Benefits Learning Hub
Our Hub page brings Benefits content from across our site in to one central location. Use the tabs below to find specific learning materials.
| Title | Summary |
|---|---|
| Am I able to enroll in Tax Deferred Accounts on-line? | Yes. View the Change Benefits (TDA Plan Change) job aid for more information on how to set-up a Tax Deferred Account on-line. |
| How do I determine if an Employee is ACA eligible? | From the Employee’s name, select Actions > Benefits > View ACA Measurement Period. Note: If a person is still in a full time position (75%+ for 4.5+ months) they will not be measured. Workday only measures people who fall below the Full Time Benefits threshold. Look at the table at the bottom of the page... Read More |
| How do I help an Employee enroll in (or change) their DCP enrollment? | DCP (Differed Compensation Plans) offered by Texa$aver are fed into Workday via an integration. Employees cannot edit their enrollment OR contribution amount through Workday. They will need to contact Texa$aver directly for any changes. |
| What do I do if a pay frequency change causes an Employee’s benefits to drop? | This happens because the person has lost eligibility for the plan. Check the benefit eligibility for the Employee and verify they are no longer eligible for the dropped plan. You can do this by going to the Employees Related Actions > Benefits > View Benefit Eligibility. You can also verify by running the “Medical Plan... Read More |
| What do I do if Integration 160 fails during Onboarding and my Employee doesn’t have an SGIP Date driver, TRS9 date or Benefit Annual Rates? | If Integration 160 fails, the following values will need to be set manually. Benefit Annual Rates (BARs): Determine correct values by running the report “BAR (Benefit Annual Rate) Audit” using the UIN and hire date of the Employee. Refer to the Update Benefits Annual Rates (BARs) for an Employee (Benefits or Retiree Partner) job aid... Read More |
| What do I do with hybrid events? | Sometimes hybrid events are okay. The first step is to research the two events that combined. When two events combine, Workday includes all the benefit types from EITHER event and takes the EARLIEST effective date from either event (in other words, they try to be “generous”). First, look at the reference guide Benefit Events and... Read More |
| Why can’t a terminated Worker see their ACA 1095-C form in Workday? | On the System Benefits Administration website, there are alternate instructions on how to access the 1095-C form. |
| Why can’t I add a dependent grandchild to coverage? | Dependent grandchildren must be certified annually on May 1st of each year to be eligible for coverage. New grandchildren must have a current issue date entered to be eligible for benefits, then recertified each May 1st. This is a policy set by System Benefits Administration and is the same for all workstations. To certify a... Read More |
| Title | Summary |
|---|---|
| Add a Graduate Fellow | Activities for the Benefits Partner or Retiree Partner to add a Graduate Fellow in Workday. This includes editing personal and contact information, updating benefits onboarding questions and the privacy flag, as well as editing Government IDs for the Graduate Fellow |
| Add a Surviving Dependent | Activities for a Benefits Partner to add a Surviving Dependent in Workday using the Hire and Onboarding business processes |
| Add Coverage to Your Dependent | The process for an Employee to add or edit dependents and add or remove those dependents from benefits coverage in Workday |
| Add Retiree Status (Termination) | How to Add Retiree Status to an Employee after the Termination business process has been initiated and how to initiate a Change Benefits Event when the termination reason is Retirement |
| Cancel or Rescind a Benefit Event | The activities for a Benefit Partner to edit a Benefit Event by using the Cancel or Rescind business process |
| Change Benefits (Beneficiary Change Only) | The process for an Employee to add or edit a new beneficiary and make changes to coverage eligible for change outside of a life event or Open Enrollment |
| Change Benefits (Life Event) | The activities for an employee to change benefits for a life event such as marriage, birth or adoption, divorce, tobacco usage, etc. |
| Change Benefits (TDA Plan Change) | The activities for an Employee to set up a Tax Deferred Account Plan in Workday |
| Complete Alternate Open Enrollment | The activities for a Benefits / Retiree 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 |
| Complete Open Enrollment | The activities for an Employee to complete or change Open Enrollment Benefits elections during the Open Enrollment time period |
| Complete Open Enrollment for Your Employee | The activities for a Benefits / Retiree Partner to complete or change Open Enrollment Benefits elections during the Open Enrollment time period on behalf of the Employee |
| Death of Dependent | This job aid outlines the activities for a Benefits or Retiree Partner to update an Employee or Retiree’s health coverages due to the death of a Dependent |
| Death of Retiree | The activities for a Retiree Partner to complete a change benefit event business process in Workday for a retiree with the reason of death |
| Finalize ORP and Enter ORP Waived Custom ID | The activities for a Benefits Partner to finalize an ORP event if the Employee has not enrolled by the due date |
| Manage Evidence of Insurability for Your Employee (Benefits or Retiree Partner) | The activities for a Benefits Partner or Retiree Partner to Manage Evidence of Insurability (EOI) for an Employee when EOI is not required (for example switching out of a grandfathered life plan) |
| Managing Medicare Information for Your Employee | This job aid outlines the process for a Benefits Partner or Retiree Partner to add Medicare information such as the Medicare Beneficiary Identifier (MBI) number and enrollment dates |
| Managing Your Medicare Information | This job aid outlines the activities for an Employee or Retiree to add or change Medicare information for self or a Dependent in Workday |
| ORP Newly Eligible on Date of Hire (Benefits Partner) | The activities for a Benefits Partner to initiate an ORP benefit event for a newly hired Employee who is eligible for ORP on the date of hire |
| Ready to Retire | This job aid outlines the activities for a Benefit Partner to prepare an Employee’s record in Workday for in preparation for their upcoming retirement |
| Relaunching Open Enrollment | |
| Return to Retire (Worker Already in Workday) | This job aid describes how 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 Not in Workday) | The process for a Benefits Partner or Retiree Partner to add an Employee who is returning to retire in Workday |
| Review and Certify Dependents | This job aid outlines the activities for Benefits and Retiree partners to certify dependents, including grandchildren for the purpose of adding Benefits coverage |
| Review ORP Eligibility Document | The activities for a Benefits Partner to provide the ORP Information Acknowledgement Statement to an ORP eligible worker during the Hire or Change Job business process |
| Set Up Benefits to Begin Prior to SGIP | The process Benefit Partners must follow in order to set up benefits for a new Employee who would like to start benefits prior to their SGIP start date |
