Mid-Year Life Changes
Contributions to Drexel University's health plans are on a pre-tax basis. The Internal Revenue Service states that elections under this type of plan that are made during an enrollment period, including contributions to Pre-Tax Expense Accounts (Medical and Dependent Care) must stay in effect for the entire year (January 1 – December 31), unless you experience a Mid-Year Life Change, also known as a Qualified Life Event.
What is a Mid-Year Life Change
A Mid-Year Life Change is a change in your family or employment status that may allow you to make certain benefit changes. If you experience a Mid-Year Life Change and wish to add or drop a dependent(s) for coverage purposes, you must do so within 31 days of the qualifying event. Changes must be consistent with the qualifying life event.
Unless you experience a Mid-Year Life Change during the plan year, you may only change coverage and/or add or drop dependents at each Open Enrollment.
Reporting your Mid-Year Life Change
You may initiate your change by visiting the online enrollment system through DrexelOne or by calling Customer Service at 1.888.971.0101.
- Log in to DrexelOne
- Select the Employees tab.
- Select the Benefits Service Center link under the Benefits Administration heading.
- Hover over the Life Events tab at the top and select the life event that you have experienced to the right. When reporting a life event, the event must have occurred and be reported on the event date, or within 30 days from the event date.
- Submit supporting documentation to the Human Resources department through email at firstname.lastname@example.org or through fax at 215.895.5813.
Required Supporting Documentation
Marriage: A marriage certificate. If you are dropping your health coverage because you have been added on to your new spouse's coverage as a result of your marriage you must report a Gain of Coverage life event, not a marriage event.
Divorce: A divorce decree or a notice of legal separation.
A birth certificate or birth notice from the hospital, or an adoption agreement. Hospital discharge papers are not acceptable documentation.
If your spouse has gained new coverage: A letter on company letterhead stating the date that your new coverage became effective, the types of coverage that have been gained (for example – medical, dental and vision coverage), and the names of the affected dependents.
If your spouse has lost his/her coverage: A letter on company letterhead stating the date that coverage terminated, the types of coverage that have been lost (for example – medical, dental and vision coverage) and the names of the affected dependents. A complete COBRA notice including all of the required information previously listed is also acceptable.
A letter from your daycare on company letterhead stating the date that your rate changed, or will change, and the new rate.
A death certificate. An official death certificate is required if the deceased had active life insurance coverage.
Loss or gain of coverage due to a change in your own employment status or your spouse's employment status.
Loss of Other Coverage: A letter on company letterhead stating the date that your coverage terminated, the types of coverage that have been lost (for example &ndash medical, dental and vision coverage), and the names of the affected dependents. A complete COBRA notice including all of the required information previously listed is also acceptable.
Gain of Other Coverage: A letter on company letterhead stating the date that your new coverage became effective, the types of coverage that have been gained (for example – medical, dental and vision coverage), and the names of the affected dependents.
Please submit your address change to the HRIS department by emailing email@example.com. Once HRIS makes this update, within one week this change will be updated automatically by the Benefits Service Center.
Election Changes Due to Status Changes
You may change your coverage elections in accordance with the special enrollment rights provided under the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Group health plans and health insurance issuers are required to provide special enrollment periods during which individuals who previously declined coverage for themselves and their dependents may be allowed to enroll (without having to wait until the plan's next open enrollment period). You may change coverage levels mid-year, but you may not change that plans that you are currently enrolled in mid-year.
All changes to benefits are effective the first of the month following the date of the event, unless the date of the event falls on the first of the month. In that case, the benefits are effective that day. Newborns' benefits are effective as of the date of birth.
All correspondence from employers, carriers and/or colleges/institutions must be provided on respective letterhead.
Dependent Verification Process
The University reserves the right to request documentation to substantiate that your dependent(s) are eligible for coverage under Drexel group plans. Human Resources has employed a dependent verification processing vendor who will request documentation for your dependent(s) upon enrollment in order to verify legitimacy. This dependent verification provider will notify you via postal mail to submit your paperwork by uploading documents to your Benefits Service Center account or send via fax. For more information, please contact this provider at 1.866.272.7174.
New hires will need to submit documents verifying each dependent who is enrolled under the Drexel group plans during their new hire enrollment timeframe.