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Home / Training / Learning Hubs / Benefits Learning Hub

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.

List of FAQs.
Topic
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 […]
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 […]
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 Partner) job aid for guidance. […]
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 […]
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 dependent, […]
List of Job Aids.
Topic
Add a Graduate Fellow

This job aid outlines the activities for the Benefits Partner to add a Graduate Fellow in Workday, as well as the tasks the Graduate Fellow will need to complete such as editing personal and contact information and Government IDs.

Add a Surviving Dependent

This job aid outlines the activities for a Benefits Partner to add a Surviving Dependent in Workday using the Hire and Onboarding business processes.

Add Coverage to Your Dependent

This job aid outlines the process for an Employee to add or edit Dependents and add or remove those Dependents from benefits coverages in Workday.

Add or Remove Dependent Court Orders

This job aid outlines the process for a Benefits Partner to add or remove dependent court orders to a Dependent record.

Add Retiree Status (Termination)

This job aid describes 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

This job aid outlines the activities for a Benefit Partner to edit a Benefit Event by using the Cancel or Rescind business process.

Change Benefits (Beneficiary Change Only)

This job aid outlines the process for an Employee to add or edit a Beneficiary and make changes to coverage eligible for change outside of a qualifying life event or Open Enrollment.

Change Benefits (Life Event)

This job aid outlines the activities for an Employee to change benefits for a life event such as marriage, a birth or adoption, divorce, tobacco usage, etc.

Change Benefits (TDA Plan Change)

This job aid outlines the activities for an Employee to set up a Tax Deferred Account (TDA) Plan in Workday.

Complete Alternate Open Enrollment

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.

Complete Open Enrollment

This job aid outlines the activities for an Employee to complete or change Open Enrollment benefit elections during the Open Enrollment time period.

Complete Open Enrollment for Your Employee

This job aid outlines the activities for a Benefits Partner to complete or change Open Enrollment benefits elections during the Open Enrollment time period on behalf of an Employee.

Death of Dependent

This job aid outlines the activities for a Benefits Partner to update an Employee or Retiree’s health coverages due to the death of a Dependent.

Death of Retiree

This job aid outlines the process for the Benefits Partner to complete a change benefit event business process for a Retiree with the reason of death.

Finalize ORP and Enter ORP Waived Custom ID

This job aid outlines the activities for a Benefits Partner to finalize an ORP event if the Employee has not enrolled by the due date.

Losing ORP Eligibility

This job aid outlines the activities for a Benefits Partner to initiate when an Employee loses eligibility for the Optional Retirement Program (ORP).

Manage Evidence of Insurability for Your Employee (Benefits Partner)

This job aid outlines the activities for a Benefits Partner to Manage Evidence of Insurability (EOI) for an Employee when EOI is not required (e.g., switching out of a grandfathered life plan).

Managing Medicare Information for Your Employee

This job aid outlines the process for a Benefits 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)

This job aid outlines 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 Benefits Partner to prepare an Employee’s record in Workday in preparation for their upcoming retirement.

Relaunching Open Enrollment

This job aid outlines the activities for a Benefits Partner to cancel, rescind, and relaunch the Open Enrollment event for the reasons of updating an Employee’s Additional Data questions, a change in benefit group, or a job change with a change in status for the Employee.

Return to Retire (Worker Already in Workday)

This job aid describes the process for the Benefits 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 Not in Workday)

This job aid outlines the process for the Benefits Partner, and UIN partner to add an Employee who is returning to retire and does not have a record in Workday.

Review and Certify Dependents

This job aid outlines the activities for Benefits Partners to review and certify Dependents, including grandchildren for the purpose of adding Benefits coverage.

Review ORP Eligibility Document

This job aid details 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

This job aid outlines the process Benefits Partners must follow in order to set up benefits for employees who would like to start benefits prior to their SGIP start date.  This process applies to employees who are new hires to the A&M System and to current employees in a non-benefits eligible position who have received a Job Change that is benefits eligible.

Update Benefits Annual Rates (BARs) for an Employee (Benefits Partner)

This job aid details the steps for a Benefits Partner to update Benefits Annual Rates (BARs) for an Employee, former Employee returning to retire, or a Retiree.

Update Retiree Electronic Communication (Benefits Partner)

This job aid outlines the process for a Benefits Partner to update the Electronic Communication Flag to the preferred method of receiving information from the A&M System about retirement and insurance benefits on behalf of a Retiree.

Updating 1095-C Printing Elections

This job aid outlines the process for an Employee or Retiree to update their 1095-C Printing Election.

Viewing and Updating Enrollment Event Remarks In Workday

This job aid outlines the process for Benefit Partners and System Benefits Support to add and review Enrollment Event Remarks to help track changes to Benefit events.

