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1 | Benefits Connectors
1.1 | Setup Considerations: Cloud Connect for Benefits
You can use this topic to help make decisions when planning your configuration and use of Cloud
Connect for Benefits (CCB). It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
Cloud Connect for Benefits is a collection of prebuilt integrations to benefit providers across a range
of categories, including:

Medical, Dental, Vision.

Life and Disability.
Flexible Spending Accounts and Health Savings Accounts.
COBRA Administration.
Retirement Savings (Outbound and Inbound).
Medical Underwriting Decisions (inbound).

Cloud Connect for Benefits also supports integrations for additional benefit plans. Examples:
Employee assistance programs, commuter benefits, or long-term care.

Business Benefits
Cloud Connect for Benefits enables you to exchange benefits-related data between Workday and
benefit providers.

Use Cases
With Cloud Connect for Benefits, you can:

Select an integration template specific to your vendor and product.

Configure integration service attributes to control integration behavior.
Map data from Workday to the format that the vendor supports.
Define a schedule for integration runs.
Exchange data securely with vendors using different network transport protocols.

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Questions to Consider

Question Considerations

Does Workday provide a Cloud Connect for

Benefits integration template that supports
your vendor/product combination?
To see if Workday supports your
vendor/product combination, search
the CCB Providers or CCB Products
pages on Workday Community.

If you don't see a provider listed that

you'd like to see as part of the CCB
catalog, open a Brainstorm. Workday
can then determine if we can deliver
a new integration within your timeline.

If your provider supports the ANSI

X12N 834 file format, use the generic
ANSI X12 834 template.

Are your vendors based in the US?

Most CCB integrations are for US-based

vendors. Workday supports these Canadian
providers:

Great West.

ManuLife.

Standard Life Assurance.

Sun Life.

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Recommendations
Consider engaging with professional services when implementing Cloud Connect for
Benefits integrations.
Start your implementation well in advance of your open enrollment period. For many CCB
providers, Workday might not hear about changes to vendor file formats until you start your
implementation. Try to test early so that Workday can make necessary changes to a
template in time for your go-live date.
Before setting up your integration test environment, work with your benefits functional
partner to ensure that integrations can support your plan setup.
Plan out the number and type of test cycles that the benefits provider requires before
certifying your integration. Work with your benefits provider to determine how many test
cycles they require.
Consider using the generic Benefits Connector integration if these conditions are true:
Workday doesn't provide a template that supports your vendor/product combination.
Workday doesn't plan to develop a template that supports your vendor/product
combination.

Requirements
Subscribe to the Cloud Connect for Benefits SKU.

Limitations
Actual contribution amounts are only available to Cloud Connect for Benefits integrations from
Workday Payroll. If you use a third-party payroll provider, benefit integrations send estimated
amounts based on the benefit plan setup.

Tenant Setup
No impact.

Security
Enable security for these domains in order to configure Cloud Connect for Benefits integrations.

Integration Build
Integration Configure

Enable security for these domains for Cloud Connect for Benefits integrations to access Workday
data:

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Security Domain Required for Products

Change Retirement Savings (Business Retirement Savings Inbound.

Process)

Integration Event

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

Person Data: Citizenship Status Outbound.

Person Data: Date of Birth Outbound.

Person Data: Date of Death Outbound.

Person Data: Gender Outbound.

Person Data: ID Information

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

Person Data: Marital Status Outbound.

Reports: Pay Calculation Results for Worker Outbound.

(Results)

Worker Data: Beneficiaries and Dependents Outbound only.

Worker Data: Benefit Elections

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

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Security Domain Required for Products

Worker Data: Benefits

Evidence of Insurability (EOI)

Inbound.

Retirement Savings Inbound.

Worker Data: Compensation by Organization Outbound.

Worker Data: Court Order Details Outbound.

Worker Data: Current Staffing Information Outbound.

Worker Data: Payroll (Payroll Input) Retirement Savings Inbound.

Worker Data: Payroll Interface (Payroll Input Retirement Savings Inbound.

by Worker)

Worker Data: Public Worker Reports

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

Business Processes
You can use the Integration Process Event business process to manage how your integrations run.

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Reporting

Report Description

All Integration Systems View all integrations that you've created.

View Integration System View an integration that you've created. You

can then edit a specific integration that you
locate with this report.

Integration Events Displays:

A summary of integration events that

are in process or completed.

Details about the status for each

integration event.

Connections and Touchpoints

Features Considerations

Benefits Cloud Connect for Benefits integrations send

and receive benefits data to and from
vendors.

HCM Core Cloud Connect for Benefits integrations send

worker data to vendors.

Payroll If you use Workday Payroll, outbound Cloud

Connect for Benefits integrations send actual
contribution amounts.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

1.2 | Getting Started with Cloud Connect for Benefits

1.2.1 | Concept: Cloud Connect for Benefits

Cloud Connect for Benefits is a collection of prebuilt integrations to benefit providers across a range
of categories. You configure an integration using attributes, maps, and overrides. Data then flows to
your benefit providers based on a predefined schedule that incorporates benefit life events.

Workday delivers information to providers in their preferred format by supporting:

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Industry standards such as the ANSI ASC X12N 834 format (version 5010).
Proprietary file formats.

Workday maintains data security throughout the transmission process by using data encryption and
secure transport protocols. If provider specifications change, Workday updates the integration to
meet the new requirements.

View the current Cloud Connect for Benefits catalog: https://community.workday.com/node/141741.

What Data Is Sent and Retrieved

The information that Workday passes to or receives from benefit providers depends on:

The type of benefit program.

The requirements for each provider.

Examples:

Medical, Dental, Vision

Subscriber data.
Enrollment data.
Dependent information.

Life and Disability

Subscriber data.
Enrollment data.
Compensation data.
Coverage information.
Beneficiary information.

Flexible Spending Accounts and Health Savings Accounts

Subscriber data.
Enrollment data.
Contribution amounts.
Goal amounts.

COBRA Administration

Subscriber data.
Termination data.
Data for persons newly enrolled in COBRA-eligible plan.

Retirement Savings (outbound)

Subscriber data.
Enrollment data.
Contribution amounts.

Retirement Savings (inbound)

Changes to contribution elections.

Loan data. Workday Payroll uses data from inbound integrations to maintain deductions.

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Medical Underwriting Decisions (inbound)

Statuses (approved or denied) and the decision date.

Cloud Connect for Benefits also supports integrations for additional benefit plans. Examples:
Employee assistance programs, commuter benefits, or long-term care.

Contribution Amounts
Workday Payroll can send contribution amounts to providers of defined contribution plans and
flexible spending account plans.

Goal Amounts
Workday sends goal amounts to flexible spending account plan administrators to ensure that claims
don’t exceed annual plan contributions. Workday calculates goal amounts by using this formula:

Year-to-Date Contributions + (Pay Period Contribution Amount × Number of

Remaining Pay Periods)

The calculation uses values from benefit elections for the workers and the effective date used to
launch the integration. The integration relies on what is in the Benefits data and performs no
calculations.

Related Information

Tasks
Include Payroll Balances in Benefits Integration
Reference
The Next Level: Benefits Integrations

1.2.2 | Concept: Planning a Benefit Provider Integration

Each Cloud Connect for Benefits integration requires initial configuration to tailor the way that it
maps and delivers data to a benefit provider. You can arrange configuration through Workday
Professional Services or any certified Workday Services Partner.

Note: Schedule plenty of time before your next open enrollment for configuring and testing your
integrations. If you change benefit providers, your timeline is longer. The timeline varies depending
on whether your benefit provider is already in the Cloud Connect for Benefits catalog or a new
addition.

These sections describe the prerequisites and implementation process to help you plan a new
benefit provider integration. Most of these activities happen in parallel with your Workday HCM
implementation.

Before You Begin

Verify the quality of your data to shorten your implementation cycle. If you start with clean data, you
encounter fewer problems.

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Implementation Process
Workday provides a set of templates as the starting point for all Cloud Connect for Benefits
integrations. To simplify initial configuration as well as ongoing maintenance, the templates have
some delivered values and prompts for data in Workday.

Related Information

Tasks
Set Up Test Environment for Benefits Integration

1.2.3 | Concept: Cloud Connect for Benefits Integration Templates

Workday provides a template for each Cloud Connect for Benefits integration to enable
configuration of customer-specific values.

Attributes are available for data elements that pertain to everyone on the file.
Maps are used to translate internal Workday values to external vendor values. Workday
provides enumerations in a drop-down list, where possible. Drop-down lists streamline
implementation, reduce configuration errors, and simplify ongoing maintenance.
Overrides provide an even more powerful way to configure what Workday sends to your
provider.

Related Information

Tasks
Change Benefit Provider Integration Maps

1.2.4 | Concept: Cloud Connect for Benefits Field Overrides

Field overrides are a flexible tool to customize integration systems that use a Workday integration
template. Each Workday template provides a standard framework for integration system creation
and configuration. Field overrides give you an additional way to control data sent on the file,
including use of custom or calculated fields.

Overrides give you the ability to use report fields or calculated fields to supply the values that your
benefit provider requires. Example: To match a class structure or division in your provider
environment, you can create calculated fields to concatenate multiple values in Workday. You can
use overrides along with attributes and maps.

1.2.5 | Concept: Inbound Cloud Connect for Benefits Integrations

Cloud Connect for Benefits supports 2 types of inbound integrations:

Retirement Savings
Evidence of Insurability (EOI) Underwriting Decisions

Depending on the inbound data and product, the integration updates data in Workday in different
ways:

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Retirement Savings, Loans: Workday creates new payroll input records.

Retirement Savings, Deferrals: Workday creates retirement savings benefits change events.
EOI Underwriting Decisions:
Workday updates decision status and date of decision.
Workday supports Approved and Denied statuses only.
You can configure the integration to leave open or close EOI Underwriting Decisions
with a status that Workday doesn't support. Future updates to closed EOI
Underwriting Decisions require manual processing.

Processing for Third-Party Payroll

Workday creates payroll input records for loan changes.

Workday doesn't process deferral changes as direct payroll input. Workday updates elections with
benefit events.

You can view payroll inputs for third-party payroll in the External Payroll Input Finder report. You
can view inputs for a specific worker in the Maintain External Payroll Input for Worker task. You
can also use the related action off a worker under Pay to view inputs.

