BN - Age 26 Dependent COBRA Continuation Notification Process

GENERAL DESCRIPTION:

This document outlines the Age 26 Adult Child COBRA Notification process for State Group Health, dental and vision benefits continuation. This process has been centralized with the administrative functions being completed by the UWSC. This document focuses on the responsibilities of the institutions.

PROCESS CONSIDERATIONS:
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ACTIONS REQUIRED BY INSTITUTIONS

1. Review the 90 day and 30 letters and the COBRA notices for accuracy and file them in the employee’s benefit folder. Follow your campus' Record Retention policy.

  • If an error is found, please contact your Affinity Group to start a ticket. The USC Benefits Team will be responsible for creating an amended COBRA Notice and providing a copy to institution.
  • File a copy of the amended COBRA Notice in the employee benefit folder and maintain per your institutions Record Retention policy.

2. If the employee contacts the institution with a corrected birthdate, the Benefit Administrator must obtain a birth certificate from the employee.

  • Fax a copy of the birth certificate to the UW Service Center Benefits Team.  The UWSC will update the birthdate with the vendors.

3. If the employee contacts the institution asking about having their adult child approved as either:

  • A full-time student called to Federal Active Duty while under the age of 27 and while attending, on a full-time basis, an institution of higher education. The adult child must apply to an institution of higher education as a full-time student within 12 months from the date the adult child fulfilled his or her active duty obligation.  (Please contact the UW Service Center Benefits Team for required documentation.)
4.  The UWSC does not make any updates to the employee’s life insurance.  The employee is responsible to let the institution know they have an adult child that is no longer eligible for the life coverage under either State Group Life, Individual & Family Group Life or AD&D Life.  
  • If the coverage level is changing do to the removal of the adult child and the employee submits an application, the institution is responsible for creating the ADM in HRS and changing the coverage level. The institution is responsible for sending the Conversion form to the employee. The COBRA Notice process will not include these.
5. Conversion Forms for institutions are available to complete.
  • State Group Life provides Spouse/Dependent (S/D) coverage and requires the employer to provide a Conversion form when the coverage terminates.
    • Since HRS does not keep track of dependents on the life enrollment screen in HRS, UWSC will not know to send a conversion form unless the employee informs us to.  
    • The employee only submits an application to cancel S/D coverage if the adult child is the last dependent and they no longer need the S/D coverage at all. 
  • AD&D provides family coverage and requires the employer to provide a Conversion form when the coverage terminates. 
    • Since HRS does not keep track of dependents on the Life enrollment screen in HRS, UWSC will not know to send a conversion form unless the employee informs us to. 
    • The employee only submits an application to change the coverage level to Employee Only Coverage if the adult child is the last dependent and they no longer need the Family Plan.
  • Individual & Family Group Life provides child(ren) coverage and requires the employer to provide a Conversion form when the coverage terminates.
    • An eligible dependent child is 15 days or older and will remain so until the last day of the calendar year in which they attain the age of 25. 
    • Since we do not keep track of dependents on the Life enrollment screen in HRS, we will not know to send a conversion form unless the employee informs us to.  
    • The employee only submits an application to cancel the child(ren) coverage if the adult child is the last child dependent and they no longer need the child(ren) coverage at all. 
      • Since this coverage only goes through age 25, if the employee did not notify you the year before, you are no longer required to send the Conversion form.


ADDITIONAL RESOURCES

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