Payroll Services

Dependent Verification Implementation

Starting with coverage period January 1, 2011, if employees add family members to their medical coverage, they will need to provide documents that prove their eligibility.  These documents must be submitted within PEBB’s enrollment timelines or PEBB will not enroll them.  This includes family members who did not complete the dependent verification process this past year and were later disenrolled.

  • Along with the completed Employee Enrollment Change Form, the employee must submit documents to verify their dependents (WAC-182-12-260)
  • The Employee Enrollment Change Form and documents for verification must be forwarded to Human Resource Services in Pullman, campus zip 1014.
  • The list of documents for dependent verification is as follows:
Valid Dependent Verification Documents
Dependent Documents

Spouse
(Submit documents from one bulleted item)

 

  • Copy of page 1 of the prior year’s Married Filing Jointly Federal Tax return that lists the spouse (black out financial information); OR
  • Copy of page 1 of the prior year’s Married Filing Separately Federal Tax return for the spouse (black out financial information); OR
  • Copy of marriage certificate AND proof of common residence (e.g., a utility bill); OR
  • Copy of marriage certificate AND proof of financial interdependency (e.g., a bank statement) (black out financial information); OR
  • Copy of Petition for Dissolution of Marriage; OR
  • Copy of Legal Separation Notice; OR
  • Copy of Defense Enrollment Eligibility Reporting System (DEERS) registration

WA state-registered domestic partner

  • A certificate of Washington state-registered domestic partnership or registration card from the Washington Secretary of State

Children, up to age 26  (Submit documents from one bulleted item)

  • Copy of page 1 of the prior year’s Federal Tax Return that lists the child as a dependent (black our financial information and dependent’s SSN); OR
  • Copy of a birth certificate showing the name of parent who is the subscriber, the subscriber’s spouse, or the subscriber’s WA state-registered domestic partner; OR
  • Copy of a certificate or decree of adoption; OR
  • Copy of a court ordered parenting plan; OR
  • Copy of a Qualified Medical Support Order; OR
  • Copy of Defense Enrollment Eligibility Reporting System (DEERS) registration
  • Employees must return the Employee Enrollment Change Form within the following deadlines:
    1. When first eligible for benefits:  No later than 31 days after one becomes eligible for PEBB benefits under WAC 182-12-114.
    2. During annual open enrollment:  No later than the last day of the annual open enrollment period (November 30, 2010).
    3. During a special open enrollment:  No later than 60 days after the event occurs.
  • PEBB will review dependent verification documents and notify the employee if their dependent(s) have been approved for coverage or if they have questions about the documents, they will contact the employee in writing.  If eligibility has not been verified within the deadlines noted above, the dependent(s) will be denied enrollment in PEBB insurance.
  • Department personnel with hiring responsibilities should take note of these new requirements.  Consider adding this topic to your new hire orientation check list.  Consider including this topic as part of the offer letter so successful candidates are aware of this requirement and they will be in a position to meet the 31 day deadline.
  • Payroll Services is responsible for reconciling coverage between PEBB and employees including collecting premiums.  Delays in submitting the applicable dependent verification documentation will result in a delay in premium collection, causing an impact to employee’s future pay when the retroactive premiums are collected. 
  • Human Resource Services is responsible for determining benefit eligibility, providing new employee benefit information to employees, and ensuring accuracy of the enrollment paperwork.
  • These procedures apply to all benefit eligible employees including hourly.

Contact HRS Benefits, 335-4521, about enrollment and eligibility issues.

Contact Shirley Cornelius or Alice Smethurst in Payroll Services, 335-9575, if you have questions about the material on this web page.

 

 
 
Payroll Services, PO Box 641024, Washington State University, Pullman WA 99164-1024, 509-335-9575, Contact Us
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