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Return to Retire (Worker Already in Workday)

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This job aid describes the process for the Retiree Partner to Add Retiree Status to a Terminated Worker’s record and how to initiate a Change Benefits Event when the Employee is Returning to Retire.

Prerequisites

The Employee should have met with their member’s human resources office to confirm TAMUS retirement eligibility.

Important Information

  • The Ready to Retire Other ID should not be entered for someone who is returning to retire. Add Retiree Status can be a stand-alone business process from a terminated Worker’s related actions initiated by the HR Partner, Benefits Partner, or Retiree Partner.
  • The Organization for Billing Other ID maintains the identification of the Supervisory Organization from which the Employee retired in a format that will drive reporting requirements to legacy systems to assist in determining the organization that will pay the SGIP.
  • TAMUS continues to pay a portion of a former Employee’s State Group Insurance Program (SGIP) insurance premium after retirement. The Retiree Percent Local Other ID will maintain a percentage amount representing what portion of the SGIP is paid from Local Funds versus State Funds and will drive reporting requirements to legacy systems.
  • The Retiree Retirement Program Other ID maintains the type of retirement (TRS, ORP, or ERS) and is used for billing insurance premiums.

Getting Started

  1. Navigate to the Employee’s Worker Profile.
  2. Select Actions > Retirement > Add Retiree Status.Worker profile showing navigation from Actions > Retirement > Add Retiree Status
  3. Enter the required fields
    • Effective Date. Enter the Effective date of Retirement.
    • Reason. Select one:
      • Involuntary: Disability Retirement – Limited or Unlimited
      • Voluntary: Return to retire
    • Retiree Organization. Select the Employee’s primary company.etiree status screen showing termination date with effective date, reason, and retiree organization fields
  1. Enter any comments, if needed.
  2. Select Submit.
  3. Select the To Do Update Insurance and Retirement Benefits Eligibility Questions in your inbox and follow the instructions in a new tab.display of To Do: update insurance and retirement questions
  4. Return to the To Do and select Submit.
  5. Navigate to your inbox and complete two Edit Additional Data tasks: TRS ISD Onboarding Question and Insurance and Retirement Benefits Eligibility Questions.

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

Up Next

The Retiree Partner will receive a To Do to add three Other IDs for the Retiree. The next section will walk you through these steps.

To Do: Update Retirement Other IDs

You will use the Edit Other IDs business process to add three Other IDs for the Retiree.

  1. From your inbox, open the To Do Update Retirement Other IDs.
  2. Select Edit Other IDs.display of To Do: update retirement other IDs with Edit Other IDs button emphasized
  3. Enter the UIN or Employee’s name in the Person field.display of pop-up box: Edit Other IDs with Person field
  4. Select OK.

Note: Alternatively, you can do this by navigating to the Worker’s profile and selecting Actions > Personal Data > Edit Other IDs.

Organization for Billing

  1. On the Edit Other IDs page, select the plus (+) icon to add a new row.
  2. Enter the following fields.
    • Other ID Type. Select Organization for Billing from the drop-down menu
    • Organization. Select the Employee’s primary Company.
    • Description. Enter if needed.
    • Identification #. This should be in the following format: M_01222333. Use these guidelines:
      • M = Workstation
      • 01 = Adloc
      • 222333 = Department number
    • Issued Date. Enter the Retirement date.
    • Expiration Date. Leave this field blank.Edit Other ID screen shown with plus icon emphasized to add organization for billing ID

Note: Once added, do not select Submit yet. Additional Other IDs are required.

Retiree Percent Local

  1. Select the plus (+) icon to add another row.
  2. Enter the following fields.
    • Other ID Type. Select Retiree Percent Local.
    • Organization. Select the Employee’s primary Company.
    • Description. Enter if needed.
    • Identification #. Enter the amount that represents the portion of the SGIP paid from local funds versus state funds. Use whole numbers without a “%” (for example 75% would be entered as 75).
    • Issued Date. Enter the Retirement Date.
    • Expiration Date. Leave this field blank.Edit Other ID screen shown with plus icon emphasized to add retiree percent local ID

Note: Once added, do not select Submit yet. Additional Other IDs are required.

Retiree Retirement Program

  1. Select the plus (+) icon to add another row.
  2. Enter the following fields.
    • Other ID Type. Select Retiree Retirement Program.
    • Organization. Select the Employee’s primary Company.
    • Description. Enter if needed.
    • Identification #. Enter either T, O, or E. Use these guidelines:
      • T = TRS
      • O = ORP
      • E = ERS
    • Issued Date. Enter the Retirement Date.
    • Expiration Date. Leave blank.Edit Other ID screen shown with plus icon emphasized to add retiree retirement program ID
  3. Enter any comments, if needed.
  4. Select Submit.
  5. Navigate back to the To Do Update Retirement Other IDs in your Inbox and select Submit.

To Do: Add Retirement Benefit Event

The Retiree Partner will receive a To Do step to create a Retirement Benefit Event using the retirement date as the event date.

  1. From your inbox, select the To Do Add Retirement Benefit Event.display of To Do: add retirement benefit event
  2. Navigate to the Retiree’s Worker Profile and select Actions > Benefits > Change Benefits.Related actions menu for employee with Benefits highlighted for emphasis in the Primary menu and Change Benefits highlighted for emphasis in the secondary menu
  3. Enter the following fields:
    • Change Reason. Select Retiring Former Employees.
    • Benefit Event Date. Enter the Retirement Date.
    • Submit Elections By. This field will be automatically populated.change benefit event screen with change reason, benefit event date, and submit elections by fields
  4. Select Submit.
  5. Navigate back to the To Do in your inbox and select Submit.

Up Next

The business process will then route to the Retiree to change their benefits elections. The Retiree will also receive a notification to elect how they would prefer to receive retirement and insurance information from the A&M System via email. The Retiree Partner can make this election on behalf of the Retiree by referring to the job aid Update Retiree Electronic Communication (Retiree Partner).

This completes the Return to Retire process for a Worker already in Workday.