| Update Benefits Annual Rates (BARs) for an Employee (Benefits or Retiree Partner) | The activities for a Benefits or Retiree Partner to update Benefits Annual Rates (BARs) for an Employee, former Employee returning to retire or Retiree who certify other and select Alternate Basic Life (ABL) insurance |
| Update Retiree Electronic Communication (Retiree Partner) | The process for a Retiree Partner to update the Electronic Communication Flag to choose the preferred method to receive information from the A&M System about retirement and insurance benefits on behalf of a Retiree |
| Title | Summary |
|---|---|
| Benefit Events and Explanations | This guide provides a comprehensive list of Benefit Event Types and their purposes. Also listed are each event's coverage types, waiting periods, coverage begin and end dates and who can initiate each event |
| Coordinating Benefits Events and Open Enrollment | Overviews how Open Enrollment deadlines are impacted in the summer months by common life events and staffing actions. |
| Leave of Absence | The purpose of this reference guide is to outline when the Benefit Partner will need to take action and to give explanations for that process. Information on benefit coverage, SGIP, handling arrears, summer billing and military leave dependents is also provided |
| Title | Summary |
|---|---|
| Complete Open Enrollment | Provides employees step-by-step instructions on how to add a dependent in Workday and how to complete the Open Enrollment Change task in Workday |
| Title | Summary |
|---|---|
| 12 Over 9 for New Hires | Provides an overview of the process for enrolling employees in the 12/9 program if their SGIP date is after 9/1/2022, as well as any new updates to the current process. |
| Complying with Affordable Care Act | Learn all the basics of ACA compliance, including applicable Federal mandates, System Benefits policies, Workday reports to run, and Benefit Partner actions. |
| From Employee to Retiree-Best Practices | Join us as we cover all the things Benefits and Retiree Partners should consider when assisting an Employee with retirement. This session will cover Workday Services best practices and policy requirements regarding transitioning an Employee to a Retiree. The System Benefits Administration (SBA) will also be joining us as a co-host. |
| Open Enrollment 2021 – Staffing Changes | Summer staffing events with effective dates on or before September 1 can impact an Employee’s benefit plan. Learn best practices and actions that are necessary when employment changes are effective the beginning of the fiscal year. |
| Retirement | Reviews the business processes and best practices for terminating and retiring an employee in Workday, as well as actions that touch benefits and payroll activities. |
| Staffing Changes and Impacts to Benefits | Join us as we review the best practices when employees' appointments change for the summer or fall semester and how those can impact their insurance coverage. This webinar provides collaboration guidance between HR Benefits and Payroll Offices on staffing and compensation actions in the multiple scenarios that cause possible insurance impacts. |
| Workday Benefit Reports: (Part 1: Staffing & Enrollment Discrepancies) | |
| Workday Benefit Reports: (Part 2: Dependent Reports) | |
| Workday Benefit Reports: (Part 3: Benefit Impacts to Payroll) | |
| Workday Benefit Reports: (Part 4: Benefit Impacts to Retirement Programs) |
| Workday Area | Release Notes | Release Date |
|---|---|---|
| Benefits | The report "Benefit Events Status Report - Pending Events" now includes employees' email addresses | 10/6/2022 |
| Benefits | The default days to enroll in benefit events have been updated to match new System Benefits Administration policies. Events that are effective on event date have 7 days, most other benefit events have 31 days | 10/20/2022 |
| Payroll | The IRS Annual Contribution Limit (TDA+ORP) increased from $61,000 to $66,000 for Fiscal Year 2023 per System Benefits Administration | 11/3/2022 |
| Staffing | Employees will no longer be able to select conflicting answers to their Insurance and Retirement Benefits Eligibility Additional Data questions | 11/3/2022 |
| Benefits | Retiree Spouse Life Plans B & C have been created, allowing retirees to view all of their spouse life plan options in the same place within the enrollment events | 11/17/2022 |
| Benefits | Beneficiaries for Optional Life plans can now be modified when doing a Divorce Benefit Event | 12/1/2022 |
| Benefits | Newly eligible employees will now be automatically enrolled in the TRS Care Surcharge and TRS Surcharge | 12/15/2022 |
| Benefits | Additional information on Dental plans are now available to Employees during enrollment events | 12/15/2022 |
| Staffing | System Benefits Support and Benefits Partners can now add the Temporary Fidelity ID for Pre-Employees | 1/5/2023 |
| Benefits | The report "Employees Becoming Benefit Eligible" now includes the following fields: Preferred Benefit Start Date Option, Enrollment Type, Enrollment Effective Date, Enrollment Status | 1/10/2023 |
| Benefits | Benefit events will no longer reprocess upon the completion of an Optional Retirement Program benefit event | 1/12/2023 |
| Benefits | The Optional Retirement Program (ORP) Passive Event will exclude employees with a future ORP Enrollment | 1/19/2023 |
| Benefits | The report "Employees Becoming Benefit Eligible" now has the field Email - Primary Home | 1/19/2023 |
| Benefits | The report "Dependents Requiring Documentation" now has the field Effective Date to show when the dependent was added in Workday | 1/19/2023 |
| Benefits | The Employer Contribution Available benefit event will now process for benefit eligible Working Graduate Fellows becoming SGIP eligible | 2/2/2023 |
| Benefits | A "Pay Frequency Benefit Event Needed" report is now available for benefits and payroll roles | 2/2/2023 |
| Benefits | The "Dependents Missing SSN" report now has employee work and home email addresses | 2/9/2023 |
| Benefits | Beneficiaries for Basic Life/AD&D plans can now be modified when doing a Life Insurance Change benefit event | 3/2/2023 |
| Benefits | Employees are no longer able to submit conflicting benefit events during Open Enrollment for the months of July and August | 3/2/2023 |
| Benefits | Graduate Fellows will receive a notification towards the end of each semester prompting them to contact their sponsoring department if they have a change in status | 3/2/2023 |
| Benefits | Employees who leave the Reason field blank during the Dependent Event business process will receive instructions on how to correct the error | 3/9/2023 |
| Report Name | Description | Usage |
|---|---|---|
| ACA Eligible Workers | This report will return ACA eligible workers who should be offered benefits. It has information for worker, working hours during lookback period, and measurement details during measurement period. | Users will need to run the report to identify any ACA eligible workers who are not enrolled in Medical and should be offered benefits. |
| ACA Measured Workers | Returns hourly workers measured for ACA eligibility based on their scheduled weekly hours. | Used by benefit partners to determine which hourly employees may be ACA eligible. |
