Return to Retire (Worker Not in Workday)

Search for Existing Pre-Hire Record

First you will search Workday for an existing pre-hire record. If none exists, you will create a pre-hire record for the Employee.

1. Enter the First Name and Last Name. Then select Search.
2. Review a pre-hire’s information by selecting Details.
3. Select the Related Action icon next to Profile to view more details.

IMPORTANT: If you have located the correct Pre-Hire record as a terminated Worker, stop and refer to the Return to Retire (Worker Already in Workday) job aid.

Pre-Hire Record Not Found

If there are 0 results and you have exhausted all possibilities, or if the results do not include the individual you are looking for and you have exhausted all possibilities, select Create New Pre-Hire.

1. On the Legal Name Information tab, add the Employee’s First Name and Last Name.
2. On the Contact Information tab, enter the Employee’s phone number, address, and email.
3. Select OK.
4. Select OK again to continue.

Hire Details

1. On the next page, complete the following Hire details.
   • Hire Date. This date must be 1 day before the effective Retirement Date.
   • Reason. Select Use for Benefits Purposes Only (Return to Retire).
2. In the Job Details section, complete the following:
   • Employee Type. Select Non-Employee Benefits Only.
   • Job Profile. Select Retiree.
   • Time Type. Select Part Time.
   • Location. Enter the physical location of the member from where the individual will retire.

Note: If a system member has more than one Location, select the member’s headquarters for their institution or agency.

3. Enter any comments, as needed.
4. Select Submit.

The request will be routed to the Benefit Partner to Assign Organizations.

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

To Do: Confirm New or Rehire Worker (UIN Partner)

1. Navigate to your Inbox.
2. Select the To Do Confirm New or Rehire Worker Record for Non-Employee Benefits Only.
3. Follow the instructions of the To Do. Search for the Retiree in Workday to confirm whether no record other than the pre-hire record you created exists.

IMPORTANT: A New Hire does not have an active worker record in Workday and cannot be found when searching by UIN using Workday Global Search. If you find the individual in Workday, stop and follow the instructions provided in the job aid, Return to Retire (Already in Workday).

4. Return to your inbox and Submit the original To Do.

To Do: Get the UIN and Edit the Employee ID (UIN Partner)

The UIN Partner receives an Inbox item to Get UIN and Edit the Employee ID

1. Navigate to your Inbox.
2. Select the To Do Get UIN and Edit Employee ID.

Note: This To Do directs you to edit the System ID for the Employee and replace it with the UIN.

3. Navigate to the Individual’s Worker Profile.
4. Select Actions > Worker History > Edit System ID.
5. Enter the UIN you retrieved from the UIN Manager.

IMPORTANT: A former Worker will already have a UIN; DO NOT generate a new UIN. You need to locate the former Employee’s UIN using UIN Manager.

6. Select OK and Done.
7. Navigate back to the To Do in your Inbox.
8. Document the UIN in the Comments section.
9. Select Submit.

Enter Personal Information

1. Navigate to your Inbox.
2. Select the Enter Personal Information action item.
3. Enter any available personal information for the Retiree.

Note: The Date of Birth and Gender are required fields.

4. Select Submit.

Enter Contact Information

1. Navigate to your Inbox.
2. Select the Enter Contact Information action item.
3. Enter any available personal information for the Retiree.

Note: Primary Address, Primary Phone and Primary Email are required fields.

4. Select Submit.

To Do: Update Insurance and Retirement Benefits Eligibility Questions (for Benefits Partner or Retiree Partner)

This To Do requires you to initiate an Edit Additional Data Event that will generate one task in your inbox. You will complete the task for the Retiree on their behalf. You will then navigate back to this To Do and Submit after completing the tasks.

From the Workday Home page:

1. Navigate to your Inbox.
2. Select the To Do Update Insurance and Retirement Benefits Eligibility Questions.

Note: Perform the actions above before submitting this To Do step.

3. Follow the steps provided to initiate the Edit Additional Data Event.
4. Enter the Hire Date as the Effective Date.
5. Select OK. This will send one Edit Additional Data task to your inbox.

REMEMBER: You will need to return to this original To Do and Submit after you complete the Edit Additional Data tasks.

Insurance and Retirement Benefits Eligibility Questions

1. Select the task in your inbox to update the Insurance and Retirement Benefits Eligibility Questions.
2. Select Submit.
3. Navigate back to the To Do and Submit after adding comments, if needed.

Change Emergency Contacts (for Retiree Partner Only)

1. Navigate to your Inbox.
2. Select the To Do Change Emergency Contacts for Onboarding.
3. Enter information for the Primary Emergency Contact.

