Open Enrollment for 2019
This page provides guidance specifically about Open Enrollment for 2019 and how to make any desired or necessary changes in Workday. If you’re looking for a general overview of Open Enrollment in Workday at the University of Washington, see our Open Enrollment page.
Open Enrollment (November 1-30) is a once-a-year opportunity for PEBB benefits-eligible employees to enroll in or make changes to their health plan elections in Workday.
Do You *Need* to Make Open Enrollment Changes?
Open Enrollment is optional, and in most cases you don’t need to do anything in Workday. There are only a few instances in which an employee IS required to make changes during this time.
You DON’T need to make changes during Open Enrollment if:
- You are happy with your current elections and don’t want to make any changes or add/remove dependents AND
- You do not wish to enroll in, or continue to enroll in, a Flexible Spending Arrangement (FSA) or the Dependent Care Assistance Program (DCAP) AND
- You are either not married or do not cover your spouse/partner for benefits
You DO need to make changes during Open Enrollment if:
- You want to make changes to your health plans (this includes adding dependents to or removing dependents from your health plans)
- You want to enroll in, or continue to enroll in a Flexible Spending Arrangement (FSA) or the Dependent Care Assistance Program (DCAP)
- You cover your spouse/partner for benefits AND you’ve received notice that you need to attest/re-attest (respond) that you do or do not owe a $50 monthly Spousal Surcharge Premium
- Look for a letter from the Health Care Authority (HCA), as well as notifications from Workday, letting you know if you need to attest/re-attest during Open Enrollment
Check out our Open Enrollment 101 (PDF) guide if you are still wondering what, if anything, you need to do during Open Enrollment.
Before You Begin
To help ensure a smooth Open Enrollment experience, please take a few moments prior to November 1 to:
1. Verify Your Home Address
Did you know? Your medical plan options are determined by your home address. The country and/or zip code in which you live influence whether you can be covered by Kaiser/Group Health versus UMP Plus – Puget Sound High Value Network, or another plan altogether. So, before making your Open Enrollment changes, take a moment to log into Workday and double-check that everything looks okay. Refer to the “Edit Home Contact Information” section of the Edit Personal Information User Guide for step-by-step guidance.
2. Prepare Your Dependent Verification Documents
If you’ll be adding any dependents – including a spouse or State Registered Domestic Partner (SRDP) – to your medical and/or dental coverage, state law requires that you attach valid dependent verification documentation in Workday. Take a moment to check out the list of what qualifies as valid dependent verification, scan the documents you plan to use, then save them to a secure computer before beginning to make your Open Enrollment selections.
- When newly adding a spouse: In addition to adding required dependent verification, you will also need to enter your date of marriage in Workday.
3. Learn About Benefit Changes and Your Options for 2019
- Attend a UW Benefits Fair: Held each year at the end of October and start of November, employees can talk with insurance representatives about their plans and services.
- Visit the Health Care Authority’s (HCA’s) Open Enrollment Webpage: Find 2019 premiums, summaries of benefits and coverage, online webinars, and other resources for comparing medical and dental plans.
- Compare Plan Options and Providers: You can also reach out directly to insurance providers ahead of time if you still have questions about whether another plan is right for you or your family.
How to Make Changes During Open Enrollment
During Open Enrollment you can make changes to your health benefits following these three steps:
Step 1: Log Into Workday Beginning November 1
If you know you want or need to make changes, during the month of November log into Workday, go to your Inbox, then select Open Enrollment Change to begin.
Important: You must make any desired Open Enrollment changes within the “Open Enrollment Change” action item in your Workday Inbox (after opening the action item, scroll down to find the table that contains your choices).
Do NOT try making your initial Open Enrollment changes using the Benefits worklet. Doing so would make changes to your benefits for the current year (i.e. November and December 2018), will likely generate errors, and will not make the Open Enrollment changes you want.
Step 2: Follow Along With an Open Enrollment Guide
Making your Open Enrollment selections can admittedly be tricky – we are required by the state to use specific language that can often be confusing (sometimes, yes, you have to “elect” in order to “waive”). We highly recommend using one or all of the following resources while making your selections in Workday:
- Open Enrollment User Guide: Coming soon!
- Open Enrollment 201: A Guide to Making Changes in Workday: This detailed journey map (PDF) provides information that helps you navigate the major decision points and guides you through each step of the way.
- Open Enrollment Video Series: This series of Open Enrollment videos demonstrates the steps you’ll take in Workday.
Step 3: Check Your Work Before Submitting
Before selecting Submit, double-check that you’ve avoided common mistakes in order to avoid delays and errors. Mistakes must be corrected and/or missing documentation must be submitted before November 30 to successfully submit your enrollment.
When adding a new dependent to your coverage, please complete the following steps for each dependent:
- Update the tobacco use attestation: Make sure you’ve attested for each dependent to possibly avoid the $25 per month surcharge.
- Attach valid dependent verification documents: On the last page of Open Enrollment in Workday, you must attach valid documentation verifying your dependent’s relationship to you; otherwise we cannot process your dependent’s enrollment.
- Review what qualifies as valid dependent verification documents.
- Attest to the spousal or state-registered domestic partner coverage: When newly adding your spouse or state-registered domestic partner (SRDP) to your coverage, you’ll need to declare whether they have other, affordable medical coverage available.
- Include your date of marriage: When newly adding a spouse to your coverage, you must include your marriage date within the comments box on Step 4, Benefit Elections Review. This does not apply to SRDPs.
Step 4: Submit Your Open Enrollment Changes by November 30
To finalize your Open Enrollment changes, make sure to check I Agree and then select Submit.
Save your Open Enrollment submission code and print your confirmation screen; you’ll need it in case you have future questions or issues about your enrollment. Confirmation statements will be emailed in early December.
Workday will process your most recently submitted election as of 11:59 pm on November 30. Please remember that November 30 is a hard deadline; there are no exceptions or grace periods for Open Enrollment. Your enrollment must be completed in a timely manner to ensure your coverage is what you want and expect.
Review Your Open Enrollment Selections
Once you’ve checked I Agree and selected Submit for your Open Enrollment changes, you can review your selections in Workday at any time during the month of November by selecting the Benefits worklet and then selecting View My Open Enrollment Submission.
Need to Make Changes to Your Open Enrollment Selections?
You can make changes to your Open Enrollment options as many times as you’d like between November 1 and November 30. But at 11:59 pm on November 30, Workday will accept the most recent changes you have submitted. Any unsubmitted information will be deleted at that time, and coverage will not be processed if there is missing documentation (you may end up with a partial enrollment).
For step-by-step guidance on updating any selections made during Open Enrollment, refer to the “Change Your Open Enrollment Elections” section of the Open Enrollment User Guide.
Your next opportunity to make health plan changes will be during Open Enrollment in November 2019, or within 60 days of a qualifying Life Event.