| All Contingent Workers | Provides a list of all contingent workers | Used to identify all contingent workers |
| Annual Term Months (Filled Positions) | Returns positions and associated details in the prompted Company, grouped by the number of months in the annual work period. | Used on the HCM Executive Dashboard to return counts of positions, grouped by the number of months included in the positions' annual work periods. |
| Annual Turnover by Company | Returns annual turnover rate for the specified company. | Used for turnover analysis for specified organization. |
| Audit - Employee Academic Pay Settings | This report provides the ability to audit employees by organization for the proper Academic Pay settings. Displays job profile, annual work period, pay rate and compensation base pay. | Used to evaluate if academic pay period is consistent with intended annual term and payroll for employee. |
| Audit - Temporary Casual Employee Staffing Events | Returns hire, add additional job, or change job events for temp/casual employees. | used by HR, Benefits and Payroll to monitor when Temporary/Casual employee types are nearing the maximum 4.5 months before benefits eligibility should be evaluated. |
| Audit Differences in FSA Annual Election Amount | Returns employees who are enrolled in Medical Spending Account or Dependent Care spending Account but may over-contribute or under achieve their annual contribution goal. | Users start to run this report in June/July to catch employees that may over contribute or under achieve their FSA annual contribution goal. They'll investigate if any actions are needed such as refunds or extra payroll deductions. |
| Average Base Pay | View list of average base pay in the reporting currency for employees grouped by supervisory organization. This report filters on workers in which the user has access based on a role of Manager or HR Partner. | Audit report used to view average base pay for employees |
| BAR (Benefit Annual Rate) Audit | Returns benefit annual rates for Benefits Salary and Optional Life Insurance prior to annual enrollment (September 1). | Used by Benefits personnel to compare employees' Benefit Salary BAR and OL BAR values to what they should be and determine if adjustments to these values are required. |
| Basic Life and AD&D Insurance | Returns enrollment headcount for Basic Life and Accidental Death and Dismemberment (AD&D) Insurance by gender and age group. | Used by SBA to provide insurance vendors with monthly enrollment headcounts. |
| Basic Life with Certified Other Medical | Count of Active and Retired Workers, broken out by gender and age, with Alternate Basic Life/AD&D coverage along with the coverage Amount. | Used by SBA to provide insurance vendors with monthly enrollment headcounts. |
| Beneficiaries Not Tied to a Benefit Plan | Returns employees with a designated beneficiary not associated with an elected benefit plan | Audit report used to identify those employees with beneficiaries not attached to a benefit plan so the employee can be contacted to make any necessary updates. |
| Benefit Census - TAMUS | View workers enrolled in specific benefit plan(s) as of a specified date. Details include demographic and job-related information about workers and their current benefit elections. | Used to view benefits enrollment as of a specific snapshot date. |
| Benefit Data for Worker | Returns employee data that are related to benefits. | Used by SBA to troubleshoot issues or verify data during onboarding. |
| Benefit Eligible Employees Missing Benefit Event | Returns employees with a Hire or Change Job event into a benefit eligible position in the specified company but with no benefit event initiated. | This report can be used to identify any employees with a staffing event that changed them from benefit ineligible to benefit eligible, but missing a benefit event that should be initiated due to this staffing event. |
| Benefit Events Status Report | View workers with open benefit events and their status. | Used by Benefits and Retiree Partners to view employees with open benefits events |
| Benefit Events Status Report - Pending Events | Returns employees with benefit events that have not been started yet or are in progress. | Used to view benefit event details associated with enrollment, such as the event type, date, and status. |
| Benefit Events Status Report - TAMUS | Returns employees' benefit enrollment events, the associated elections, and the events' respective statuses. This report is similar to Workday report Benefit Events Status Report, but contains fields for UIN, Benefit Group, Company, Plan, Coverage and Dependents. | Used to view employee benefit enrollment elections and events by status. |
| Benefits Eligibility by Worker | View a list of the benefit plans in which a worker is eligible to enroll. Details include benefit plan year definition, health care coverage plans, health savings account plans, spending account plans, insurance coverage plans, and defined contribution plans. | Used to help verify that eligibility rules are set up correctly. |
| Billing Invoice Validation | Returns billing invoice data as of the prompted effective date. | Used by Billing personnel before the monthly snapshot to ensure accurate data is displayed given any impacting events. Used after the monthly snapshot as a reference for late-completed events that may have changed the invoice. |
| Business Process Cycle Times | View various statistics related to business process cycle times within the From/To period specified. | The report can be used to determine whether transactions are running efficiently and whether the structure of your organization’s hierarchy, role assignments or personnel are impacting the execution of workflows. The report provides various statistics related to business process cycle times for your Company using the organization prompt, and within the From/To period specified for specified business processes. Enables you to see the business process type, number of processes for the associated type, average process time (in days), and average step time (in days). For a given business process type, you can also view a 12-month chart that shows average completion time and other related data for all transactions so you can compare your Company efficiency to system-wide statistics. Use the drill to detail feature to view specific transaction events, steps and users taking action on each step to have a more comprehensive view of efficiencies and where additional training or user resources could be helpful within your organization. |
| Business Process Events | Returns general information for all business process events. Two detail reports are available with more data on before and after values for worker's staffing events and compensation events. | Used to view general information for business process events. Two other reports, "Business Process Events = Worker Compensation Details" and "Business Process Events - Worker Staffing Details" provide more detailed information. |
| Business Process Events - Worker Staffing Details | Detail report for Business Process Events. Returns all details for staffing events on workers. | Used to view detailed information specific to staffing business process events |
