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MID-YEAR QUALIFYING EVENTS

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LIST OF QUALIFYING EVENTS
Birth / Adoption / Legal Guardianship
Marriage 
 Divorce / Legal Separation / Annulment
Same Sex Domestic Partnership Add/Drop
     Employee Gains / Loses Outside Coverage
Dependent Gains / Loses Outside Coverage
Dependent Child Turns Age 26
Death of Spouse / Child
Dependent Day Care Change
     Employee / Dependent Gains Medicare Eligibility

 

 

NEW - No more status change forms.  Login to FlexOnline and submit your own changes.

Changes to your benefits may only be made in the middle of a calendar year, if you have a qualifying mid-year event.

How do I make a change to my benefits?

How long do I have to submit a change?

What benefits can I change?

What date should I enter for the event date?

When do changes take effect?

When can I expect to see premium changes in my paycheck?

How do I know if my change was accepted?

How do I view my submitted changes?

Changes to Medical Insurance

Changes to Dental Insurance

Changes to Life Insurance

Changes to Long Term Disability Insurance

Changes to Flexible Spending Accounts

Changes to Health Savings Accounts

Changes to Retirement Funds

What if my Spouse/Same Sex Domestic Partner and I are both Dartmouth Employees?

Who should I contact with Questions?

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How do I make a change to my benefits?

FlexOnline is Dartmouth's online benefits enrollment system.  New to FlexOnline - Faculty and Staff may now enter their mid-year qualifying events through the FlexOnline system.  Simply log in and select "Change your Current Benefits", then follow the prompts.

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How long do I have to submit a change?

Your request must be submitted through the FlexOnline system within 30 days of the date of the event.  Changes submitted 31 or more days from the event date will be denied and may only be made during the Open Enrollment period for a January 1st start date.

What benefits can I change?

Some events will only allow changes to certain benefits. The event type chosen in FlexOnline will determine what benefits you can or can not add, change or cancel.

When do changes take effect?

When adding or increasing benefits, changes take effect as of the date of the event.  When canceling benefits, they end on the last day of the month in which the event occurred.

What date should I enter for the event date?

Always use the actual date of the event. For example, the date of birth, marriage, or date that other coverage was lost or gained.  If you have multiple events, use the event that will affect your Dartmouth coverage.

For example, you get married and want to add your new spouse to your medical plan. If you get married on the 15th of the month, but your new spouse remains covered under their employer's plan through the end of the month, then your spouse would use the marriage as their event reason to drop coverage with an event date of the 15th, and you would use the reason of "dependent loses coverage" as your event reason with the 1st of the following month as your event date, because that is when you need your spouses coverage to begin.  Otherwise you will be charged for medical premiums from the 15th through the 1st.

When can I expect to see premium changes in my paycheck?

Changes entered less than 7 days prior to a pay date may not appear until the second pay period following.  For example, if you enter your change on March 25th, and are monthly paid, you may not see the premium changes until your May 1st paycheck.  Arrears and credits may take up to 14 days to process.

How do I know if my change was accepted?

You will receive an email in your Dartmouth email account, once you have finished submitting the change. The benefits office will be in contact with you within 14 business days, if they have any questions or if any premium arrearages or credits are due.

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How do I view my submitted changes?

Upon receiving notice that your request for a change has been processed, you have the ability to see the change reflected in your FlexOnline account.  After logging in, select "Review your Benefit History" and select your new event submission.  You may also print a confirmation statement for your records. 

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Changes to Medical Insurance

When making changes to your medial insurance, it is important to know that you cannot change plans (OAP1, OAP2, HDHP) mid-year.  Deductibles, co-insurances and out of pocket maximums do not transfer from one plan to another.  You may only add or remove coverage and/or dependents.

If you have a spouse or same sex domestic partner who also works at Dartmouth, you may transfer from their plan to your own or vise-versa during a mid-year event, however you will want to remain on the same plan (OAP1 to OAP1).  As long as you remain on the same plan (OAP1, OAP2 or HDHP) Cigna Health can transfer your annual deductibles, co-insurances and out of pocket maximums paid year to date from one plan to the other.  If you change plans, the balances will reset to zero.  Be sure to contact Cigna at 855-869-8619 and ask for the balances to be transferred to your new plan.

Changes to Dental Insurance

You may only add or remove dependents during a mid-year qualifying event.

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Changes to Life Insurance

Some events will allow mid-year changes to your life insurance coverage.  However, you may be required to submit for Evidence of Insurability.  Once you complete your qualifying event, check your notifications section for a "Pending EOI" notification.  If required, click and follow the prompts.  You will not be billed for the change until the increase in coverage has been approved by MetLife.

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Changes to Long Term Disability Insurance

During a mid-year qualifying event, you will only have the option to drop Long Term Disability insurance. 

Changes to Flexible Spending Accounts

Some events will allow mid-year changes to your Flexible Spending Accounts.  When making a mid-year change to your FSA, you can never decrease your balance below the amount that has already been contributed year to date.  When increasing your annual amount, you can only use the additional amount on expenses incurred after the date of your event.

Changes to Health Savings Accounts

Employees may make changes to their Health Savings Accounts without a mid-year qualifying event.  When making a mid-year change to your HSA, you can never decrease your balance below the amount that has already been contributed year to date.

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Changes to your Retirement Elections

Changes to your retirement elections may be made at any time.  Once logged in, you should choose the "Click Here to Update or Review Your Retirement Plan Elections" option in the notifications section of FlexOnline.

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What if my Spouse/Same Sex Domestic Partner and I are both Dartmouth Employees?

In some instances, you and your spouse/partner may both be benefits eligible Dartmouth College employees.  If you have an event and are looking to switch from one partner's insurance to the others, then you must each change your benefits through FlexOnline.  Be sure to review the "What date should I enter for the event date?" section above.

Who should I contact with Questions?

If you have any questions you should contact the Benefits Office and ask to speak with a Health Benefits Administrator.  Human.resources.benefits@dartmouth.edu or (603) 646-3588.

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Last Updated: 3/17/15