Life Events and Benefit Changes

Adding your new baby to your health insurance might not be as automatic as you’d expect, but don’t worry—it’s a simple process! Even though your insurer may have received medical bills related to your baby’s birth, you’ll still need to notify them and complete the enrollment to ensure they’re covered within the 30-day window.

Make Contact

Please contact your benefits administrator in the HR department within the last trimester of pregnancy to make sure they know how to contact you if you are out of the office on leave and to assist you with meeting enrollment deadlines.

Timeline

Health insurance companies require that a newborn be added to a policy within 30 days of birth. Enrolling the child within that time frame provides coverage starting on the child’s date of birth.

Choose Benefits

The baby should be enrolled under the birth mother’s insurance to avoid any billing issues related to the birth.

Your dependent will be enrolled in the same plan you are already enrolled in. Unfortunately, changes to the type of plan you selected can only be completed during Open Enrollment.

Consider electing a Flexible Spending Account (FSA) for healthcare (medical expenses) or dependent care (childcare) as your needs in these two areas may have changed since your family has grown.

Complete Enrollment

Changing your benefits due to a qualifying event is a quick three step process in Workday.

Before you begin, you will need a document showing proof of birth. This can be any sort of hospital generated document that shows the name of the baby, parents, and date of birth.

• Step One (Employee):

1. Click the Menu (three lines) in the upper left-hand corner of your Workday screen
2. Click Benefits and Pay
3. Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
4. Select “Dependent Change (Birth / Adoption / Guardianship) as the Change Reason
5. Enter your dependent’s date of birth in the “Benefit Event Date”
6. Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
7. Click Submit

• Step Two (HR Benefits):

1. Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

• Step Three (Employee):

1. Navigate to your Workday Inbox
2. Click the Benefit Change task
3. Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing/adding dependents to match your elections.
4. Check the “I Agree” box to provide an electronic signature confirming your changes.
5. Click Submit.
6. Click Done to complete the task or Print to launch a printable version of the summary for your records.

Please note:

• Benefit deductions are paid in advance. For example, your August payroll covers your September enrollment. In the case that your qualifying event has occurred after the regular deduction schedule, you will see retroactive deductions added to your next paycheck.
• There are no pro-rated months, the full amount is charged even if enrollment begins in the middle of the month.

Timeline

Adding your spouse or domestic partner to your health insurance is a simple process, but it’s important to notify your insurer and complete the necessary steps within 30 days. Remember, if you miss the 30-day window, you won’t be able to make changes until the next open enrollment period.

Your spouse or domestic partner’s coverage will begin on the 1st of the month after your date of marriage or domestic partnership.

Choose Benefits

Your spouse or domestic partner will be enrolled in the same plan you are already enrolled in. Unfortunately, changes to the type of plan you selected can only be completed during Open Enrollment.

Required Documentation

Before you begin, you will need a document showing proof of marriage or domestic partnership. This could be your legal certificate, or you can complete the Affidavit of Marriage/Domestic Partnership provided by Lewis & Clark.

Completing the Change in Workday

• Step One (Employee):

1. Click the Menu (three lines) in the upper left-hand corner of your Workday screen
2. Click Benefits and Pay
3. Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
4. Select “Marriage / Domestic Partner” as the Change Reason
5. Enter the date of marriage or domestic partnership as the “Benefit Event Date”
6. Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
7. Click Submit

• Step Two (HR Benefits):

1. Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

• Step Three (Employee):

1. Navigate to your Workday Inbox
2. Click the Benefit Change task
3. Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing/adding your new dependent (spouse or domestic partner) to match your elections.
4. Check the “I Agree” box to provide an electronic signature confirming your changes.
5. Click Submit.
6. Click Done to complete the task or Print to launch a printable version of the summary for your records.

Please note:

• Benefit deductions are paid in advance. For example, your August payroll covers your September enrollment. In the case that your qualifying event has occurred after the regular deduction schedule, you will see retroactive deductions added to your next paycheck.
• There are no pro-rated months, the full amount is charged even if enrollment begins in the middle of the month.

Timeline

We know that it can take some time to get paperwork back from the court, so in cases of divorce and legal separation, you have 60 days to complete your benefit change in Workday.

The coverage for medical and dental will be terminated effective the end of the month of the divorce final date. All other benefits will be terminated as of the date of divorce.

Required Documentation

You will need to upload a photocopy of the divorce decree to remove your former spouse (and stepchildren if applicable).

Completing the Change in Workday

• Step One (Employee):

1. Click the Menu (three lines) in the upper left-hand corner of your Workday screen
2. Click Benefits and Pay
3. Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
4. Select “Divorce / Legal Separation” as the Change Reason
5. Enter the date of divorce as the “Benefit Event Date”
6. Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
7. Click Submit

• Step Two (HR Benefits):

1. Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

• Step Three (Employee):

1. Navigate to your Workday Inbox
2. Click the Benefit Change task
3. Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing your former dependent (spouse or domestic partner) to match your elections.
4. Check the “I Agree” box to provide an electronic signature confirming your changes.
5. Click Submit.
6. Click Done to complete the task or Print to launch a printable version of the summary for your records.

Timeline

When you lose outside coverage, your L&C coverage will become effective as of the 1st of the month following the date you lost your coverage.