| Business Process Events Awaiting Action by Security Group | Returns business processes awaiting action in the prompted Company, security group, and date range. | Used by personnel to manage and monitor business processes awaiting action and reduce the time it takes to complete business processes. |
| Business Process Milestone Audit - Hire | Returns average days between each milestone step for Hire business processes in specified companies. | Used for business process milestone analysis to know the average days between each milestone step. |
| Business Process Milestone Audit - Request Compensation Change | Returns average days between each milestone step for Request Compensation Change business processes in specified companies. | Used for business process milestone analysis to know the average days between each milestone step. |
| Business Process Milestone Audit - Termination | Returns average days between each milestone step for Termination business processes in specified companies. | Used for business process milestone analysis to know the average days between each milestone step. |
| Business Process Transactions of Type Awaiting Action | Returns details about business process transactions awaiting action, including the awaiting person and number of days elapsed since the due date. | Used to identify bottlenecks in business process transactions. |
| COB Date Conflicts - Divorce and Tobacco | This report checks employee benefit enrollment events for conflicts with divorce/tobacco events. It will return any worker with a divorce event effective within the past month and a conflicting COB event. It lists information about the employee's most recent divorce and tobacco events, and about conflicting event(s). | Used to identify conflicts with coordination of divorce/tobacco events. Effective dating of a Tobacco Use change may not calculate correctly when there is a retro dated benefit event such as divorce. |
| Compare Team | Displays job, base pay, bonus, stock, and performance information for each member of a team. | Helps compare all the employees who report to a manager to make hiring and compensation related decisions |
| Compensation Plan Expected End Date Audit | View organizations with employees who have assignments with expected end dates. You can narrow your search by entering a date range. | |
| Compensation Review Employee Changes Audit | View details of parallel compensation events that occurred during merit processes. | Audit employee data that was changed because of a parallel event when Merit is in progress (Example: Compensation Changes and Job Changes) |
| Critical Reports for Benefits Partner | This report returns a list of reports critical to benefits processing. | Used to see which Workday reports are important for the benefits processing. Reports can be run from within this report. |
| Critical Reports for Billing Processor | This report returns a list of reports critical to billing processing. | Used as a central location for billing reports to assist billing processors in their job duties. |
| Current Worker Detail Report | Returns organization, compensation, and position-specific details for workers in the prompted Organizations. | Used by personnel to view specific details about workers, including their hire dates, job data, organization characteristics, compensation plan, and salary. |
| Dependent Life Exceeds Limit | Returns employees or retirees who are denied EOI because their spouse life or child life coverage exceeds the permitted limits. | Used by Benefit Partners to identify employees or retirees who are denied EOI because their spouse life/child life exceeds the limit. If the employee/retiree is enrolled in both optional life and spouse life, the Benefit Partner will contact them and manually correct the issue by lowering the spouse life amount. If the employee/retiree is only enrolled in spouse life/child life, the Benefit Partner will research why they are not enrolled in optional life and reach out to them to find out if they want to enroll. If the employee does not want to enroll in optional life, the Benefit Partner will cancel the spouse life/child life insurance. |
| Dependents Missing SSN | Report shows all employees with dependents with no Social Security Number along with the reason why it's missing and the dependent's medical plan. | Report is used to identify enrolled dependents without a SSN for the purpose of ACA compliance. |
| Dependents Not Tied to a Benefit Plan | Report shows dependent information for employees with dependents that are not included in a Benefit Plan including any future elections. | Used to identify dependents for employees that are not included in any Benefit Plan. Benefit Partner will run this report and reach out to employees to make sure they do not intend to add the dependents to benefit coverage. |
| Dependents Requiring Documentation | Returns active and retired employees who have un-verified dependent(s) in Workday. | Lists active and retired employees who have either not submitted documentation to verify their dependents or are awaiting verification from a benefit processor. Used to contact employees who have not submitted documentation for dependents they wish to cover, before the end of the enrollment period. |
| EIB for Summer Benefit Deductions | An integrations report showing an employees' benefits elections information for employees on less than 12 month annual work period. | The report is used to assist with process of pulling 4 months of premiums in May. Run the report in April to identify employees who may not be able to cover their premiums in their May paycheck(s). Run it again in May for payroll to take the additional deductions. |
| Employee Citizenship and Visa Status | Returns citizenship, nationality and visa status for employees in prompted organization to ensure there are not missing visas or work authorizations. | This report is used to find employees with expired visas and/or work authorizations. Depending on report output, personnel may need to obtain updated documents from employees. |
| Employee Letters for Summer Deductions | This report will identify employees who should receive a letter (notice) about the fact that they will be deducted for their summer insurance premiums in their May pay (June 1 paycheck). | Report used by Benefit Partner to determine those subject to 4 months of insurance premium deduction in May. Benefit partner run it during April to determine which employees will be working over the summer, which employees will be billed because they do not have enough to pay their benefits, which employees will be terminated in May, and set the Exclude from Summer Benefit Deductions other ID accordingly. Workday Operations will run it again to get the raw data for the mail merge for the summer premium letters. |
| Employee Public Access Choice | Returns current and former employees' public access choice. | Used by member HR offices to review employees who manually changed their Public Access Choice from the default value (Do Not Allow Access) to Allow Public Access and provide guidance to employees of the state-entitled protection afforded in open records requests. |
