different
times for different groups of Workers?
• Do you apply different Insurance or Health Care Rates to
different populations of Workers for the same plan?
• Do you define different coverage begin and end dates,
deduction begin and end dates, maximum coverage level or
amount increases, waiting periods, or other rules and
conditions of enrollment for different groups of Workers?
• Do you have different pay frequencies or pay schedules for
different groups of employees?
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Trinity Health Benefit Group Eligibility
• HR Company Defines the RHM
• Employment Status (Active/Severance)
• Employment Type (Regular, Casual, Intern, Temp)
• Scheduled Hours Per Week
• Union Collective Bargaining Units
• Hire Date
• Years of Service
• Salary/Hourly Rate
• Employee Class
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Trinity Health Benefit Group Eligibility Example
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Clinton Benefit Eligible:
Full Time = 36 scheduled hours per week
Part Time = 16 scheduled hours per week
Benefit Group
HR
Company
Pay
Frequency Employee Status Other ID Employee Type
Weekly
Scheduled Hours
Clinton FT L01 Biweekly Active Regular 36+
Clinton FT Severance L01 Biweekly
Leave/
Severance Status Regular 36+
Clinton FT SevTaxable L01 Biweekly
Leave/
Severance Status
Severance
Taxable Regular 36+
Clinton PT L01 Biweekly Active Regular 16-35.99
Clinton PT Severance L01 Biweekly
Leave/
Severance Status Regular 16-35.99
Clinton PT SevTaxable L01 Biweekly
Leave/
Severance Status
Severance
Taxable Regular 16-35.99
Clinton ACA Eligible L01 Biweekly Active ACA Eligible
Regular; Casual;
Intern; Temp <16
Clinton Benefit Ineligible L01 Biweekly Active
Regular; Casual;
<16Intern; Temp
Benefit Group Configuration
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The benefit group’s
eligibility definition
Much of the
information attached
to the benefit group is
based on where the
benefit group has
been assigned
Coverage Types
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Coverage Types
• Healthcare
• Medical
• Dental
• Vision
• Insurance
• Life Insurance
• Basic Life/AD&D
• Supplemental Life
• Supplemental Spouse Life
• Supplemental Child Life
• Supplemental AD&D
• Disability
• Short Term
• Long Term
• Voluntary Short Term
• Voluntary Long Term
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Coverage Types (cont.)
• Spending Account
• Health Care
• Dependent Care
• Health Savings Account
• Less than 55 years of age
• 55+ years of age
• Plan assignment will be determined through Open Enrollment processing
• Retirement (age/contribution limit built into one plan)
• 403(b)
• 401(k)
• 451
• 457(b)
• Additional Benefit (all others)
• Hyatt Legal Plan
• Springfield Needle Pick Plan
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Benefit Plans and Eligibility
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Benefit Plan Data Elements
• Benefit Provider: Aetna, Delta Dental, The Hartford, etc.
• Coverage Type: Medical, Dental, Vision, Basic Life/AD&D, etc.
• Classification (Health Care plans only): PPO, HMO, etc.
• Plan Name: Name of the plan
• Benefit Groups*: All participating benefit groups
• Worker Plan Eligibility*: Narrows the eligibility within the benefit groups
• Dependent Plan Eligibility*: Trinity Health’s eligible dependent definition
• Auto Enroll: Yes or No; used for insurance plans
• High Deductible Plan: Yes or No; Needed for Cross Plan Dependency
• Derive Coverage Targets (Health Care plans only): If yes, the system
determines coverage target based on dependent relationships enrolled.
• Earnings/Deductions: Earning/Deductions assigned to the plan
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*Rule that determine plan eligibility
Medical Benefit Plan Configuration
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EE/ER rates assigned to each
participating benefit group
Wellness Initiative Configuration
• A Wellness score is stored at the employee and dependent level.
- Employee Score of 1 = $15
- Dependent Score of 1 = $15
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Wellness Initiative Configuration (cont.)
• A Wellness Credit Bundle is linked to the health rate
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• Wellness ‘scores’ will be tracked on each
colleague and spouse/eligible adult enrolled in
medical
20©2017 Trinity Health
Wellness Benefit – Colleague Tracking
Change Wellness Data: Change the wellness score of
a colleague/spouse/eligible adult
View Wellness Data: View the wellness score of a
colleague/spouse/eligible adult
View Wellness History: View the wellness score
history of a colleague/spouse/eligible adult
21©2017 Trinity Health
Wellness Benefit – Colleague Tracking (cont.)
Colleague complied due
to a score of zero (0)
Spouse did not comply
due to score of one (1)
Note: All members are defaulted with a score of zero
Basic Life/AD&D Benefit Plan Configuration
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EE/ER rates assigned to each
participating benefit group
Enrollment Event Types and Rules
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Enrollment Event Types
• Event types are life events that impact colleague’s
eligibility:
• Birth, marriage, new hire, job change PT to FT, employment
termination, etc
• Each life event set up various information:
• Allowed offering types (basic life, medical, etc.)
