CHANGING YOUR BENEFITS

Changes to your benefits may only be made outside of the annual enrollment period if you have a qualifying life status event.

COMMON QUESTIONS:

What is a Life Status Event?

What if I just want to see changes in cost?

How do I make a change to my benefits?

How long do I have to submit a change?

What benefits can I change?

When do changes take effect?

Can I change my benefits if my FTE changes?

What if my Spouse and I are both Dartmouth Employees?

What do I do if I am getting divorced?

What if my dependent child is turning age 26?

COMPLETING AN EVENT


How do I complete an event in FlexOnline?

What date should I enter for the event date?

What sort of documentation do I need to show?

Changes to Medical Insurance

Important Rx Information

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

How do I know if my change was accepted?

What if my event is denied?

How do I view my submitted changes?

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

CONTACT INFORMATION

Who should I contact with Questions?

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COMMON QUESTIONS

What is a QUALIFYING Life Status Event?

A qualifying life status event is an IRS approved opportunity to add or remove yourself and/or your dependents from medical and dental insurance outside of the annual Open Enrollment period.  A qualified life status event is typically a time where you can either drop medical and/or dental coverage here at Dartmouth, or have an opportunity to enroll in medical and/or dental coverage elsewhere due to a major life event.  Qualilfied Life Status events usually consist of the birth or adoption of a child, a marriage or divorce, or when a dependent loses or gains a job with medical/dental coverage. 

A change in hours, salary or position within Dartmouth, are NOT considered qualifying events, unless they are providing or removing benefits eligibility status.

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What if I just want to see CHANGES IN COST?

Please do not start a life event in FlexOnline if you are just looking for pricing.  Please use the cost estimator found at http://dartgo.org/benefits-cost-estimator.

If you are unsure of your annual salary and full time equivalancy used to calculate your benefits, please reach out to us at the benefits office. If you are not able to wait for our response, you can find the information by starting a life event and looking at the ME section of the event, but please let us know if you are not making any changes in that event, so that we may remove it from your history.

HOW DO I CHANGE MY BENEFITS?

FlexOnline is Dartmouth's online benefits enrollment system.  New to FlexOnline? - For most events, Faculty and Staff may enter their qualifying life status changes themselves, through the FlexOnline system.  Please refer to the COMPLETING AN EVENT section below, using the FlexOnline Navigation Guide for step by step instructions.  We will be happy to check your event for you once you are done.  Just ask.

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 date of the life status change, may be denied and may only be made during the Open Enrollment period for a January 1st start date.

What benefits can I change?

Most qualifying life status changes will only allow changes to certain benefits. The event used in FlexOnline will determine what benefits you can or can not add, change or cancel.

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When do changes take effect?

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

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Can I make changes to my benefits if my FTE changes?

No!  If you are increasing hours and transitioning from non-benefits eligible to benefits eligible then you will have an opportunity to elect benefits as though you were a new hire and will be given 30 days from the date you become benefits eligible to make these elections in FlexOnline.  If you are decreasing in hours to the point where you are losing benefits eligibility, then benefits will end on the last day of the month in which you are benefits eligible.  If you are increasing or decreasing in hours and are already benefits eligible, you may not make changes to your existing benefit elections.

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What if my Spouse and I are both Dartmouth Employees?

In some instances, you and your spouse may both be benefits eligible Dartmouth College employees.  If you have an event and are looking to switch from one spouse'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.  If you are unsure, please reach out to our team in the benefits office and we can help make these changes for you.

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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 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 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. 

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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.

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COMPLETING AN EVENT

How do I COMPLETE AN EVENT IN FLEXONLINE?

Note: Please do not start an event in FlexOnline if you are just looking for pricing.  Please use the cost estimator found at http://dartgo.org/benefits-cost-estimator.

Please use our illustrated step by step FlexOnline navigation guide to help you through this process. 

Page 3 shows you where and how to log in.  Starting at page 9, shows you where and how to begin your qualified life event.  You will add dependents in the MY FAMILY section (refer to page 12) but will add or remove them from your benefits in the SELECT YOUR BENEFITS section (refer to pages 13-24).  Please be sure to complete the event and upload your event and dependent verification.

