Enrolling or changing benefits - Employee Gateway (2024)

Unless otherwise noted, complete all benefit enrollment (or changes) in Workday – the log-in button is on the front page of theEmployee Gateway.

  • Enrolling in benefits
  • Changing your benefits

Enrolling in benefits

You must enroll within30 daysof your hire date. Medical, dental, vision, employer paid life insurance, voluntary life up to the guarantee issue, and Metlife voluntary benefits take effect on the first of the month following date of hire.

If you have medical coverage through your former employer

If you have medical coverage through your former employer, or if you have continued that coverage yourself through COBRA, make sure your coverage doesn’t lapse until your new medical coverage starts at USC.

We’re required to get your Social Security number

Due to federal law (Medicare, Medicaid, SCHIP Extension Act of 2007), USC is required to obtain the Social Security number for any dependents enrolled in our medical plans, and Workday will ask you for this information. If you have any questions, contact theHR Service Center.

Funds to rollover from your previous employer?

Funds from your prior employer’s retirement plans may be eligible to roll over into USC’s Supplemental Retirement Plan. Funds rolled over are subject to all of USC’s retirement plan rules, including rules on accessing balances.Contact theHR Service Centerfor help.

How to enroll

You will receive a notification in your USC email to enroll in your benefits through Workday. (In some cases, you may receive this notification before your start date.) Gather all enrollment information (birthdates, Social Security numbers, etc.) andlog into Workday from theEmployee Gatewayto complete enrollment.

You may wish to log into theWorkday Help siteto consult the user guides on benefits enrollment, and setting up direct deposit, to help you complete these processes.

Paying your share

Your share of your benefit costs comes out of your paycheck. If you’re paid monthly, this comes out in 12 equal deductions. If you’re paid biweekly, this comes out in 24 equal deductions, which are taken in the first two pay periods of each month. (So, for biweekly employees, two paychecks a year will have no medical/dental deduction.) More information about how deductions work is available at thePayroll site, or contact theHR Service Center.

If you’re a faculty member receiving your annual base pay in fewer than 12 equal installments, you must pay in advance for your summer benefits. If you don’t make those arrangements, a single deduction will be taken from the May payroll to cover premiums for May, June, July, and August. Alternatively, you may choose to have summer premiums deducted from your summer salary (summer teaching, etc.) if applicable.Contact theHR Service Centerfor help.

Monthly Pay Cycle

If you’re paid monthly, this comes out in 12 equal deductions.

Bi-weekly Pay Cycle

If you’re paid biweekly, this comes out in 24 equal deductions, which are taken in the first two pay periods of each month. (So, for biweekly employees, two paychecks a year will have no premium benefit deductions.)

More information about how deductions work is available at thePayroll site, or contact theHR Service Center.

Faculty

If you’re a faculty member receiving your annual base pay in fewer than 12 equal installments, you must pay in advance for your summer benefits. If you don’t make those arrangements, a single deduction will be taken from the May payroll to cover premiums for May, June, July, and August. Alternatively, you may choose to have summer premiums deducted from your summer salary (summer teaching, etc.) if applicable.Contact theHR Service Centerfor help.

About beneficiaries

All employees must designate a beneficiary for Basic Life insurance and the USC Retirement Program. Employees often have questions about how to designate beneficiaries. Please contact theHR Service Centerfor help.

What happens if you don’t enroll

If you do not log into Workday and enroll in coverage within 30 days from your hire date, you will have automatically waived medical, dental, or vision coverage. Accordingly, your medical, dental, and vision elections will show as “waived” in Workday.

  • You will not be able to enroll into a plan or add dependents to coverage until the next Annual Open Enrollment period, which normally occurs every fall and takes effect Jan. 1 of the next year.
  • You may be able to enroll in coverage or add/drop dependents if you experience a qualifying life event, such as loss of coverage under another plan, marriage, divorce or legal separation, death, birth, adoption, or placement for adoption or entitlement or loss of entitlement to Medicaid.

You must submit the appropriate forms to the HR Service Center within 30 days of experiencing a qualifying life event, or you will have to wait until the next Annual Open Enrollment period to make a change.

Changing your benefits/ Qualifying Event

Some benefits can be changed at any time. Others, after your initial enrollment as a new hire, can only be changed during open enrollment, or in response to a specific qualifying life event. (Benefits can also change if you have to take some time off work for a medical leave of absence. See ourgoing on leave informationpage on the Employee Gateway.)

Please contact theHR Service Centerfor additional information and assistance.

Annual open enrollment

The following benefits may only be changed during USC’s annual open enrollment, usually in November, or if you have alife event status change.

  • Medical, vision, and dental plans
  • Flexible spending accounts (which must be re-started each year; they do not roll over)
  • Legal services plan

Supplemental disability mayonlybe changed (added or canceled) during open enrollment.

The exact dates of open enrollment vary from year to year although it usually takes place in November. All information is announced at least several weeks ahead of time to allow employees time to consider their options. During open enrollment, benefit fairs are held at various campus locations, with benefits representatives and vendors available to answer questions.

If open enrollment information has been announced for this year, you can view the open enrollment website for all details.

The changes you make during open enrollment take effect on Jan. 1 of the following year.

Qualifying life events

Refer to theLife changespage.

Enrollment in ACA Exchange

Enrolling or changing benefits - Employee Gateway (2024)

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