There's no indicator on the payroll input for ongoing deductions for third-party payroll. Workday
displays these deductions without an end date.

Related Information

Concepts
FAQ: Benefit Provider Integration Common Issues
Tasks
Manage External Payroll Input for Worker

1.3 | Create Benefit Provider Integration

1.3.1 | Steps: Set Up Benefit Provider Integration

Prerequisites

Request a file specification from your benefit provider so that you can familiarize yourself with their
data requirements.

Context

Set up an integration system that sends employee benefits data in the ANSI ASC X12N 834 format
to a benefit provider.

Steps

1. Create Integration System.

In the New Using Template prompt, select the Cloud Connect for Benefits category, then
select the template for your benefit provider. Some benefit providers have multiple
integration templates for different products. Make sure that you select the correct template.
The template names have this format: WBN - [Provider Name]: [Product].
2. Create an Integration System User (ISU) and grant the ISU Get and Put access to the
applicable domains:

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Security Domain Required for Products

Change Retirement Savings (Business Retirement Savings Inbound.

Process)

Integration Event

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

Person Data: Citizenship Status Outbound.

Person Data: Date of Birth Outbound.

Person Data: Date of Death Outbound.

Person Data: Gender Outbound.

Person Data: ID Information

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

Person Data: Marital Status Outbound.

Reports: Pay Calculation Results for Outbound.

Worker (Results)

Worker Data: Beneficiaries and Outbound.

Dependents

Worker Data: Benefit Elections

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

Worker Data: Benefits

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Security Domain Required for Products

Evidence of Insurability (EOI)

Inbound.

Retirement Savings Inbound.

Worker Data: Compensation by Outbound.

Organization

Worker Data: Court Order Details Outbound.

Worker Data: Current Staffing Outbound.

Information

Worker Data: Dependent National IDs Outbound (Dental, Medical, Vision only).

Worker Data: Payroll (Payroll Input) Retirement Savings Inbound.

Worker Data: Payroll Interface (Payroll Retirement Savings Inbound.

Input by Worker)

Worker Data: Public Worker Reports

Evidence of Insurability (EOI)

Inbound.

Outbound.

Retirement Savings Inbound.

See: Steps: Grant Integration or External Endpoint Access to Workday.

3. Set Up Attributes and Maps in Benefits Integration.
4. Set Up Integration Field Overrides for a Connector.
Workday requires this option only if the integration has one of these field override services:
WBN - HIPAA 834: Medical, Dental, Vision, Insurance - Field Override
WBN - HIPAA 834: Medical, Dental, Vision, Insurance - Coverage Level Field
Override
5. Set Up Integration Sequence Generators.
6. Configure how the integration delivers or retrieves integration files.
Set Up Integration Delivery.
Set Up Integration Retrieval.

Result

Your integration system is ready to test and schedule.

Related Information

Concepts

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Concept: Cloud Connect for Benefits Integration Templates

Concept: Planning a Benefit Provider Integration

1.3.2 | Set Up Attributes and Maps in Benefits Integration

Prerequisites

Security: Integration Build and Integration Configure domains in the Integration functional area.

Context

After you create a benefit provider integration, configure the integration attributes and maps to
specify values for the output file.

Integration attributes identify what benefit plans to include in the integration. Integration
attributes also provide customer-specific values for ANSI ASC X12N 834 data elements.
Integration maps define relationships between values in Workday and codes in the external
endpoint.

Steps

1. Access the View Integration System report.

2. As a related action on the integration system, select Integration System > Configure
Integration Attributes.
3. Specify values for the attributes in the Integration Attributes grid:
For attributes without automatically populated values, add a row and specify a
Value.
For attributes whose automatically populated values you want to change, or
attributes that have a comment in the Value field, select the Override Template
Values check box. Then specify a new Value.
Optionally specify that a value applies to a particular environment using the
Restricted to Environment field.
Look at each attribute Description for guidance on how to configure the appropriate values.
If necessary, request the correct values from your benefit provider.
4. Save your changes, then as a related action on the integration system, select Integration
System > Configure Integration Maps.
5. In the Integration Maps grid, specify how to map Workday data to the output file:
a. Add a row for each value from your tenant, select an Internal Value at the prompt,
then select the corresponding External Value.
You can map more than 1 Internal Value to each External Value, but you can’t map
the same Internal Value to more than 1 External Value. The External Value
prompt displays the valid values for your provider based on their file specification.
You can view a description of each value from its related actions menu.
b. (Optional) Provide a Default Value for any data elements whose values aren’t
mapped.
Each map Description identifies the corresponding position in the 834 file. Workday
requires every map; don’t leave any map blank or Workday sends data from your tenant
data to the output file, which results in an error.
6. Click OK to save your changes.

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Example

Sample values for the attributes and maps in the WBN - HIPAA 834 Health Insurance (v2)
integration service are shown in these tables:

Attribute Value

Carrier Output HIPAA 834 EDI Yes

Interchange Sender ID 76-0689535

Application Sender Code 472243

Master Policy Number 98675

Plan Sponsor Name Global Modern Services, Inc.

Sponsor ID 2458538

Provider Entity Relationship Code 25

Map Automatically Internal Value External Value

Populated Value

Coverage Level IND EE+1 Dependent ECH

Code
EE+Family FAM

EE Employee Only EMP

Enrollment 53 Child 03
Relationship
Domestic Partner 04

Spouse 01

Gender U Female F

Male M

Health Care PDG HMO HLT

Classification
Indemnity HLT

PPO HLT

Position Time Type Full time FT

Part time PT

Next Steps

If the integration system has a field override service, configure the override values.

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1.3.3 | Set Up Field Overrides in Benefits Integration

Prerequisites

This task is only necessary if your integration system has field overrides. In the View Integration
System report, look for either of these field override services for ANSI ASC X12N 834 benefit
providers:

WBN - HIPAA 834: Medical, Dental, Vision, Insurance - Field Override

WBN - HIPAA 834: Medical, Dental, Vision, Insurance - Coverage Level Field Override

Security: Integration Build and Integration Configure domains in the Integration functional area.

Context

A field override service gives you greater flexibility to map data to 834 elements. Each benefit
provider has a unique set of fields that enable override values based on the provider
implementation of the 834 format. You can use calculated fields or report fields to provide values for
these fields, which often require a class structure or division.

Steps

1. Access the View Integration System report.

2. As a related action on the integration system, select Integration System > Configure
Integration Field Overrides.
3. To understand what values your provider expects, review the list of fields against the file
specification for your provider.
4. For each field, click the Override External Field prompt to select a calculated field or report
field that provides the appropriate value.
The selection list only contains fields related to the business object shown in uses
Business Object as Class.
5. If any fields have a Prompt - Text override, specify the Value Type and Value for the field.
6. When you’re finished, click OK to save your changes.

Related Information

Concepts
Concept: Calculated Fields

1.4 | Test and Manage Benefit Provider Integration

1.4.1 | Set Up Test Environment for Benefits Integration

Prerequisites

Before setting up your integration test environment, make sure that you configured the benefits part
of your Workday test environment correctly. Your integration won't cause some errors that you can
encounter when testing your integration, especially benefits elections not appearing on the output
file. Instead, not configuring electronic signatures correctly, or by not finalizing benefits open
enrollment before running the integration causes errors.

Security: Integration Build and Integration Configure domains in the Integration functional area.

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Context

You can test our tenant sandbox integrations by associating different attribute values with your
sandbox and production environments. Example: You can test an integration to validate data after
you modify benefit plans or you modify integration maps. Testing is also useful during open
enrollment.

Another option is to switch to test mode, which limits each integration event to 500 records. By
working with a subset of data, you can view the integration results faster to validate your mappings
and setup.

Workday recreates tenant sandboxes with each update. If you configure integration attributes in
your sandbox environment, copy these values to your production environment to ensure that they
aren't overwritten in the next update.

Steps

1. Access the View Integration System report.

2. Select an integration system at the prompt.
3. As a related action on the integration system, click Integration System > Configure
Integration Attributes.
4. For each attribute that you want to configure:
a. Add a row in the Attribute Value(s) column.
b. In the Value field, specify the value that you want to use for testing.
c. In the Restricted To Environment field, select Sandbox.
Note: Leave the Restricted To field blank to specify a value that applies to all
environments except the one with a restricted value. Example: To use
ABCPROD.TXT as the output filename for your production environment and
ABCTEST.TXT for all other environments. Restrict ABCPROD.TXT to your
production environment. Leave the Restricted To field blank for ABCTEST.TXT.
When the integration runs in the production environment, it creates an output file
named ABCPROD.TXT. When it runs in any other environment, it creates a file
named ABCTEST.TXT.
5. If you want to test the integration with a subset of data, set the Enable Test Mode attribute to
true in the WBN outbound integration service.
As a best practice, restrict this value to your sandbox environment to ensure that
integrations in your production environment always include a full set of data.

Example

Send sandbox data to your own FTP site. Then, specify a sandbox value for the Endpoint
attribute.
Send your benefit provider a test value by specifying a sandbox value for the Output
Filename attribute.

Next Steps

When you finish testing or if you want to test with a full set of data, set the Enable Test Mode
attribute to false. Using this option, the integration events include all applicable records. Always
make sure that Enable Test Mode is set to false when you go into production.

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Related Information

Concepts
Concept: Planning a Benefit Provider Integration
Tasks
Set Up Benefit Electronic Signatures
Finalize Open Enrollment Elections

1.4.2 | Include Payroll Balances in Benefits Integration

Prerequisites

Actual contribution amounts are only available to Cloud Connect for Benefits integrations from
Workday Payroll. If you use a third-party payroll provider, benefit integrations send estimated
amounts based on the benefit plan setup.

Security: Integration Build and Integration Configure domains in the Integration functional area.

Context

Send actual contribution amounts from Workday Payroll to benefit providers who manage defined
contribution plans and flexible spending accounts. Benefit providers can receive the subscriber
data, enrollment data, and actual contribution amounts in a single integration file.

For defined contribution plans, the payroll amounts include both the employee and employer
contributions, as well as any loan repayments by an employee.

