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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