List of Online Courses.
Topic
Workday Benefits for Benefits Partners
The purpose of this course is to provide a general overview of how you will support Employees with Benefits using the Workday application.
Workday Hiring Series – Part 3: Onboarding
This course overviews the Onboarding process of the Hire business process.
List of Reference Guides.
Topic
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
ORP Losing Eligibility Scenarios
Select your response to each question below to determine what action to take regarding ORP Eligibility: Download the Reference Guide Aid for more information
List of Videos.
Topic
Add a Surviving Dependent
This video defines and explains how to create a Workday record for a Surviving Dependent.
Benefits and Pay Hub
Workday has a new Benefits and Pay Hub.  The new Hub provides a well-organized and central location for your benefits, pay, and compensation information and needs.  Everything that you can do in the Benefits and Pay app separately can now be done in the Hub. One new feature is that benefit events in progress will notify you directly in the Hub, improving usability and efficiency. 
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
HR Partner Hub
Workday has a new HR Partner Hub.  The new Hub provides a well-organized and central location for the HR Partner to view all the reports, metrics, and tasks they need to do their job.  Visualizations derived from metrics allow the HR Partner to view what is going on at a glance.  Reports help to track and follow events and all the business processes in between.  And finally the best part, the HR Partner can view and take action on tasks directly from the Hub.  
Retire an Active Employee
This video explains and demonstrates how to Retire an Employee.
Return to Retire: Worker Already in Workday
This video explains the Return to Retire process for a former A&M System Employee who has a record in Workday.
Return to Retire: Worker Not in Workday
This video explains the Return to Retire process for a former A&M System Employee who does not have a record in Workday.
List of Webinars.
TopicDate Date
12 Over 9 for New Hires
Join us as the Benefits functional team from Workday Provides an overview of the process for enrolling employees in the 12/9 program if their SGIP date is after 9/1/, as well as any new updates to the current process.
July 06, 2023 2023/07/06
Benefit Impacts to Summer Staffing Changes
Reviews 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.
April 02, 2025 2025/04/02
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.
March 29, 2023 2023/03/29
Open Enrollment Discrepancy Report
Join us as the Benefits Functional team from Workday looks closely at the report called Open Enrollment Discrepancies. They will demonstrate how this report can create a smooth Open Enrollment experience for your new and existing employees.
July 17, 2024 2024/07/17
Workday Benefit Reports: (Part 1: Staffing & Enrollment Discrepancies)
The Benefits Functional team from Workday and Systems Benefits Administration (SBA) will look closely at reports that Benefit Partners should be running on a regular basis related to Staffing and Enrollment Discrepancies. The following reports will be covered during this webinar: Medical Plan Discrepancies (Active Employees), SGIP Discrepancy and Benefit Eligible Employees Missing Benefit Event.
April 04, 2023 2023/04/04
Workday Benefit Reports: (Part 2: Dependent Reports)
The Benefits Functional team from Workday and Systems Benefits Administration (SBA) will look closely at reports that Benefit Partners should be running on a regular basis related to Dependent Reports. The following reports will be covered during this webinar: Dependent Life Exceeds Limit, Dependents Not Tied to a Benefit Plan, Dependents Requiring Documentation and Dependents Missing SSN.
April 11, 2023 2023/04/11
Workday Benefit Reports: (Part 3: Benefit Impacts to Payroll)
The Benefits Functional team from Workday and Systems Benefits Administration (SBA) will look closely at reports that Benefit Partners should be running on a regular basis related to benefits impacting payroll. The following reports will be covered during this webinar: Employees with Zero Pay and Active Benefit, Late Staffing Events, Terminated Employees with Benefits, Pay Frequency Benefit Event Needed, Onboarding Not Started for Benefit Eligible Employees and Employee Letters for Summer Deductions.
April 18, 2023 2023/04/18
Workday Benefit Reports: (Part 4: Benefit Impacts to Retirement Programs)
The Benefits Functional team from Workday and Systems Benefits Administration (SBA) will look closely at reports that Benefit Partners should be running on a regular basis related to benefits impacting retirement programs. The following reports will be covered during this webinar: Losing ORP Eligibility, ORP Newly Vested Employees and Retirement Eligible Not Enrolled ORP/TRS.
April 25, 2023 2023/04/25
Workday Benefit Reports: (Part 5: Retiree Reports)
The Benefits Functional team from Workday and Systems Benefits Administration (SBA) will look closely at reports that Benefit Partners should be running on a regular basis related to Retirees. The following reports will be covered during this webinar: Medical Plan Discrepancies (Retiree Specific), Retirees and Spouses Over 65Not Enrolled in Medicare, Employee, Retirees, and Spouses Turning 65 in Date Range.
May 02, 2023 2023/05/02

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