Home / Job Aids / Change Benefits (Beneficiary Change Only)

Change Benefits (Beneficiary Change Only)

Print

This job aid outlines the process for an Employee to add or edit a Beneficiary and make changes to coverage eligible for change outside of a qualifying life event or Open Enrollment.

Prerequisites

The Beneficiary must be added as a beneficiary in Workday before they can be attached to a plan using the Beneficiary Change Only event type in the Change Benefits process.

Important Information

Changes to medical benefits can only be made during open enrollment or if there has been a qualifying life event.

Getting Started

Add or Edit Beneficiaries

You will first add or edit your Beneficiary and then initiate a Change Benefits business process to make the necessary changes.

  1. Select the Benefits worklet.
    null
  2. Select Beneficiaries under Change.
    Menu items for Change are Benefits, Beneficiaries, Dependents, and Medicare Information with Beneficiaries highlighted
  3. Select Add to add a new beneficiary.
    Screen used to add a Beneficiary with the add button highlighted and the edit button highlighted for an existing beneficiary

IMPORTANT: You must first add an individual in Workday as a Beneficiary prior to adding them to any benefits so that they become an option in the drop down menu when you go to change benefits.

Note: You can also edit information on a currently listed beneficiary on this page.

  1. On the Add My Beneficiary page, select one of the following options:
    • Create a New Beneficiary
    • Create a New Trust as Beneficiary
      Add my Benficiary screen listing options to select Create a New Beneficiary or Create a New Trust as Beneficiary
  2. Select OK.
  3. Complete or edit the following required fields under Legal Name:
    • Country
    • First Name
    • Last NameLegal Name Information Section displayed required fields of entry for Country, First Name, and Last Name and optional fields including Prefix, Middle Name, and Suffix
  4. Select the appropriate Relationship to the Employee (Child, Spouse, Parent, Sibling, etc.).required field for Relationship of the beneficiary
  5. In the Contact Information section, select Add to enter any Primary or Additional Address, Phone Numbers or Emails for the beneficiary.
    Contact information section for the new beneficiary including primary address and primary phone highlighted as required fields

Note: Primary Address and Primary Phone Number are required fields.

  1. Select Submit.
    Note: You will receive a To Do providing instructions on how to add this Beneficiary to your Benefits.
  2. Select Submit.
  3. Select Done.

If you need to add this beneficiary to coverage, the next step is to attach the beneficiary to your life and/or AD&D coverage through the Change Benefits process.  This is critical to the completion of the Change Beneficiary process.

Change Benefits

This section guides you through the process of changing benefits from the Workday Home page when there has been a beneficiary change.

  1. Select the Benefits worklet.
    null
  2. Select Benefits under Change.
    Menu items for Change are Benefits, Beneficiaries, Dependents, and Medicare Information with Benefits highlighted
  3. Read all the instructions on the page.
  4. In the Change Reason field, select Beneficiary Change Only.
    Change benefits page showing the change reason field with Beneficiary change only choice highlighted
  5. Enter the date specified on the screen.
    Note: The Submit Elections By and Benefits Offered fields will auto-populate based on what is selected previously.
    Change Benefit section displaying Change Reason marked as mandatory and set as Beneficiary change only, Date field marked as mandatory, Submit Elections By and Benefits Offered are auto populated. Attachment area is marked as blocked

Important: Do not upload documents during this event. Medical documentation and other sensitive information are kept separate from your Workday profile.

  1. Select Submit.
  2. Select Open.
    confirmation screen for submittal of benefit event with open button indicated
  3. Select Let’s Get Started.

Navigate to the Up Next tab for the next steps in the process.

Up Next

Health Information

  1. You will now have an opportunity to make updates to Tobacco Use for you and your spouse.
    Health information screen showing tobacco use option
  2. Select Continue twice to move forward to the Beneficiary Change Only page.

Beneficiary Change Only

In this section you can add or remove beneficiaries to your coverages that are eligible for change outside of a life event or open enrollment.

Note: You will only see plans that allow beneficiaries on this page.

  1. Locate the plan you want to change and select Manage
    Basic Life/AD&D module shown with Manage link highlighted
  2. Select Confirm and Continue.
  3. Under the Beneficiary column you will Add, Delete, or Edit a primary or secondary beneficiary.
    beneficiaries screen showing list of existing beneficiary persons
    Note: Make sure your designated percentages add up to 100%.
  4. Select Save.
  5. Update another plan, or Select Review and Sign once you are ready to submit your changes.
    Review and Sign button on insurance plan page
  6. Select the I Agree checkbox after reviewing your elections.
    electronic signature screen with I Agree highlighted
  7. Select Submit and Done.

This completes the Change Benefits (Beneficiary Change Only) process.