How do I make my benefit elections in Workday as a new hire?
When are my benefits effective?
New hires - your benefits are effective date of hire
Open Enrollment - January 1st
Qualifying Life Event - date of change as long as you elect within 30 days of the date of change
Please keep in mind the timing of when you are in the carrier systems depends on when you make your elections in Workday. If you need urgent care and your information isn’t in the applicable carrier system, you can reach out to our Alliant Advocate at firstname.lastname@example.org or 925-378-6828 to request expedited enrollment.
Who can I enroll in my Samara benefits?
Eligible dependents include your Spouse, Dependent Children under age 26. You may also enroll your Domestic Partner if they meet the requirements outlined here. Your dependents must be enrolled in the same plans that you enroll in as the employee.
How do I change my benefits outside of my new hire window?
Outside of your new hire window you’re allowed to make changes to your benefits during the annual open enrollment period each fall, or within 30 days of a qualifying life event. Click here for examples of qualifying life events and how to submit this in Workday.
Do I need to do anything even if I don’t need benefits through Samsara?
Yes. Even if you don’t plan to enroll in benefits through Samsara, you will still need to log into Workday and choose your beneficiaries for company-provided Life Insurance and Accidental Death and Dismemberment (AD&D) benefits.
Where can I review my benefit options?
Get all the information you need on the Samsara Benefits Microsite.
What is the eligibility criteria for domestic partners?
Samsara extends benefits to same- and opposite-sex domestic partners of employees who meet certain eligibility criteria.
Are both at least 18 years old
Share a close personal relationship and are responsible for each other's welfare
Are each other's sole domestic partner
Have been in a domestic partner relationship for at least 12 months
Are not married to anyone/and have not had another domestic partner in the past 12 months
Are not related by blood closely enough to bar marriage in the state of residence
Share the same regular and permanent residence, with the current intent to continue doing so indefinitely
If you and your domestic partner meet the above criteria, you will be required to provide at least one of the following documents to prove joint responsibility for each other’s welfare and financial obligations (any secure information and account balances may be blacked out):
Registration of your domestic partnership/civil union under the applicable governmental (international, national, state or local) registry service.
Jointly held mortgage or lease.
Joint checking or savings account.
Designation of the employee’s domestic partner as a substantial beneficiary on the employee’s life insurance, retirement plans, will, or execution of a durable power of attorney in favor of the employee's domestic partner.
Some things to keep in mind when adding a domestic partner:
You will be taxed on your dependents' coverage, including premiums that Samsara pays on your partner’s behalf as domestic partnership coverage is not considered pre-tax.
You will only be eligible to remove dependent coverage (and stop paying for it) in the event of a Qualifying Life Event. A break up, or moving out of a shared home, would not be considered a QLE and you would need to wait until Open Enrollment to update your insurance enrollments.
Is my doctor in-network with Aetna?
What are the co-pays, deductibles, co-insurance, etc.?
You can review detailed plan guides and summaries here.
What else is included when enrolling in an Aetna plan through Samsara?
By enrolling in an Aetna medical plan through Samsara you’ll also have access to:
Aetna Attain Wellness Program in collaboration with Apple. The Attain by Aetna app combines your health history with your Apple Watch activity to offer personalized goals, achievable actions and big rewards — like an Apple Watch or gift cards (Android offering in early 2021).
Live support through Aetna Concierge Service Representatives available Monday through Friday 8 a.m. – 6 p.m PT.
The Aetna Health App and the Aetna Member Website to assist with administrative and health needs such as access to your ID card, pay a claim from the app or website, search procedures, access your personal health record and more.
24/7 access to Teledoc to talk to a doctor, therapist, or medical expert anywhere you are by phone or video.
Visit the Samsara Aetna site (password Samsara) to learn more.
Where is Kaiser available?
The Kaiser HMO is offered for employees located in California, Georgia, and Hawaii. If you live in Hawaii, Kaiser is your only medical option due to state health insurance requirements.