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How do I know which Life Event to use?

Birth/Adoption/Legal Guardianship-Use this event if you have had a baby, legally adopted a child or had a child placed with you for adoption or legal guardianship within the last 30 days and need to add them to your medical and/or dental benefits. Event verification and dependent verification will be required.

Marriage-Use this event if you have recent gotten married within the last 30 days and are adding a spouse and dependents to your medical and/or dental benefits. Event verification and dependent verification will be required.

Divorce-Use this event if you have recently become divorced within the last 30 days and need to remove dependents from coverage.

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Employee Gains Eligibility for Outside Coverage-Use this event if YOU have gained eligibility to take medical and/or dental coverage under another source and need to drop coverage under Dartmouth. Dependents may also be dropped, but if only dropping dependents please see Dependent Gains Eligibility for Outside Coverage below. Event verification will be required.

Employee Loses Eligibility for Outside Coverage-Use this event if YOU have lost coverage under another source and need to add yourself to coverage under one of Dartmouth medical and/or dental plan(s). Dependents may also be added, but if only adding dependents please see Dependent Loses Eligibility for Outside Coverage event below. Event verification and dependent verification will be required.

Dependent Gains Eligibility for Outside Coverage-Use this event if your DEPENDENT(s) have gained eligibility to take medical and/or dental coverage under another source and they need to drop your Dartmouth coverage. Do not use this event if YOU are also looking to drop coverage, please see Employee Gains Eligibility for Outside Coverage above. Event verification will be required.

Dependent Loses Eligibility for Outside Coverage-Use this event if your DEPENDENT(s) have lost coverage under another source and you need to add them to your existing medical and/or dental coverage. Do not use this event if YOU are looking to also enroll in coverage, please see Employee Loses Eligibility for Outside Coverage above. Event verification and dependent verification will be required.

CHIP/Loss or gain of Medicaid for Children-This is not an event found in FlexOnline, but loss or gain of Medicaid coverage for children is considered a qualified life event for adding or removing your children from your medical and/or dental insurance.  You would then be able to complete a Dependent Gains or Dependent Loses Eligibility for Outside coverage, as described above.

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Health Savings Account Change-Use this event if you wish to increase, decrease, start or stop your annual health savings account contributions.  Please be sure to review the Changes to Health Savings Accounts section below.

Dependent Care Flexible Spending Account Change-This event is not shown in the FlexOnline system.  If you have had a major change to your Daycare, Summer Camp, After School program status, please reach out to the benefits office to discuss the change.  In some cases we may be able to make a change to your anual contribution amount with event verification.  See Who to Contact with Questions below.

Employee/Dependent Gains Medicare Eligibility-When you and/or your spouse become eligible for Medicare, you have an option of enrolling in Medicare Parts A & B.  This can be considered a qualified life event for dropping medical coverage for yourself and or your spouse. Please refer to our Retiree Health webpage for more information about turning age 65

Death of Spouse or Child-Please reach out to The Benefits Office if you experience the loss of a spouse or a child and we will take care of removing them from coverage for you.  We will also determine whether you had them covered under a dependent life insurance plan and will begin the process of completing the claim for you.

Qualified Medical Child Support Order (QMCSO)-If you are required to add a child to your medical plan due to a Qualified Medical Child Support Order, this would be considered a qualified life event, and would be added as a Dependent Loses Outside Coverage event described above.

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What date should I enter for the event date?

When adding or increasing benefits, changes take effect as of the date of the life event. When ending benefits or removing dependents, coverage ends on the last day of the month in which the life status change occurred.

This is especially important to keep in mind when coordinating with another health plan.  For example, if 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 your spouse's coverage ends on the 15th, then you would use the "Marriage" option with an event date of the 15th and you will need to upload your marriage certificate as your event verification. But if your spouse's coverage doesn't end until the end of the month, then your spouse uses Marriage as their reason for dropping coverage and you would use the "Dependent Loses Outside Coverage" option with the 1st of the following month as your event date. You will then need to obtain a letter from your spouse's employer showing that your spouse is being dropped from their coverage and their last date of coverage on the plan. 

