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Change Benefits (Life Event)

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This job aid outlines the activities for an Employee to change benefits for a life event such as marriage, a birth or adoption, divorce, tobacco usage, etc.

Prerequisites

If the life event involves adding coverage for a Dependent, the Employee must add the Dependent and related information in Workday first. Use the job aid Add Coverage to Your New Dependent to assist you with this process.

Important Information

  • You must enter life event changes within 60 days of the life event.
  • You must add a Dependent or change a Dependent’s personal information before starting a benefit change related to a Dependent.
  • For Divorce – Your Spouse and Stepchildren must first be changed to “Ex-spouse” and “Ex‑stepchildren” in Workday so that they will receive a COBRA notice. You can use the benefits app in Workday to make changes as needed.

Getting Started

  1. Select the Benefits application. null
  2. Select the Benefits link under the Change column. Menu items for Change are Benefits, Beneficiaries, Dependents, and Medicare Information with Benefits highlighted
  3. Read all of the instructions on the Change Benefits page before making a benefit change.
  4. In the Change Reason field, select one.
    select a benefit event from the drop-down list
  5. Enter the Date specified on the screen.Note: The Submit Elections By field will auto-populate depending on the entries in the first two fields. The list of Benefits Offered that display are based on the Change Reason.Change Benefit section displaying Change Reason marked as mandatory. 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.

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

Up Next

Make Benefits Elections

After you submit the request to get started, you will see a pop up window allowing you to immediately open the task that is now waiting in your Workday inbox. You can begin now or if necessary, return to your inbox at a later time to complete the process.

  1. Select Open to get open the Benefit event.
    up next screen with open button highlighted
  2. Select Let’s Get Started.
    change benefit elections screen with let's get started button highlighted

Health Information

  1. You will now have an opportunity to make updates to Tobacco Use for you and your spouse (if applicable).
    Health information screen showing tobacco use option
  2. Select Continue twice to move forward.

From this page you can view the coverages available to you under the Health Care and Accounts and Insurance sections.
Note: The Change Benefit Elections task is a multi-step process.

 

Health Care and Accounts

You can navigate to your benefit elections in any order. To begin each section you will select Manage / Enroll. Those who have existing coverages will see the Manage link. Others who are electing coverages for the first time will see the Enroll link.
view of health care/accounts and insurance sections

IMPORTANT: Be sure to read all instructions provided on each screen.

Medical

  1. Select Manage/Enroll to begin.
    select medical coverage with manage link highlighted
  2. You will see your available plans listed. Choose Select or Waive as needed.
    view of available medical plansNote: Some benefit events do not allow you to switch from an existing plan outside of Open Enrollment.
  3. Select Confirm and Continue.
  4. Select or deselect Dependents as needed to enroll in or remove coverage.
    view of Dependents with addition of new dependent highlighted
  5. Enter Dependent Social Security Number(s).
    view of adding a Dependent social security numberNote: This section will not display if you have already entered the SSN for your Dependent.
  6. Select Save to return to your Enrollment page.

Dental and Vision

Follow the steps provided for Medical to update Dental and Vision coverages.

Insurance

Review Insurance coverages to add or drop plans and to update Beneficiaries.

  1. Select Manage/Enroll to begin.
  2. Review your insurance elections.Note: Basic Life for yourself is required if you have Medical coverage with The Texas A&M System and is provided to you without cost.
  3. Select Confirm and Continue.
  4. Select the plus icon to add rows for your primary and secondary Beneficiaries or select the minus icon to remove Beneficiaries.
  5. Select Save.
  6. Repeat these steps as needed for other insurance elections.

Finalize the Benefit Event

If you are finished making your elections, it is time to finalize your Change Benefits Event.

  1. Select Review and Sign on the Enrollment Summary page and review your changes to confirm that they are correct.Note: If you need to make changes, select Cancel to return to the Enrollment Summary page.
  2. In the Electronic Signature section, review the statements and select the I Accept checkbox.electronic signature screen with I Agree highlighted
  3. Select Submit.
  4. Select Done.

Note: If your benefit event is due to retirement, you will receive a To Do Update Electronic Communication Flag to choose the preferred method to receive information from the A&M System about retirement and insurance benefits.

This completes the Change Benefits Life Event process.