How do I know which plan to choose?
There are a few factors to consider when picking a plan including costs, coverage, and network.
If you don’t plan on going out of network and prefer lower and predictable costs, you may want to consider the Aetna HMO if you’re in California or Kaiser HMO if you’re in California or Georgia.
If you think you might go out of network, don’t have many medical expenses beyond preventive care, and want to take advantage of the tax benefits that come from a HSA (and the company contribution), consider the Aetna HDHP.
If you think you might go out of network and think you’ll have significant medical expenses beyond preventive care, consider the Aetna PPO.
Where can I review more detailed plan guides?
You can review detailed plan guides and summaries here.
How do I access my ID cards?
If you enroll in Aetna or Kaiser for the first time you will be receiving a new ID card in the mail in about 2 weeks. You can access your Aetna ID card electronically via Aetna.com and the Aetna mobile app. Kaiser ID cards can be accessed via kp.org and the Kaiser Mobile App. Check out the Samsara Microsite for more ways to access your benefits online.
What if I need medical care before I receive my Member Number?
After you’ve submitted your elections in Workday you can reach out to our Alliant Advocate at email@example.com or 925-378-6828 to request an expedited enrollment.
What is Spring Health?
Spring Health combines clinically-proven technology with world-class providers to deliver whatever you need, whether that's a meditation program or clinical care. Through Samsara’s partnership with Spring Health you’ll receive:
Free mental health screenings
Personalized treatment plan
Care Navigation assistance
Access to the Spring premium provider network and up to six free in-person or video therapy sessions
What is included in the Aetna Resources for Living Employee Assistance Program (EAP)?
Aetna Resources For Living is available at no cost to you and all members of your household. Services are confidential and available 24 hours a day, 7 days a week. Click here for an overview of all included services.
What is Talkspace?
With Talkspace, provided for free through the Aetna Resources for Living EAP, you can connect with a therapist virtually through text messages, audio messages, as well as picture and video messages in a private, text-based chat room. Find answers to the most common questions on the Talkspace FAQ page, and when you’re ready you can sign up here and create your Talkspace account.
Are mental health benefits still included in my medical plan?
Yes, all medical plans include mental health benefits. Spring Health and the Aetna EAP can provide assistance in finding in-network providers if you need additional care beyond what’s included in these programs.
Flexible Spending Accounts
What is Forma (formerly Twic)?
Forma provides a modern user experience across various spending accounts, including your FSA, HSA, Commuter, and more. Within your Forma portal, you’ll have access to account information, benefits cards, and Forma Store with discounts to hundred of products and services. You can also reach Forma’s helpful Member Experience team via phone, live chat, and email.
How much can I elect for my Flexible Spending Account (FSA)?
In 2022 you can contribute up to $2,850 towards a Healthcare FSA, and up to $5,000 towards a Dependent Care FSA.
What’s the difference between a HSA and a FSA?
You’re only able to enroll in a Health Savings Account (HSA) if you elect the Aetna HDHP Plan. You and Samsara contribute pre-tax money into this account that you can use for medical, dental, and vision expenses. Any money deposited into your HSA is always yours to keep, even if you leave Samsara. And you can start investing your money into certain funds once your balance reaches $1,000.
If you don’t enroll in the Aetna HDHP, you can elect a Flexible Spending Account (FSA) that you can also use for medical, dental, and vision expenses. The amount you elect during Open Enrollment will be divided between your paychecks and taken out before taxes. Your entire election is available to you at the beginning of the year. Up to $550 will carry over to the following year, but any amount over that will be forfeited, and you won’t be able to take your balance with you if you leave Samsara.
Will Samsara continue to contribute towards my HSA?
Yes! If you enroll in the Aetna HDHP plan Samsara will contribute $1,000 for those with employee only coverage and $2,000 for those who cover dependents. You will see these prorated amounts reflected in your semi-monthly paystubs.
Life and Disability
What are the company provided Life Insurance and AD&D benefits?
