Note: Individual users’ security profiles control the visibility of sensitive information. Therefore, you may not have access to (all) the information within this Job Aid. Remember: Qualifying life events require supporting documentation before Approval from Risk Management. Some changes may require the approval of an HR Partner or other area to complete the process.
- Log in to your Workday account.
- Click the global navigation Menu icon at the top left home page to access applications and shortcuts.
- The Search Box at the middle of the home page makes it easy to search people, tasks, reports, and business data you would like to navigate to.
OVERVIEW:
This job aid demonstrates how to manage your coverage due to a birth, death, marriage, divorce, or qualifying event.
• Manage Adding Beneficiaries to your Benefit Plan
• Change Benefit Elections
• View and Edit Benefit Elections
• Add Dependents
• View Dependents Benefit Elections
• Manage Beneficiaries
• Edit Beneficiaries Personal Information
• Print Benefits Statement
• Cancel Benefit Task
Reminder: If applicable, link your beneficiary to your benefit plans, including the standard benefit plans provided by the City at no cost. This is done by completing the Change Benefits and picking the change reason “Change Beneficiaries”.
STEPS:
MANAGE ADDING BENEFICIARIES TO YOUR BENEFIT PLAN
1. Complete steps 1 – 4 under Change Benefits.
2. At step 4 the Change Beneficiaries task will open. Click on the Manage tab.
3. Complete and continue through all required screens. If required, select the I Accept checkbox to provide an electronic signature, confirming your changes.
4. Select Submit.
5. Select Done
Note: If you add dependent, you may need to update your federal tax elections as well as your benefit elections. If you add another beneficiary, you may need to update your benefit elections.
CHANGE BENEFITS
1. From the Menu window on the home page, click the Benefits and Pay icon
2. When the Benefits and Pay menu opens, click Benefits, choose Benefit Elections, and then choose Change Benefits.
3. Click the appropriate Change Reason and provide the Benefit Event Date (when the life event occurred). Use the drag-and-drop functionality to add the file in the Attachments box or click Select Files to choose a file location then click Submit.
Note: Review the instructions for the Life Event.
4. From the pop-up, select Open to start the Benefits Change task. Alternatively, navigate to your Inbox. Select the Benefit Change task, then Let’s Get Started.
5. Benefit Elections include all the benefits in which you may elect to enroll, add, or remove a dependent based on your event. Click on Enroll under the benefit of your choosing, and scroll down to view all available benefit options. Click on Continue and Confirm.
6. Complete and continue through all required screens. If required, select the I Accept checkbox to provide an electronic signature, confirming your changes. Select Submit. Select Done to complete the task or select View 2024 Benefits Statement to review and print a summary of your benefits.
VIEW AND EDIT BENEFIT ELECTIONS
Employees can change benefit elections when a qualifying event occurs, such as a change in marital status, the birth or adoption of a child, or a beneficiary change.
From the Benefits and Pay application:
1. Select Benefits from the Navigation Pane, as shown in the image below, then choose Benefit Elections.
2. Review your benefit elections and costs.
3. Select the Related Actions icon.
4. Select Benefits > Change Benefits or select the Change Benefits button, as highlighted in the image above.
5. Enter all required information, denoted by asterisks, and make any permitted changes.
6. Select Submit.
ADD DEPENDENTS
A dependent is someone, like a child or a spouse, who receives benefits under your plan.
From the Benefits and Pay application:
1. Select Benefits from the Navigation Pane, then choose Dependents.
2. Select the Edit button to edit an existing dependent.
3. Select the Add button to add a new dependent.
4. Select the Edit icon or select the field to modify. Asterisks denote required fields.
5. Select the Add button to add new information.
6. Select Submit.
Note: If you add dependent, you may need to update your federal tax elections as well as your benefit elections. If you add another beneficiary, you may need to update your benefit elections.
VIEW DEPENDENTS’ BENEFIT ELECTIONS
From the Benefits and Pay application:
1. Select Benefits in the Navigation Pane, then choose Dependents.
2. Review your existing dependents and their benefit plan coverage.
MANAGE BENEFICIARIES
A beneficiary is a designated individual who would receive your benefits if something were to happen to you. You can change, edit, and add beneficiaries from the Benefits application.
From the Benefits and Pay application:
1. Select Benefits in the Navigation Pane, then choose Beneficiaries.
2. View existing beneficiaries for enrollment benefit plans or modify information by selecting Edit.
3. Select the Add button to add a new beneficiary. The Add My Beneficiary page displays.
4. Select Create a New Beneficiary or Create a New Trust as Beneficiary.
5. Select OK.
6. Enter all required information, denoted by an asterisk.
7. Select Submit.
EDIT BENEFICIARIES PERSONAL INFORMATION
Important: To update Contact Information and Identifier Information you must First delete the old information on the profile.
A beneficiary is a designated individual who would receive your benefits if something were to happen to you. You can change, edit, and add beneficiaries from the Benefits application.
From the Benefits and Pay application:
8. Select Benefits in the Navigation Pane, then choose Beneficiaries.
9. Select the Edit button to edit an existing Beneficiary.
10. Select the Edit icon or select the field to modify. Asterisks denote required fields.
11. Choose the Contact Information or Identifier Information.
12. Click the X, and. Once you submit this will delete the current information.
13. Complete steps 9 – 10.
14. Scroll to the information you would like to update click the add button and enter the new information.
PRINT BENEFITS STATEMENT
Important: On your benefit report Beneficiaries will only show up if you have completed your onboarding Benefits task and Risk has completely approved all benefit events. You can also navigate to actions to complete tasks from the 3 eclipses highlighted at the top right of benefit elections.
Remember: you must add your beneficiary to your Benefit Plans for them to be viewed.
From the Home page:
1. Select the Profile photo > View Profile.
2. Select the Actions button.
3. Select Benefits > View My Benefit Statement.
4. Select the Benefit Event prompt.
5. Select the desired benefit event you would like to view and print.
6. Select OK.
7. Select the Print button.
8. From the Export Document pop-up, select Download. The selected benefit event is saved to your device as a PDF document to open and print.
9. Alternatively, select the document name from the notification on the right side of your screen, as shown in the image below.
10. The selected benefit event will open as a PDF document that you can save and print.
CANCEL BENEFIT TASK
1. Click the task in the Inbox. Click on the Radio Dial and choose Cancel.