Workday Corner: Fall 2022

Going on a leave of absence? What you need to know to maintain your benefits coverage 

Maintenance of UBC group benefits coverage prior to starting a leave of absence: If you are taking an approved long-term unpaid leave of absence or government leave (Maternity, Paternity, Adoption, and Compassionate Care Leaves, etc.) from UBC and are enrolled in any of the UBC group benefit programs, you will receive a benefit task in Workday called Go on Leave which will appear once the leave of absence has been entered into your Workday profile by your department or faculty.   

The Go on Leave task needs to be completed so you can choose which UBC benefits plans you wish to maintain while on your leave of absence.  It is important to complete the ‘Go on Leave’ benefit task by the Submit By date indicated in the task. Not doing so will result in the automatic waiving of some or all of your benefits and pension plan arrangements.   

Once you have completed the benefit task, it will be routed to a Benefits Partner in Payroll for approval, and they will confirm the total monthly amount which you will be charged. The monthly amount will be debited from your bank account as indicated in your Workday profile. 

Maintenance of UBC benefits plans upon return from an unpaid leave of absence: When you return from leave, you will receive in your Workday Inbox the benefit task Return from Leave. This task must be completed to re-enrol into your UBC benefits plans upon return to work. This task should be completed as soon as possible upon return from leave to avoid delays in benefits coverage.  

If you don’t complete this task, this may result in the automatic waiving of optional benefits (extended health, dental and optional group life & accidental death and dismemberment insurance). Ensure you have the right coverage by completing those Workday tasks, and avoid any gaps in coverage while you are on an unpaid leave of absence or government leave, and when you return. 

Additional resources 

  • Use the Benefits Cost Calculator for Leaves of Absence for an estimate of the cost of benefits while on unpaid leave or government leave from UBC. 
  • For guidance on how to complete the Go on Leave Workday task see Benefit Change: Go on Leave in the Workday Knowledge Base.  
  • For guidance on how to complete Return from Leave in Workday, see Benefit Change: Return from Leave in the Workday Knowledge Base 

Benefits coverage and overage dependents 

Your child has been on your benefits plan for as long as you can remember, but they just turned 19 – are they still eligible to be a dependent on your plan? 

There are two situations where your child between the ages of 19 to 25 is also considered a dependent child and can continue receiving coverage under your UBC benefits plan:  

Scenario 1: Under 25, not married and a full-time student as defined by the education institution in which your dependent child is a student. Your child must attend an educational institution recognized under the Income Tax Act (Canada), not be married or in a legally recognized marriage-like relationship, and is entirely dependent on you for financial support.  

  • You will need to confirm your child’s student status along with start and end dates in Workday.
    • You will need to confirm this status annually
  • Please note that the Student Status end date is the end of the month of your child’s next birthday or the end of the school term in which they complete their studies, whichever is the earlier date.  

Example: Shadi’s daughter is a full-time student attending SFU, is single and will turn 25 on April 5. Shadi will need to confirm her daughter’s Student Status in Workday, including the end date, as April 30 (the end of the month for the child’s next Birthday). 

  • After you have confirmed your child’s student status, confirm that they are listed as a dependent in the Workday Benefits Summary under the benefits you’re enrolled in. If they are no longer listed as a dependent under the correct section, you will need to enrol them again to ensure they are covered for your preferred benefits (Extended Health, Dental, EFAP, and any others). 
  • If your child is taking a gap year (non-summer break) or not returning to school, you will need to make the appropriate changes in Workday. Remember, if you don’t keep the Student Status up to date your child may lose coverage. 

Please see Update Dependent Child's Full-time Student Status in the Workday knowledge base for guidance. 

Scenario 2: Your child is incapable of financial self-support because of physical or mental disability and Disabled Child Coverage approved by Sun Life. There is no age limit for continued coverage as long as your child is:  

  • Diagnosed with a disability before the limiting age of 19
    • Your child would also be eligible for coverage with Sun Life if they were diagnosed with a disability between the ages of 19-25 and they were attending an educational institution full-time.
  • They also must be incapable of financial self-support due to their disability and entirely dependent on you for financial support
  • Not married or in any other formal union recognized by law. 
  • You can confirm your child’s disability status in Workday. After your enrollment is submitted, you will receive Sun Life’s form to confirm your child’s disability status.
    • Please note that this form must be submitted to Sun Life for approval within 31 days of your child’s coverage ending.

Need assistance? 

Contact one of our helpful Benefits Associates, if you have further questions or need assistance with benefits coverage. 

If you need help completing a task in Workday, please submit a Workday support request through the UBC Self Service Portal.   


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