You can only make changes to your medical, dental, flexible spending account, and voluntary accidental death and dismemberment during annual Open Enrollment or if you experience a qualifying status change.
There are a number of qualifying status change events that allow you to change your benefits coverage. The qualifying event must be consistent with the change being requested. Qualifying Status Change (QSC) Events include, but are not limited to:
- Marriage or divorce
- Birth or adoption of a child
- Death of a covered dependent
- Change in insurance eligibility for a dependent
- Change in health insurance eligibility due to a relocation of residence or work place (for example, an employee or dependent moves out of plan service area)
- Change in employment status of employee, spouse, or dependent that affects health insurance coverage (employment status changes include termination of a spouse or dependent’s employment, unpaid leave of absence of more than 30 calendar days and change from part-time to full-time or vice-versa).
If you have a change in status, you must report the event within 30 days of the event in Workday or the Workday mobile app. Please note, you are required to provide documentation which supports your request. Any change will be made retroactively, if applicable, to the date of the life event and you may be responsible for past due premiums.
Supporting Documents Required to Verify a Qualifying Life Event
- Marriage: A marriage certificate
- Divorce: A divorce decree
- Birth or Adoption: A birth certificate or birth notice from the hospital, or an adoption agreement
- Death: A death certificate
- Change to Spouse/Dependent Benefits:
- If your spouse/dependent gained new coverage: A letter on company letterhead stating the date the new coverage became effective, the type(s) of coverage gained (for example – medical, dental, vision), and the names of the affected dependents
- If your spouse/dependent lost their coverage: A letter on company letterhead stating the date coverage terminated, the type(s) of coverage lost (for example – medical, dental, vision), and the names of the affected dependents. A complete COBRA notice including all of the required information previously listed is also acceptable.
- Loss of Other Coverage: A letter on company letterhead stating the date coverage terminated, the type(s) of coverage lost (for example – medical, dental, vision), and the names of the affected dependents. A complete COBRA notice including all of the required information previously listed is also acceptable.
- Gain of Other Coverage: A letter on company letterhead stating the date the new coverage became effective, the type(s) of coverage gained (for example – medical, dental, vision), and the names of the affected dependents
Effective Dates for a QSC Submitted within 30 Days of the Event
- If you enroll or add eligible members, the change will be retroactive to the date of the Status Change Event (such as date of marriage) and retroactive payroll premiums deductions will be taken.
- If you cancel coverage or drop eligible members, the change will be retroactive to the date of the Status Change Event (such as date new coverage was obtained). Payroll deductions will be stopped or changed when the change is entered/approved in Workday. Amounts already deducted from pay will not be refunded.
- If your eligible dependent member loses eligibility, the change will be retroactive to the date the individual is no longer eligible under the plan rules (such as the date of divorce). Payroll deductions will be stopped or changed when the change is entered/approved in Workday or when UHRM is notified (unless the Status Change Event is later). Amounts already deducted from pay will not be refunded.
For events other than loss of eligibility, if the change is not made within 30 days of the date of the QSC, it cannot be made until the next Open Enrollment in the fall of each year, with changes effective on the following January 1st.
