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The following instructions will walk you through adding your spouse to your benefit plans.

TasksÌýto complete:Ìý

• Update beneficiary relationship to 'Spouse/Common Law' (applicable only if they are already listed as aÌýbeneficiary with a relationship of 'Other')Ìý
• Update benefit electionsÌý

Update existing beneficiary relationship to 'Spouse/Common Law'

1. Navigate to your profile by clicking the profile icon and selectingÌýView Profile.

2. ³§±ð±ô±ð³¦³ÙÌýµþ±ð²Ô±ð´Ú¾±³Ù²õÌýfrom the menu on the left and click theÌýMy BeneficiariesÌýsubtab at the top of the resulting screen.
3. Click theÌýEditÌýbutton associated with your spouse's name.

4. Click the edit icon in the Relationship section to update the relationship toÌýSpouse/Common Law.

5. Once updated, clickÌý³§³Ü²ú³¾¾±³ÙÌýat the bottom of the screen and then follow the instructions below to add your spouse as a dependent under your health and/or dental benefits.Ìý

Note: Updating the relationship only allows you to select your spouse from your existing beneficiaries in the benefits enrollment task (up next). It does not add them to your benefit plan. You must complete the next steps to add them to your health and/or dental plan(s).

Complete the Marriage/Common Law Partner benefit event to add your spouse to your benefit plan(s)

1. From the MenuÌýat the top left of the screen, click the Benefits and PayÌý²¹±è±è.
2. In the Overview section, click Change BenefitsÌý

3. From the Change Reason options, select Marriage/Common Law Partnership.
4. Click the Calendar icon to enter the date of marriage or if common law, enter the one year date of living together, as the event date.

Note: A marriage event can only be entered 30 days retroactively. If you receive an error that the date cannot be more than 30 days in the past, please click the Revise button to update the date to be within the past 30 days.

5. Click Submit without attaching anything to continue on to the dependent set up.

6. Click the Open option on the pop-up window.

7. ClickÌýLet's Get StartedÌýto continue on to update/view yourÌýtobacco use.Ìý

8. Review your tobacco use and clickÌýContinue.

9. Click Continue againÌýto go to the benefit plans page.Ìý

Note: No changes are completed at this point. If you navigate away from this task, it will be saved in your Workday inbox for you to complete and submit from there.

Health care elections

10. Click ManageÌýunder the Extended Health Care plan. NOTE: Part time employees have the option to waive Extended Health Care and Dental but must provide proof of alternate coverage

11. Click Confirm and Continue to go to the dependents screen.
12. Click the Add New Dependent button.

13. Select from the list of existing beneficiaries or emergency contacts or select Create Dependent if your spouse/common law partner is not listed.Ìý

Note: If you have previously listed your spouse/common law partner as a beneficiary or emergency contact but do not see them listed here, you need to follow the instructions above to update their relationship to Spouse/Common Law before completing this step.

14. Choose if your spouse/common law partnerÌýwill also be a beneficiary for life insurance or pension by selecting Yes or No.

15. Enter their first name and last name.

16. On the right-hand side of the screen, enter a relationship of spouse/common law, their birthday and sex at birth.

Note: Leave Payroll Dependent checked on and leave the Tobacco Use check box blank. This is for life insurance premium information and is not required here

17. Scroll down to enter the address and phone information. If this information is the same as yours, select Use Existing Address and Use Existing Phone to populate these fields, otherwise, enter the information in the appropriate fields.

18. Click OK. Your spouse/common law partner'sÌýname will now display in the Dependent table.
19. If you also have dental coverage, dependents will default to the same as those entered in the Extended Health Care plan, unless you are a part-time employee with the option to waive.Ìý

Note: The same dependents should be listed under both health and dental plans.

Insurance elections

The Basic Life plan include coverage up to 3x (1x basic and 2x-3x additional) your annual salary. The Optional Life plan includes coverage from 4x-6x your annual salary. Optional Spousal provides coverage to your spouse of up to $200,000 in the event of your death.Ìý

You must have additional 3x before selecting the optional Life plan.Ìý

Note: If you are electing to increase life insurance, you will need to complete an Evidence of Insurability form to be sent to Sun Life to determine eligibility. The form will be sent to your Workday inbox when this benefit event is selected and completed.

20. If updating insurance elections or updating beneficiaries, click Manage under the Basic Life plan.Ìý

21. Review your plan selections and clickÌýConfirm andÌýContinueÌýto go to the beneficiary screen.
22. Click the + in the beneficiary table to add additional beneficiaries or the - to remove them.
23. Click the menu prompt and select Add New Beneficiary (do not select Trust)if you have not set them up as a beneficiary yet, or Existing BeneficiaryÌýif you have already entered their information.Ìý

24. On the Add New Beneficiary screen, enter the following information:

• Relationship

• Name

• AddressÌý

• Phone number

For a Trust (i.e. minor child under 18), enter as follows:

• First Name: John Doe in trust for
• Last Name: Minor child full nameÌý

Note: All relationship/contact information should be for the adult trust. Each trust needs a separate record. If naming an Estate, First Name: Estate of; Last Name: John Doe

25. Once your beneficiary is listed, enter the Percentage amount.Ìý

Note: Percentages must equal 100 for each plan.

26. Repeat the process for any additional or secondary beneficiaries.Ìý

Note: Secondary beneficiaries are optional and can be listed as a back-up in case the primary beneficiary is deceased.

27. Click Save and repeat steps 25-29 for each life insurance plan elected.Ìý

Note: Beneficiaries and percentages must be the same across all Basic Life insurance plans, i.e. if 50/50 for 1x basic life, additional basic life must be the same 50/50 split. Optional Life beneficiaries will automatically default to the Basic Life beneficiary designations.