Steps

1. Access the View Integration System report.

2. Select an integration system at the prompt.
3. As a related action on the integration system, click Integration System > Configure
Integration Services.
4. In the Integration Services grid, select the Enabled check box for the WBN - Include
Payroll Balances service.
5. As a related action on the integration system, click Integration System > Configure
Integration Attributes.
6. In the Integration Attributes grid, edit the attributes for the WBN - Include Payroll Balances
service:
a. Find the Employee Deduction Codes and Employer Deduction Codes attributes in
the grid.
b. Add a row for each attribute.
c. In the Value column, enter the deduction code values in a comma-delimited list.
These values are the deduction codes that you defined in Workday for the
associated benefit plan.

Next Steps

Integrations that include payroll results have 2 additional launch parameters, Payroll Start Date
and Payroll End Date. Edit the integration schedule so that it corresponds to your pay periods by
using the Launch / Schedule Integration task.

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Related Information

Concepts
Concept: Cloud Connect for Benefits
Tasks
Steps: Schedule, Launch, and Troubleshoot Benefit Provider Integration

1.4.3 | Change Benefit Provider Integration Maps

Prerequisites

Security: Integration Build and Integration Configure domains in the Integration functional area.

Context

Integration maps specify how values in Workday map to values in an external endpoint. Benefit
provider integrations have 2 map types:

Simple maps have a one-to-one correlation between Workday values and external values.
Configurable maps concatenate multiple values in Workday to match a class structure or
division in a benefit provider endpoint.

You configure maps during initial configuration, but if your benefit programs change, you can modify
the maps to accommodate these changes. Typically, you update integration maps when you add or
change benefit plans, benefit options, coverage codes, or deduction codes. You can also modify
integration maps due to:

Organizational changes, such as adding a division.

Data discrepancies between Workday and your benefit providers.

Steps

1. Access the View Integration System report.

2. At the Integration System prompt, select the integration system that you want to edit.
3. As a related action on the integration system, select Integration System > Configure
Integration Maps.
4. Edit maps by adding, removing, or changing entries in the Map Values columns:
To add an entry, insert a row in the grid and specify the Internal Value and External
Value.
To delete an entry, remove the current row from the grid.
To change an entry, edit the values in the Internal Value and External Value
columns.
Note: Use caution when you edit integration maps. If you enter values in an incorrect format,
errors can occur when the integration runs. Values are both case sensitive and space
sensitive.

1.5 | Launch and Troubleshoot Benefit Provider Integration

1.5.1 | Steps: Schedule, Launch, and Troubleshoot Benefit Provider

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Integration

Context

Schedule a benefit provider integration that runs either one-time in the future or on a recurring
basis. Select the integration frequency, define the schedule, and specify dates for the launch
criteria. In scheduled integrations, Workday typically determines the appropriate values for date
parameters when the integration runs.

In manual integrations, specify values for date parameters instead of having Workday calculate the
values when the integration runs.

Security: Integration Build and Integration Configure in Integration functional area.

Steps

1. Launch an Integration.
2. (Optional) View status reports for the integration.
See: Reference: Integration Status Reports
3. (Optional) Audit Integration Events.
4. (Optional) FAQ: Benefit Provider Integration Common Issues.

Related Information

Tasks
Create Integration Notifications
Manage Scheduled Future Processes

1.5.2 | Concept: Benefits Integration Launch Parameters

Scheduled Integration Launch Parameter Examples

Example 1: Full File, Run Weekly
To schedule a weekly full file integration, specify these values for the Effective Date and Last
Update launch parameters:

Field Value Type Value

Effective Date Determine Value at Runtime Current Effective Date

Last Update Determine Value at Runtime Current Moment (DateTime)

Each time the integration runs, it sends a full file with all benefit enrollment data that is:

Current as of the Last Update

Effective as of the Effective Date

Based on the date and time at launch.

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Example 2: Full File, Include Ended Coverage Once, Run Now

To schedule a weekly full file that includes ended coverages, specify these parameter values:

Field Value Type Value

Effective Date Determine Value at Runtime Current Effective Date

Last Update Determine Value at Runtime Current Moment (DateTime)

From Effective Date Determine Value at Runtime As Of Effective Date of Last

Completed Integration Event

From Last Update Determine Value at Runtime As Of Entry DateTime of

Last Completed Integration
Event

(WBN - Full File - Include Ended Coverage Once integration service enabled).

Each time the integration runs, it sends a file that contains:

All current enrollment data as of the Last Update and effective as of the Effective Date.
Terminations entered between the From Last Update and the Last Update with an
effective date no later than the Effective Date.
Terminations that have an effective date between the From Effective Date and the
Effective Date.

Example 3: Change File, Run Weekly

To schedule a weekly change file integration, specify these parameter values:

Field Value Type Value

Effective Date Determine Value at Runtime Current Effective Date

Last Update Determine Value at Runtime Current Moment (DateTime)

From Effective Date Determine Value at Runtime As Of Effective Date of Last

Completed Integration Event

From Last Update Determine Value at Runtime As Of Entry DateTime of

Last Completed Integration
Event

(WBN - Launch Change File - Event Based integration service enabled.)

Each time the integration runs, it sends a file that contains:

Enrollment changes that occurred between the last integration run (From Last Update) and
the current date and time (Last Update).
Changes that are effective between the From Effective Date and the Effective Date.

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Example 4: Payroll Contributions, Run Semi-Monthly

Schedule a semimonthly integration that includes payroll contribution data for a flexible spending
account or a retirement savings plan:

Field Value Type Value

Effective Date Determine Value at Runtime Current Effective Date

Last Update Determine Value at Runtime Current Moment (DateTime)

From Effective Date Determine Value at Runtime As Of Effective Date of Last

Completed Integration Event

From Last Update Determine Value at Runtime As Of Entry DateTime of

Last Completed Integration
Event

Payroll Start Date Determine Value at Runtime As Of Entry DateTime of

Last Completed Integration
Event

Payroll End Date Determine Value at Runtime Current Moment (DateTime)

(WBN - Include Payroll Balances integration service enabled. WBN - Launch Change File - Event
Based integration service required for change file in this example. WBN - Full File - Include Ended
Coverage Once integration service required for full file in this example.)
Each time the integration runs, it sends a file that contains:

Enrollment changes that occurred between the last integration run (From Last Update) and
the current date and time (Last Update).
Changes that are effective between the From Effective Date and the Effective Date.
Payroll contributions made between the last integration run (Payroll Start Date) and the
current date and time (Payroll End Date).

Manual Integration Launch Parameter Examples

Example 1: Open Enrollment, Run Now
Send open enrollment data for the upcoming plan year. Specify the Effective Date of the benefit
plan and enable the Last Update to populate the current date automatically. In this example, the
Effective Date is 1/1/2012 and the Last Update automatically populates with 11/30/2011:

Field Value Type Value

Effective Date Specify Value 01/01/2012

Last Update Specify Value 11/30/2011 05:57:37 PM

This integration runs once on 11/30/2011. The integration creates an output file that contains all
open enrollment data for the 2012 plan year.

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Example 2: Full File, Run Now

To send a full enrollment file, use the default parameters. The Effective Date automatically
populates with the current date. The Last Update automatically populates with the current date and
the time at launch:

Field Value Type Value

Effective Date Specify Value 07/08/2011

Last Update Specify Value 07/08/2011 03:55:45.515

PM

In this example, the integration runs once on 7/8/2011. The integration creates an output file that
contains all current enrollment data as of the Last Update (7/8/2011 at 3:55:45.515). The file is
effective as of the Effective Date (7/8/2011).

Example 3: Full File, Include Ended Coverage Once, Run Now

To send a full file that includes ended coverages, keep the default Effective Date and Last Update
values. Change the From Effective Date and From Last Update to specify the date range for
ended coverages:

Field Value Type Value

Effective Date Specify Value 07/08/2011

Last Update Specify Value 07/08/2011 03:57:06.956

PM

From Effective Date Specify Value 07/01/2011

From Last Update Specify Value 07/01/2011 02:57:06 PM

(WBN - Full File - Include Ended Coverage Once integration service enabled).

If you enabled the WBN - Include Payroll Balances service, specify the Payroll Start Date and
Payroll End Date. These values enable you to report payroll contributions.

In this example, the integration runs once on 7/8/2011 and creates an output file that contains:

All current enrollment data as of the Last Update (7/8/2011 at 3:57:06.956) and effective as
of the Effective Date (7/8/2011).
Terminations with these constraints:
Entered between the From Last Update (7/1/2011 at 2:57:06) and the Last Update
(7/8/2011 at 3:57:06:956)
With an effective date no later than the Effective Date (7/8/2011)
Any terminations that have an effective date between the From Effective Date (7/1/2011)
and the Effective Date (7/8/2011).

This integration would include a termination entered on 7/5 with an effective date of 6/15. The
integration wouldn’t include a termination entered on 7/5 with an effective date of 7/15.

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Example 4: Change File, Run Now

To send a change file, keep the default Effective Date and Last Update. Change the From
Effective Date and From Last Update to specify the date range for changes:

Field Value Type Value

Effective Date Specify Value 07/08/2011

Last Update Specify Value 07/08/2011 04:52:00.55 PM

From Effective Date Specify Value 07/01/2011

From Last Update Specify Value 07/01/2011 03:52:00 PM

(WBN - Launch Change File - Event Based integration service enabled.)

If the integration has the WBN - Include Payroll Balances integration service, specify the Payroll
Start Date and Payroll End Date. These values enable you to report payroll contributions.

In this example, the integration runs once on 7/8/2011 and creates an output file that contains:

Changes that were:

Entered between the From Last Update (7/1/2011 at 3:52:00) and the Last Update
(7/8/2011 at 4:52:00.55)
With an effective date no later than the Effective Date (7/8/2011)
Any changes that have an effective date between the From Effective Date (7/1/2011) and
the Effective Date (7/8/2011).

This integration would include a change entered on 7/5 with an effective date of 6/30. The
integration wouldn’t include a change entered on 7/5 with an effective date of 7/15.

COBRA integrations are an exception: they always include future dates for ending of coverage that
are past the Effective Date at the time of launch.

Example 5: FSA, Run Now

To send an FSA file, use the Payroll Start Date and Payroll End Date parameters. The Payroll Start
Date and Payroll End Date parameters select data from any pay period that ends during the date
range.

