1. Making Benefit Elections in Workday To proceed to the next slide, click the “NEXT” buttons as shown here:
Welcome to another installment of the LSS Benefits Orientation recorded presentation series. This presentation focuses on our LSS online enrollment process. I’m Denis, and I’m Kaitlin. This presentation will focus on the Workday components of enrolling in the benefits you’d like to carry.
Remember that on each slide of this presentation, you’ll see a “NEXT” button. Click on that button to move to the next slide when you’re ready. Also, please be sure to read all the information on each slide, as well as listen to our voice narration. Sometimes we’ll mention information not shown in the text, and sometimes there’ll be text on the slide we won’t read.

2. Workday & Benefit Elections
This video will review some key aspects of our enrollment process in Workday, as well as…
Provide some helpful tips to make your experience the best it can be, including topics such as:
Spousal Surcharge
H.S.A. contributions
Adding dependents and beneficiaries
Evidence of Insurability (EOI) for Supplemental Life & Short Term Disability
Insurance Alternative
Confirmation page
Making mid-year changes
Additional Workday support
This video will show you where you’ll go and when you can make your elections in Workday. The enrollment process itself is pretty straightforward as the process walks you through the steps one at a time, so we’ll spend time covering other aspects of our enrollment process in Workday as well, that can sometimes trip employees up, such as… how to properly select the Spousal Surcharge or not, how to Add dependents and beneficiaries, the evidence of insurability aspects of enrolling in supplemental Life insurance and/or Short Term Disability benefits, the importance of printing your confirmation page, Making mid-year changes, where to find Additional Workday support and other topics.

3. Workday & Benefit Elections
Where to begin?
If you are benefit- eligible, you will receive a Workday Inbox item labeled “Benefit Change”
Simply click on that Inbox item and it will walk you through each screen to elect all benefits that are available to you
You’ll begin by logging into Workday. Go to your Inbox inside Workday and you’ll have a new item labeled for ‘Benefit Change’ (assuming you have already completed all of your onboarding steps inside Workday if you’re a new hire). Begin by clicking on that inbox item. This process will walk you through each screen until you reach the end, confirm your elections, print a copy of your elections and click submit. There are some benefits that are not related to the Workday Enrollment process, like retirement benefits for example. Contact your local HR department if you have questions on how to enroll or make changes to those benefits through the AUL one America website, but you can find that link on our LSS benefits website. And Please note: The deadline to enroll is 31 days after the date your benefits are set to begin. For example, if you’re eligible for coverage effective 05/01, your deadline to enroll is 05/31. However, we really do not advise you waiting this long to enroll… It is always advisable to enroll as soon as possible so there’s no delay in you receiving new cards from the insurance company.

4. Workday & Benefit Elections
Helpful resources within the Workday process
As you proceed through the various screens of Workday’s benefit enrollment process, you’ll see both “Help Text” as well as “external website links”
The help text provided on each screen is intended to explain some key features to help you make your elections properly. Please read the help text
The links provided on each screen allow you to refer to documents and videos to help you learn more about the benefits you may be considering
As you proceed through the various screens of Workday’s benefit enrollment process, you’ll see both “Help Text” as well as “external website links”. The help text provided on each screen is intended to explain some key features to help you make your elections properly. Please read the help text carefully… The help text was written by LSS with our employees in mind. The links provided on each screen allow you to refer to documents and videos to help you learn more about the benefits you may be considering. Just click on the links to open the documents or videos and click on the x in the upper right hand corner to exit and return to your annual enrollment process.

5. Workday & Benefit Elections
Can I go back to a prior screen if I want to re-do something?
Yes – Simply click on the “Go Back” button on some screens or click on the ‘3 dots’ and then the “Go Back” option
If you need to go back a screen or two, just select the “go back” option inside the process. Do not use the internet program’s back button, or else you may lose your work.

6. Workday & Benefit Elections
Can I save my elections & finish at a later time? Yes…
1. Simply choose the “Save for Later” option near the bottom of each screen
2. Then click “Print” to save a copy of your enrollments up to this point, & then click “Done”
3. To resume, simply return to your Inbox
We all get interrupted sometimes and have to take a pause from what we’re doing. To save your elections so far and not lose the progress you’ve made, simply select “save for later” near the bottom of each screen. Before you exit, you may want to print a copy of your progress so far. And whenever you’re ready to resume the process, just go back to your Inbox and you’ll see that inbox item waiting for you to take you back to where you left off.
REMEMBER: If you ‘saved for later’ but never return to finish your enrollments, none of these elections will go into effect. You MUST return and finalize your elections at some point prior to your enrollment deadline for them to take effect.