At no cost to you, the company provides Basic Life Insurance and AD&D to 1x your earnings (including base, commission, and bonus) up to $250,000 with a minimum of $75,000. During your new hire enrollment window you can elect additional optional life insurance up to $300,000 without needing to complete an evidence of insurability (EOI).
Do I need to add beneficiaries?
Yes, beneficiaries are required for all Life and AD&D plans. You can use any person or entity as your beneficiary and can update this at any time in Workday.
How much additional life insurance can I elect?
You can elect up to $500,000 in optional life insurance for yourself and up to $250,000 for your spouse. The amount you elect for your spouse can be up to 50% of your election. During your new hire window if you elect anything above an election of $300,000 for yourself and $25,000 for your spouse will require you to complete an Evidence of Insurability (EOI) which will need to be approved by Guardian’s underwriting team. These limits are called a guaranteed issue.
What if I elect optional life insurance over the Guaranteed Issue amount?
If you elect more than $300,000 of coverage for yourself and $25,000 for your spouse during your new hire window, you will be required to complete an EOI. Or if you increase your coverage after your new hire window you will need to complete an EOI. You can complete the EOI form here. Samsara’s Group Number is 00512133. Guardian will notify Samsara when your coverage is approved and we will update your elections.
What are Samsara’s disability benefits?
At no cost to you, the company provides Short Term Disability (STD) and Long Term Disability (LTD) benefits from 60% of pay to 2/3 pay (66.67%) up to $2,500/week for STD and $12,000/month for LTD. This provides you with additional income if you become disabled and unable to work.
What are Samsara’s benefits through Carrot Fertility?
Carrot makes it easy to access fertility care, from basic checkups to egg freezing and In-Vitro Fertilization (IVF). Growing your family through adoption or surrogacy is also covered through Carrot. Samsara employees can reimburse eligible expenses up to $15,000/year through the program. Visit get-carrot.com/signup and enter your work email address. From there, you can activate your fertility benefits.
What is Cleo?
Cleo provides support for expecting parents and parents with infants. Whether you’re awaiting your baby’s arrival or ﬁguring out parenthood, Cleo is ready to support you and your family every step of the way.
What benefits are offered through Cleo?
A dedicated Cleo Guide, a certified practitioner matched to your needs.
Evidence-Based Programs for prenatal, postpartum, lactation, parental leave, return to work, and more.
A personalized app with virtual sessions, workshops, targeted tips, community resources, and in-app messaging with your dedicated Cleo Guide.
How do I access Cleo?
Expecting parents can get started with Cleo at hicleo.com/activate and register with your Samsara email address.
Can my partner (not a Samsara employee) access Cleo?
Yes! You and your Spouse or Partner are both able to access the program. You can invite your partner to join your profile when you begin the enrollment process, or you can add them to your profile after you’ve logged into the app. Once your partner has been added to your profile, they will receive an email prompting them to download the app on their own mobile device.
Can I access One Medical?
One Medical is in-network with Aetna, however the membership is not automatically included in the plans. Because of this, Samsara will reimburse employees and dependents enrolled in an Aetna medical plan for the cost of their One Medical membership fee. You will need to purchase the membership fee out of pocket and then submit the expense through Expensify. Please sign up for the personal plan, not the employer-sponsored plan. Samsara does not have a company code. Please code to office expenses.
*Please note that One Medical does not accept all insurance plans, and it varies by region. Before purchasing the membership, please see here to check which plans One Medical is currently accepting.
What if I have additional questions?
Through Samsara's partnership with Alliant, you've got access to a dedicated employee advocate. Your advocate can help with benefits coverage questions, questions about plans and claims escalations and resolutions.
What is Hootfund?
The HootFund program is designed to support and encourage a balanced, healthy lifestyle for all Samsara employees – that is flexible based on the needs of the individual. Samsarians will receive up to $150 (or equivalent to local currency) per quarter for use on a variety of eligible wellness, personal, and professional development expenses.
How does Hootfund work?
