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Launch Alternate Open Enrollment

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This job aid outlines the activities for a Benefits Partner to cancel Open Enrollment Benefits elections for an individual who is adding, dropping, or changing medical coverage and launch the Alternate Open Enrollment business process, during the Open Enrollment period.

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Prerequisites

  • Open Enrollment has been launched for the Texas A&M University System.
  • A retiree is adding, dropping, or changing medical plans to or from A&M Care plan, the 65 PLUS plan or RAAMP plan as part of Open Enrollment.
  • An employee in a benefit group that does not receive an Open Enrollment event by default needs an Open Enrollment event.

Important Information

  • The term Employee can be interchanged with the term Retiree for this job aid.
  • If the Benefits Partner completes the enrollment on behalf of the individual, they must submit a signed paper enrollment form to System Benefits Administration indicating that the individual authorized the change(s).
  • In order to add coverages to a new Dependent, you must first add that Dependent in Workday, prior to completing Open Enrollment. See the job aid Add a Dependent in Workday for more details.
  • Beneficiary designations should not be updated without an updated signed and dated form from the individual.

Getting Started

Cancel Open Enrollment

Prior to launching Alternate Open Enrollment, you will need to cancel their Open Enrollment event.

  1. Navigate to the Employee’s Worker Profile.
  2. Select Benefits and select the Benefit Election History tab.benefit election history
  3. Find the correct Open Enrollment Change task by using the columns Enrollment Event Type, Event Date, and Status.boxes around the columns enrollment event type, event date, and status
  4. Select the Related Actions button next to the Magnifying Glass icon in the Event column  and select Benefits > Cancel Enrollment.cancel enrollment selection from related actions
  5. Select Ok, then Done.

Launch Alternate Open Enrollment

  1. From the Worker profile, select Actions and navigate to Benefits > Change Benefits.
    launching change benefits
  2. On the Change Benefits screen, complete the required fields
    • Change Reason. Select Alternate Open Enrollment.
    • Benefit Event Date. This date should be September 1 of the current Open Enrollment year.
    • Submit Elections By. This date should be July 31 of the current Open Enrollment year
    • Add comment. Indicate why this action is being initiated.
  3. Select Submit.Highlighted change benefit fields

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

Up Next

Complete the Alternate Open Enrollment Task

This task can be completed by either the Employee or the Benefits Partner. Use the appropriate instructions below to guide you.

Complete Alternate Open Enrollment Task (Benefits Partner)

This section will take you through the steps to complete the Alternate Open Enrollment Change Task on behalf of the Employee. Be sure to have the necessary information before you begin.

  1. Navigate to the Employee’s Worker Profile.
  2. Select Benefits and select the Benefit Election History tab.
    benefit elections history
  3. Find the correct Alternate Open Enrollment task by using the columns Enrollment Event Type, Event Date, and Status.benefit election history with boxes around enrollment event type, event date, and status
  4. Select the Related Actions button next the the Magnifying Class icon in the Event column and select Benefits > Enroll in Benefits.
    • You will be taken to the screen where you can enter information provided to you by the individual. Be sure to update fields when applicable.Open Enrollment Change task related actions menu with benefits link and enroll in benefits links highlighted
  5. Select Let’s Get Started.
  6. Use the Complete Open Enrollment for Your Employee job aid starting at the section Getting Started > Health Questionnaire to complete the task.

Complete Alternate Open Enrollment Task (Employee)

  1. Navigate to your Workday inbox and select the Benefit Change – Alternate Open Enrollment Change task.
  2. Select the Let’s Get Started button.Change Benefits Inbox task
  3. Use the Complete Open Enrollment job aid starting at the section Getting Started > Health Questionnaire to complete the task.