| Employee Wellness Data | Returns benefit wellness data for employees. Participation flag will be set to N via EIB for employees participating in wellness for the current plan year but missing updated records for the next plan year. | The main usage of this report is for SBA to annually update Wellness flag to N via EIB for employees who participate in wellness for the current plan year but haven't sent in updated exam files for the next plan year. SBA need to run the report, filter for employees with column "Participates in Benefits Wellness Program" = Yes and column "Participation Date as of Next Plan Year of Effective Date" is less than the first day of next plan year. The report will also be used by Benefit admin/SBA to research employee's wellness participation status. |
| Employees and Retirees with Dependent Grandchildren | Shows all employees along with dependent information and benefits plans that have a Dependent Relationship Equal to Grandchild | Used by Benefit Partners to reach out to employees to re-certify their dependent grandchildren. |
| Employees Becoming Benefit Eligible | Returns employees with a Hire or Change Job event into a benefit eligible position in the specified organization. | The report can be used to track events that changed employees into benefit eligible. This report can help benefit office to find out newly benefit eligible employees who began insurance before their state contribution date and get the employer premium reimbursed. |
| Employees Eligible for SORP | Returns employees prior to becoming eligible for Supplemental Optional Retirement Program (SORP) and returns the number of months remaining until eligibility is achieved. | Run by SBA to identify employee who reached their ORP contribution limit and need to move to SORP. |
| Employees No Longer Eligible for TRS | As of a specified Effective Date, lists workers who are no longer eligible for TRS. Report shows if TRS is being deducted from another institution or not along with the worker's TRS Coverage Begin Date. | Run it in September to annually check those below 50% who had continued for the remainder of the year in the Teacher Retirement System. They should be unenrolled in TRS. |
| Employees Retirees and Spouses Turning 65 in Date Range | This report returns DOB and medical plan data if employee or spouse is turning 65 in the prompted date range. | These employees, retirees & spouses get an email alert letting them know that they should sign up for Medicare & that they may be able to enroll in the 65+ Medical Plan. However some System member Benefits Partners would like to be able to reach out to these individuals and make sure they are aware of these options. |
| Employees Skipped ORP Onboarding Question | Returns active employees who didn't answer the on-boarding question: "Were you enrolled in ORP at your last place of Texas State employment before transferring to the Texas A&M System (and not enrolled in TRS in-between)?" | The report will return active employees who didn't answer the on-boarding question: "Were you enrolled in ORP at your last place of Texas State employment before transferring to the Texas A&M System (and not enrolled in TRS in-between)?". This question was previously optional but is now required to be answered. These people need to be contacted so they can answer the question. |
| Employees with Duplicate Government IDs | This report will display employees' government IDs if they have any types of duplicate IDs. | Used to determine which employees have multiple custom IDs of the same type and whether these IDs have expired. |
| Employees with Zero Pay and Active Benefit | This report is used to identify employees who have active benefit elections but aren't being paid and don't have a coverage stop date. | Used to keep track of employees who received benefits but no pay for a pay period so that benefit partners can retro terminate benefits. |
| Events Impacting Billing | Returns completed events that may change billing participation or change premiums for those one billing. | Use to identify individuals who may need to come on/off of billing and event details to research premium changes on invoices. |
| FEGLI BAR (Benefit Annual Rate) Updates | Identifies compensation changes for people who currently participate in the Federal Civil Service life insurance plans. | The report is used by Benefits Partner to identify compensation changes for people who currently participate in the Federal Civil Service life insurance plans. When there are compensation changes during the prompt dates, Benefits Partner can update the Fegli Benefit Annual Rate. |
| Find Dependent | Returns dependent details and the employee associated with the dependent. | Used to look up dependents to find out which employee they are belong to. |
| Find Job Profile | View a list of all active job profiles. Refine the list using facets, such as Job Family, Job Level, Management Level, and more. Drill for detail information including management level and classifications, qualifications, and compensation. | Use report to search for job profiles with facets then view details for the job profile. |
| FSA Mid Year Changes | Follow-up Report for FSA mid-year changes and retro-calculations | To check FSA mid-year changes to ensure that the correct calculations have been taken. Workday bases the calculation on the event date regardless of when the change is made. TAMUS allows 60 days for the change, and several pay periods may have taken place before the change is actually made. This report can be checked to make sure the correct number of pay periods is displayed. |
| Future Terminations with Completed Pay Calculations | Returns workers whose termination date is equal to or greater than prompted date, and has a completed payroll result in prompted company and payment date range. | Before entering Retro transactions, use this report to identify any workers with a future-dated termination and their associated completed pay periods that will require a workaround in order to process the Retro. The workaround is to wait until the worker’s termination date is passed before processing a Retro on any of the included pay periods. |
| Grad Fellows Losing Employment | This report identifies those working graduate fellows who terminated in the past week. | This report should capture grad fellows losing employment and will be run by the benefits partner who will then continue any grad fellow eligible benefits and report to P-A for billing. |
| Headcount by Month | Returns the ending headcount by month (total active employees as of the last day of each month). | Can be used to return headcount for each month. Refer to the report to get the headcount used in turnover rate calculation. |
| ID Information | Allows you to view a person's ID information, including national IDs, additional government IDs, passports, visas, licenses, and other forms of identification. | |
| Individuals Receiving Paper 1095-C Form | Returns a list of individuals who opted to receive paper for 1095-C documents. | Report is used to identify individuals receiving a paper copy of the 1095-C form so they can be contacted and asked to switch to electronic submission to save paper. |
| Job Family | View detailed information about a specific job family, including the job family group to which it belongs and the job profiles it is associated with. | |