Note: Legal Name, Relationship and Primary Phone Number are required fields

4. Select Submit.

IMPORTANT: You will receive the To Do Review Insurance and Retirement Benefits Eligibility Questions, SGIP Date Driver and BARs at this time. As a Retiree Partner, you need to review and ensure that all Insurance and retirement benefits eligibility questions have been answered. Then select Submit.

To Do: Review Insurance and Retirement Benefits Eligibility Questions, SGIP Date Driver and BARs (for Benefits Partner Only)

1. Navigate to your Inbox.
2. Select the To Do Review Insurance and Retirement Benefits Eligibility Questions, SGIP Date Driver and BARs.
3. Ensure that all insurance and retirement benefits eligibility questions have been answered, and that the Other IDs have been set correctly.

Note: Perform the actions above before submitting this To Do step.

IMPORTANT: If the Employee would like to begin coverage prior to their SGIP date, follow these instructions in this order. First, change the Employee’s SGIP Date Driver Other ID to a “C” and confirm that the Issue date is equal to the SGIP date. Next, cancel the Hire Benefit event that will be automatically triggered after submitting this To Do step. Finally, create a new Benefit event with the desired coverage begin date.

4. Select Submit.

Edit Government IDs (Benefits Partner)

1. Navigate to your Inbox.
2. Select the ID Change action item.
3. In the National IDs section, add information by selecting the Plus Sign (+) icon and entering information, including:
   • Country
   • National ID Type
   • Add/Edit ID #. Enter the identification number.
   • Verification Date. This field will auto-populate with today’s date.
4. Enter any comments, as needed.
5. Select Submit.

To Do: Retirement Other IDs

After adding the Retiree Status, the Retiree Partner will receive an Inbox item to update three Other IDs required for retirement.

1. Navigate to your Inbox.
2. From the Inbox item, select the To Do Update Retirement Other IDs: Add Retiree Status.
3. Select Edit Other IDs.

Note: Alternatively, you can do this from the Employee’s Worker Profile by selecting Actions > Personal Data > Edit Other IDs.

4. Enter the UIN or name of the Worker in the Person field.
5. Select OK.
6. On the Edit Other IDs for Worker page, select the Plus Sign (+) icon three times to add a row for each Other ID.

The first step is to enter the Organization for Billing Other ID. This 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.

7. In the first row, enter the following information:
   • Other ID Type. Select Organization for Billing.
   • Organization. Select the member.
   • Description. Enter if needed.
   • Identification #. Enter in the following format: M_01222333, using these guidelines:
     • M = Workstation
     • 01 = Adloc
     • 222333 = Department number
   • Issued Date. Enter the Retirement Date.
   • Expiration Date. Leave blank.

The next step is to enter the Retiree Percent Local Other ID. This Other ID maintains 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.

8. In the second row, enter the following information:
   • Other ID Type. Select Retiree Percent Local.
   • Organization. Select the member.
   • 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 and do not include a “%” sign (e.g., 75% would be entered as 75).
   • Issued Date. Enter the Retirement Date.
   • Expiration Date. Leave blank.

The last step is to enter the Retiree Retirement Program Other ID. This Other ID maintains the type of retirement and is used for billing insurance premiums.

9. In the third row, enter the following information:
   • Other ID Type. Select Retiree Retirement Program.
   • Organization. Select the member.
   • Description. Enter if needed.
   • Identification #. Enter either T, O, or E, using these guidelines:
     • T = TRS
     • O = ORP
     • E = ERS
   • Issued Date. Enter the Retirement Date.
   • Expiration Date. Leave blank.
10. Enter any comments, as needed.
11. Select Submit.
12. Navigate back to the To Do in your Inbox and select Submit.

To Do: Add Retirement Benefit Event

1. Navigate to your Inbox.
2. Select the To Do Add Retirement Benefit Event: Add Retire Status.

IMPORTANT: Read the instructions on the action item. Do NOT submit it before you complete the steps in Workday.

3. Select Actions > Benefits > Change Benefits.
4. Enter the required information:
   • Change Reason. Select Retiring Former Employees.
     Note: There is an alternative option Retiring Former Employees > Coverage on Event Date, which allows the Retiree to begin benefits at hire instead of waiting the usual 90 days.
   • Benefit Event Date. Enter the Retirement Date.
   • Submit Election by. This date will auto-populate.
   • Attachments. Do not upload documents here.

5. Select Submit.
6. Return to your Inbox and Submit the To Do Add Retirement Benefit event.