$150 (or equivalent to local currency) will be deposited into your Forma (formerly Twic) Account at the beginning of each fiscal quarter. Any unused amount expires at the end of each fiscal quarter, there is no rollover.
What expenses are eligible for Hootfund?
You can view the list of eligible expenses here.
How do we submit expenses for Hootfund?
You may spend your allowance directly through the Forma (formerly Twic) online store, or submit an expense for reimbursement in Forma. Once approved, you will receive reimbursement directly in your paycheck.
Are there any tax implications when I receive reimbursement through the Hootfund?
Yes, as required by IRS regulations (see IRS Publication 15-B), Samsara is required to treat this program as a taxable fringe benefit. You will only be taxed on the amount you receive under the program, and the amount will be included in your income for tax reporting and withholding purposes.
Can I carry over any quarterly Hootfund balance to cover costs for a larger, qualified expense over $150?
While you cannot carry over your quarterly HootFund balance, you can set up a recurring reimbursement each quarter until the item is fully reimbursed. For example, if you purchase an exercise bike for $250, you’ll receive $150 reimbursement in Q1, and an additional $100 in Q2.
How can I access my Hootfund?
Approximately one week after your hire date you will be able to access your Hootfund through Forma (formerly Twic). You can then log in via Okta.
How can I access my 401(k)?
How soon after my hire date can I access my 401(k) through Fidelity?
Typically, you’ll be able to access your account on the Wednesday of your start week. If you started on Tuesday due to a holiday on Monday, you will be able to access your account at the start of the next week.
How do I update my contribution amount?
You can update your contributions through your Fidelity account by going to Quick Links > Contributions. If you do not change your election or opt-out within 30 days of your hire date, you will be automatically enrolled in a 1% contribution rate.
What are my investment options?
You can see the full lineup of investment options through your Fidelity account by going to Quick Links > Investment Performance and Research.
How do I know which investments to choose?
Samsara employees now have access to Sequoia’s financial advice services. Through the service, a licensed financial wellness advocate can help guide you to the right investments to align with your goals and objectives. You can reach out to a Sequoia advocate to schedule a call at firstname.lastname@example.org, 888-251-2468, or schedule a 1:1 with their financial wellness center here.
What if I don’t choose new investments?
If you do not make your investment choices, you will be invested into a Target Date Fund appropriate for your approximate age of retirement.
Does Samsara offer a match?
Yes, Samsara matches up to 4% of your eligible contributions. The match and contributions will only come out of your base pay. The Samsara match is contributed the same regardless of Roth vs. Traditional pre-tax deferrals. The match is treated like traditional pre-tax in that the contributions and earnings are taxed. If you need help choosing investments, deciding how much to save, or other financial guidance, you can book an appointment with a financial advisor through Samsara's Financial Wellness Center here
How much can I contribute to my 401(k)?
You can contribute up to 100% of your base pay up to the IRS annual limit. The limit for 2022 is $20,500.
What if I decide to maximize my contributions at the beginning of the year? Will I still get the full Samsara match?
Samsara does a true up at the end of the year, so as long as you contribute at least 4% of your base pay by the end of the year, you’ll receive the full 4% match.
What’s a true up?
A true-up guarantees you will receive the full 4% company match on eligible earnings, as long as you contribute at least 4% of your eligible earnings by the end of the year. So for example, if you only contributed 2% for part of the year, and 6% during part of the year, as long as you’ve contributed at least 4% of your earnings by the end of the year, Samsara will ensure you receive the full 4% company match.
Does the 401(k) plan offer the Mega Backdoor Roth feature?
The Samsara 401k plan does not currently allow for these types of contributions and is something we are exploring with the 401k committee. There is some pending legislation that may eliminate this feature, so we are waiting to hear back on this update.
What if I’ve already contributed to a 401(k) this year through another employer?
Please send an email to email@example.com with the amount you’ve contributed to another 401(k) this year so they can make sure you do not contribute over the annual limit.