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The dependent eligibility verification window has now closed. What follows is archival information for your reference.

• Overview
• Process and timeline
• Accepted documentation
• Definitions
• Get help
• Access frequently asked questions

  Overview   What is dependent eligibility verification? 

Like many institutions, the University of èßäapp System (èßäappSystem) incorporated dependent eligibility verification as part of an overall strategy aimed at controlling the rising cost of health care and helping us remain good stewards of the financial resources we use to provide health care coverage.

In February of 2017, èßäappSystem coordinated with Conduent HR Services (Conduent, formerly Xerox HR Services) to conduct a dependent eligibility verification; this process asked employees to provide proof that their dependents remained eligible for coverage under their insurance plans. Employees who covered dependents on their UM-sponsored medical, dental, or vision insurance completed the verification process. Retirees and those who did not cover dependents on their UM-sponsored insurance were not asked to complete the verification process.  

  Timeline   Verification process

• December 2016 - February 2017 ¨C Employees required to complete the dependent eligibility verification process received notification from èßäappSystem and Conduent.
• February 2017 ¨C Conduent provided a verification packet to participants, which includes the information they needed to complete the verification process.
• March 31, 2017 ¨C The dependent eligibility verification forms and documentation were due, completed and with appropriate documentation, to Conduent.
• April - May 2017 ¨C Dependent removal notification was sent to those who did not complete the verification process.
• May 1, 2017 - Overturned appeals will be retroactively effective on this date. Please note, retroactive premiums will be collected.
• October 7, 2017 ¨C Final appeals must post-marked or submitted to Conduent.

  Accepted documentation  

Spouse

• Employee¡¯s Federal Tax Return OR
• Marriage certificate* AND
• Proof of Joint Ownership. Documents must be dated on or after the date noted on your verification form from Conduent.

* If documentation is from state of Idaho or state of Wisconsin, must be a certified copy of vital records.

Sponsored Adult Dependent

• Notarized Affirmation of Sponsored Adult Dependent Partnership (if you have the original you submitted to èßäappSystem, you may submit this document; otherwise, a form will be included in your verification packet as well as the Conduent web portal) AND
• Proof of Joint Ownership. Documents must be dated on or after the date noted on your verification form from Conduent.

Dependent child(ren)

• Biological child ¨C Birth certificate* showing employee as parent.
• Adopted child ¨C Court approved adoption order OR placement order OR modified birth certificate*.
• Stepchild ¨C Birth certificate* showing spouse as parent AND spouse documentation.
  • Please be sure to include spouse documentation, even if your spouse is not covered by the plan. For spouse documentation, include Federal Tax Return OR Marriage Certificate AND one form of Proof of Joint Ownership.
• Foster child ¨C Court documents.
• Ward (legal guardianship) ¨C Court documents.
• Qualified Medical Child Support Order child, Divorce Decree child, or National Medical Support Notice child ¨C Birth certificate* showing employee as parent or other eligibility documentation as above. No court documents are needed for this verification process.

* If documentation is from state of Idaho or state of Wisconsin, must be a certified copy of vital records.

  Definitions   Details on documentation

Federal Tax Return Acceptable Documentation: Includes Forms 1040, 1040A and 1040EZ. Include BOTH page one and page two of the tax return. Page two must include signatures or an e-file confirmation page that contains the filing number. ¡°Mark out¡± all financial information and the first five digits of all Social Security numbers.

Proof of Joint Ownership: Copy of a mortgage statement, bank statement, utility bill, or a current rental or lease agreement including the signature page. Documents must be dated on or after the date noted in the verification packet sent to you by Conduent, and must show current mailing address, employee¡¯s name, and spouse/sponsored adult dependent's name. Note: Two separate documents may be submitted showing the same address (e.g., utility bill in the employee¡¯s name and a lease agreement showing the spouse/sponsored adult dependent¡¯s name, but at the same address). DO NOT send any type of envelope or cell phone bill as Proof of Joint Ownership.

Marriage Certificate: State issued, received after the date of the ceremony with recorded file date. If recently legally married, only a Marriage Certificate is required. If married on or before the date noted on your verification form from Conduent, Proof of Joint Ownership (as noted above) is also required.

Court Documents (foster child, legal guardianship): Documentation must include name of the employee or spouse as responsible party AND name(s) of minor child(ren). Must also include judge¡¯s signature, support order number, and seal.

Refer to the verification form from Conduent for the most detailed documentation requirements.

  Get help   Resources

If you have any questions regarding the dependent eligibility verification process, please contact Conduent HR Services at 1-877-905-3326, Monday through Friday from 7:00 a.m. - 7:00 p.m. (CST). You can also explore our frequently asked questions.

In the case of any discrepancy between this webpage and the official plan documents, the official plan documents always govern.

The foregoing represents the initial documentation needed for dependent verification. You may also be asked to provide additional follow-up dependent verification information.

All dependents must reside in the United States to be eligible for coverage.