New Hire Benefits Enrollment

Overview

This guide provides step-by-step instructions for selecting your benefit plan options in Workday as a new hire. 

Details / Instructions

This guide provides step-by-step instructions for selecting your benefit plan options as a new hire and verifying dependents in Workday. During the onboarding process, you will receive an inbox task item prompting you to elect new hire benefits.

1. On the Workday homepage, select the inbox icon in the upper right corner.
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2. Locate and click the item Elect New Hire Benefits.
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3. Click the Let’s Get Started button to begin.
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4. The new hire benefits enrollment page provides a listing of all the benefits you are eligible for, including Health Care, Insurance, Retirement, and Additional Benefits.
5. Click Enroll under each benefit you wish to select or for which you want coverage. For this example, Medical is selected.
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6. Within the Medical benefit, there are multiple plans to choose from. Review the Important Information and General Instructions for how to enroll or waive coverage.
7. For this example, we will enroll in the Cigna HDHP Base 4000 benefit plan by choosing the Select button.
8. Click Confirm and Continue.
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9. Select Coverage for the individual(s) you want to include (e.x., Employee + Spouse). Once selected, the Plan cost per paycheck is displayed.
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10. For options other than Employee Only, click on Add New Dependent.
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11. Add new dependents to your health plan by selecting the option to Use an Existing Beneficiary or Emergency Contact or select Create Dependent to add someone new who is not already recorded in Workday. It is recommended to add your dependent as a beneficiary during this step (if applicable) to easily reference later when selecting insurance coverage options.
12. Click OK.
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13. Under Add My Dependent From Enrollment, enter dependent details such as Name, Personal Information, and National IDs.
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14. Click Add under the National IDs section to enter an identifier, such as a Social Security Number, which is required by most medical and insurance plans for identification and processing benefit payments.
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15. Add contact information for the dependent, including address and phone number, and click Save.
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16. Click Save to record the enrollment of your dependent.
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17. You will receive a confirmation message that your changes have been updated, but not submitted. Review the enrollment options for the other benefit plans, and then click Review and Sign to finalize your benefit selections.
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18. Follow the same instructions for enrolling or waiving dental, vision, voluntary hospital care, and voluntary accident insurance.

Additional Health Care Benefits

1. If you have selected a high deductible medical plan, you have the option to enroll in a Health Savings Account (HSA). Select Select or Waive and click Confirm and Continue.
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2. If you select the HSA, enter the amount you want to contribute per paycheck or annually. 
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   • NOTE: Repeat these steps to enroll in an FSA if eligible.

Insurance and Retirement

Basic Life

1. Review the additional Insurance and Retirement benefit plan options. Plans that are included as part of the benefit package by the University are marked as “Manage” instead of “Enroll”. Workday requires you to identify beneficiaries for the life insurance plans.
2. Click Manage for Basic Life.
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3. Basic Life is University-provided, so Select is defaulted. Click Confirm and Continue to add beneficiaries to the plan.
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4. Click the + icon to add the Primary Beneficiary, and if needed, Second Beneficiaries.
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5. Choose from the lookup menu for Existing Beneficiary Person, Add New Beneficiary, or Trust, and select the individual.
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6. Enter the percentage of the funds to be paid to the individual.
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7. Click Save.
8. Repeat the same steps to add a beneficiary/beneficiaries for Basic Accidental Death and Dismemberment

403 (b)

1. To participate in the retirement savings 403(b) option, click Enroll.
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2. Select the desired 403(b) benefit plan and click Confirm and Continue.
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3. Enter the contribution as a percentage of your annual salary and click Save.
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4. As you enroll or manage benefit plan options, each plan will show as “Updated.” After making your selections, click Review and Sign. Alternatively, click Save for Later.
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5. A screen will display your Benefit selections for your review. Click Submit when you have reviewed your elections.
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6. Once you click Submit, read the legal notice and select the I Accept checkbox.
7. Click Submit to finalize the enrollment in your benefit elections.
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8. Once submitted, you have the option to view your benefits statement.
9. Click Done.
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10. If you have selected coverage for dependents in your benefit plans, you will receive an Inbox task to provide the required documentation. Click Select Files to upload the requested documentation. NOTE: Employees must be connected to campus Wi-Fi or VPN to upload supporting documents in Workday.
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11. OPTIONAL: Enter a comment describing the document.
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12. Click Submit.
13. If you are providing coverage for a spouse, you will be required to attest that your spouse is not covered elsewhere. You will receive an Inbox task to review the statement. Click the I Agree checkbox and Submit. 
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    • NOTE: This completes the benefits enrollment steps. You can view your benefits plans using the Benefits and Pay application within the Workday Menu.

See Also