In this example, if your spouse's 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 your spouse also works here at Dartmouth or if you have any questions on what event date or event option you should use, please reach out to us and we can work with you on how best to complete the events. You may contact the benefits office at 603-646-3588 or at Human.Resources.Benefits@Dartmouth.edu and ask to speak with an Administrator.

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What sort of documentation do I need to show for my event?

If you are adding a spouse to your medical or dental plans, you will need to upload a copy of your marriage certificate as dependent verification, if you do not have a copy of your marriage certificate, a copy of a joint tax form could be used. 

If you are adding a dependent child, then a birth certificate or court document showing proof of guardianship should be uploaded as your dependent verification. 

For Employee or Dependents gaining or losing outisde coverage a letter from your dependent's employer stating when your dependent's new coverage is starting or old coverage will be ending will suffice.  A copy of a new insurance can be used if the card shows the date date that the new coverage is starting.  A print screen from an insurance carrier showing the names and dates of members gaining and or losing coverage can also work as event verification. 

If you are unsure, please feel free to forward a copy to the benefits office at human.resources.benefits@dartmouth.edu and we will be happy to help you determine whether a document will be approved.

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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 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.

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Important Prescription Information

When making changes to your medical plan, we encourage you to refill all prescriptions just prior to the change, to ensure that you have enough medication to last through the transition period.  You may need to ask your provider to submit a new prescription for this to be approved by the pharmacy.  Most pharmacies will reimburse overpayment when requested within 14 days of the refill.  After 14 days, Express Scripts and most other Pharmacy vendors will only reimburse at the prescriptions allowable amount.  If you have an emergency situation, please reach out to the benefits office for assistance.

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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 events will allow changes to your life insurance coverage.  However, you 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. 

You may not complete a status change event to only change life insurance benefits, the change must be related to a change in medical or dental coverage as well.

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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.  The ability to increase or decrease follows the nature of the event.  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.

Note: If you are making a change within 10 days of your next paycheck, the change may not occur until the following paycheck.

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Changes to Health Savings Accounts

Employees may make changes to their Health Savings Accounts at any time without an actual life 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.  If you have not yet contributed to an HSA account, and want to start contributing now, your funds will not be deducted until we have confirmed that you have claimed your account with Fidelity. 

Note: If you are making the change within 10 days of your next paycheck, the change may not occur until the following paycheck.

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Changes to your Retirement Elections

Changes to your retirement elections may be made at any time through http://dartgo.org/enrollonline On the left side of the screen you will click on the CLICK HERE TO LOG IN button under RETIREMENT SAVINGS.  Use the HOW TO GUIDE found below for illustrated instructions on how to make changes to your contribution elections, found below the CLICK HERE TO LOGIN button.

Note:  Although this platform is run by Fidelity, those with contributions in TIAA may also access and change their retirement contributions through this site.

Note: If you are making the change within 10 days of your next paycheck, the change may not occur until the following paycheck.

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How do I know if my change was accepted?

Please allow 3-5 business days for your event documentation to be reviewed.  You will receive an email to your Dartmouth email address letting you know whether the event was approved or denied.  Once approved, please allow an additional 7-10 days for your changes to appear through the insurance vendor portals.

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WHAT IF MY EVENT IS DENIED?

Events are most often denied because the dates on your event verification document do not match the date that you used for your event date.  However, please do not just run a new event, please reach out to the benefits office and we can help you create the new event and remove any old events.

If this is not the reason for your denial, or if you are unsure why your event was denied, please submit a written request for review to The Benefits Office explaining the circumstances surrounding your life event and what you were trying to change and we will research your event and find out why it was denied and what if anything can be done.

How do I view my submitted changes?

Upon receiving notice that your request for a change has been approved, you have the ability to see the change reflected in your FlexOnline account under BENEFIT  HISTORY.  For a visual, please refer to page 38 of the FlexOnline Navigation guide. From this location, you may also view and print events from 2015 through current as well as print a confirmation statement for your records. 

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

Changes entered less than 10 days prior to a pay date may not appear until the second pay period following your event completion.  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.

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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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