Dependent changes can be a joy or a sorrow, and UVA is committed to helping you navigate the implications of these changes. Making changes to your benefits package is usually reserved for Open Enrollment, but dependent changes qualify for changes during the plan year.
Dependent changes include:
Adding a child (or children) from birth or adoption
Dropping a child so they can enroll on your spouse’s plan
Losing eligibility after a dependent turns a certain age
Dependent changes allow you to enroll yourself, your new child, and eligible dependents not already on your policy, specifically:
Medical, dental, and vision benefits
Health Flexible Spending Account (FSA) and Dependent FSA
Group supplemental life insurance and Accidental Death & Dismemberment (AD&D) insurance
Any coverage changes must be consistent with the dependent change. (For example, if adding a dependent, you may change your Employee Only coverage to Employee Plus Spouse or Family, but you may not switch from Basic Health to Choice Health.)
What You Need to Know and Do:
Within 30 days of the qualifying event, initiate and finish the process of adding or deleting dependent(s) in Workday:
- Navigate to Workday>Benefits App>Change Benefits
- Upload the required paperwork
- See this chart detailing documentation requirements that confirm the qualified life event for health, dental, and vision changes.
- View this chart detailing documentation requirements that confirm the qualified life event for FSA and DCA changes.
- If you are adding a dependent or spouse to your coverage, you must also provide documentation to confirm their relationship to you. See this webpage detailing required documentation for eligible dependents.
You may change your tax withholding due to adding or removing a dependent.
- Navigate to Workday>Pay App>Withholding Elections
- Click on the Update button and make your changes
When Will Changes Take Effect?
Health plan changes for newborns or newly adopted children are effective on the date of birth or adoption if an enrollment application and documentation is received within 30 days. Your premium change is effective on the first of the month.
The addition of other dependents is effective the first of the month after the date of birth or adoption if an enrollment application and documentation is received within 30 days.
If you submit an application >30 days after the date of birth or adoption, you must wait until the next open enrollment to submit the request and documentation. The change will be effective the first of following year.
Dental, Vision, Health FSA, and Dependent Care FSA changes for newborns or new adopted children are effective the first of the month following receipt of the application and documentation at UVA HR if you received within 30 days of the qualified life event.
Continue health care coverage for your child beyond the maximum age by purchasing COBRA through Chard Snyder (888.878.6175) for up to 36 months. If your dependent is eligible for COBRA, they will receive a letter from Chard Snyder.
Flexible Spending Accounts and Dependent Daycare Reimbursement Account
As a result of adding or removing dependents, you may make changes to Flexible Spending Accounts (FSAs) and Dependent Daycare Reimbursement Account which are consistent with the qualified life event (increase for adding dependents, and decrease for removal of dependents but not less than amount already contributed). Make the request to change your FSA within 30 days of the event. Changes become effective the first day of the following month after you make the request and documentation has been received.