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CHANGING YOUR BENEFITS

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QUALIFIED 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 (DCFSA only)
     Employee / Dependent Gains Medicare Eligibility
CHIP/Loss or Gain of Medicaid for children
QMCSO-Qualified Medical Child Support Order
Change in employment status *
    
 
 
 

Changes to your benefits may only be made in the middle of a calendar year, if you have a qualifying life status 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?

What do I do if I am getting divorced?

What if my dependent child is turning age 26?

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 31 days of the date of the event.  Changes submitted 32 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.
* A change of employment status refers to an employee, spouse or dependent who has a change of employment due to termination or start of employment, strike, lockout, beginning or end of unpaid leave of absence, including under the Family Medical Leave Act (FMLA), or change in worksite.  In some situations a change in cost of coverage or a reduction in work hours can also qualify for a change in coverage.  Please refer to your Summary Plan Description for more information on what is or is not considered a qualifying event.

What date should I enter for the event date?

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. This is especially important to keep in mind when coordinating with another health plan.  For example, you get married on 15th of the month and want to add your spouse to your medical plan.  Your spouse will need to find out whether their current coverage will drop on the 15th (the day you got married) or at the end of the month.  If it is on the 15th, then you would use the "Marriage" event with an event date of the 15th.  But if it doesn't end until the end of the month, then you would use the event "Dependent Loses Outside Coverage" with the 1st of the following month as your date of event.  In this example, if coverage did not end until the 31st and you used the 15th as your event date, your spouse would be double covered for the second half of the month; both through your Dartmouth plan and their employers plan. If you have any questions on what date or event you should use, please contact the benefits office at 603-646-3588 or at Human.Resources.Benefits@Dartmouth.edu and ask to speak with an Administrator.

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

Changes entered less than 14 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?

An email will be sent to 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 arrears 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

In general, you cannot change plans mid-year (ex: From OAP to HDHP) unless you end employment and are rehired within the same year.  In these cases your balances can transfer, but you will owe remaining balances on deductibles and out of pocket limits in the new plans.  This could potentially cost more out of pocket, than the savings in premiums.  You will also need to be careful of this if you are changing contributions from Flexible Spending Accounts and Health Reimbursement Accounts to Health Savings Account or vise versa.  We recommend that you contact a tax professional to make sure you remain compliant with IRS regulations in these cases.

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 qualifying life status event, however you may face the issues switching between plans mid year as mentioned above (ex: OAP to HDHP). 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 qualifying life status event.

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Changes to Life Insurance

Some qualifying life status events will allow 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 qualifying life status event, you will only have the option to drop Long Term Disability insurance. 

Changes to Flexible Spending Accounts

Some qualifying life status events will allow changes to your Flexible Spending Accounts.  When making a 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 qualifying life status event.  When making a 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.

What do I do if I am getting divorced?

In the case of a divorce, it is the employee's responsibility to remove the former spouse from their plan within 31 days of the divorce finalization date. Keeping in mind that benefits for the spouse will end on the last day of the month in which the divorce event occurrs. You would complete this event by logging into the FlexOnline system and following the steps listed above for the qualifying life status event. Dartmouth does not cover divorced spouses or their dependents, so they will be offered COBRA benefits at the full premium rate plus a 2% administration fee. COBRA packets will be mailed to the employee's address unless a forwarding address is provided to Crosby Benefits or the Benefits office prior to the mailing of the packet.  Please refer to the Leaving Dartmouth web page for costs and more information on COBRA.  If you are responsible for paying premiums on a divorced spouse, it will be at the COBRA rate.  Important Note: Please be sure to notify your spouse prior to dropping their medical coverage. 

What if my dependent child is turning age 26?

Dependent children turning age 26 will be removed automatically and notification will be sent to Crosby Benefits. Their COBRA packet will be mailed to the employee's address on file. If the removal of a dependent causes a tier change or decrease in your insurance premiums, a credit will be applied in a future paycheck.  If your dependent child is age 26 or older and falls under disabled status, please contact the benefits office at (603) 646-3588.

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: 4/28/17