MID-YEAR QUALIFYING EVENTS
|Birth / Adoption / Legal Guardianship|
|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 mid-year event.
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.
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.
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.
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.
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.
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.
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.
When making changes to your medial insurance, it is important to know that when changing plans mid year (ex: From OAP1 to HDHP) your balances will transfer, but you will owe any 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.
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 may face the issues switching between plans mid year as mentioned above (ex: OAP1 to HDHP). Be sure to contact Cigna at 855-869-8619 and ask for the balances to be transferred to your new plan.
You may only add or remove dependents during a mid-year qualifying event.
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.
During a mid-year qualifying event, you will only have the option to drop Long Term Disability insurance.
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.
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.
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.
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.
In the case of a divorce, it is the employee's responsibility to remove the former spouse from their plan within 30 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 mid-year qualifying 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 webpage 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.
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.
If you have any questions you should contact the Benefits Office and ask to speak with a Health Benefits Administrator. Human.firstname.lastname@example.org or (603) 646-3588.
Last Updated: 3/18/16