How to Enroll

You will enroll in your benefits and complete your tax forms through an online program called Workday. You will have 31 days from the date of your hire date or date of qualifying event to enroll in or make changes to your benefits.

When to Enroll

  • You may enroll in benefits after your start with Carilion Clinic. You will learn more about benefits during New Hire Orientation.
  • Please try to complete your enrollment by 11 p.m. on the Sunday after your first day of work; however, you do have 31 days from your start date to enroll. By completing your enrollment during your first week of work, you should receive your ID cards before your coverage becomes effective, depending on your start date.

Using Workday to Enroll

  • You will log on to Workday through a single sign on using your active directory username and password.
  • You may only access the site from a Carilion computer or the Workday mobile app.
  • If you are a remote employee, you will log onto the apps portal (apps.CarilionClinic.org).
  • If you use the apps portal to log in to Workday outside of work, you will need to verify your log-in using the Imprivata ID app (multi-factor authentication).
  • If you have not already registered with Imprivata ID, instructions and more information are available on the Multi-Factor Authentication page.  

Enrollment Guidelines and Effective Dates

  • As a new employee, you have the opportunity to enroll in any of the benefits you are eligible to receive. If you don't enroll as a new employee, you will need to wait until you or your family member experiences a qualifying event or until our annual enrollment period, usually held each fall, to enroll or make changes to your benefits selections.
  • You have 31 days from the qualifying event date to make changes to your benefits. You have 31 days to provide the required documentation supporting the event. The required documentation may be uploaded within Workday and must be uploaded before changes are effective.
  • All benefits, except PTO and the retirement savings plan, are effective on the first day of the month following your first day of employment. For example, if you start work on Aug. 15, your benefits will be effective on Sept. 1.
  • If you're eligible for PTO, you'll begin accruing it immediately.
  • Your retirement savings plan enrollment is effective within one to two pay periods of your enrollment.
  • Your enrollment decisions for all of your benefits, except the retirement savings plan, will remain in effect until Dec. 31 of this year (for November and December hires, it's Dec. 31 of next year), unless your family situation changes. You may enroll or make changes to your savings plan contributions at any time throughout the year through Principal —you do not need to wait for our annual enrollment period.
  • If you enroll in our medical, dental or healthcare flexible spending accounts benefits, you will receive information at home about your rights under COBRA. You do not need to do anything with this information.
  • When you log in, you will be asked to provide Social Security Numbers for your dependents. Due to government reporting requirements, we are required to collect Social Security Numbers on all dependents covered by the Carilion Clinic medical plan. Please be sure to have this information accessible when completing your enrollments.

Resources

Questions?

Contact the HR Service Center at hrservicecenter@carilionclinic.org through the Employee Center if you have started work at Carilion Clinic.

What's Next

After you complete your benefits enrollment, you have completed all the steps in the new hire process. Welcome to Carilion!