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Beneficiary Add and Edit Job Aid
Benefits, Dependents, and Beneficiaries will be setup, elected, and tracked in Workday.
Edit Dependent personal information: address, birthday, phone number, etc. This process is not to add a NEW Dependent, see Benefits – Life Event Change Benefit job aid.
This feature shows you how to upload a document to your Workday account.
Type your name in the search box at the top of the site
1. In the blue section click on Actions under your job title.
2. Under the Worker History section select Maintain Worker Documents
3. Click on the Add button at the top and upload your document
This process is for Employees who have an IRS qualified life event. Changes to benefits must be made within 30 days of the life event.
Before starting this process in Workday be sure to have any required documents as they will be required as uploads during this process.
Required Document* Examples
Marriage Certificate, Divorce Decree, Insurance Coverage Effective Letter, Birth Certificate, or Insurance Coverage Effective Letter
a. Beneficiary Change - Select this to add a new person as a beneficiary
b. Birth/Adoption/Legal Child Custody -
i. Select this to add a child to current benefits
ii. Must use the date of birth or adoption
iii. Required - Birth certificate, hospital release document, or adoption agreement must be uploaded during this step
iv. This type of Life Event must be completed within 30 days of the event
c. Divorce -
i. Select this to remove a spouse from current benefits
ii. Divorce must be finalized by the court system, using the date of divorce
iii. Required - Divorce Decree must be uploaded during this step
iv. This type of Life Event must be completed within 30 days of the event
d. Eligible Dependent Gains or Loses Coverage -
i. Select this to add or remove a dependent due to the dependent gaining or losing coverage elsewhere
ii. Must use the date the coverage began or ended
iii. Required - Letter from insurance company with effective dates must be uploaded during this step
iv. This type of Life Event must be completed within 30 days of the event
e. Employee Gains or Loses Coverage from Elsewhere -
i. Select this to add or remove yourself from benefits due to you (employee) gaining or losing coverage elsewhere
ii. Must use the date the coverage began or ended
iii. Required - Letter from insurance company with effective dates must be uploaded during this step
iv. This type of Life Event must be completed within 30 days of the event
f. Gym Membership - Select this to add, drop or change a gym membership
i. This can be done at any time of year
ii. Use today's date or a future date you cannot back date this change
g. Marriage - Select this to add or drop benefits or dependents due to a recent marriage
i. Must use the date of the marriage
ii. Required - Marriage Certificate must be uploaded during this step
iii. This type of Life Event must be completed within 30 days of the event
2. Select the Benefits Application, it looks like a shield
3. Select the Benefits link in the Change box
4. Select a Change Reason - *must upload document to prove life event, see list above
5. Upload attachments if your Change Reason requires documentation. Comments can be made if needed
6. Go to your Workday Inbox
7. You'll find the Change Benefit Action Item, click on Let's Get Started
8. To add your new dependent, you'll click on Manage in the benefit you are adding them. The coverage you currently have will show up. Click Confirm and Continue
9. The Dependents screen will show up next. This is where you can add/remove a dependent to that plan. If you need to add a new dependent, you'll click Add New Dependent
10. If you are adding a new dependent that is not already in Workday you must provide documentation proving dependency. The message below will show up and you'll need to provide one of the example documents. This can be uploaded during the final review and approval step
11. The required information is marked with a red star; however, Social Security Numbers are required if you are adding them to Medical, Dental, or Vision
12. Once you have added the new dependent you will see their name show up in the dependent area, check the box next to their name and save that coverage selection
13. The main screen will then show up and you'll see your plan changes in the benefit box
14. If you are adding or removing this dependent to multiple benefits, you'll need to click into each benefit to check or uncheck the box next to their name. You will not need to add their information each time as they will show up as dependent with a check box next to their name
15. Once you have made all your benefit changes click the Review and Sign at the bottom of the screen. The View Summary page will show up and you'll want to read each part of this to make sure everything is as you expect. If you need to complete an EOI, the link can be found on this page as well.
16. Before submitting your elections, if you are adding a new dependent to your benefits, you must upload the required documents*
17.After reviewing your elections, scroll down and provide your electronic signature by checking I Accept
18. Once the Submitted screen comes up you can select View Benefit Statement and from there you can save or print a copy for your records. Then select Done and congratulations you are finished!
Android Devices:
Apple Devices (iOS):
Download Duo Mobile:
Download Workday Mobile application
All faculty and staff will be requesting time off, called absences, in Workday. This official process makes it easy for both the employee and manager to keep track of absences.
1. Select the Absence Application from the Home Page. Your available balances will display as of the current date
a. To view balances as of a future date, select Absence Balance, input desired date, and click OK
1. From the Absence application, select Request Absence. A calendar view will display.
2. Select the month and day(s) you wish to take time off
3. The number of days you chose will total at the bottom on the Request Absence button
4. Click that button and the 'Select Absence Type' window will pop up
a. For a time off request, such as vacation, sick, anniversary, floating holiday, etc., select Time Off and choose which type you are requesting
b. For a leave of absence request, select Leave of Absence. This type of request will route to the Leave Specialist for review and further paperwork may be needed from you
5. Click Next, review your request or make any corrections
6. Click Submit
7. Your request will route to your supervisor to approve
Tip: You can view your team's absences to help you plan your time off requests better and avoid too many workers being off at the same time. On the calendar view page, click View Teams above the calendar, then click OK. A new calendar view page will display to include your coworkers' requests
Note: You cannot correct a time off request that has not been approved. You can only cancel the request.