• Whether or not the event type is worker selectable
• Number of days to enroll rules
• Job Event/Reasons that generate the benefit event to process**
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Enrollment Event Types
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• Below is a list of current enrollment event types:
Administrative Correction
Employment Status Change from Part-Time to Full-Time (decrease
in required contributions)
Affordable Care Act (ACA) Medical Coverage Employment Status Change - Transfer from RHM to RHM
Birth,Adoption, Placement For Adoption, and Legal Guardianship Employment Status Change - Transfer from RHM to RHM
Change HSA Annual Contribution (if applicable) Entitlement to Medicare
Change Life Insurance Beneficiary Essential Assist Eligibility
Day 1 Benefits Eligible
Gain Eligibility Under Spouse's or Dependent’s Employer’s Plan
Due to Employment Change
Death of a Dependent (pre/post-tax dependents)
Judgment, Decree Or Order Requiring Accident or Health
Coverage
Death of a Spouse/Eligible Adult
Lose Eligibility Under Spouse's or Dependent’s Employer’s Plan
Due to Employment Change (Includes Termination)
Death Of Colleague Marketplace Coverage
Default Benefit Event Marriage
Dissolution of Partnership of a Post-tax eligible adult New Hire (benefits-eligible colleague)
Divorce, Legal Separation, Annulment Retirement Contribution Change
Employment status change-colleague gain eligibility Retirement
Employment Status Change-Colleague Loss of Eligibility Severance
Employment Status Change from Full-Time to Part-Time (increase
in required contributions) Termination of Employment – Colleague
HR Transaction Enrollment Event Types
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Event Restricted by Reason Benefit Event Type
Hire Employee Hire Employee > Hire Employee > Hired from Non Workday Affiliate Employment Status Change - Transfer from RHM to RHM
Hire Employee Hire Employee > Hire Employee > Acquisition / Merger
Hire Employee > Hire Employee > New Hire
Hirre Employee > Hire Employee > Resident
Hire Employee > Rehire Employee > Rehired from Non Workday Affiliate after more than
1Yr
Hire Employee > Rehire Employee > Rehire Greater Than 1Yr
New Hire (benefits-eligible colleague)
Hire Employee Hire Employee > Hire Employee > Residents - Day 1 Benefits
Hire Employee > Rehire Employee > Rehired from Non Workday Affiliate after less than
1Yr
Hire Employee > Rehire Employee > Rehire Less Than 1Yr
Day 1 Benefits Eligible
Change Job Data Change > Data Changes > Hrs Change - Per Diem to FT/PT Employment status change-colleague gain eligibility
Change Job Data Change > Data Changes > Hrs Change - Benefit Ineligible
Data Change > Data Changes > Hrs Change - Move to Per Diem
Demotion > Demotion > Demotion - Decrease in Responsibility - Benefit Ineligible
Employment Status Change-Colleague Loss of Eligibility
Change Job Data Change > Data Changes > Hrs Change - FT to PT
Demotion > Demotion > Demotion - Decrease in Responsibility - FT to PT
Promotion > Promotion > Promotion - FT to PT
Employment Status Change from Full-Time to Part-Time (increase
in required contributions)
Change Job Data Change > Data Changes > Hrs Change - PT to FT
Demotion > Demotion > Demotion - Decrease in Responsibility - PT to FT
Promotion > Promotion > Promotion - PT to FT
Employment Status Change from Part-Time to Full-Time (decrease
in required contributions)
Change Job Transfer > Transfer > Move to Another Manager in Another Company Employment Status Change - Transfer from RHM to RHM
Enrollment Event Rules Definition
• When does coverage begin?
• When does the deduction begin?
• Is there a waiting period?
• When does coverage end?
• When does the deduction end?
• What are the Evidence of Insurability (EOI)
requirements?
• What changes are allowed for each event?
• If an employee does not complete their elections, what
should default?
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Enrollment Event Rules Configuration
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Note: The ‘Master Enrollment Event Rule’ is Trinity Health’s standard event rules share by all benefit groups
Coverage Rules:
Enrollment Event Rules Configuration (cont.)
• Start/Waive: When to start/waive coverage
• Loss of Coverage: How to end coverage
• Levels of Change – Currently Covered: How to manage EOI for colleagues currently enrolled in coverage
• Levels of Change – Currently Waiving: How to manage EOI for colleagues currently waiving coverage
• Levels of Change – Newly Eligible: How to manage EOI for newly eligible colleagues
• Coverage Rules: How to manage plan selections
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Things to Note….
Things to Note
• Beneficiaries will only be captured on Basic Life
AD&D and will be the assumed beneficiary
should the colleague have Supplemental Life
• Supplemental Life Insurance - covered
dependents/eligible adults initially will not be
collected in Workday
• Only converting actively enrolled dependents and
designated beneficiaries
• We will not be able to require SSN on
dependents, reports will be available to identify
those without SSN
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• Managing Eligibility - Navigation
- Dependent Verification
- Court Ordered Dependents
- Health Savings Plan Requirement
- Essential Assist Eligibility
- Eligibility Exceptions
- Benefit Annual Rate
- Colleagues on Severance
- ACA Eligibility
• Managing Enrollment - Administrative Correction Event
- Life Event Enrollment
- Cancel/Rescind Events
- Retirement Contribution Updates
• Training Day 3 – Maintenance and Reporting
32©2016 Trinity Health - Livonia, Mich.
Training Day 2 – Day to Day Administration
Questions
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