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Adding or removing Dependents

Adding or removing Dependents

  • You must notifiy the Human Resources department if you have a new dependent child, new spouse or domestic partner in order for that dependent to receive benefits.
  • If your dependent child no longer meets the requirements for receiving benefits (turns 26 years old), you must notify the Human Resources to remove them from coverage. 
Adding a dependent

Step 1 - Enroll in medical/dental/vision coverage

You have 60 days after a child is acquired through birth or adoption to enroll the child in City sponsored medical/dental/vision coverage.  Coverage is effective on date of birth. 

You have 30 days after you acquire a child through marriage, formation of a domestic partnership, adoption, or legal guardianship to add the child to the City sponsored health plans.  Coverage is effective the 1st month after Human Resources received the enrollment form.

You have 30 days after the marriage date or the date you formed your domestic partnership to enroll your new spouse or domestic partner in City-sponsored medical, dental and vision coverage.  Coverage begins the month following receipt of your Benefits Enrollment Form and Affidavit of Marriage/Domestic Partnership Form.   

If you miss the deadline, you can enroll your new dependent(s) at the next open enrollment period (usually held in the fall). To enroll your new dependent(s), you must complete SHA Benefits Change Form and submit it to the Human Resources Department. 

Step 2 - Review your other insurance needs

Think about updating your coverage in the following benefits: 

  • Add supplemental life insurance coverage for the child if you are currently enrolled in supplemental life insurance
  • Add family AD&D coverage if you currently have individual coverage.

At the next open enrollment, you can:

  • Purchase Basic Group Term Life insurance.
  • Purchase Supplemental Group Term Life insurance.
  • Purchase Accidental Death and Dismemberment insurance.
  • Enroll in Supplemental Long Term Disability (LTD) coverage. If you enroll after you first become eligible, any LTD benefits will be subject to a 24- month pre-existing condition limitation.

Step 3 - Enroll in Flexible Spending Account Programs

Within 30 days of the acquisition of the new dependent, you can:

  • Sign up for a Health Care and/or Day Care flexible spending accounts.
  • Increase the amount of your current Health Care and/or Dependent Care FSA account (maximum $2,750 for Health Care and maximum $5,000 for Day Care). 

Step 4 - Consider taking time off

You may want to take advantage of one or more of SHA sponsored leave programs to help you when you add a dependent. Contact Human Resources to find out your options.

Step 5 - Update your beneficiary information

This may include: life insurance, AD&D insurance, HAIG life insurance, SHA beneficiary, Retirement, and the Deferred Compensation Plan. Remember to consider the beneficiary elections for any other personal life insurance plans you may have. Send updated personal information to the Human Resources Department.

Step 6 - Change personal and tax withholding information

You may need to change the amount of taxes withheld from your paycheck by submitting a new W-4 form to Human Resources Department.

Your dependent child becomes ineligible

If your son or daughter no longer meets the age requirements for medical/dental/vision coverage (by turning 26 years old) notify the Human Resources Department as soon as possible. Coverage may continue for a handicapped/incapacitated child if the child becomes disabled prior to the limiting age, provided that proof of fully handicapped/incapacitated status has been documented by a physician.

Step 1 - Change medical/dental/vision coverage

Dependents who lose coverage may elect to continue health care coverage through COBRA. A COBRA packet will be sent prior to coverage ending.  To elect COBRA, you must notify the Human Resources Department and your son or daughter must submit the COBRA enrollment form within 60 days of receiving the packet.  You must complete a SHA Remove Dependents Form to drop a dependent. Coverage will cease at the end of the month in which the dependent reaches the age limit.

Step 2 - Make other changes to your benefits coverage

You may also cancel any optional coverage such as life insurance, supplemental life insurance, AD&D or Supplemental Long-Term Disability. Dependents are eligible for supplemental GTL up to age 25 (through age 24) for Accidental Death and Dismemberment.

Step 3 - Change personal and tax withholding information

You may need to change the amount of taxes withheld from your paycheck by submitting a new W-4 statement to the Human Resources Department.

Getting divorced, separated or dissolving a domestic partnership

Step 1 - Change medical/dental/vision coverage

You can remove a domestic partner from SHA benefits on the date you file a Termination of Domestic Partnership Form and SHA Benefits Election Form. Their coverage will end the last day of the month in which you file the form. If you obtain a legal separation, benefits end whether or not you divorce. If you divorce and did not first file for legal separation, you must continue to pay premiums for your spouse until the divorce is final. Their coverage will end the last day of the month in which the legal separation was recorded or the divorce was final. You will have 30 days after the date a legal separation is recorded, or the divorce is final, to notify the Human Resources Department to discontinue premium payments. If you do not notify Human Resources of the termination of domestic partnership, legal separation or divorce within the 30 days, you will have to continue paying premiums until the next open enrollment.

Note: If you or your spouse moves out when divorce papers are filed, you are not "legally separated." A legal separation is an action that requires paperwork (different from divorce papers) be filed with the court. A spouse or domestic partner who loses coverage may elect to continue health care coverage through Consolidated Omnibus Budget Reconciliation Act (COBRA). To elect COBRA, he or she must:

Complete and submit an application within 60 days of the qualifying event

Make the first premium payment within 45 days of electing coverage

To drop medical or dental coverage for your former spouse or domestic partner you must complete and submit:

SHA Benefits Election Form and

A Statement of Termination of Marriage/Domestic Partnership Form

Step 2 - Make other changes to your benefits

You may also cancel any optional coverage such as life insurance, supplemental life insurance, AD&D, Supplemental Long-Term disability or Long Term Care (LTC) at any time. Coverage will cease at the end of the month in which your divorce or your domestic partnership dissolves. Please note that if your spouse also has LTC through SHA, they would be eligible to continue LTC on their own by completing Portability form. Provide updated personal information to the Human Resources Department.

Step 3 - Update your beneficiary information

This may include: life insurance, AD&D insurance, HAIG life insurance, SHA beneficiary, Retirement, and the Deferred Compensation Plan. Remember to check the beneficiary elections for any other personal life insurance plans you may have. Send updated personal information to the Human Resources Department.

Step 4 - Change tax withholding information

You may need to change the amount of taxes withheld from your paycheck by submitting a new W-4 statement to Human Resources Department for processing.

Step 5 – Emergency Contact

You may also want to update your emergency contact information by submitting Personal Change form to Human Resources.