28. If you are increasing or decreasing additional insurance (more than 1x coverage), select the menu lines in the coverage field to select your preferred coverage amount.Ìý

Notes:

• You cannot waive 1X salary – it is paid 100% by UW. If you are not eligible for additional insurance, you will not see these options here. 2x and 3x life insurance premiums are partially paid by UW and partially employee paid.
• If you are electing to increase life insurance, you will need to complete an Evidence of Insurability form to be sent to Sun Life to determine eligibility. This form will come to your Workday inbox when you complete this benefit event change.

Retirement savings elections

If you are a member of the pension plan or are eligible to become a member, you will see an option to manage your pension plan on the main benefits screen.Ìý

29. If enrolling in pension or updating beneficiaries, click Manage under the Pension plan.

30. Review and update your pension plan elections.Ìý

Note: You are only eligible to waive if you are under age 35. Employees not eligible for the pension plan will not have the option to elect. You cannot waive once you have elected to join the pension plan.

31. Click Confirm andÌýContinue to proceed to the beneficiary screen.
32. Click the + in the beneficiary table to addÌýbeneficiaries or the - to remove them.

Note: Your new spouse must be named as the primary beneficiary for the pension plan. Common-law partners are considered a spouse for pension purposes after 3 years of living together.

33. Click the menu prompt and select Add New Beneficiary (do not select Trust)if you have not set them up as a beneficiary yet, or Existing BeneficiaryÌýif you have already entered their information.Ìý

34. On the Add New Beneficiary screen, enter the following information:

• Relationship

• Name

• AddressÌý

• Phone number

For a Trust (i.e. minor child under 18), enter as follows:

First Name: John Doe in trust for

Last Name: Minor child full nameÌý

Note: All relationship/contact information should be for the adult trust. Each trust needs a separate record. If naming an Estate, First Name: Estate of; Last Name: John Doe

35. Once your beneficiary is listed, enter the Percentage amount.Ìý

Note: Percentages must equal 100 for each plan.

36. Repeat the process for any additional or secondary beneficiaries, noting that a spouse must be listed as the primary pension beneficiary if applicable. If you would like to name someone other than your spouse as a primary beneficiary, you must complete a Spousal Waiver form and send it to HR in EC1.ÌýIf you are splitting pension value for family law requirements, please contact pensions@uwaterloo.ca.

Note: Secondary beneficiaries are optional and can be listed as a back-up in case the primary beneficiary is deceased.

37. Once changes are complete, click Save.Ìý

Review and SignÌý

38. Once changes have been made to all applicable plans, click Review and Sign at the bottom of the screen.Ìý

39. Review your changes andÌýscroll down toÌýselect the I Agree checkbox.

40. Click Submit.
41. This next page presents a summary of your benefit elections for your reference only. You may choose to print or save this page or just click Done. Do not send this page to Human Resources.

INBOX TASKS

Wet signatures are required for legal purposes for any beneficiary changes. Navigate to your Workday inbox to find the Review Documents tasks.

Note: All inbox tasks must be submitted in order to complete benefit changes.

Update Marital Status

42. Select the Update Marital Status task and click the Change My Personal Information button to navigate to the Change Personal Information page.

43. Click the Edit icon in the Marital Status section to update your marital status.

44. Click Submit to return your Workday inbox.
45. Click Submit on the Update Marital Status task in the inbox.

Beneficiary Documents and Declaration of Marital Status forms

A Declaration of Marital status form will be sent, along with beneficiary designation forms if you have made beneficiary changes.Ìý

Note: Wet signatures are required for legal purposes for any beneficiary changes. Navigate to your Workday inbox to find the Review Documents tasks as well as a task to update Coordination of benefits.

46. Print and fill out the Declaration of Marital Status form. An electronic copy can be emailed to hrhelp@uwaterloo.ca, or if you also need to send in beneficiary designation forms, the completed forms can be mailed together to Human Resources in EC1.ÌýÌý
47. Click the PDF beneficiary document to print and sign. The originalÌýform with wet signatures needs to be sent to Human Resources in EC1 within 30 days.Ìý
48. Once sent, click I Agree andÌýSubmit at the bottom of each inbox form task to complete your benefit changes. Make sure to repeat this process for all Review DocumentÌýtasksÌýin your inbox as applicable - there should be no tasks left in your inbox when you are done.Ìý

Note: Pension and Life Insurance each have their own beneficiary designation forms. The forms will only be sent to you if you make a beneficiary change to the associated plan.

Provide proof of alternate benefit covearage (part time only)

If you are a part time employee and have waived Health or Dental coverage you must provide proof of alternate coverage

49. Click the Update your AlternateÌýBenefits Covearge (Part Time Employee)Ìýinbox task.
50. Follow the on-screen instructions (repeated in more detail below) to navigate to your worker profile and update your coordination of benefits (whether or not your spouse/common law partnerÌýhas their own benefit plan that you are covered under as well).
51. Click the profile icon and selectÌýView Profile.

52. Select the Actions button under your name and hover over Additional Data to select Edit Effective-Dated Custom Object.

53. Enter the date benefits became effective in the Effective Date field and click OK.

Note: This is typically your date of marriage/common law date.

54. Click the Edit Additional Data option in the pop-up window.

Note: If the pop-up is no longer on the screen, the Update your Alternate Benefits Covearge (Part Time Employee) task will be in your inbox. Complete and submit from there.

55. Indicate the alternate benefits coverage provider and policy numberÌýfor each of the waived benefit plans:

56. Once complete, click Submit.
57. Navigate back to your Workday inbox to submit theÌýUpdate your AlternateÌýBenefits Covearge (Part Time Employee)Ìý inbox task to complete your changes.

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