7. Workday & Benefit Elections
What’s the “benefit credit”?
The "Benefit Credit” referenced on the Medical Plan screen is just Workday’s term for your earned "Wellness Credit“.
To calculate your monthly Medical contribution, just subtract this "Benefit Credit" (i.e. wellness credit) dollar amount from your "Employee Cost". 
Your contribution per pay period will be half that monthly dollar amount.
You may wonder what the ‘benefit credit’ is since that is not a term typically used at LSS. The "Benefit Credit“ referenced on the Medical Plan screen is simply Workday’s term for your earned "Wellness Credit“. To calculate your monthly Medical contribution, just subtract this "Benefit Credit" (i.e. wellness credit) dollar amount from your "Employee Cost".  If you’re not aware of the requirements to receive this wellness credit, I would highly recommend you review the medical presentation and the wellness presentation in this LSS Benefits Orientation recorded presentation series.

8. Workday & Benefit Elections
Spousal Surcharge
A “spousal surcharge” is an additional cost an employee must pay if they cover a spouse as a dependent, if and only if, that spouse is eligible to carry their own employer-provided health benefits elsewhere
If an employee covers a spouse who is NOT eligible for other employer- provided coverage, no spousal surcharge will be required 1. 2.
When electing medical coverage with LSS, every employee must complete the section on the spousal surcharge. This selection, which must be truthful in accordance with the law, will determine whether or not you’ll pay an additional $50/month for choosing to cover a spouse who has been offered other medical coverage through their own employer. If you are enrolling in one of the three Medical plans and covering a Spouse as a Dependent you must select “ELECT” for the “Spousal Surcharge”. Then in the coverage column...  If you ARE enrolling a spouse, and your spouse does NOT have employer-offered medical insurance that they are eligible for, select “Does Not Apply”. You will NOT be charged any additional surcharge. If you ARE enrolling a spouse, and they do  have employer-offered medical insurance that they are eligible for (whether they carry that other insurance or not), select “Spousal Surcharge”. You will be charged an extra $50/month surcharge. Your selection in this section serves as a Legal Affidavit, in which you MUST BE truthful in order to be in compliance with the law.  At the end of the enrollment process, you will need to affirm that all information provided in this electronic Legal Affidavit is 100% true and factual. Anything otherwise will be considered fraudulent and will lead to disciplinary action up to and including termination of your employment.

9. Workday & Benefit Elections
Health Savings Account (HSA) Elections
If you elect the Consumer Driven Health Plan, you can receive an $800- 1,600 in annual contributions from LSS, but you MUST CLICK "Elect" for the “Health Savings Account (HSA) –Benefit Wallet LSS Contribution” and leave the contribution amount zero, to ensure that you receive this money.
If you would like to contribute your own money into Health Savings Account, you must click "Elect" “Health Savings Account (HSA) – Benefit Wallet Employee Contribution” and enter an annual dollar amount in that contribution field.  
If you elect the Consumer Driven Health Plan, you can receive an $800 annual contribution from LSS  for individual coverage or a $1,600 annual contribution from LSS for all other coverage levels with a dependent for your Health Savings Account (HSA), but you must click "Elect" the “Health Savings Account (HSA) –Benefit Wallet LSS Contribution” and leave the contribution amount zero, to ensure that you receive this free money from LSS. If you would like to contribute your own money into Health Savings Account, you must click "Elect" Health Savings Account (HSA) Employee and enter an annual dollar amount in the contribution field.  

10. Workday & Benefit Elections
Adding Dependents & Beneficiaries
If a dependent has already been added to Workday (i.e. an “Existing Dependent”), it’s easy to attach them to a new benefit election
If a dependent or beneficiary has not already been added to Workday, you must first create this new dependent in order to attach them to new benefit elections
If a dependent has already been added to Workday as a Dependent”, it’s pretty easy to attach them to a new benefit election by selecting “Existing Dependents” and choosing them from the drop down list. If a dependent or beneficiary has not already been added to Workday though, you must first create this new dependent in order to attach them to new benefit elections. Select “Add my dependent” to enter that new dependent’s information.

11. Workday & Benefit Elections
“Evidence of Insurability” for Unum
If one of your Unum elections requires the completion of an “evidence of insurability” (EOI), you will be notified of that on the “Final Review” screen
After you finalize your enrollment process, you’ll receive a new Inbox item, and in that message is a link to complete the EOI form online
If Evidence of Insurability is required for any Unum Benefits that you have enrolled in you will receive a Workday Inbox task following your initial enrollment. This task will contain a link to enable you to complete your Statement of Health online, and in most cases you will receive a message that you’ve been approved for coverage immediately. If immediate approval is not possible for your circumstances, you will be notified at that time that you must complete the long-version of the EOI form instead. If you’re not aware of the requirements associated with coverage above the guaranteed issue amount and what an evidence of insurability is, I would highly recommend you review the Life & Disability presentation in this LSS Benefits Orientation recorded presentation series that spends a lot more time and detail on this topic.

12. Workday & Benefit Elections
Insurance Alternative
To elect the Insurance Alternative credit, you must first elect it
But then your election is not complete until you upload documentation of your other medical coverage. You may do so on the Final Review screen:
If you waive participation in our 3 LSS Medical plans and are enrolled in medical coverage elsewhere, you are eligible to enroll in the Insurance Alternative program (as long as that other coverage is not through medicare or Medicaid). This benefit provides you a per pay period payment, issued via payroll, in the amount of $21.67/pay period (or $43.33 per month). In order to begin receiving this payment however, proof of other medical coverage must be submitted via Workday when completing the enrollment. Also, you must enroll in the benefit annually – it does not carry over from year to year. After electing this benefit on the Insurance Alternative screen, you can then upload your documentation on the Final Review screen. If you can’t upload your documentation at that time, you can also upload it to your Personal Documents screen outside of the Enrollment process or speak to your HR representative for assistance.