| Late for Ready to Retire | Based on the Ready to Retire other ID, this report lists employees whose expected retirement date has passed but do not have a termination event started. | Find employees who need to have a termination event started for their retirement process. |
| Late Staffing Events | Returns late staffing events that may impact the 60-day window for benefit enrollment. | Benefit Partners can use the report to correct benefit event dates when the event is triggered by a passive event but the staffing action was effective in the past. |
| Leave Results for Worker | View detailed leave results for a worker as of a specified date. Information for each leave type taken within the applicable balance period (based on the as of date) is included. Details included are leave type, calendar period for the leave type (based on the as of date specified), days taken within that leave calendar period, remaining balance for the calendar period, and details of each individual leave request that includes days within the calendar period. In progress as well as completed events are included. | This report identifies how much leave an employee has utilized and how much they have remaining for those that carry and entitlement. (Family and Medical Leave Act or FMLA) |
| Location Directory | Returns the Location directory including the public phone numbers, primary addresses, county name, county code and Location attributes. | Report can be run by Location or Company and will return the Location Directory, including the county name and county code. |
| Losing ORP Eligibility | Returns individuals losing ORP eligibility within the prompted date range due to job changes. | Used by benefits to identify those employees losing ORP eligibility to ensure these employees transition to TRS. |
| Medical Plan Discrepancies | Return active or retired employees with medical plan discrepancies. | Used to identify employees that are ineligible for the medical plan that they currently enroll in. When these employees get to OE, if their OE get finalized without them taking action, their medical get dropped. |
| Milestone Analysis for Onboarding | Returns average days between each milestone step for Onboarding business processes in specified companies. | Used for business process milestone analysis to know the average days between each milestone step. |
| Name Changes | Return workers who have a name change event that changed prefix, first name, middle name, last name or suffix during a specified completion date range. | This report can be used to track employees' name changes. |
| New Employees Event Status Summary | Returns event details for new employees so that HR can track the hire or transfer progress. | The HR office will use this report to track new employee's staffing events (including hire, change job, transfer, promote/demote). This will allow HR office to track progress and move the hiring process forward in an efficient way. |
| New Hires Not in 12/9 Pilot Program | Returns workers hired on 9/1 who should be in the Monthly 12/9 Non-SGIP benefit group but are not. | Used by Benefits personnel in the summer months to look at upcoming future hires to see if they have been incorrectly placed in the Monthly NonSGIP and Monthly Non-SGIP for 9/1 Hires benefit groups. |
| Notification for Benefit Eligible Employees | Returns all benefit eligible employees for alert notifications. | Used to drive the alert Total Rewards, which notifies all benefit eligible employees about how to view their total rewards in Workday, which includes compensation and benefits. |
| Notification for Missing Dependent SSN | Returns Dependents missing SSN's who were added on the report effective date, 30-60 days prior, 180-210 days prior, or over 1 year prior. | Used to generate notifications to workers reminding them to add their Dependents' missing Social Security Numbers in Workday in accordance with IRS Guidelines. |
| Onboarding Not Started for Benefit Eligible Employees | Returns benefit-eligible employees whose hire effective date is in the prompted date range, but has not started the onboarding process. | Used to send alerts to Workers, HR Contacts, Managers, and Payroll Partners, notifying them that it has been three days since a Worker's hire effective date, but the onboarding process has not begun. |
| Onboarding Status Summary | Returns hired workers within a specified effective date range and displays a summary of their onboarding status including steps not started, in progress, and completed. (Previously named Onboarding Status Summary - TAMUS) | Personnel should run this report daily and reach out to individuals or departments holding up onboarding events. |
| One-Time Payment History | Provides an account of all One-Time Payments made for employees of a specific supervisory organization | |
| Open Enrollment Discrepancies | Returns workers with potential Open Enrollment (OE) discrepancies such as eligible workers with no OE events initiated or ineligible workers with OE events initiated. | Benefit team can use this report to get OE discrepancies. For eligible workers missing an OE event, Benefit Partner need to investigate if a new OE event should be launched. For workers no longer eligible for OE, Benefit Partner may cancel the OE event, or relaunch the OE event with a correct benefit group. |
| Open Enrollment Events Not Yet Submitted | Returns workers with Open Enrollment events that are in progress or have not been started yet. | Used by Benefit Partners to email employees who have not yet submitted their Open Enrollment Event as the deadline approaches. |
| Open Enrollment Status Report | View detailed information about active and closed open enrollment events. Details for active events include the start and end dates, and the number of participants in each status within the process. Detailed information for closed events include the start and end dates, and the number of participants finalized with or without changes, canceled or rescinded. | Used to monitor the open enrollment process on a day-to-day basis. You can also cancel, close, and finalize enrollment events, as well as send reminder emails. |
| Open Records - LABEL012 | Returns contact information for current TRS and ORP enrollees. | Workday Services will run this report to receive contact information for current TRS and ORP enrollees. |
| Optional Life Insurance - Active Employees | Returns active employees with optional life insurance, broken down by age group, benefit plans based on coverage, and smoking habits. | Used by SBA to provide insurance vendors with monthly enrollment headcounts. |
| Optional Life Insurance - Retired Employees in 10,000 Increments | Returns a headcount of retirees enrolled in retiree optional life insurance based on age and smoking habits. | Used by SBA to provide insurance vendors with monthly enrollment headcounts. |
| Organization Assignment Exception Audit | Returns invalid organizations assigned to a filled or unfilled position based on allowed values configured for supervisory org, location hierarchy, org related worktags and company restrictions. | |
| ORP Eligible Title Codes | List of Title descriptions and codes eligible for Optional Retirement Plan (ORP). | Used as a reference resource to validate which job titles are eligible for ORP. |