Field Value Type Value

Payroll Start Date Specify Value 07/05/2011

Payroll End Date Specify Value 07/15/2011 11:59:00 PM

In this example, the integration runs once. The integration creates an output file that contains all
FSA data for any pay period that ends during the range. The integration would include a pay period
that runs from 07/01/2011 and ends on 07/14/2011. The integration includes this pay period even
though the pay period starts before the Payroll Start Date value.

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1.5.3 | Concept: Benefit Integration Error Reporting

How Workday Reports Errors

Error messages identify the context of a problem, along with any missing map values and missing
or invalid fields, such as the name of a worker or dependent. Example: the name of the worker or
dependent.

When an integration file contains errors, Workday doesn't transmit data but fully processes the file
to produce a comprehensive error report. If field truncation occurs, Workday reports the issue as a
warning, processing continues, and Workday transmits data if the integration encounters no other
errors. Integration events can generate up to 500 error messages before processing stops and up
to 500 warnings before Workday issues a final warning.

Enhanced error messages are available in all integrations that support the ANSI ASC X12N 834
(834) format, as well as these integrations with proprietary output formats:

A-D E-L M-Z

ADP COBRA EideBailly FSA MetLife Voluntary Products

ADP FSA Fidelity Investments 401K SunLife Life and AD&D

AST Equity Solutions ESPP Hartford Life and Disability SunLife Health

CBIZ FSA Innovative Care Systems United HealthCare FSA

STD LTD

Ceridian COBRA ING Compsych UNUM Life and AD&D

CIGNA Starbridge Medical Lincoln Financial Life and UNUM Telephonic Output
AD&D

Conexis COBRA WageWorks FSA

Message Examples
Common integration errors include missing fields or attributes, empty map values, and field
truncation.

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Message Resolution

John Doe has missing or invalid data. To add the missing data, access the Edit IDs
"Employee SSN" is required and is missing a task. In the National IDs grid, select the
value. National ID Type and enter the
Identification #.

Ann Smith has missing or invalid data. The To avoid field truncation warnings in the
value 123-456-78910 is too long for "Phone future, access the Contact Information
Number" and will be truncated in the output. report. As a related action on the worker,
Phone Number should have length equal to select Personal Data > Maintain Contact
or shorter than 12. Information. Correct the phone number to fit
the required length.

"Client Id" is required and is missing a value. To specify the attribute value, access the
Please check the value in the integration View Integration System report. As a
attribute "Originator ID." related action on the integration system,
select Integration System > Configure
Integration Attributes. Find Originator ID in
the grid, add a row, and specify the
appropriate value.

The value 6 isn't valid for "Plan Identifier." To map the correct data, access the View
"Plan Identifier" is mapped from the group Integration System report. As a related
number on the benefit plan in Workday. action on the integration system, select
Please check the integration map "Plan Integration System > Configure
Identifier" to verify the value has been Integration Maps. Find Plan Identifier in the
mapped. grid and specify the correct internal value.

1.5.4 | Reference: Integration Status Reports

You can monitor the status of an integration with these Workday reports:

Process Monitor

View integrations that are currently running or have already run.

Scheduled Future Processes

View integrations that you scheduled but haven’t yet launched. You can also edit, delete, suspend,
or activate a scheduled request, or transfer integration ownership.

Integration Events

View a summary of all integration activities that are in process or completed.

Related Information

Concepts
Concept: Workday Scheduled Processes
Tasks

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View Integration Events

Manage Scheduled Future Processes

1.5.5 | FAQ: Benefit Provider Integration Common Issues

Transmission Errors
What if my integration event has a status of Completed with errors?

If the response message indicates that Workday couldn't find the destination address, try to
relaunch the integration. The destination site might be temporarily down.

If the response message indicates that a mapping error occurred, check with your provider for more
specific information. If you can identify the point of failure, you can modify the integration map.

How do I resolve a transaction failure for an integration event?

A transaction failure status indicates that a service wasn't available. Try to launch the integration
again.

Data Errors
Benefit providers use different methods to communicate data errors, including reports and online
tools. No matter how you receive error reports, note that if you fix data directly with your provider,
you must also update Workday. Otherwise the next integration event will overwrite the corrected
data with your provider.

What if my provider reports a discrepancy in enrollment data?

First check eligibility and enrollment data for the employee in Workday. If the data is incorrect or
missing, update the employee information in Workday. Workday retransmits the corrected data with
the next scheduled integration.

If the employee data is correct in Workday, contact your provider to verify the issue or contact
Workday support.

What if my provider reports that data is missing?

If auditing is enabled in your integration, access the Integration Events report to look for missing
data in the output file. You might need to relaunch the integration using different parameters.

Also, make sure that your integration mapping supplies values for all fields required by your
provider. Some providers have mandatory data requirements that don't match fields required by
Workday.

Why are new hires missing from the integration file?

Check your benefit plan configuration in Workday. Your enrollment event rules and benefit eligibility
rules might specify a waiting period or certain eligibility criteria.

Ensure that you launched the integration with the correct date parameters. In most cases, the
Effective Date and Last Update fields should be the integration run date. Using this date ensures
that the integration file captures all current enrollment data.

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How do I resolve data mismatches?

Name, address, or Social Security number mismatches are often due to poor data quality. Review
employee data in Workday to find and resolve these issues.

Data mismatches can occur when policy effective dates differ from event occurrence dates. Plan or
dependent mismatches can result when the plan accepted enrollment information under a different
plan.

Other data discrepancies might be due to coding differences. Verify that your integration map
specifies the correct values for provider codes.

What if an employee reports an issue?

First check the eligibility and enrollment data for the employee in Workday. If the data is incorrect or
missing, update the employee information in Workday. Workday retransmits the corrected data with
the next scheduled integration.

If the employee data is correct in Workday, compare the change dates for the employee data with
the integration launch date. If you made changes after the last launch, then Workday includes the
information the next time the integration runs.

What happens if an employee moves to a foreign country?

Workday has added support for foreign addresses to all integrations that use the 834 format.
Integration templates have factory settings to match foreign address requirements for each
provider. Integrations that report ended coverage or COBRA qualifying events complete
successfully for employees who relocate outside of the U.S. or Canada.

If an error occurs during creation of the HTML audit file, does it affect the integration?

No, this error doesn't affect the integration. Workday logs a warning, but the integration processing
continues.

What happens if the date range for the integration spans 2 plan years?

The integration always sends data applicable to the Plan Year in which the Effective Date falls.
Workday uses the integration launch parameters to determine the Plan Year. Example: assume that
you schedule your integration to run on the 10th day of each month. Also assume that you specify
the Effective Date as the first day of the next month. If your Plan Year is the same as the calendar
year, the integration sends data for the current Plan Year. The integration sends data for the 10
January through 10 November integration events. However, the 10 December integration event
sends data applicable for the next Plan Year. In this case, the Effective Date would be 01 January,
thus in the next Plan Year.

To avoid this issue, Workday recommends that you create and configure a separate integration
schedule for December. This schedule should use the last day of the current month as the Effective
Date.

Related Information

Tasks
View Integration Events
Reference

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Reference: Integration Message Components and Error Handling

1.6 | Open Enrollment Integration Tasks

1.6.1 | Concept: Open Enrollment Integration Checklist

Careful planning is essential during open enrollment to ensure proper configuration and testing of
benefit provider integrations. Use these guidelines when planing your open enrollment activities so
that integrations are ready for production when benefits become effective for the new plan year.

Not all benefit plan years are identical to a calendar year. Common other plan years span calendar
years. Examples: Apr 1st through March 31, July 1st through June 30th, November 1st through
October 31.

Additional open enrollment planning tools are available in the Open Enrollment Checklist on the
Workday Community.

Plan Integrations with New Providers

If you’re introducing a new benefit provider, first check the Cloud Connect for Benefits catalog. The
new provider might be in the network.

Next, ensure that you understand the time line and responsibilities. The time line and
responsibilities vary based on whether:

The provider is already in the network.

The provider is new to the Cloud Connect for Benefits catalog.

Establish Benefit Plans for the New Plan Year

Create new benefit plans or update existing plans for the new plan year. Be sure to request benefit
rates from your providers early so that you can complete your benefit plan definitions.

Don’t change the name of an existing benefit plan or provider as a shortcut to creating new plans or
providers. These changes impact current integrations and benefit enrollment history.

Ask your providers if benefit plan codes change for the new plan year so that you can update your
integration maps. Coordinate the timing of map changes with your providers based on how you
manage current year enrollment data during and after open enrollment. Also, take this opportunity
to review the overall configuration of your benefit plans to see if consolidation is possible. The ideal
configuration is a one-to-one relationship between a Workday benefit plan and a third-party provider
benefit plan.

Link Benefit Plans to Integration Systems

When you offer a new benefit plan with the same provider, link the plan to your existing integration.
Likewise, if you discontinue a plan, remove the integration link.

If you’re establishing relationships with new benefit providers, you'll configure links from the benefit
plans to the new integrations during implementation.

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Manage Integrations During Open Enrollment

During open enrollment, you gather benefit elections for the new plan year. You still manage
enrollment data for new hires, terminations, and life events in the current plan year. Check with your
benefit providers and find out how to manage integration schedules while open enrollment is in
progress. Some providers prefer to receive existing enrollment data as scheduled, while others can
suspend or stop the current integration schedule.

Submit Final Enrollment Data to Benefit Providers

When open enrollment concludes, send final enrollment data to your providers. Schedule a one-
time integration with an effective date that matches the start of the new plan year. Example: specify
an Effective Date of 1/1/2012 if the benefit plan year is the same as the calendar year. The
integration sends benefit elections for the new plan year only.

Be sure to arrange the timing of this integration with your provider. It’s also important to finalize the
open enrollment event in Workday. The integration file then contain all enrollments for your
employees. Otherwise, if an employee record is missing from the file, some benefit providers could
end coverage.

Reset Integration Schedules

You can schedule integrations on a plan-year basis. Before the new plan year starts, reset the
integration schedules with your existing benefit providers.

Send Final Elections for the Current Year

When the current plan year ends, send your provider the final file as of the last day of the year.
Example: if the benefit plan year is the same as the calendar year, specify an Effective Date of
12/31/2011. This integration event is likely an ad hoc launch rather than a scheduled event. The
final file notifies the provider of ended coverage for employees who change benefit providers during
open enrollment. The final file also includes elections, terminations, and other changes for the
current plan year only.

