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.
Return to Retire (Worker Already in Workday)
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
- Navigate to the Employee’s Worker Profile.
- Select Actions > Retirement > Add Retiree Status.
- Enter the required fields
- Enter any comments, if needed.
- Select Submit.
- Select the To Do Update Insurance and Retirement Benefits Eligibility Questions in your inbox and follow the instructions in a new tab.
- Return to the To Do and select Submit.
- 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.
- From your inbox, open the To Do Update Retirement Other IDs.
- Select Edit Other IDs.
- Enter the UIN or Employee’s name in the Person field.
- 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
- On the Edit Other IDs page, select the plus (+) icon to add a new row.
- 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.
Note: Once added, do not select Submit yet. Additional Other IDs are required.
Retiree Percent Local
- Select the plus (+) icon to add another row.
- 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.
Note: Once added, do not select Submit yet. Additional Other IDs are required.
Retiree Retirement Program
- Select the plus (+) icon to add another row.
- 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.
- Enter any comments, if needed.
- Select Submit.
- 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.
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.