Other life changes that affect USC benefits
Along with “getting hitched” or welcoming a new baby or adopted child, the following life events may qualify you to change your benefits outside the normal open enrollment period – provided you notify Benefits within 30 days of the qualifying life event.
A legally separated employee is still legally married and may not remove spouse/registered domestic partner from most benefits coverage until there is a formal certified Dissolution of Marriage/Notice of Termination of Registered Domestic Partnership.
However, some of our plans (for example, the AFLAC cancer expense protection insurance) allow you to discontinue payroll deductions for your legally separated spouse; he or she may continue coverage on a direct bill basis. For assistance, contact the HR Service Center or call them at (213) 821-8100.
Divorce or annulment
To remove your ex-spouse from your medical or dental coverage, or to start or change the amount of a flexible spending account, you must provide Benefits with a copy of the divorce or annulment decree within 30 days. Ex-spouse must be removed from coverage within 30 days in order to qualify for COBRA rights. The 30-day deadline does not apply to life, supplemental accidental death & dismemberment, cancer expense protection, or long term care insurance, or to retirement plans; ex-spouse may be removed from these plans at any time. Ex-spouse may continue some coverages on a direct bill basis. For assistance, or if you need information about preparing a domestic relations order to divide assets held in your retirement plan, or if you need assistance in changing your name on official USC records – contact the HR Service Center or call them at (213) 821-8100. Note that before you will be allowed a withdrawal from a retirement account, you must provide documentation on disposition of retirement assets.
Termination or dissolution of registered domestic partnership
To remove your former domestic partner from your medical or dental coverage, or to start or change the amount of a flexible spending account, within 30 days you must provide Benefits with a copy of the Notice of Termination of Domestic Partnership filed with the Secretary of State. Former partner must be removed from coverage within 30 days in order to qualify for continuation coverage. The 30-day deadline does not apply to life, supplemental accidental death & dismemberment, cancer expense protection, or long term care insurance, or to retirement plans; former partner may be removed from these plans at any time. Former partner may continue some coverages on a direct bill basis. For assistance, contact the HR Service Center or call them at (213) 821-8100.
Change in your spouse’s/registered domestic partner’s employment status
If your spouse or registered domestic partner loses or starts a job or experiences any event that causes him/her to lose or gain medical, dental and/or vision coverage, you can add or remove him/her from your university coverage or make other relevant changes to benefit elections by requesting the change on Workday within 30 days of the date of the spouse/partner job change. You will be asked to provide supporting documentation.
Child is turning 13
For families with a dependent care flexible spending account, when a child in care turns 13, their care is no longer eligible for flexible spending. Within 30 days of the end of the month in which your child turns 13, you may change the amount of your dependent care (NOT health care) flexible spending account. For assistance, contact the HR Service Center or call them at (213) 821-8100.
Child is turning 26, or I wish to remove him/her from coverage
Your children are eligible for coverage until the end of the month in which they turn 26. Your child will be notified (via a letter sent to your home address) of how s/he can continue coverage under COBRA (see Leaving USC for rates and details; the rate that applies is that for just “employee”). You may choose to terminate coverage earlier; for example, you may wish to terminate if child is covered by his/her own employment benefits or marries someone with benefits.
If COBRA is not a viable option, your child can visitwww.healthcare.gov or call (800) 318-2596 to review ACA options, 24/7. Be aware that if your child elects COBRA but subsequently determine that coverage through an ACA marketplace plan is a better choice, s/he will not be able to enroll in an ACA marketplace plan if s/he voluntarily cancels COBRA. Your child must wait until s/he either exhausts the COBRA coverage (18 or 36 months) or until the next marketplace open enrollment period, whichever comes first – unless s/he is still within 60 days of having lost coverage through you.
For assistance, contact the HR Service Center or call them at (213) 821-8100.
Death of a loved one
To remove your deceased dependent from your medical or dental coverage, or to start or change the amount of a flexible spending account, within 30 days you must provide Benefits with a copy of the death certificate. To submit a claim for life insurance, you must provide Benefits office with a copy of the original death certificate, which may take up to six months to receive. If the deceased dependent was the only dependent you had covered, stop coverage. Otherwise, update beneficiary designations. Deceased dependent may be removed from long term care, cancer expense protection or retirement plans at any time. For assistance, contact the HR Service Center or call them at (213) 821-8100.
If death was due to an accident, your accidental death & dismemberment insurance may be applicable. You will need to provide proof of accidental death, such as a police report. Benefits can assist you in making these determinations.
Death of USC employee
Medical and dental coverage terminates on date of death. Coverage for dependents terminates at end of month. Benefits must be notified within 60 days so surviving dependents will be eligible for COBRA coverage. Flexible spending accounts are cancelled effective date of death. Claims incurred up to that date may be submitted through March 31 of following year. To claim the life insurance benefit, you must provide Benefits with a copy of the original death certificate, which may take up to six months to receive. For assistance with ALL benefits for a deceased USC employee, including additional insurance policies, options for retirement plan assets, and tuition assistance information, please contact the HR Service Center or call them at (213) 821-8100 as soon as possible.
Change in employment status
If your employment status or number of hours worked or percentage of effort changes, you may be eligible to change your benefits. For information, and to ascertain how tuition assistance may be affected by your change in employment status, contact the HR Service Center.
If you are a part-time faculty member and your course load is reduced below a 50% appointment, you may lose eligibility. You will be notified when this happens and within ten days you will receive a letter from Wageworks with information about continuing coverage through COBRA.
You may also qualify for coverage under the Affordable Care Act. Visit www.healthcare.gov to review ACA options.
Insurance changes related to dependents
If you lose insurance coverage you had under one of your dependents, you may be eligible to change your benefits and enroll in coverage through the university.
Likewise, if your eligible dependents who have other health coverage subsequently lose that coverage, either because they cease to be eligible for it or because their COBRA coverage is exhausted, they may be enrolled in your health plan within 30 days of the loss of coverage. Documentation of other coverage and reason for loss, along with documentation of the dependent’s relationship to the employee, must be submitted to Benefits. Enrollment in the employee’s health plan is not permitted if the dependent’s loss of coverage is due to failure to pay required premiums on a timely basis. You or your covered dependent may lose coverage for cause (such as making a fraudulent claim or an intentional misrepresentation of a material fact in conjunction with the plan). Such loss of eligibility may be disclosed by a health plan to a benefit department as termination of enrollment for cause and is specifically permitted under the Privacy rule. A termination of enrollment of dependent or employee for cause from one health plan will result in loss of eligibility for enrollment in any other health plan.
For assistance in determining your options, contact the HR Service Center.
If you relocate, update your address in Workday. Your benefit vendors will be notified of the change on your behalf.
In some cases (e.g., relocation to another state), relocation can change your payroll taxation and insurance eligibility, and you may be required to submit applicable tax forms. Contact the HR Service Center.
Help for the process in Workday can be found on the Workday Help site under “Personal information.”
Legal name change
If you have legally changed your name, update your employee and benefits records by initiating a name change in Workday. From your Workday homepage, click “Personal Information” and then “Legal Name Change.” You must provide supporting documentation.
Benefits will update your benefit vendors and payroll services on your behalf. In addition, be sure to update the following:
- University email addresses
- Corporate cards
- Business cards
- Email signature line
- Alumni Association, if applicable
For assistance, contact the HR Service Center or call them at (213) 821-8100.