Eligibility

Eligibility Definition

The marriage must be recognized as legal in the Commonwealth of Virginia.

NOTE: Ex-spouses will not be eligible, even with a court order.

Documentation Required

• Copy of state-issued marriage certificate received after the date of the ceremony with recorded file date, and 
• Copy of the first and second pages of the employee’s most recent federal tax return that shows the dependent listed as “Spouse”. Page 2 must include signatures or an e-file confirmation number. “Mark out” all financial information and the first five digits of all Social Security numbers.

Eligibility Definition

A child may be covered to the end of the month in which he or she turns age 26.

Required Documentation

Copy of birth certificate showing employee as parent

Eligibility Definition

A child may be covered to the end of the month in which he or she turns age 26.

Required Documentation

Copy of birth certificate or court approved adoption order showing employee’s name. If this is a legal pre-adoptive agreement, it must be reviewed and approved by UVA HR.

Eligibility Definition

A stepchild may be covered to the end of the month in which he or she turns age 26.

Required Documentation

• Copy of birth certificate (or adoption agreement) showing the employee’s spouse as parent, and
• Copy of state-issued marriage certificate received after the date of the ceremony with recorded file date showing the employee and dependent parent’s name, and one form of proof of joint ownership, and 
• Copy of the first and second pages of the employee’s most recent federal tax return that shows the dependent’s parent listed as “Spouse.” Page 2 must include signatures or an e-file confirmation number. “Mark out” all financial information and the first five digits of all Social Security numbers.

Eligibility Definition

A foster child may be covered to the end of the month in which he or she turns age 26.

Required Documentation

• Copy of birth certificate and
• Copy of Final Court Order granting permanent custody with name of employee as responsible party, name of minor children, and presiding judge’s signature, support order number, and seal

Eligibility Definition

A child for whom a court has ordered the employee (and/or the employee’s legal spouse) to assume permanent custody may be covered to the end of the birth month in which they turn 26, if:

• They are unmarried
• They reside full-time with employee in parent-child relationship
• They are declared dependents on employee’s federal income tax return, and
• Custody was awarded prior to the child's 18th birthday

Required Documentation

• Copy of birth certificate, and
• Copy of the Final Court Order granting permanent custody with name of employee or spouse as responsible party, name of minor children, and presiding judge’s signature, support order number, and seal

Eligibility Definition

If the employee (or the employee’s spouse) shares permanent custody of an “other child” with their minor child who is the parent of the “other child – exception”, then that “other child” may also be covered if the other child, the minor child (who is the parent) and the employee’s spouse (if applicable):

• All live in the same household as the employee, 
• Both children are unmarried,
• Both children are declared as dependents on the employee’s federal tax return, and
• A court has ordered the employee or the employee’s spouse to assume joint permanent custody.

Required Documentation

• Copy of the other child’s birth certificate showing the name of the minor child as the parent of the other child, and
• Copy of the birth certificate (or adoptive agreement) for the minor child showing the name of the employee, and
• Copy of the Final Court Order granting custody with names of employee or spouse and their minor child as the responsible parties, name of “other child”, and presiding judge’s signature, support order number, and seal

Eligibility Definition

The employee’s adult children who are incapacitated due to a physical or mental health condition may be covered beyond the end of the month in which they turn age 26 if they:

• Are permanently and totally disabled
• Are unmarried
• Reside full-time with the employee (or the other natural/adoptive parent)
• Are declared as a dependent on the employee’s federal income tax return
• Are deemed incapacitated prior to the end of the month in which they reach age 26
• Have maintained continuous coverage under an employer-sponsored plan of the employee (or the other natural/adoptive parent)

Required Documentation

• Copy of birth certificate or legal adoptive agreement showing employee’s name, and
• Other medical certification and eligibility documentation as needed
• In the case of a new employee, copy of the HIPAA Certificate showing prior employer-sponsored coverage

WDA offers step-by-step assistance directly in Workday. You can also review the Open Enrollment Workday Job Aid on the Workday Central webpage (behind NetBadge), "Happening Now" section.

A summary of how to review and elect your benefits in Workday is below:

• Navigate to Workday.
• In your Workday Inbox, click on the message titled "Open Enrollment Change: [Your Name] on 01/01/2024"; click on "Let's Get Started."
• Open Enrollment in Workday is organized into "tiles" for each benefit; you will see two sections, one for Health Care and Accounts, and one for Insurance. Each section has multiple tiles. You will start with Health Care and Accounts.
• You will have three edit options at the bottom of every tile:
  • Manage to make changes to a benefit you already have
  • Enroll to add a new benefit
  • View to see a benefit that is not editable in Workday (more on this further down)
• Select a tile and choose the edit option for that tile.
• Once you've selected or waived a benefit in the Health Care and Accounts section, click on Confirm and Continue -- this will take you to a separate window to select or waive eligible dependents for that benefit. Dependents previously enrolled who are eligible will show up automatically, you just need to select or waive each one of them.
• Click Save to update the benefit tile. This does NOT submit your elections, it just saves the individual benefit tile details you've selected. 
• Repeat the above process for all six Health Care and Accounts tiles.
• Workday now offers you a status update on which benefits you’ve touched: "Reviewed," "Updated" or blank if you haven't touched a benefits tile yet.

• Once you've completed the Health Care and Accounts section, move on to the Insurance section. You will see multiple tiles under Insurance.
• Select a tile and choose the edit option for that tile.
• Please note that some life insurance benefits are VIEWABLE in Workday but not changeable. Each of these tiles will direct you to where you need to go to make changes. Some of these changes may be outside of Workday.​
• Once all your benefits have been reviewed and edited as needed, attach any required documents such as birth certificate for new dependents, then click on Review and Sign -- here you can read the summary of what's you elected.
  • New Basic Health participants: Sign and submit the HSA Terms and Conditions authorization form on the Review and Sign page. This document authorizes Fidelity to open your HSA and is required to receive the 2024 employer contribution.
  • New Dependents: If you added new dependents during Open Enrollment (spouse or children), upload required documentation into Workday. You will see a Spousal Affidavit on the Review and Sign page.
• Click on the I Accept box, then click on Submit to complete your Open Enrollment process.
• Print this page or save it as a PDF.

You can make changes to your elections as long as the Open Enrollment period is open, even after you have submitted your elections.

• From the Benefits app in Workday, click on Change Open Enrollment
• You will be making changes to what has been previously submitted. Any changes made will need to be resubmitted. If you do not resubmit, the changes will be deleted and the previous submission will remain in effect.
• Move through the same tiles to elect or waive coverage.
• Once changes are complete, electronically sign at the bottom of the last page and press the Submit button.
• Print the new confirmation of benefits elections or save as a PDF.

Look for additional tasks in Workday related to your Open Enrollment elections:

• Dependents and Beneficiaries: If you changed your dependents or beneficiaries in Workday, look for possible additional action items in your Workday Inbox.