Related Information

Concepts
Concept: Cloud Connect for Benefits
Concept: Planning a Benefit Provider Integration
Tasks
Start Open Enrollment
Manage Scheduled Future Processes
Steps: Schedule, Launch, and Troubleshoot Benefit Provider Integration
Reference
The Next Level: Benefits Integrations

1.6.2 | Link Benefit Plans to Integration Systems

Prerequisites

You've already set up Benefit plans in Workday for the upcoming plan year.

Security: Integration Build and Integration Configure domains in the Integration functional area.

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Context

Update the links between benefit plans and provider integrations so that they reflect changes for the
new plan year. Link new benefit plans to a current integration if the plans are with the same
provider, or remove links for any discontinued plans.

Integration attributes establish links between benefit plans and integrations.

Steps

1. Access the View Integration System report.

2. Select the Integration System and click OK.
3. As a related action on the integration system, click Integration System > Configure
Integration Attributes.
4. In the Integration Attributes grid, configure the Benefit Plans attribute in the WBN
outbound integration service:
To add benefit plans to the integration system, click the Value prompt to select the
new plans that are associated with this benefit provider.
To remove benefit plans from the integration system, select the discontinued plans.

Next Steps

After you add a benefit plan to an existing integration system, modify the integration map to include
any new parameters that the plan requires.

Related Information

Concepts
Concept: Planning a Benefit Provider Integration

1.7 | COBRA Integration

1.7.1 | Set Up Event-Based Change Files

Prerequisites

Security: Integration Build and Integration Configure domains in the Integration functional area.

Context

Configure a COBRA integration so that it subscribes to life events, so that the integration sends
event-based change files rather than full file extracts.

You usually configure change files during initial implementation. If you didn't configure change files,
or if you need to edit the integration subscriptions, follow this procedure.

Steps

1. Access the View Integration System report.

2. Select the integration system at the prompt and click OK.
3. In the Integration Services grid, check to see if these services are configured correctly:
WBN - Launch Change File - Event Based: Enable
Transaction Log Service Enable

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If not, follow these steps to enable the services:

a. As a related action on the integration system, select Integration System >
Configure Integration Services.
b. Select the Enabled check box for each service.
c. Click OK to save your changes.
4. As a related action on the integration system, click Integration System > Configure
Integration Transaction Log.
5. Click Subscribe to specific Transaction Types and then select these transaction types at
the prompt:
For a COBRA new hire integration, select Benefit Election - Event Lite Type.
For a COBRA qualifying event integration, select COBRA Record - Event Lite Type
If your provider receives new hire and qualifying event information in a single
integration, select both Benefit Election - Event Lite Type and COBRA Record -
Event Lite Type.

Result

When launched, the COBRA integration makes web service calls to obtain the event history for the
transactions that you’ve configured and sends a change file to the provider.

1.7.2 | Concept: COBRA Integration

Workday tracks employee COBRA eligibility; Workday is not a COBRA administrator. To enable
COBRA administration, you create an integration with a third-party COBRA service provider. When
qualifying events occur, Workday sends employee COBRA eligibility data to the service provider.
Your service provider can then manage the COBRA administration and notifications.

Planning
Some COBRA administrators require 2 integration files, each with its own integration system:

An initial enrollment file that identifies new members of COBRA-eligible benefit plans.
A qualifying events file that identifies COBRA qualified beneficiaries

Other COBRA administrators only need the qualified beneficiary data as they receive initial
enrollments outside of Workday. Work with your COBRA administrator and Workday Professional
Services to determine the appropriate configuration for your organization.

Prerequisites
Before you configure a COBRA integration, define how Workday designates COBRA eligibility.

Configuration
Map the COBRA eligibility reasons in Workday to the corresponding event codes for the COBRA
administrator. COBRA administrators have different requirements so configuration can vary by
integration. Contact Professional Services for assistance.

Configure your COBRA Qualifying Events integration to support plan activity that bridges the current
plan year. Enable the integration service Get Prior Plan Year Benefit Plans Data Initialization
Service.

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Launch Options
Use the Launch / Schedule Integration task to launch a COBRA integration. You can schedule the
integration to run now, in the future, or on a recurring basis.

COBRA integrations require date parameters to search for qualifying events. You can specify values
for these parameters at launch time or, in scheduled integrations, you can have Workday determine
the values.

Maintenance
Notify your COBRA administrator when you change existing benefit plans or rates, or when you add
new plans eligible for COBRA. These changes often occur during open enrollment.

After manually coordinating these changes with your COBRA administrator, review and modify your
integration attributes and map to reflect the changes.

COBRA Dates
COBRA integrations capture 3 dates from the Grant COBRA Eligibility task:

Date Definition

COBRA Eligible The date that a worker or dependent is eligible for COBRA coverage.
Date Typically, this date is the day after the loss of coverage, which isn’t
necessarily the same as the event date.

Qualifying Event The date of the event that caused a worker or dependent to lose regular
Date benefit coverage.

COBRA Coverage The last date of benefit coverage for a worker or dependent. Example:
End Date Coverage might end on the last day of the month in which the qualifying
event happened.

Note: This date is the end of COBRA coverage (the continuation), not
the end of regular coverage. The length of coverage is typically 18
months, but it can be longer in certain circumstances.

Example: You terminate an employee on September 9 and regular benefit coverage is in effect
through September 30. The Grant COBRA Eligibility task would have these dates:

COBRA Eligible Date = October 1

Qualifying Event Date = September 9
COBRA Coverage End Date = April 1 (18 months after COBRA Eligible Date)

Example: A dependent loses coverage at age 25. If the birthday of the dependent is July 31, the
COBRA dates would be:

COBRA Eligible Date = August 1

Qualifying Event Date = July 31
COBRA Coverage End Date = February 1 (18 months after COBRA Eligible Date)

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Related Information

Tasks
Grant COBRA Eligibility
Steps: Schedule, Launch, and Troubleshoot Benefit Provider Integration
Steps: Set Up Passive Events

1.8 | Ended Coverage Reporting

1.8.1 | Steps: Report Ended Coverage Once

Prerequisites

Security: Integration Build and Integration Configure domains in the Integration functional area.

Context

Configure a benefit provider integration to report ended coverages one-time and then drop
subscribers from subsequent integration output files. This setting only applies to full files. The
setting works with the End Coverage Configuration attribute to determine when ended coverages
are reported.

Steps

1. Access the View Integration System report and select the integration at the prompt.
2. In the Integration Services grid, check to see if the Full File - Include Ended Coverage
Once service is enabled. If not, follow these steps to enable the service:
a. As a related action on the integration system, select Integration System >
Configure Integration Services.
b. Select the Enabled check box.
3. Configure the ended coverage attributes in the WBN - Enrollment Transform integration
service:
a. As a related action on the integration system, select Integration System >
Configure Integration Attributes.
b. For End Coverage Configuration, specify ALWAYS, COVERAGE, or CARRIER
based on your benefit provider requirements. Don't specify NEVER. Don’t leave this
attribute blank.
Note: The End Coverage Configuration attribute has a preset setting in newer
integration templates. If Workday doesn't display this attribute in your integration
system, then the integration template includes the appropriate setting automatically.
c. For End Coverage History, leave the value blank. This option isn't applicable for
integrations that report ended coverage once.
4. Create an Integration System User (ISU) and grant the ISU Get and Put access to the
Human_Resources web service.
See: Steps: Grant Integration or External Endpoint Access to Workday.
5. Set up integration subscriptions:
a. As a related action on the integration system at the top of the page, select
Integration System > Configure Integration Transaction Log.
b. Click Subscribe to specific Transaction Types and at the prompt, select Benefit
Election - Event Lite Type.

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Result

When you launch or schedule the integration, specify values for 2 additional integration parameters:
From Effective Date and From Last Update. Output files then report ended coverages for workers
based on enrollment events that occurred between the specified dates. To have Workday determine
these values when a scheduled integration runs, use these settings:

Field Value Type Value

Effective Date Determine Value at Runtime Current Date

Last Update Determine Value at Runtime Current Moment (DateTime)

From Effective Date Determine Value at Runtime As Of Effective Date of Last

Completed Integration Event

From Last Update Determine Value at Runtime As Of Entry DateTime Date

of Last Completed
Integration Event

The integration reports future-dated ended coverages when the ended coverage becomes effective,
not when you entered the change. Example: Workday records a benefit change for a worker on
November 25 that results in ended coverage effective December 15. When the integration runs on
November 30, it doesn’t report the ended coverage for the worker. However, when the integration
runs on December 15, the integration reports ended coverage and then drops the record.

COBRA integrations are an exception. They always include future-dated ended coverages. The
WBN - Enrollment (v2) integration service includes an Include Future Coverage End Dates attribute
set to Yes in all COBRA integrations. Since it’s preconfigured, Workday doesn't display this
attribute.

Related Information

Concepts
Concept: Cloud Connect for Benefits Integration Templates
Tasks
Steps: Grant Integration or External Endpoint Access to Workday

1.8.2 | Concept: Ended Coverage Options

Each benefit provider has specific requirements regarding when and how you report ended
coverage in integration files. Workday accommodates these requirements through a combination of
integration configuration options.
Note: Workday doesn’t report future dated ended coverage, except in COBRA integrations. All other
benefit provider integrations report ended coverage when the change takes effect.

When Ended Coverage Is Reported

Workday provides 4 options for reporting ended coverages. If your integration uses a vendor-
specific integration template, ended coverage has a factory default setting based on your provider

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requirements. Otherwise, this setting is configured in the End Coverage Configuration attribute in
the WBN - Enrollment Transform integration service. The ended coverage setting applies to both full
extracts and change files.

Workday provides these ended coverage options:

ALWAYS

Ended coverages are always in output files. This option is the default.

NEVER

Ended coverages are never in output files. If all coverage ends for a subscriber, the integration
drops the subscriber information from the output file.

COVERAGE

Ended coverages are in output files only when all coverage in a plan type ends. The integration
includes only the latest ended coverage.

CARRIER

Ended coverages are in output files only when all coverage with a carrier ends.

