Complete Open Enrollment for Your Employee

This job aid outlines the activities for a Benefits or Retiree Partner to complete or change Open Enrollment benefits elections during the Open Enrollment time period on behalf of an Employee.

Prerequisites

Open Enrollment has been launched for the Texas A&M University System.

Important Information

The use of the term Employee can be interchanged with the term Retiree for this job aid.
The Benefits/Retiree Partner must submit a signed paper enrollment form to System Benefits Administration indicating that the Employee authorized the change(s).
Open Enrollment for Retirees and Surviving Dependents does not allow a Retiree to change Medical plans. If a Retiree needs to add or drop coverage or change to/from A&M Care plan, the 65 PLUS plan, or RAAMP plan as part of Open Enrollment, you will need to cancel their Open Enrollment event and create a separate Benefit Event called Alternate Open Enrollment. Please refer to the job aid, Complete Alternate Open Enrollment.

REMEMBER: If the Employee experiences a life event (e.g., Marriage, Birth) and a Change Benefits for Life Event business process is initiated after you have completed the Open Enrollment task on behalf of the Employee with an effective date prior to September 1, Open Enrollment will need to be completed again.

Getting Started

Initiating Complete Open Enrollment for Your Employee

This section will take you through the various steps to review and edit an Employee’s benefit elections. You can complete the Employee’s benefit elections in any order. However, within this job aid we will take you through the options sequentially. If some of the elections do not apply, feel free to skip them.

IMPORTANT: Please be sure to read the instructions in Workday carefully. These instructions provide you with detailed information regarding options and restrictions you need to know. This job aid will guide you through the process. However, it does not replace the detailed directions provided to you by System Benefits Administration.

Navigate to the Employee’s Worker profile.
Select Actions > Worker History > View Worker History.
Select the Related Actions icon for the Open Enrollment Change task and select Benefits > Enroll in Benefits.
Select Let’s Get Started. You will be taken to the screen where you can enter information provided to you by the Employee. Be sure to update fields when applicable.
You will first need to complete the Health Questionnaire regarding tobacco usage. If the Employee has a spouse, you will complete the information for them as well. Then select Continue to move forward to the Annual Enrollment Summary page.

IMPORTANT: Tobacco use includes vaping and e-cigarette use, as well as smokeless tobacco and cigarette use.

Annual Enrollment Summary

From this page you can view the coverages available to the Employee under the sections Health Care and Accounts and Insurance. You can review and edit any one of those elections, in any order. Use this job aid to complete the elections on behalf of the Employee.

REMEMBER: Spending accounts are set up on a yearly basis. The Employee will need to re-elect this benefit each year.

If you are not making any changes to elections, you can select Review and Sign to view the summary of your elections, select the I Accept checkbox, and then select Submit to complete the process.

Navigate to the Up Next tab to start making the Employee’s elections.

Up Next

Healthcare and Accounts

You can navigate the benefit elections in any order. To begin each section select Manage/Enroll. (Those who have had previous coverage will see the Manage link. Others who are electing coverages for the first time will see the Enroll link.)

IMPORTANT: Be sure and read all instructions provided on the screen.

Medical

Select Manage/Enroll under the Medical health care account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Review dependents enrolled in this plan on the next page. Select or deselect dependents, as requested by the Employee, to enroll in or remove coverage.

IMPORTANT: If the Employee has not yet set up their dependents in Workday, you will not be able to add coverage for them. Select Cancel and return to their Workday Home page. Go back to the Review Dependents Listed in Workday section of this job aid for guidance. Do NOT continue until you have updated the dependents in Workday.

Select Save to return to the Annual Enrollment Summary page.

Dental

Select Manage/Enroll under the Dental health care account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Review dependents enrolled in this plan on the next page. Select or deselect Dependents, as requested by the Employee, to enroll in or remove coverage.
Select Save to return to the Annual Enrollment Summary page.

Vision

Select Manage/Enroll under the Vision health care account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Review dependents enrolled in this plan on the next page. Select or deselect dependents, as requested by the Employee, to enroll in or remove coverage.
Select Save to return to the Annual Enrollment Summary page.

Healthcare Spending Account

Select Manage/Enroll under the Healthcare Spending Account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Enter the sum the Employee wishes to contribute either per paycheck OR annually. Verify that you enter this information in the appropriate field.