| ORP Newly Vested Employees | Returns ORP employees whose ORP Vesting Date or proposed ORP vesting date (Original ORP Start Date plus one year) falls into prompted date range. | Benefit Partners run the report and enter the ORP vested custom ID for employees reaching one year and one day from their original ORP enrollment. |
| ORP Participants Not in ORP Position | This report will list all employees who are enrolled in ORP but whose job profile is not ORP eligible. | This should be run by each member's Benefits Partner annually to ensure those on the list should still be enrolled in ORP. |
| Pay Frequency Benefit Event Needed | Returns employees who may need a pay frequency benefit event based on their most recent staffing event. | Used by Benefits and Payroll personnel to identify which employees have mismatching pay frequencies when comparing their current benefit group with the benefit group associated with the most recent staffing change. |
| Pending Evidence of Insurability (EOI) | Returns worker with a pending Evidence of Insurability (EOI) and benefit enrollment information. | Benefits team need to run this report and research each of the pending requests in The Hartford's system to see if it was previously approved/denied and not recorded in Workday. The report will also be used all year for benefit enrollments. |
| Position EEO Job Category | Returns the distribution of position EEO Job Categories and associated details in the prompted Company. | Used on the HCM Executive Dashboard to return counts of positions, grouped by EEO Job Category, and the average annual budgeted salary and average annualized FTE salary for each category. |
| Position Faculty Rank | Returns the distribution of position faculty ranks and associated details in the prompted Company. | Used on the HCM Executive Dashboard to return counts of positions by faculty rank. |
| Position FLSA Code | Returns the distribution of position FLSA codes and associated details in the prompted Company. | Used on the HCM Executive Dashboard to return counts of positions, grouped by FLSA code, and the average annual budgeted salary and average annualized FTE salary for each code. |
| Position Status | Returns the distribution of position statuses and associated details in the prompted Company. | Used on the HCM Executive Dashboard to return the count of positions by staffing status and the total annual budgeted salary for each status. |
| Position Type | Returns the distribution of position types (either budgeted or wage) and associated details in the prompted Company. | Used on the HCM Executive Dashboard to return counts of positions by position type (budgeted or wage) and time type (full-time or part-time). |
| Positions and their FTE | View workers' scheduled weekly hours, FTE (full-time equivalent) percentage, and time type for all the filled positions. You can optionally get these hours as of a specified date and/or include subordinate organizations. | Used to monitor worker hours. |
| Positions Missing Costing Allocations | Returns positions without current Worker Position and/or Position Restriction costing allocations. Used to prevent salary payment on the FAMIS default accounts. May also be run to find positions that could have encumbrance impacts. | Used to determine which employees are missing costing allocations so they don't get paid by the FAMIS default accounts. |
| Possible Billing Participants | Returns individuals who will not receive a billing invoice but may need one. | Used by Billing personnel to research individuals who may need an invoice but won't receive one based on the integrations application criterion. |
| Primary Address Changes | View a worker's primary home address history, including the effective date of each change. | Used to verify and maintain a worker's address history for tax purposes and employer communications. |
| Primary Job Switch History | View all the Switch Primary Job events that have occurred in a specific period of time with effective date, reason, prior primary job, new primary job, date and time completed by organization | |
| Quarterly Turnover by Company | Returns quarterly turnover rate for the specified company. | Used for turnover analysis for specified organization. |
| Quarterly Turnover by Compensation | Returns the quarterly turnover rate grouped by compensation range for the specified company. | Used for turnover analysis for specified organization. |
| Quarterly Turnover by Division/College | Returns quarterly turnover rate group by executive level and division/college for the specified company. | Used for turnover analysis for specified organization. |
| Quarterly Turnover by EEO Job Category | Returns quarterly turnover rate group by EEO job category for the specified company. | Used for turnover analysis for specified organization. |
| Quarterly Turnover by Gender | Returns quarterly turnover rate group by gender for the specified company. | Used for turnover analysis for specified organization. |
| Quarterly Turnover by Race/Ethnicity | Returns quarterly turnover rate group by race/ethnicity for the specified company. | Used for turnover analysis for specified organization. |
| Quarterly Turnover by State Service Years | Returns quarterly turnover rate group by total state service years for the specified company. | Used for turnover analysis for specified organization. |
| Quarterly Turnover Comparison Year over Year | Used to compare quarterly turnover rate for each quarter across different years. | Used for turnover analysis for specified organization. |
| Retiree Home Contact Information | Returns home contact information for retirees in the specified retiree organizations. | Used to look up retirees' physical home addresses, email addresses, and phone numbers. |
| Retirees & Spouses over 65 not enrolled in Medicare | Returns retirees and their spouses who are over age 65 but are not enrolled in both Medicare Part A and Medicare Part B. | Used by Benefits personnel to remind retirees over age 65 to enroll in Medicare Part A and Medicare Part B. |
| Retirees to Active Medical | Returns retirees who are return to work in a benefit eligible position and need to be moved to the RAAMP plan. | Working retirees who are working in a benefit eligible position and need to be moved to the RAAMP plan. |
| Retirement Eligible not enrolled in ORP/TRS | This report identifies people who are Retirement Eligible, but not enrolled in ORP/TRS. Per state regulations, they need to be enrolled in a mandatory retirement plan if eligible. | Report is used by Benefit Partners to reach out to employees to ensure they enroll in an eligible retirement plan. |
| SGIP Discrepancy | Displays active workers or retirees with potential SGIP discrepancies: in an SGIP Wait group and enrolled in benefits, in an SGIP with no employer contribution, and in Non-SGIP group receiving employer contribution. | Audit report used by Benefit and Retiree processors to help identify workers who are 1) in SGIP Wait and enrolled in benefits, 2) in a Non-SGIP Group but receiving SGIP, or 3) in an SGIP eligible Group but not receiving any medical employer contribution. Benefit event will be needed to move them into the correct benefit group. Sometimes the SGIP Date Driver custom ID need to be updated. |
