Workday Guide: Change Your Benefits

Workday User Guide: Change Your Benefits 
(Outside of Open Enrollment)

Purpose: This user guide outlines how to change your benefits for various reasons.

Note: Changes to your 401K, retirement plan cannot be made in Workday. To make changes to your 401K plan, please login through your Empower Account.

Table of Contents:

Change Benefits - No Life Event Needed

Add or Update Your Beneficiary - No Life Event Needed

Change Benefits Due to a Life Event

Cancel a Pending Benefit Event

Change Benefits - No Life Event Needed

The following benefits can be changed any time. All other benefit changes require you to qualify based on a life event

• HSA Contribution
• PERA Contribution

STEP 1: Navigate to the change benefits page using one of the options below

Option 1: In the search bar type "Change Benefits" and select the Change Benefits task

Option 2: Click on the Menu and select the Benefits and Pay application.

Under "Tasks and Reports" click Change Benefits.

1. Select the Change Reason.
2. Click the Calendar icon to enter the date of the benefit event.
3. Click Submit, then click Done.
4. You will see a pop up, click “Open” to change your benefits. You will also have a task in your inbox and can access it there at any time

6. Select Let’s Get Started and it will take you to a screen with all of the available benefits
7. Click on Manage (If you already have it and want to update your elections) or Enroll (if you want to enroll) in the box for each benefit
8. Click Review and Sign.
9. Click Done to complete the task or Print to launch a printable version of the summary for your records.

• 401K Contributions
  • First Time Logging In:
    1. Go to empower.com
    2. Choose 'Create a New Account' at the top of the page
    3. Enter your SSN, first name, and select your security questions/answers
    4. Create and retype your username, password, PIN, and click 'Update Login'
  • To Change Your Contributions:
    1. Log-in using the instructions above
    2. Click 'My Account' at the top of the page
    3. Choose 'Contributions'
    4. All employees automatically contribute 5% - you can change this number by typing your own percentage into the tool *Note: You will have access to create an account the first day of the month you are eligible to enroll in benefits.

Add or Update Your Beneficiary - No Life Event Needed

To ensure that all our employees are taking care of themselves and their loved ones beneficiaries is now a required field for basic life and any other voluntary coverage that an employee elects.  Please see the steps below to guide you in completing this task. If you have any questions please email [e-mail] are able to change your beneficiaries and percent allocations at any point throughout the year.

1. Select Benefits and Pay icon on your home page

2. Select “Change Benefits” button under Tasks and Reports.
3. Select “Beneficiary change” as the Change Reason
4. Click the Calendar icon to enter the date of the benefit event.
5. Attach required documents, if applicable.
6. Click Submit  - you will then be taken back to the benefits page
7. Go to your inbox and look for the task called “Benefit Change - Beneficiary Change”
8. Click Let’s Get Started and it will take you to a screen with the applicable benefits
9. Click Manage under each benefit type to add or update your beneficiaries for all relevant benefits (life, accident and any other voluntary coverage.) To create a beneficiary profile:

• Step 1: Click the plus sign in the beneficiary column
• Step 2: Select “create” from the search box
• Step 3: Fill out the name and address (under contact information) for the beneficiary
• Step 4: If adding more than 1 beneficiary be sure that the percentage allocations add to 100%

10. Click Review and Sign.

Change Benefits Due to a Life Event

Life events do not always line up with enrollment periods. If you need to change your coverage because of a birth, death, marriage, divorce, or similar life event, you can update your benefits to better fit your needs.

If you have experienced a life event and would like detailed information regarding how to change your benefits, please click the following link to view the Benefits Life Event guide.

From the Benefits and Pay application:

1. Click the Change Benefits button under Tasks and Reports.
2. Select the Change Reason.
3. Click the Calendar icon to enter the date of the benefit event.
4. Attach required documents, if applicable.

5. Click Submit, then click Done. A task will route to your Inbox after Talent Operations approval.
6. Once your change event has been approved, navigate to your Inbox. Click the Benefit Event task.
7. Select Let’s Get Started and it will take you to a screen with all of the available benefits
8. Click on Manage (If you already have it and want to update your elections) or Enroll (if you want to enroll) in the box for each benefit
9. Click Review and Sign.
10. Click Done to complete the task or Print to launch a printable version of the summary for your records.

Note: If you add an additional dependent, you may need to update your Federal Tax elections, as well as your Benefit elections. If you add an additional beneficiary, you may need to update your Benefit elections.

Cancel a Pending Benefit Event

If you submitted a benefit in error or need to cancel it for any reason please follow the steps below.

If the event is in your inbox

1. Go to your workday inbox and find the task
2. Click on the setting wheel
3. Click on Cancel

     4. Enter a comment and click Submit

If the event is not in your inbox, reach out to your TOPs partner and ask them to cancel the event for you or follow the steps below:

1. Go to your profile and click on Job
2. Click on the Worker History tab
3. Find the benefit event you submitted, try to filter for the benefit event or filter by date to find the date of your benefit event
4. Hover over the business process and click on the 3 dots next to it
5. Hover over Business Process and click Cancel