Note: It is recommended that you enter the sum annually so it automatically calculates per paycheck.

Select Save to return to the Annual Enrollment Summary page.

Dependent Day Care Spending Account

Select Manage/Enroll under the Dependent Day Care Spending Account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Enter the sum the Employee wishes to contribute either per paycheck OR annually. Verify that you enter this information in the appropriate field.

Note: It is recommended that you enter the sum annually so it automatically calculates per paycheck.

Select Save to return to the Annual Enrollment Summary page.

Insurance

This section will guide you through electing life insurance and long term disability plan elections on behalf of the Employee. As of September 2020, The Hartford is our life insurance vendor.

Basic Life/AD&D

Select Manage/Enroll under the Basic Life/AD&D health care account to begin.
You will the Employee’s available plans listed. Select or Waive as needed.
Review/edit beneficiaries for this plan.

Note: If the beneficiaries listed on the plan are correct, skip to the Optional Life section below. Otherwise, follow the next steps for editing beneficiaries on behalf of the Employee.

Edit Beneficiaries

Select the Plus Sign (+) or Minus Sign (−) icons to add or remove beneficiaries as needed.
To identify a Beneficiary, start by selecting the prompt icon.
Select Existing Beneficiary Persons if the Beneficiary is already listed in Workday. Choose the Beneficiary from the options listed or Select Add New Beneficiary or Trust to add a Beneficiary or Trust not yet listed in Workday. Indicate whether this will be a New Beneficiary or New Trust. Select Continue.
Fill out all required fields requested and select OK. An address will be required to complete the process.

Note: When adding multiple Beneficiaries to one policy, you will need to determine the percentage the Employee would like distributed to each Beneficiary. The combined distribution needs to total 100%.

Select Save when you are finished creating and/or editing beneficiaries on behalf of the Employee to return to the Annual Enrollment Summary page.

Optional Life

Select Manage/Enroll under the Optional Life health care account to begin.
You will see the available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Select the Employee’s desired options for coverage.

Note: If Evidence of Insurability is required, the Employee will receive a To Do in their Workday inbox when Open Enrollment has finalized. Follow the instructions provided at that time.

Review the beneficiaries. Follow the steps provided in the Edit Beneficiaries section, if necessary.
Select Save to return to the Annual Enrollment Summary page.

Optional AD&D

Select Manage/Enroll under the Optional AD&D health care account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Select the Employee’s desired options for coverage.
Review the beneficiaries. Follow the steps provided in the Edit Beneficiaries section, if necessary.
Select Save to return to the Annual Enrollment Summary page.

Spouse Life

Select Manage/Enroll under the Spouse Life health care account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Select the Employee’s desired option for coverage.

Note: If Evidence of Insurability is required, the Employee will receive a To Do in their Workday inbox when Open Enrollment has ended. Follow the instructions provided at that time.

Review the Dependent information. Follow the steps provided in the Review Dependents Listed in Workday section, if necessary.
Select Save to return to the Annual Enrollment Summary page.

Child Life

Select the Manage/Enroll under the Child Life health care account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Review Dependent(s) information. Follow the steps provided in the Review Dependents Listed in Workday section, if necessary.
Select Save to return to the Annual Enrollment Summary page.

Long Term Disability

Select Manage/Enroll under the Long Term Disability health care account to begin.
You will see the Employee’s available plans listed. Select or Waive as needed.
Select Confirm and Continue.
Review the Employee’s coverage details.
Select Save to return to the Annual Enrollment Summary page.

Finished Making Your Elections?

If you are finished making elections on behalf of the Employee, it is time to finalize the Employee’s Open Enrollment.

Select Review and Sign on the Annual Enrollment Summary page and review the changes to confirm that they are correct.

Note: If you need to make changes, select Cancel to return to the Annual Enrollment Summary page.

Check the I Accept checkbox and select Submit.
On the Submitted page, you have the option to view the benefits statement by selecting View 2022 Benefits Statement.
Select Print if you would like to print the information or select Done.

This completes the Complete Open Enrollment for Your Employee business process. If you have questions regarding your Employee’s benefits, please reach out to your local Human Resources office or contact System Benefits Administration.