Example: An organization has 2 health care providers:

Provider A offers PPO and EPO medical plans and a dental plan
Provider B offers an HMO medical plan

This table displays how the integration reports ended coverages when the same option applies to
both providers:

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Event Always Never Coverage Carrier

Subscriber Enrolls
in PPO and Dental
Plans with Provider
A Provider A Provider A Provider A Provider A

PPO PPO PPO PPO

Dental Dental Dental Dental

Subscriber
Changes to EPO
Plan with Provider
A Provider A Provider A Provider A Provider A

PPO End EPO EPO EPO

EPO Dental Dental Dental

Dental

Subscriber
Changes to HMO
Plan with Provider
B

Provider A Provider A Provider A Provider A

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Event Always Never Coverage Carrier

PPO End Dental EPO End Dental

EPO End Dental

Provider B Provider B
Dental

Provider B
HMO HMO

Provider B
HMO

HMO

Subscriber Ends
Dental Coverage
with Provider A Provider A Provider A Provider A
Provider A

No Dental End EPO End

PPO End Subscriber
Data

Dental End
EPO End

Provider B

Dental End Provider B

Provider B
HMO

HMO

HMO
Provider B

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Event Always Never Coverage Carrier

HMO

Subscriber Ends
Medical Coverage
with Provider B Provider A Provider A Provider A Provider A

No No No
PPO End
Subscriber Subscriber Subscriber
Data Data Data

EPO End

Provider B Provider B Provider B

Dental End

No HMO End HMO End

Subscriber
Data
Provider B

HMO End

How Long Ended Coverage Is Reported

You can report ended coverage once or for a given period. These options are mutually exclusive
and apply only to full files, not change files.

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Include Ended Coverage Once

The WBN - Full File - Include Ended Coverage Once integration service specifies that ended
coverages are reported only once. The integration drops ended coverages from subsequent
integration output files. This option requires integration subscriptions to particular benefit enrollment
events.

Integrations that report ended coverages once have 2 additional launch parameters: From Effective
Date and From Last Update. Output files include ended coverages for workers who completed
benefit enrollment events between the given dates.

Ended Coverage History

The Ended Coverage History attribute in the WBN - Enrollment Transform service specifies how
long to include ended coverages in output files.

The attribute value indicates the number of days to include ended coverages in full extracts. The
number of days is based on the Effective Date that you use to launch the integration. Example: you
specify a value of 30 for the Ended Coverage History attribute. In this case, the integration includes
ended coverages within the last 30 days of the Effective Date. If you launch an integration with an
Effective Date of 1/31/10, the output file includes subscribers and dependents with ended
coverages on or after 1/1/10.

If you set this attribute to zero or leave it blank, the integration includes all ended coverages in
output files.

Ended Coverage for Dependents

You can report ended coverage for dependents differently than for participants by using the
Dependent End Coverage Configuration attribute in the WBN - Enrollment Transform integration
service. Specify a value of ALWAYS, NEVER, COVERAGE, or CARRIER. ALWAYS is the default
option.

Leave this attribute blank to have dependents inherit the employee configuration that the End
Coverage Configuration attribute specifies.

Related Information

Concepts
Concept: Cloud Connect for Benefits Integration Templates
Concept: Planning a Benefit Provider Integration

1.9 | Workday Benefits Connector

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1.9.1 | Steps: Set Up Benefits Connector Integration

Prerequisites

Request the file specification from your benefit provider so that you can familiarize yourself
with their data requirements.
Compare the data requirements for your benefit provider with the output options provided by
Benefits Connector.
Determine an approach for transforming integration output into the benefit provider format.
Example: a Document Transformation integration or Workday Studio integration.
Plan out the number and type of test cycles that the benefits provider requires before
certifying your integration. Work with your benefits provider to determine how many test
cycles they require.

Context

You can create an integration that sends employee benefits data to a benefits provider. Workday
simplifies the configuration process with the Benefits Connector integration template. The template
provides predefined categories of data that you can select and customize for output.

Steps

1. Create Integration System.

Enter Benefits Connector at the New Using Template prompt.
2. Set Up Benefits Connector Integration Services.
3. Create an Integration System User (ISU) and grant the ISU Get and Put access to these
domains:
Integration Event
Person Data: Birth Place
Person Data: Citizenship Status
Person Data: Date of Birth
Person Data: Date of Death
Person Data: Disabilities
Person Data: Gender
Person Data: Home Contact Information
Person Data: ID Information
Person Data: Marital Status
Person Data: Military Status
Person Data: Nationalities
Person Data: Personal Data
Reports: Pay Calculation Results for Worker (Results)
Worker Data: Beneficiaries and Dependents
Worker Data: Benefit Elections
Worker Data: Compensation By Organization
Worker Data: Public Worker Reports
Worker Data: Work Contact Information
See: Steps: Grant Integration or External Endpoint Access to Workday.
4. Select and Set Up Connector Output Fields.
5. Set Up Benefits Connector Attributes and Maps.
6. (Optional) Set Up Integration Sequence Generators.
Set up the Workday sequence generator to create unique filenames for integration output
files. To perform this step, enable the BC Filename integration service.

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7. (Optional) Add Custom Fields to Connector Output.

If the output file requires additional data elements beyond elements offered in the
predefined data sections, create a field override service and configure custom fields.
8. As a related action on the integration system, select Integration System > Configure
Integration Transaction Log.
Select Subscribe to all Transaction Types except and select the transactions to exclude
from benefits processing.
9. (Optional) Steps: Set Up Document Transformation Connector.
10. Launch an Integration.
11. Test the integration by running the number of test cycles requested by the benefits provider.
12. Perform a full load and validate the results.

1.9.2 | Set Up Benefits Connector Integration Services

Prerequisites

Security: Integration Configure domain in the Integration functional area.

Context

Specify which categories of data to include in the output file and select output file options.

Steps

1. As a related action on the integration, select Integration > Configure Integration

Services.
2. In the Integration Services grid, select the Enabled check box for each integration service
that you want to activate. These integration services provide categories of data or
configuration options for the output file.
Note: The Benefits Connector integration service is required and enabled automatically. The
Transaction Log Service isn’t enabled automatically, but is required for change detection
processing.

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Option Description

BC Change File Launch Parameters Provides an additional Change Detection

launch parameter to the
Launch/Schedule Integration task
when generating change files. The
launch parameter includes these options:

All_Effective

Incremental

BC Workday Payroll Service Provides these additional launch

parameters to the Launch/Schedule
Integration task for reporting payroll
contribution start and end dates:

Payroll Start Date

Payroll End Update

BC Personal Data Section Fields Provides employee personal data and

contact information.

BC Status Data Section Fields Provides employment status and service

dates.

BC Position Data Section Fields Provides:

Job profile data.

Salary and base compensation

elements.

Organization membership data.

BC FSA Plan Data Section Fields Provides FSA (Flexible Spending

Account) plan data, including:

Enrollment and coverage dates.

Employee and employer goal

amounts.

Period and Year-To-Date (YTD)

contribution amounts.

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Option Description

BC Retirement Savings Data Section Provides data for retirement savings

Fields plans, including:

Plan identification data.

Coverage dates.

Payroll dates.

Payment dates.

Loan data.

To-date amounts.

BC Life and Disability Data Section Provides life and disability plan data,
Fields including:

Plan identification data.

Enrollment period and coverage

dates.

Approved coverage level details.

Beneficiary IDs.

BC Dependent Data Section Fields Provides personal data and contact

information for dependents of
employees.

BC Eligibility Data Section Fields Provides Benefit Plans and plan eligibility
dates for the employee. Use for
Retirement Savings Plans only.

Transaction Log Service Provides a record of event-based

changes to employee data that are
relevant to benefits integrations. Don’t
enable this service in integrations that
generate full extracts.

BC Delivery Service Provides file transport and encryption

options for the output file.

BC Filename Provides unique output filenames by

using the Workday sequence generator.

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Option Description

CCB - Debug Service Generates a Messages Audit file each

time the integration runs.

For best performance, Workday

recommends that you disable this
integration service for any integration that
runs in Production.

Next Steps

Select the individual fields to include in each data section, then configure the output file and map
Workday values to the external endpoint.

1.9.3 | Set Up Benefits Connector Attributes and Maps

Prerequisites

Security: Integration Build and Integration Configure domains in the Integration functional area.

Context

After you create a Benefits Connector integration system and select output fields, configure the
integration attributes and maps for the output file.

Integration attributes define various processing options for the output file, such as:

The retention period for audit files.

Data validation rules.
Whether Workday always includes data or only when changes occur.

Integration maps control how Workday maps values to the external benefits provider. Only a subset
of data elements requires an integration map. Workday maps data according to these rules:

If an integration map has rows of data, Workday uses the map to convert Workday values to
external values. If you don't define a Workday value in the map, Workday uses the
automatically populated value for the map. If the automatically populated value is blank,
Workday issues an error or a warning message and the external value is empty.
If an integration map is empty, Workday uses reference IDs in the output file. In the View
Integration System report, click the Integration Maps tab to see which reference ID
corresponds to each map. The only exception is the Region map, which uses the Workday
region name instead of a reference ID. If a Workday value has no reference ID, Workday
issues an error or warning and the external value is empty.

Steps

1. Access the View Integration System report.

2. As a related action on the integration system, select Integration System > Configure
Integration Attributes.
3. Specify values for the attributes in the Integration Attributes grid:

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For attributes without automatically populated values, add a row and specify a
Value.
For attributes whose automatically populated values you want to change, select the
Override Default Values check box and specify a new Value.
Optionally specify that a value applies to a particular environment using the
Restricted to Environment field.

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Attribute Description

Benefits Plans Add a row for each benefit plan that the
integration system supports. The benefit
plan must exist in Workday; if necessary,
use the Create Benefit Plan task to add
a benefit plan.

Client Name Enter your organization name. The

integration includes this value in the
benefits extract header.

Client Number Unique number that identifies you to your

benefits provider.

Country Code Specifies the country code used in

addresses in the benefits extract. If you
don't override this attribute, the
integration uses ISO 3166-1 Alpha 2
codes. If you want to provide 3-digit
codes instead, add a row and select
ISO_3166-1_Alpha-3_Code.

Document Retention Policy If you don't override this attribute, sets to

30 days. You can change the retention
period to 60, 90, 120, or 180 days.

Employee Deduction Codes Select payroll deductions to include in

the output file.

