Employees with health benefits must complete dependent verification process (with FAQs)

HISD has implemented a dependent verification process for employees enrolled in the district’s medical, dental, and vision benefit plans.

If you have dependents covered on any of these programs, you must provide documentation – such as a birth certificate, marriage license, or federal tax return – to support the eligibility status of each dependent by April 21, 2015.

If an employee does not provide proper documentation by the deadline, those dependents will lose their coverage and cannot be added to the plan until the employee shows proof of eligibility during the next enrollment period or qualifying life event.

Additional information has been mailed and emailed to each employee who currently has dependent coverage with full details regarding the requirements and how to submit the documentation.

For questions regarding the dependent verification process, please contact the HISD Benefits Service Center at 800-553-3823.

 

Dependent Verification Frequently Asked Questions

Q: Why is this dependent verification being done?

A: At HISD, we are committed to providing affordable health care benefits for all employees and their eligible dependents. One way to ensure we effectively spend our benefits dollars and provide an equal level of benefit to all employees is to verify that we are only paying the expenses of eligible dependents as specified in our healthcare plans.

 Q: Who will be conducting the verification?

A: HISD has partnered with Automatic Data Processing, Inc. (ADP) to conduct the dependent eligibility verification process.

Q: Who will be included in the verification?

A: All active employees with dependents enrolled in a medical, dental and/or vision plan will be required to provide supporting documents to substantiate dependent eligibility.

Q: How do I know if my dependents are eligible?

A: The definition of eligible dependents is:

Your legal spouse, as determined by the laws of the State of Texas

• Your dependent children

Eligible dependent children under 26 years of age include:

• Your biological children
• Your stepchildren
• Your legally adopted children
• Your foster children, including any children placed with you for adoption
• Your child who qualifies as your dependent under the terms of a qualified medical child support order (QMSCO)

Your child (age 26 or older) who otherwise meets the requirements above may be eligible for dependent coverage, provided the child is either mentally or physically incapacitated to such an extent as to be dependent on you on a regular basis as determined by Aetna, and meets other requirements as determined by Aetna. The employee (and the dependent’s attending physician) must complete a Request for Continuation of Coverage for Handicapped Child form and Attending Physician’s Statement to provide satisfactory proof of the disability and dependency. Forms are available by contacting HISD Benefits Office. The forms must be submitted no later than 31 days after the date the child turns 26. To avoid any gap in coverage, the forms must be submitted and approved prior the end of the month the child turns 26.

Eligible dependent grandchildren under the age of 25 may be covered if you claimed the grandchild as a tax dependent on your Federal Income Tax return in the first year you covered him or her and have covered him or her ever since.

Q: What types of documentation do I need to provide to satisfy the verification requirements?

A: There are multiple forms of documentation that will be accepted for your dependents.

List of Acceptable Documents

Spouse:

• Current Federal Tax Return with Dependent Listed
• Declaration of Informal Marriage
• Marriage License/Certificate

Child* (as may be applicable):

• Adoption Certificate
• Adoption Placement Agreement
• Birth Certificate with Parent’s Name Listed
• Current Federal Tax Return with Dependent Listed
• Documentation of Legal Custody
• Documentation of Legal Guardianship
• Hospital Birth Record (within 90 Days of Birth)
• Qualified Medical Child Support Order

*Please Note: If the dependent is a stepchild, you must also provide a copy of a marriage certificate or current tax return to substantiate the child’s relationship to the employee or spouse.

Important Tips When Submitting Documents

• Do not send original documents because they will not be returned.
• Birth certificate must list the parent(s) name.
• Only send the first page of your most current Federal Tax Return that shows your dependents (you are encouraged to remove or block out all financial information on the return)
• Marriage Licenses or Certificates must be the final document that includes the date of the marriage.

Q: What do I need to do at this time?

A: You should refer to your letter and collect the documents that you are required to provide for the verification to be approved. They should be submitted as soon as you have the available documents, but no later than April 6, 2015.

All you need to do is complete these three simple steps:

1. Review the enclosed cover sheet and confirm that each dependent is eligible for coverage.

2. Obtain the required documentation for each dependent listed on the cover sheet.

3. Upload, fax or mail the completed cover sheet, along with the required documentation, by April 6, 2015.

 

SECURE UPLOAD: https://www.adpdvs.com
Registration Code: n3wTqDDQ

Note: To upload scanned images of your documentation, please log onto https://www.adpdvs.com. If this is your first time using the site, you will need the registration code listed above, along with additional requirements that will be listed on the website. Click on the First Time Registration link and follow the instructions on your screen.

The website allows you to view the required documents, view a copy of this letter, submit documents and check the status of your audit.

SECURE FAX: ADP Dependent Verification Services 866-400-1686

MAIL:

ADP Dependent Verification Services
ADP-DVS
PO Box 2338
Alpharetta, GA 30023-2338

Note: Do not mail original documents; they will not be returned.

ADP is committed to protecting employee privacy and can assure you that all documentation will be treated confidentially. You will receive a confirmation letter from ADP Dependent Verification Services after your documentation has been processed.

If you have questions or need additional information regarding the necessary documentation, call:

Dependent Verification Service Center

800-553-3823

Representatives are available 7 a.m. – 7 p.m. CST, Monday-Friday (except holidays) to assist you.

In some situations, you may need to contact a state or local agency. You can access http://www.cdc.gov/nchs/w2w.htm for information on where to obtain the necessary documents.

Q: Can I bring my documents to HR instead of sending them to ADP?

A: No. HISD’s Human Resources department will not accept your documents; you must provide your documents to ADP. ADP will send you a letter and email directly that will provide the submission instructions.

Q: How will I know if my dependents pass the verification?

A: Once your documentation has been processed, you will receive a letter and email informing you that your dependents have been approved. However, if the documentation provided was insufficient, you will be notified by letter and email what information is still required.

Q: Will my private information be protected?

A: Yes. The information that is needed for the dependent verification is your name, address and dependent information. You can remove or black out any information that pertains to your Social Security Number, account information, account numbers and financial information.

Q: How can I provide my documentation?

A: The letter and email sent from ADP outlines three options for providing your documentation.

You can scan it and upload it to a secure website, fax your documentation, or mail it to the Dependent Verification Services mail box.

Q: What will happen if I don’t respond to the verification letter?

A: Any dependent not verified by document submission by the verification deadline date will be removed from all HISD Benefits effective May 1, 2015. Any necessary rate change due to the removal of the dependents will be reflected in your paycheck starting in May.

 Q: Who should I contact for more information?

A: ADP’s Dependent Verification Service Center will be available to you during the verification process to answer any questions that you have. You can contact the Service Center by calling 800-553-3823 and representatives are available 7 a.m.-7 p.m. CST, Monday-Friday (except holidays) to assist you.