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
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Agenda
General Reporting
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• You can find a report by clicking the Worklet; or
• Search for the report name
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General Reporting
User Name ID
• Export to Excel
• Entire Workbook
• Current Worksheet
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General Reporting (cont.)
• Filter the Report in Workday
• Hide/Show columns in Workday report
• Print Workday Report
Enrollment Reports
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• Search for ‘Workday Standard Reports’
• Select Benefits for Report Categories
• Click Ok
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Enrollment Reporting – Standard Reports
Library of standard delivered report
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Enrollment Reporting – Standard Reports (cont.)
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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
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Benefit Census
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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
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• Dependent Other ID’s
• Other ID Type = Dependent Verification
• Identification # = Y
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Dependent Verification Eligibility
• Worklet = TH Custom Reports Library
• Benefits Report Library
- Dependent Verification Report
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Dependent Verification Reporting
• Enter Effective Date
• Select Benefit Groups
• To select all groups hold “Shift” key and select the last group in the list
• Click Ok
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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
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Dependent Verification Reporting (cont.)
• All colleagues reported need to provide verification, otherwise the dependent should be removed from enrollment.
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Dependent Verification Reporting (cont.)
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
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• Court Orders are defined on the dependent record
• Colleague Record
- Benefits
• Dependents
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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
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Court Ordered Dependent (cont.)
Sample Report
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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
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• Worklet = TH Custom Reports Library
• Benefits Report Library
- Dependents Audit – Missing Address or SSN
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Dependent Audit - Missing Address or SSN
• Enter Effective Date
• Select Benefit Groups
• Last Name From (starts with)
• Last Name To (starts with)
• Employee ID
• Click OK
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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
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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
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Life Insurance Quarterly Reporting – Work in progress
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Benefits Processing
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Managing Open Events
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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
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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’
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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
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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
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Finalize Open Benefit Events (cont.)
Colleague Name
(ID) and Event
Colleague Name
(ID) and Event
Colleague Name
(ID) and Event
Managing Evidence of Insurability
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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
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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
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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
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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)
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COBRA Eligibility (cont.)
• Enter all members who are COBRA Eligible
• Benefit Coverage History will help to determine prior elections
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COBRA Eligibility Report
• Enter Start COBRA Eligible Date
• Enter End COBRA Eligible Date
• Click OK
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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
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Event Coordination
• Event processing is automated
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Event Coordination (cont.)
Event A = 6/19 Job change benefit ineligible to eligible
Event B = 7/4 Birth event
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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
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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
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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
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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
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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
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Questions
55