Open Enrollment in Workday

Last updated Tuesday, October 30, 2018

Check this page regularly for new and relevant information about Open Enrollment in Workday!

Open Enrollment for 2019

With Open Enrollment for 2019 running from November 1-30, you may receive lots of questions from your benefits-eligible employees about this once-a-year opportunity: What is Open Enrollment? Do I need to do anything? How do I even start? No worries – we’ve got you, and your employees, covered!

Where to Start the Open Enrollment Process

Employees can find in-depth information and answers about Open Enrollment on our website. We especially recommend everyone start with our Open Enrollment for 2019 webpage, which can be quickly found on the ISC’s homepage. This page answers many of the most common questions your employees will have:

  • What changes can I make during Open Enrollment?
  • Do I even need to do anything during Open Enrollment?
  • If I do want or need to make changes during Open Enrollment, how do I even begin?
  • How do I know if my changes went through?
  • What if I make a mistake – can I change my Open Enrollment choices once I submit them?

Have Employees Who are Rarely at Their Computers?

If you have benefits-eligible employees who don’t work in front of a computer or who are perhaps not comfortable with computers, we have developed two Open Enrollment flyers that you are welcome to print out and hang up around the office or put in employee’s mailboxes (of course, you’re welcome to email them, too!).

However, all employees DO need to make their Open Enrollment changes online, in Workday. We recommend they print out and follow along with our Open Enrollment 201: A Guide for Making Changes in Workday (PDF) as they make their Open Enrollment choices. Also, please encourage these folks to keep an eye out on their UW inbox, if only for this month, so they don’t miss any important emails from the ISC about their enrollment selections.

How Employees Will Know About Open Enrollment

All benefits-eligible employees will be receiving an email early next week letting them know that Open Enrollment is coming soon, providing guidance on whether they do or do not need to participate, and outlining what steps they can take to prepare. On Thursday, November 1, all employees eligible to make Open Enrollment changes will receive an email from Workday letting them know that the Open Enrollment action item can be found in their Workday Inbox.

Pre-Open Enrollment Preparation: What Employees Can Do Now

Here are a few simple steps your employees can take ahead of time to help prepare for a smooth and successful Open Enrollment process:

  • Verify Your Address in Workday: The benefits options you are offered are actually based on your home address. Make sure your address is current so that you don’t end up enrolled in the wrong plan. Follow these steps to quickly update your address.
  • Prepare Your Paperwork: If you are planning to add any dependents to your medical or dental plans, state law requires that you submit valid dependent verification in Workday during Open Enrollment. Check out this list of what qualifies as valid verification.
    • An easy trick: scan the document(s) you plan on attaching, and save it to a secure computer before November 1.

Encourage Employees to Attend UW Benefits Fair, Learn About Benefits Options in Advance

We encourage all benefits-eligible employees to come to one of the upcoming UW Benefits Fairs to learn more about benefit options for 2019. Representatives from the ISC will be there to answer questions! Feel free to let employees know about these opportunities by sharing UWHR’s Benefits Fair Flyer (PDF).

  • Tuesday, October 30 (10:00 am – 3:00 pm): Husky Union Building (HUB), North Ballroom
  • Wednesday, October 31 (10:00 am – 3:00 pm): Harborview Research & Training Building, Lobby
  • Thursday, November 1 (10:00 am – 3:00 pm): Health Sciences Lobby, 3rd Floor

If employees still have health plan questions, they can find comprehensive overviews online:

Employees are also encouraged to contact the insurance plan providers directly with questions about network, what each plan covers, and benefit details while trying to determine which plan is right for them and their families. For more details, they can visit UWHR’s Health and Dental Plan Options webpage. The ISC can provide guidance about making selections in Workday, but cannot offer advice on what benefit plan(s) to choose.

Share Our How-To Guides for Open Enrollment

We’ve said it before, and we’ll say it again: Open Enrollment can be tricky. There are MANY decisions that need to be made, and the state-mandated language can be difficult to understand. When and if employees are ready to make changes during Open Enrollment, please please please stress that they follow along with at least one of our how-to-guides while making their choices:

All of these resources, and more, can be found on our Open Enrollment for 2019 webpage – a great starting point for all Open Enrollment eligible employees.

Tips For Success You Can Share With Your Employees

Help your employees avoid common stumbling blocks and mistakes that could result in them not getting the coverage they want by sharing these important tips:

  • Enroll Early!: The Open Enrollment deadline of 11:59 pm PST on November 30 is firm. Encourage employees to submit their Open Enrollment elections early to allow enough time for the ISC to contact them if follow-up questions or requests for documentation are necessary.
  • Look for Emails from Workday and the ISC in Your UW Inbox: To that extent, let employees know that they may receive emails from Workday and/or the ISC asking for additional information or requesting they take action to complete necessary steps during Open Enrollment. Prompt responses help ensure employees end up with the benefits selections they want.
  • Don’t Forget to Attach the Required Dependent Verification Documents!: Forgetting to attach their state-required dependent verification documentation when enrolling a new dependent is one of the most common errors we encounter during the Open Enrollment Process. Encourage employees to carefully review the list of what the state accepts as “dependent verification documentation” – they will need to save a copy of their chosen documentation on a secure computer, and they will attach the documents on the final Open Enrollment step in Workday. Guidance on how to attach the documents can be found in the Open Enrollment User Guide.