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 qualified life events permit an employee to make changes during the plan year.
You have 60 days to submit a Qualified Life Event.
Dependent changes may allow you to enroll yourself and eligible dependents to medical, dental, and vision, and in some cases make changes to flexible spending accounts. Dependent changes may include:
Adding a child (or children) from birth or adoption, or when they lose coverage under a spouse's plan
Dropping a child so they can enroll on your spouse’s plan
Losing eligibility after a dependent turns a certain age
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 Health Savings to UVA PPO.
Essentials
Adding a newborn?
Do not delay enrollment of your newborn to wait for a social security number or official birth certificate; please use the proof of birth letter from the hospital for initial enrollment.
You can add the other information into Workday later when you receive it.
You have 60 days from date of birth to enroll your newborn in health benefits. Reach out to askHR@virginia.edu prior to the deadline if you have questions or need assistance.
Need to change your tax withholding?
Navigate to Workday>My Pay App>Withholding Elections
Click on the Update button and make your changes
Dual Coverage
Review the Coordination of Benefits prior to adding a child who will be covered under both your plan and another parent's plan at a different employer, as plan provisions may determine which parent's plan is primary.
If both parents are UVA employees, dual coverage is not permitted under the UVA health/dental/vision plans.
Timing
Submit requests with documentation in the month prior to your requested effective date (except for newborn). See more information under "When will changes take effect?" below.
Reach out to askhr@virginia.edu well in advance of the deadline if you need assistance.
Required Documentation
You will need documentation of the life event and documentation of your relationship to the dependent if requesting to add a dependent.
Requests cannot be approved without documentation. Visit the linked chart below for documentation requirements and more information about qualified life events.
If you have questions regarding documentation, reach out to askhr@virginia.edu prior to the deadline for guidance.
If you are requesting to add or drop a dependent to your existing coverage
In Workday, go to Menu in the top left and choose Benefits & Pay Hub (under personal)
Change Benefits
Enter change reason
Enter the date of the event
Attach documentation
Submit
Open, then Let's Get Started.
Click on “manage” under the plans you wish to add them to
Confirm and continue
Check the box in front of each name to add to the plan or choose "add dependent" if they are not yet listed
Save
Upload supporting documentation if you did not already do so at the beginning
Review and sign, submit
If you are requesting to add yourself to previously waived benefits
Workday will not allow you to add yourself or a dependent through the above Workday process unless you are already enrolled in the plan.
If you are not enrolled in the requested plan, complete this application.
Submit to askhr@virginia.edu with documentation.
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 60 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 60 days.
If you submit an application >60 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 60 days of the qualified life event.
COBRA
Continue health care coverage for your child beyond the maximum age by purchasing COBRA through UnifyHR (888.878.6175) for up to 36 months. If your dependent is eligible for COBRA, they will receive a letter from UnifyHR.
Make beneficiary changes in Workday through the "change life insurance" benefits request.
Workay > Menu > Benefits & Pay Hub > Change Benefits > Reason: Change Life Insurance > Submit > Open > Let's Get Started>Manage under the plan, Confirm & Continue to reach the page where you can designate or change beneficiaries. Use the + button to add a row.
Flexible Spending Accounts (FSA)
As a result of adding or removing dependents, you may be able to make changes to a Health Care FSA and/or Dependent Care FSA. Changes must be 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 60 days of the event. Changes become effective the first day of the following month after you make the request and documentation has been received.
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