13. Workday & Benefit Elections
Confirmation Screen
After reviewing all of the elections you have made carefully, if you need to make any changes, select the "Go Back" button below to do so.  Click 'Submit" if all elections are correct.  
Please PRINT A COPY of your benefit elections
This print-out will serve as documentation that you made these elections if anything goes wrong.
Please carefully review all of the elections you have made for accuracy, and once you confirm that they are accurate click "Submit“, and then click "Print" on the following screen. Please PRINT A COPY of your benefit elections for your own records. This print-out will serve as documentation that you made these elections in case anything were to get mixed up.

14. Workday & Benefit Elections
Making election changes later
After you make your initial benefit elections, most benefits with pre-tax deductions can only be changed during certain designated times (in accordance with the law):
1) Annual Enrollment
Generally taking place in the Fall, the Annual Enrollment process in Workday will resemble the newly eligible enrollment process we’ve already covered in this presentation, only the Workday Inbox item you receive will be named “Open Enrollment Change”
2) Qualifying Events
If you experience a life change outside of the Annual Enrollment time frame, you may make benefit election changes if the life change qualifies as a “qualifying event” under the IRS regulations
Examples of these include a marriage, divorce, birth of a child, change in spouse’s employment, etc.
Because the IRS does not tax you on most benefit premiums, they place restrictions on when and how often you can enroll in or drop or change your benefits. After you initial enrollment period, there are only certain times in which you can make changes to most benefit elections – once per year for everyone, during annual enrollment OR if and when you have what the IRS calls a “qualifying event” such as a life event that could very well impact your benefits needs, like getting married or having a child or losing a family member or your spouse’s employment changing. If you experience a qualifying event such as these, most likely you’ll be able to make changes to your benefit elections as long as you do it within 31 days of the life event occurring and you’re able to provide documentation of that life event, like a marriage license or a birth certificate.
There are some benefits that you CAN make changes to your elections at any time you wish, and those are your supplemental life insurance, short-term disability and Voya voluntary benefits because all of those premiums are paid on a post-tax basis. You can also change your elections for retirement and insurance alternative any time you wish.
For annual enrollment at LSS, you’ll know it when it’s coming because there will be posters everywhere and your HR team will be publicizing the pending arrival of annual enrollment so no one is caught off guard! Our annual enrollment is typically held at LSS sometime in November, so keep an eye out for it as the Fall approaches.

15. Workday & Benefit Elections
Making election changes later
Qualifying Events (continued)
To make benefit changes due to a qualifying event…
Go to the Benefits Application in Workday noted by this symbol:
Follow the prompts within the process.
In the Benefit Event Type window,
select the down arrow, and then select
the Qualifying Event from the drop down
list of options
You will not be able to submit the Qualified Event without attaching the necessary attachments. (i.e. marriage license, birth certificate, etc.)
Making changes related to a qualifying event must be completed within 31 days of the qualifying event happening.
If you need additional assistance, there is a job aide to walk you through this process in the same section as all other Workday job aides, which we’ll talk about on the next slide.
To make benefit changes due to a qualifying event, you’ll want to go in Workday and enter the Benefits Application, then just follow the prompts from there. Remember to have your documentation of the life event handy because you will not be able to submit the Qualified Event without attaching the necessary attachments. (i.e. marriage license, birth certificate, etc.) Also, Not all benefits can be changed with all qualifying events. The benefits you are eligible to change will be listed under Enrollment Offering Types when you get to that part of the process. If you need additional assistance, there is a job aide to walk you through this process in the same section as all other Workday job aides, which we’ll talk about on the next slide.

16. Workday & Benefit Elections
Additional Workday support
If you need assistance with a Workday process, please visit LSSLink to find Workday “Job Aides” to help
To access the job aides, you must be using an computer on the LSS network where LSSLink can be loaded
Go to the “Information Technology” welcome site and then find “Workday Help”
If you need assistance with a Workday process, please visit LSSLink to find Workday “Job Aides” to help you. To access the job aides, you must be using an computer on the LSS network where LSSLink can be loaded. If you open internet explorer from a computer on the LSS network, you’ll go straight to the LSSLink home page. From there, go to the “Information Technology” welcome site and then find “Workday Help”. Inside is a list of job aides created by LSS staff to aide you in the online processes. If you get stuck though, don’t ever hesitate to contact your HR team for assistance.

17. Workday & Benefit Elections
Have more questions beyond what’s explained in this presentation?
Contact your Human Resources representative(s)
Your local HR team is available to answer any questions you may have and/or assist you in the enrollment process within Workday
Your local HR team is available to answer any questions you may have and/or assist you in the enrollment process within Workday