Full Extract Generates a full file of employee data,

including all of the data sections and
fields that you configure in the
integration, rather than a changes-only
file. If you select this option, don’t enable
the Transaction Log Service.

Identifier Type for Alternative Identifier Select the type of identifier for employees
and dependents.

Include Prior Values Includes the prior values of data

elements that have changed.

Organization Type for Organization One, Specify which type of organization to

Two, Three, Four, and Five include in the output file (Example: Cost
Center or Region). When you configure
the integration maps, you map a
Workday value for this organization type.

Remove Accented Characters Replaces accented characters in

employee data with the unaccented

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Attribute Description

equivalent characters in the output file.

Use Payment Date Specifies that Workday use the payment

date for employee payroll when
generating the output file.

Use Preferred Name when present If you don't override this attribute, the
output file uses Legal Name. To use
Preferred Name instead of Legal Name,
select the check box.

Version Select the version number of the output

file. The initial version number matches
the current Workday version number. In
future releases, you upgrade to a later
version only if you need new functionality.

Worker Data Validation Select how Workday resolves processing

errors for employee data, such as when a
mapped field contains a value that you
didn't define in the corresponding map:

abort: Workday doesn’t create an

integration output file.

include: Workday includes the

affected employee data and
returns a warning on the
associated integration process
event.

omit: Workday doesn’t include the

affected employee data on the
integration output file.

Output Document Tags Applies selected tags to the integration

output file.

4. Save your changes, then as a related action on the integration system, select Integration
System > Configure Integration Maps.
5. In the Integration Maps grid, specify output file values for Workday data:
a. Add a row for each Workday value, select the Internal Value, and enter the
External Value for the output file.
b. (Optional) Provide a Default Value for any data elements whose values aren’t
mapped.
Example: your organization has Hourly and Salary pay rate types. In the Pay Rate Type
map, define external values for the Hourly and Salary rate types. Then create a Default
Value of Other for any unmapped pay rate types.

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You only define mappings for the data elements that you include in the output file. Example:
if the Personal Data Section only includes Gender and Marital Status, specify values in
those 2 maps and leave the other maps in the section empty.

1.9.4 | Concept: Workday Benefits Connector

With Workday Benefits Connector, you can manage benefits-related HR data and send it to a third-
party benefits provider of your choice. Benefits Connector can capture changes to employee data
and configure a benefits extract. You can then transform the file to meet the requirements of your
external benefits provider.

Benefits processing needs can vary based on:

Organization size.
Data complexity.
External vendor requirements.

To support different processing needs, Workday Benefits Connector offers a choice of

implementation options.
All Benefits Connector integrations extract data using Workday Web Services. Benefits Connector
integrations then create benefits extract files in a Workday-defined XML format. Your benefits
provider might require you to transform the file into the format that they support using one of these
options:

Transformation step on the business process. You configure the business process definition
to transform the Benefits Connector output file into the format required by your benefits
provider.
Workday Studio integration. You configure the business process definition to launch a
Workday Studio integration. The Studio integration transforms the Benefits Connector output
file into the format required by your benefits provider.

Note: If your benefits provider is able to transform Benefits Connector output files, you don’t need to
use either option.

Benefits Connector is an integration template with a configurable set of HCM data across a range of
categories. Benefits providers only need a subset of the employee data in Workday. Benefits
Connector enables you to specify which data elements to include in benefits output files. You can
also specify how to detect changes based on Workday transactions. When launched, the
integration captures changes to employee data and creates an output file in XML format based on
your specifications.

You can also create full extracts of employee data with integrations that use the Benefits Connector
template. This option is helpful during initial implementation, supports vendors who require full files,
and also enables you to synchronize data when necessary. Full extracts include all data for active
employees, plus data for terminated employees who have changes.

Benefits Connector Launch Parameters

Benefits Connector provides these launch parameters:

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Parameter Value Type Description

The date when enrollments are valid. Workday

populates the current date automatically. In most
Effective Date Specify Value
cases, specify the launch date unless you’re sending
or Determine
enrollment data for the next plan year.
Value at
Runtime

Last Update Specify Value The launch date. Workday populates the current date
or Determine and time automatically. To ensure that the integration
Value at uses the current snapshot of Workday, don't change
Runtime this value.

From Effective Specify Value The effective date for enrollment changes to include in
Date or Determine the file. Workday populates the current date
Value at automatically. Only applies to change files.
Runtime

From Last Specify Value The date and time of the last successful change file
Update or Determine integration. Workday populates the current date and 1
Value at hour before the current time automatically. Only applies
Runtime to change files.

Change Specify Value

Specify how to search for changes to benefits data:
Detection

All Effective. Selects changes to employee data

with an effective date between these launch
parameters: Effective Date and From Effective
Date. This option selects changes regardless of
when you entered them.

Incremental. Selects changes to employee data

that you entered between the Last Update and
From Last Update launch parameters. This
option selects changes with an effective date
on or before the Effective Date parameter.

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Parameter Value Type Description

Payroll Start The start date and time for payroll contributions
Date reported by the integration. Only applies to flexible
Specify Value
spending accounts and retirement savings plans. The
or Determine
Use Payment Date integration attribute determines
Value at
whether amounts are based on period dates or
Runtime
payment dates.

Payroll End The end date and time for payroll contributions
Date reported by the integration. Only applies to flexible
Specify Value
spending accounts and retirement savings plans. The
or Determine
Use Payment Date integration attribute determines
Value at
whether amounts are based on period dates or
Runtime
payment dates.

Supported Plan Types

Benefits Connector enables you to export data relevant to these types of benefits plans:

Flexible Spending Account (FSA).

Health Plans (Medical, Dental, Vision, Drug)
Life and Disability.
Retirement Savings Account (RSA).

1.9.5 | Concept: Benefits Connector Workflow

Workday manages the benefits data extract process by requesting 2 pieces of information: what
changes to look for, and when to look for those changes. When you launch an integration built with
Benefits Connector, you specify:

The Effective Date when enrollments are valid.

The Last Update date and time; always use the current moment for this value.

If you enabled the BC Change File Launch Parameters integration service, you also can specify:

The From Effective Date, the effective date for enrollment changes to include in the file.
The From Last Update date and time, the date of the last successful change file integration.

Workday looks for field-level changes to employee data and generates a benefits extract that
reflects the changes you’re interested in. The transaction log drives the change detection process
by tracking event-based changes to employee data. Through subscriptions to transaction log
events, the integration identifies employees whose changes it reports to your payroll provider.

Note: The transaction log service is optional. If you configure this service in your integration,
Workday filters employees based on their transaction log entries within the specified time period.
Otherwise, the integration skips this step and all employees pass to the next stage of processing.
Workday uses this logic to create a benefits output file:

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Find employees who are members of the pay group at the start or end of the pay period.
This approach ensures that benefits extracts include employees who transferred in or out of
the pay group during the pay period.
Filter employees based on subscriptions to transaction log events (if you configured the
transaction log service):
Select employees who have transaction log events that are effective before or during
the defined date range.
Exclude events with effective dates forward (future to) the defined date range.
Compare data for the selected employees at the beginning and end of the date range that
you launched the integration for.
Identify field-level data changes.
Determine if the integration included the changed data in the integration output, such as:
Personal data
Position and status data
Earnings and deductions
Include employees who have changes to data in the integration.
Exclude employees who have no data changes or whose changes don’t affect data in the
integration.

1.9.6 | Concept: Benefits Connector Change Detection

Benefits Connector integrations support 2 change detection methods. Using the Change Detection
launch parameter, you select the appropriate method depending on the requirements of your
benefits provider. The methods are:

Include all changes effective in the defined time period

To send a full file to the benefits provider, select this method. The benefits extract includes all
changes to employee data that are effective in the defined date range. The extract includes these
changes regardless of when you entered the changes into Workday. When Workday has future-
dated transactions, Workday excludes them from the extract file. Workday includes these
transactions when their effective date is in the defined date range processed by the integration.

Include only changes entered since the last successful run

To send a changes-only file to your benefits provider, select this method. The benefits extract
includes only changes that:

You entered in Workday after the date of the last successful run.
Are effective before or during the defined date range.

How Dates Affect Benefits Extracts

Dates are important to understanding the changes that Benefits Connector integrations pick up. If
you discover that events are missing from an extract, look at the relationship between:

The last successful run date.

The period start date.
The event entry date.
The event effective date.

Example: Events might be missing from an extract if:

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The event entry date is after the last successful run, but the event effective date isn’t in the
current or prior period.
The event entry date isn’t after the last successful run and change detection isn’t set to All
Effective.
The event entry date isn’t after the last successful run and change detection is set to All
Effective, but the event effective date isn’t in a specified date range.

1.9.7 | Concept: Benefits Data Validation and Error Handling

Benefits Connector applies a number of validation rules to employee data based on how you
configure your benefits integration. An integration attribute called Worker Data Validation gives you
control over integration processing when employees fail these validation checks. Workday provides
3 options that can accommodate the needs of your benefits provider:

Include

Includes an employee in a benefits output file even if validation errors occur. Integration processing
continues and Workday reports the errors as warnings on the integration event.

Select this option if your benefits provider can accept benefits output files that contain some invalid
data. The benefits provider can fix the imported data and you can apply the same changes to the
data in Workday later.

Omit

Excludes data for an employee from a benefits output file when validation errors occur. Integration
processing continues, Workday reports the errors, and the benefits output file contains data for the
rest of the employees.

Select this option if your benefits provider rejects benefits files that contain invalid data. In this case,
the invalid or missing data for 1 employee doesn’t hold up benefits processing for other employees.
You can update the employee data in Workday later and generate a supplemental benefits output
file.

Abort

Stops all integration processing when data validation fails for any employee. This option is useful
when a benefits provider only can process a single benefits output file per period. In this case, you
can fix the employee data in Workday and recreate the benefits extract. The integration reports this
action with critical severity message.

View integration messages by accessing one of these reports:

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Report Description

Process Monitor View integrations that are currently running

or have already run. To view message
details, drill-down on the numbers in the
Errors & Warnings column.

Integration Events Lists integration events and displays the

launch date and time, the name of the
person who launched the integration, its
status, and the event response message.

Integration Messages Provides a status summary and message

details for integration events.