1. From the Absence application, select Correct My Absence
2. Select the approved day(s) that you would like to correct. The 'Correct Absence' window will pop up
a. Select the day(s) to correct or click Select All
b. Change the absence type in the Type field or change the number of hours in the Quantity per Day field
3. Click Submit
4. Your request will route to your supervisor to approve
Non-approved absence request:
1. From the Absence application, select Correct My Absence
2. Select the requested day(s) that you would like to cancel
3. Click Cancel this Request
4. Review the cancellation, enter a required comment, and click Submit - No further action is needed by your supervisor
Approved absence request:
1. From the Absence application, select Correct My Absence
2. Select the requested day(s) that you would like to cancel, the the 'Correct Absence' box will pop up
3. Click the button to remove all the desired absence instances, then click Submit
4. Your cancellation request will route to your supervisor to approve
1. Select the Time Off application on your homepage
2. Tap the in the top-right corner, the select Balances
3. You may view your absence balances as of the default date or select a future date
1. From the Time Off application, tap the month and day(s) you wish to take off
2. Tap Next and select the Type of absence you are requesting
a. Note: You cannot select a Leave of Absence on a mobile device. This type of request will need to be completed on a computer
3. Review your request or make any corrections then tap Submit button
4. Your request will route to your supervisor to approve
Note: You cannot correct a time off request on a mobile device that has not been approved
1. From the Time Off application, select the approved day(s) that you would like to cancel
2. The selected day(s) will be listed at the bottom. Tap a day to correct it. Note: You can only correct one day at a time
a. Change the absence type in the Type field or change the number of hours in the Duration field
3. Tap the green Submit in the top-right corner
4. Your request will route to your supervisor to approve
Note: You cannot cancel a time off request on a mobile device that has not been approved
1. From the Time Off application, select the approved day(s) that you would like to cancel
2. The selected day(s) will be listed at the bottom. Tap a day to cancel it. Note: You can only cancel one day at a time
3. Tap the red Delete button
4. Your request will route to your supervisor to approve
Tip: You can sync your Outlook/Exchange calendar to Workday, for a complete mobile calendar experience. From the Time Off application tap the in the top-right corner, then select Settings. Choose the calendar you wish to connect, then tap the arrow in the top-left corner.
Hourly staff and student employees will be tracking hours worked in Workday
1. Select the Time application on your homepage
2. Select either This Week or Last Week
3. Select a day on the calendar for which you need to enter hours
a. The 'Enter Time' window will pop up. Change the Time Type as needed or leave 'Hours Worked' as the default
b. Enter the number of hours worked and click OK
c. Repeat as necessary
d. To add absence hours on the same day as hours worked, select the day on the calendar again, and follow the steps above to change the Time Type
NOTE: Workday will automatically calculate holiday hours, so you will not need to enter them manually
4. When you are finished entering hours worked, click Submit, review your time entries, click Submit again, then Done
5. Your timesheet will route your supervisor to approve
If you made a mistake or need to make changes to a submitted or approved timesheet, you may do so
1. From the Time application, select either This Week or Last Week
2. Select the day on the calendar for which you need to correct hours
a. The 'Enter Time' window will pop up. Change the Time Type or change the Hours, as needed
b. Click OK
c. Click Submit, review the hours entered, click Submit again, then Done
3. The changes to your timesheet will route to your supervisor to review and approve
1. The manager will receive an inbox action item to review and approve the employee's timesheet
a. If corrections need to be made, the manager can send the timesheet back to the employee
1. Select the Time Tracking application on your homepage
2. Select Enter Time
3. Select the day on the calendar for which you need to enter hours and tap Add New
a. Change the Time Type or leave 'Hours Worked' as default
b. Enter the number of hours worked, then tap OK in the top-right corner
c. Repeat as necessary
d. To add absence hours on the same day as hours worked, select the day on the calendar again, tap Add New and follow the steps above to change the Time Type
NOTE: Workday will automatically calculate holiday hours, so you will not need to enter them manually
4. When you are finished entering hours worked, tap Submit, review your time entries, tap Submit again
5. Your timesheet will route to your supervisor to approve
Tip: To copy hours worked from a previous week, tap Auto-fill in the top-right corner. Select the week you wish to copy, then tap Next in the top-right corner. Tap Submit, review the hours entered, then tap Submit again
1. Select the Time Tracking application on your homepage
2. Select Enter Time
3. Select the day on the calendar for which you need to correct hours, then select the time entry you submitted
a. Change the Time Type or change the Hours as needed
b. Tap OK in the top-right corner
4. Tap Submit button, review your time entries, tap Submit again
5. Your timesheet will route to your supervisor to approve
1. The manager will receive an inbox action item to review and approve the employee's timesheet
a. If corrections need to be made, the manager can send the timesheet back to the employee
Employees can update their Federal, State, and Local elections directly in Workday. New Hires receive an inbox task as part of Onboarding to make updates. Existing employees can make changes as needed. If an election is not made, the default will still be withheld.
1. Select the Pay Application from the Home Page
2. Select Withholding to View
3. Click through Tabs to view elections for each Type
a. If no election exists, just the Update button will display
4. Click Update button to change elections
a. Confirm Company and Effective Date
b. Click OK
c. Update with new desired withholding information
5. Click OK
6. Process is Complete