When you gain outside coverage, your L&C coverage will remain effective until the end of the month in which you gained your new coverage.

Remember, you only have 30 days from the day you lose or gain your outside coverage to enroll in or drop your L&C coverage.

Required Documentation

You will need to provide proof of the date of loss or gain of outside coverage from your former or new insurance provider.

Completing the Change in Workday

• Step One (Employee):

1. Click the Menu (three lines) in the upper left-hand corner of your Workday screen
2. Click Benefits and Pay
3. Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
4. Select “Gain Outside Coverage” or “Lose Outside Coverage” as the Change Reason
5. Enter the date you gained or lost outside coverage as the “Benefit Event Date”
6. Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
7. Click Submit

• Step Two (HR Benefits):

1. Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

• Step Three (Employee):

1. Navigate to your Workday Inbox
2. Click the Benefit Change task
3. Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing your former dependent (spouse or domestic partner) to match your elections.
4. Check the “I Agree” box to provide an electronic signature confirming your changes.
5. Click Submit.
6. Click Done to complete the task or Print to launch a printable version of the summary for your records.

Any changes to your HSA contribution will take effect as of the 1st of the month after you make the change. The contributions are sent to Allegiance during each paycheck cycle. No supporting documentation is needed.

Completing the Change in Workday

• Step One (Employee):

1. Click the Menu (three lines) in the upper left-hand corner of your Workday screen
2. Click Benefits and Pay
3. Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
4. Select “HSA Change” as the Change Reason
5. Enter the current date as the “Benefit Event Date”
6. You do not need to attach any documentation for this event
7. Click Submit

• Step Two (HR Benefits):

1. Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

• Step Three (Employee):

1. Navigate to your Workday Inbox
2. Click the Benefit Change task
3. Now you can elect or change your employee contribution
4. Check the “I Agree” box to provide an electronic signature confirming your changes.
5. Click Submit.
6. Click Done to complete the task or Print to launch a printable version of the summary for your records.

Health Flexible Spending Account (FSA) contributions can only be changed if they are part of another health-related qualifying life event (QLE).

Dependent Care Spending Account (DCSA) contributions can be changed with a health-related QLE or if there is a change in the cost of dependent care.

Changes to contributions will take effect as of the 1st of the month following the change.

Below are instructions for changing a DCSA contribution solely when there is a change in cost:

Timeline

Make sure to submit your Dependent Care FSA change within 30 days of the date your costs went up!

Choose Coverage Level

You will be able to enter either a monthly or annual contribution amount, and Workday will auto-calculate your monthly, pre-tax paycheck deduction.

Required Documentation

You will need to provide a receipt or other document showing proof of an increase in the costs of dependent care.

Making the Change in Workday

• Step One (Employee):

1. Click the Menu (three lines) in the upper left-hand corner of your Workday screen
2. Click Benefits and Pay
3. Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
4. Select “Dependent Care FSA Change” as the Change Reason
5. Enter the date of the increase in expenses as the “Benefit Event Date.”
6. Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
7. Click Submit

• Step Two (HR Benefits):

1. Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

• Step Three (Employee):

1. Navigate to your Workday Inbox
2. Click the Benefit Change task
3. Continue through all required screens, waiving/electing the DCSA and annual/monthly amount.
4. Check the “I Agree” box to provide an electronic signature confirming your changes.
5. Click Submit.
6. Click Done to complete the task or Print to launch a printable version of the summary for your records.

You can elect voluntary coverage for any of the Unum plans at any time.

Guaranteed issue amounts are only available during your initial benefits election at Lewis & Clark. If you add optional insurance later, you must complete a Unum Statement of Health to show evidence of insurability.

After finalizing your elections in Workday, the Unum form will appear under Announcements on your Workday home page. Submit it promptly to activate your coverage—otherwise, premiums will still be deducted from your paycheck without insurance taking effect.

Retirement contributions can be changed at any time.

If you submit your change prior to the 20th of the month, the change will take effect as of the paycheck at the end of that month.

If you submit your change on or after the 20th of the month, the change will take effect as of the paycheck you receive the following month.

Step One (Employee):

1. In the Workday search bar enter “Change Benefits”

2. Select the “Change Benefits” task

3. Select “Retirement Savings Change” as the Change Reason

4. If submitting the task prior to the 20th of the month, enter today’s date as the Benefit Event Date

5. If submitting the task on or after the 20th of the month, enter the date as the first of the following month

6. Click Submit > Done.

Step Two (Employee):

8. Navigate to your Workday Inbox

9. Click and open the Benefit Change task

10. You will then have the option to manage your elections for both your 403(b) and Roth 403(b)

11. For the plan you’d like to alter, click “Manage” or “Enroll”
12. You can then select or waive your TIAA employee contributions for both the regular (available to all employees) and catch-up (available to employees 50 years old and up) contribution categories. Then click “Confirm and Continue”
13. Workday will first show your estimated 9% contribution from Lewis & Clark – you will be automatically enrolled in this during your 13th month of employment, and no action is needed. Click “Save”
14. You will now be able to alter your contribution amounts. Alter each amount and click “Save” to move to the next contribution category. Once you have finished entering contribution amounts, click “Review and Sign”

15. Check the I Agree box to provide an electronic signature confirming your changes.

16. Click Submit.

17. Click Done to complete the task or Print to launch a printable version of the summary for your records.