1.9.8 | Reference: Benefits Connector Data Sections

Before you build an integration with the Benefits Connector template, familiarize yourself with each
section of the benefits extract. Understand which fields are available for output and how the
configuration options affect integration behavior.

During integration configuration, you enable integration services for each data section that you want
to include in benefits extracts. The integration system has an integration attribute that specifies
whether to create a full extract file, or a file that includes only changes:

Full extract: the integration includes all data for all employees, regardless of changes.
Changes only: the integration includes data for employees who had at least 1 change. If an
employee had 1 change, the integration includes all data for all sections for that employee.

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Section Description Fields

Header

Every output file has a header Version

section.
Client Name
Effective Date and Last Update
are always included. Client Number

Workday includes these fields File Run Date

only if you enabled the BC
Change File Launch Effective Date
Parameters integration service:
Last Update
From Effective Date
From Effective Date
From Last Date
From Last Update

Workday includes these fields Pay Period Start Date

only if you enabled the BC
Payroll Contributions Launch Pay Period End Date
Parameters integration service:
Full Extract
Pay Period Start Date
Document Retention
Pay Period End Date Policy

Document Retention Policy

indicates the number of days
that Workday retains a copy of
the integration output file. If
another integration consumes
the output from this integration,
set its Document Retention
Policy to the same number of
days.

Personal Data

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Section Description Fields

This section has a single record. First Name

If not overridden, name fields Middle Name

are based on Legal Name. You
can use Preferred Name by Last Name
configuring the Use Preferred
Name when present integration Title
attribute.
Social Suffix
Title is the Prefix of the name.
Social Suffix is the Suffix of the Employee ID
name.
Social Security
Country of Birth is a 2-digit Number
country code.
National Identifier
Map Gender, Marital Status,
Disability, Language, Citizenship Alternative Identifier
Status, and Military Service
Status values using the Gender
integration maps provided for
these values. Birth Date

You can map Home Region and Country of Birth

Work Region values using the
Region integration map. If you Marital Status
don't define map values in the
Region map, Workday includes Disability
values from these descriptor
values: Language

Home Region Citizenship Status

Work Region Nationality

Military Service Status

Home Formatted Phone Number
and Work Formatted Phone Military Service
Number include combined and Discharge Date
formatted values of the Home or
Work values for: Home Formatted
Address

Home Address Line 1

Home Address Line 2

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Section Description Fields

Home Municipality
International phone code
Home Region
Area code
Home Postal Code
Phone number
Home Country
Phone extension
Work Formatted
Address

Work Address Line 1

Work Address Line 2

Work Municipality

Work Region

Work Postal Code

Work Country

Home International
Phone Code

Home Area Code

Home Phone Number

Home Phone
Extension

Home Formatted
Phone Number

Work International
Phone Code

Work Area Code

Work Phone Number

Work Phone
Extension

Work Formatted
Phone Number

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Section Description Fields

Home Email Address

Work Email Address

Tobacco Use

Status Data

This section has a single record. Staffing Event

Staffing Event codes are: HIR Staffing Event Date

(hire), TRM (termination), LOA
(leave of absence), RFL (return Employee Status
from leave), PCI (payroll
company in), LTC (leave type Hire Date
change)
Original Hire Date
Employee Status codes are:
Active, On Leave, On Leave Continuous Service
with Benefits, On Leave with Date
Pay, and Terminated.
Leave Start Date
Primary Termination Reason
value is mapped using the Leave End Date
Primary Termination Reason
integration map. Leave of Absence
Type

Termination Date

Retirement Date

Primary Termination
Reason

Estimated Leave End

Date

Position Data

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Section Description Fields

This section can have multiple Effective Date

records.
Business Title
If the Get_Payees web service
returns either of the 2 possible Position Time Type
Job Exempt values, Job Exempt
is set to true. Job Exempt

An employee can belong to Scheduled Weekly

several different organizations. Hours
You can include up to 5
organization references in the Total Annual Base Pay
output file. Configure the
integration attributes to specify Organization One
which organization type is valid
for each field. Organization Two

Organization Three

Organization Four

Organization Five

Business Site

Business Site Name

Business Site
Formatted Address

Business Site Address

Line 1

Business Site Address

Line 2

Business Site
Municipality

Business Site Region

Business Site Postal

Code

Business Site Country

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Section Description Fields

FSA Plan Data

This section can have multiple

records.

Operation codes are ADD,

REMOVE, MODIFY, and NONE.

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Section Description Fields

Plan Name

Benefit Coverage
Type

Plan Year

Group Identifier

Enrollment Period
Begin Date

Enrollment Period End

Date

Coverage Begin Date

Coverage End Date

Original Coverage
Begin Date

Employee Annual
Contribution Amount

Employee Goal
Amount

Employee Goal
Amount Frequency

Employer Goal
Amount

Employer Goal
Amount Frequency

Employee Contribution
Amount

Employer Contribution
Amount

Employee Post-tax per

PP contribution

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Section Description Fields

Employee YTD
Contribution

Employer YTD
Contribution

Employee YTD post-

tax contribution

Retirement
Savings Plan
Data
This section can have multiple
records.

The Plan Name is the retirement

plan name for the plan in
Workday.

The Amount value is the amount

paid for the pay period.

QTD Amount is the quarter to

date earnings as calculated by
the Accumulation code.

YTD Amount is the year to date

earnings as calculated by the
Accumulation code.

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Section Description Fields

Plan Name

Benefit Coverage
Type

Plan Year

Coverage Begin Date

Coverage End Date

Original Coverage
Begin Date

Original Plan
Enrollment Date

Original Benefit
Provider Enrollment
Date

Payroll Frequency

Payroll Begin Date

Payroll End Date

Payment Date

Amount

Loan ID

Loan Principal Amount

QTD Amount

YTD Amount

Life and
Disability Data

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Section Description Fields

This section can have multiple Plan Name

records.
Benefit Coverage
The Benefit Coverage Type Type
value is mapped based on the
Benefit Coverage Type Plan Year
integration map.
Coverage Target
The Coverage Target field
applies to employees or Dependent ID
dependents.
Enrollment Period
If the record is for an employee Begin Date
(not a dependent), the
Dependent ID field value is Enrollment Period End
automatically set to <blank>. Date

Coverage Begin Date

Coverage End Date

Original Coverage
Begin Date

Currency

Approved Coverage
Level Value

Approved Coverage
Level Type

Approved Coverage
Level Multiplier

Buy Up Amount

Provider

Primary Beneficiary ID

Contingent Beneficiary
ID

Dependent
Data

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Section Description Fields

This section can have multiple Dependent ID

records.
Social Security
If not overridden, name fields Number
are based on Legal Name. You
can use Preferred Name by National Identifier
configuring the Use Preferred
Name when present integration Alternative Identifier
attribute.
Relationship
Home Formatted Phone Number
includes a combined and First Name
formatted value of these values:
Last Name
Home international
phone code. Middle Name

Area code. Home Formatted

Address
Phone number.
Home Address Line 1
Phone extension.
Home Address Line 2

Country of Birth is a 2-digit Home Municipality

country code.
Home Region

Home Postal

Home Country

Home International
Phone Code

Home Area Code

Home Phone Number

Home Phone
Extension

Home Formatted
Phone Number

Gender

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Section Description Fields

Birth Date

Country of Birth

Citizenship Status

Full Time Student

Student Status Start

Date

Student Status End

Date

Inactive Date

Tobacco Use

Disabled

Eligibility Data This section can have multiple records.

Benefit Plan

Enrolled

Eligibility Date

Contiguous Eligibility
Date

1.9.9 | Reference: Benefits Connector Audit Files

Workday attaches 4 audit reports to each Benefits Connector integration event. After an integration
runs, access the Integration Events report to view the audit files. Select the event you’re interested
in to open the View Background Process page and then click the Output Files tab. Audit files
expire 90 days after Workday creates them. Workday automatically deletes the files after they
expire.

Data Changes Audit

The Data Changes Audit is a readable version of the integration output file. This report has 2
components:

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Extract Summary

Displays the change detection method and date range specifications.

Worker Details

Provides summarized and detailed views of employee data changes, and displays the worker
count. The summarized view displays employee names, IDs, and the categories of changed data.
The detailed view displays current field values. If the data has changed, the detailed view also
displays prior values. Workday highlights new records in green and highlights deleted records in
gray.

To toggle between views for all employees, or select an employee in the summary list to view
details, select Show or Hide.

Diagnostic Audit
The Diagnostic Audit is designed to help you troubleshoot integration errors. The report includes
details on all employees that the integration processed when creating the benefits output file. You
can view processing details, validation messages, current properties, and transaction log details for
each employee to determine why the benefits extract included or excluded the employees. In some
cases, employees had transactions that didn’t affect the set of data configured in the benefits
extract. In other cases, the integration encountered an error while processing these employees.

You can also use the Diagnostic Audit to tune the performance of a Benefits Connector integration.
The audit lists the transaction log entries that the integration processed for each employee. If many
employees in the diagnostic audit file don’t have relevant data changes, reconfigure the transaction
log service to exclude certain transaction types.

Benefits Extract
The benefits extract contains the actual data that the Benefits Connector integration created. This
file is in XML format.

Messages Audit
The Messages Audit is a zip file that contains a summary of web service requests and responses in
XML format. Workday generates this audit report for troubleshooting purposes. Workday generates
this file only if you enable the CCB - Debug Service integration service.

Note: For best performance, Workday recommends that you disable this integration service for any
integration that runs in Production.

1.9.10 | FAQ: Benefits Connector

Does Benefits Connector support changing output field values to uppercase?

The Benefits Connector template itself doesn't include the ability to change the case of field values.
Example: from Logan Mcneil to LOGAN MCNEIL. The Benefits Connector output file can require a
transformation into the file format that your benefits provider uses. To the file format, use a
Document Transformation integration or a Studio-based integration. You could change the case of
field values using that subsequent transformation.

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Which versions of Workday Payroll Interface work with Benefits Connector?

Benefits Connector can retrieve payroll estimates from integrations based on the Payroll Interface
Connector template.

Which address fields can I use to include foreign addresses, which can have more data than
US-format addresses?

Use Home Formatted Address and Work Formatted Address fields to concatenate all data for a
foreign address as a single field. Use the appropriate (Home or Work) fields for Address,
Municipality, Region, Postal Code, and Country for reporting US-based addresses.

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