Workday: Managing Your Benefits - Job Aid

This job aid provides step-by-step guidance for employees on how to change their benefits in Workday following a qualifying life event (e.g., birth, adoption, marriage, divorce, legal guardianship). Employees have 31 days from the event to make changes; otherwise, they must wait until open enrollment.

Key Processes

Accessing Benefits in Workday

• From the Workday Home Page, go to Benefits and Pay → Overview → Change Benefits.
• Select a Change Reason, enter the Benefit Event Date, and upload required documents (marriage certificate, birth certificate, adoption papers, etc.).
• Submit the request for HR review.

Change Reasons and Steps

• Birth/Adoption of Child – upload certificate, add dependent, then update elections.
• Marriage/Divorce/Legal Separation – upload legal documentation, update dependents, then elections.
• Other (Legal Guardianship/Adding Child) – upload guardianship documents, add dependent, then update elections.
• Insurance or HSA Coverage Changes – can be made anytime (HSA contributions, insurance coverage adjustments), though dependent verification may be needed if adding dependents.

Adding a Dependent

• Navigate to Dependents under the Benefits tab, click Add, and complete personal, contact, and identifier information (including SSN).
• Submit and upload required supporting documents.

Changing Benefit Elections

• Once HR approves, employees get a Workday Inbox task to update elections.
• Use the “tiles” for healthcare, insurance, and additional benefits to enroll/manage/view coverage.
• Submit elections, review costs, and electronically sign.

Final Steps

• Upload any required documentation in the Attachments section.
• Authorize payroll deductions and HSA contributions through the electronic signature.
• Submit and review a benefits statement.

Notes

• HSA and Life Insurance changes can be made outside of qualifying events (though life insurance increases may require Evidence of Insurability and approval from the insurance carrier).
• Payroll deductions for HSA start after event completion; insurance changes take effect once approved.
• HR will notify employees if documents are missing or if requests are not finalized.

Employees must act within 31 days of a qualifying life event to update their benefits in Workday. The process involves selecting a change reason, uploading documents, updating dependents, and revising elections, with final HR approval required.