| State Service | For a given employee, quickly determine the length of Total State Service (Longevity, Hazard, and Retirement) and BCD Service (where applicable). | The report is used to display an individual employee's length of state service (longevity, hazard, retirement) and BCD Service (where applicable) within the prompted organization. |
| Terminated Employees with Benefits | View workers who have been terminated but are still enrolled in their current benefit elections. | Used to evaluate whether their benefits need to be extended so you can begin the COBRA process, or should be terminated. |
| Terminations | View a list of all employee terminations in one or more organizations for a given time period or date range. | Used to view termination events by date and to see a subset of termination details. |
| Time Off Results by Period | Note: Only available through a worker's Related Actions | Time and Leave | View Time Off Results by Period For a worker and selected Time Off Plan, the report gives balances, accruals, and time off paid by pay period. | Use to find time off plan accruals and usages by pay period. Especially helpful for tracking FLSA, State Comp, and Administrative that are accrued intermittently. |
| TRS Annual Statement | For a specified Payment Date range, returns a worker's fiscal year to date TRS Employee Deductions and Covered Wages. | The change in reporting TRS by pay date causes the FYTD by pay Period to be off by one month in the pay stubs. A report is needed to view TRS payments by pay date with the TRS covered wages for that pay date. |
| TRS Hire on the Last Day of the Month | Returns individuals who are not enrolled in TRS but turn into TRS eligible due to hire, job change or add additional job event on the last day of the month. | Used to do a manual override "manual input" for TRS to take the percentage of salary for the month in which the employee was hired. |
| View Open Enrollment After Submission | Returns the current open enrollment event after worker clicked "Submit" on the open enrollment process. | This report is used within the Benefits worklet for employees to view their annual enrollment information. You must have already clicked "Submit" on the annual enrollment process in your inbox to see a link on this report. |
| Work and Home Contact Information | Returns home and work contact information for active (including working retirees) and/or terminated employees in specified company. Non-working retirees are excluded. | This report will be used for mail merge. |
| Work Space Facility Directory | Returns facilities by city and Location organization hierarchy. | Used to manage and audit the accuracy of address and associated work space information. |
| Work Space Office Directory | Returns Work Space office details including occupied status by Work Space facility and Location organization. | Used to manage and audit the accuracy of address and associated work space information. |
| Worker Age Group | Returns counts of employee by age group. | Used as a worklet on HCM Executive Dashboard to show counts of employee by age group. |
| Worker Average Service Time | Returns employee counts by total state service year. | Used as a worklet on HCM Executive Dashboard to show employee counts by total state service year. |
| Worker Change History Report | View a summary of worker changes in one or more organizations. | Used to analyze staffing and compensation changes by person within organizations. The work history includes current and proposed changes to positions |
| Worker Directory by Location | Returns employees in specified Location(s). Details include employee position, supervisory organization, phone, email, work address, work space facility and office, and Location County and Location attributes. | The report can be used to view employees in specified locations. |
| Worker EEO Job Category | Returns counts of employee by EEO job category. | Used as a worklet on HCM Executive Dashboard to show counts of employee by EEO job category. |
| Worker Employee Type | Returns counts of employee type and time type (full time/part time). | Used as a worklet on HCM Executive Dashboard to show counts of employee type and time type (full time/part time). |
| Worker Faculty Rank | Returns counts of employee by Faculty Rank. | Used as a worklet on HCM Executive Dashboard to show counts of employee by Faculty Rank. |
| Worker Gender by MSO Code | Returns counts of employee by gender and MSO code. | Used as a worklet on HCM Executive Dashboard to show counts of employee by gender and MSO code. |
| Worker Highest Degree | Returns counts of employee by highest degree. | Used as a worklet on HCM Executive Dashboard to show counts of employee by highest degree. |
| Worker Race/Ethnicity | Returns counts of employee and percentage of employee population by race/ethnicity. | Used as a worklet on HCM Executive Dashboard to show counts of employee by ethnicity. |
| Workers Changing from Basic Life to Alternate Basic Life Need EOI | Returns employees or retirees changing benefit elections from Basic Life Insurance to Alternate Basic Life Insurance who need to provide evidence of insurance. | Used by Benefit Partners to identify employees who require EOI in order to enroll ABL and will need a paper form. |
| Workers On Leave | Provides a list of all employees for a specific supervisory organization who are on leave in a defined date range; includes Leave Type, Total Days (Estimated), First Day of Leave, and Estimated Last Day of Leave | |
| Workers Returning from Leave | Provides a list of all employees for a specific supervisory organization who anticipate returning from a leave of absence in the specified date range; this information is based off the Estimated Last Day of Leave | |
| Workers with Duplicate Other IDs | Returns workers who have duplicate custom IDs (both valid and expired) in Workday. | Used to find employees with multiple custom IDs of the same type. This allows Workday Services to do EIBs if necessary or for Members to manually correct the IDs using the Edit Other ID task in Workday. |
| Workers With No Other ID for Specified ID | The report will pull a list of workers who do not have an ID entered for certain custom ID type (e.g., selective service). | Audit report used to identify any employees missing a custom ID for a specified Custom ID Type |
| Workers with Other Ids | The report will return the workers who have certain custom IDs. | Used to know which custom IDs have been assigned to which employees; to verify appropriate use of the custom ID |
| Workers with VISAs | This report will show workers with Visas within prompted organizations. | The report can be used to get worker's visa information. It can be specifically used by International Student Services office to check visa status for active student employees at end of each semester and compare against graduation records. |
| Working Retirees Leaving Employment | Returns working retirees that are leaving employment or moving out of benefit eligible positions during the prompted date range. | Working retirees who are no longer working in a benefit eligible position and need to be moved out the RAAMP plan. Used to return retirees back to the 65+ plan if they were enrolled in that plan prior to beginning their job after retirement. The report is normally run monthly. But in September and January, the report is expected to run weekly due to the peak volume of termination and job change. |