BN - Adult Child Disability Process

This document outlines the process for requesting the review of the disabled status for an adult child by the health provider. If disability status is approved, the adult dependent may be added to the employee’s state group health, dental and/or vision benefit plans.

Procedure At-A-Glance
Category: Adult Child Eligibility through Disability
Audience: Institutional Benefit Administrators
Overarching Process: Adult Child Eligibility
Navigation: Benefits > Employee/Dependent Information > Update Dependents/Beneficiary > & Benefits > Enroll In Benefits > Health Benefits
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General Description

Overview of the Adult Child Disability Process providing an understanding of the entire process.

Once an employee’s adult child is no longer considered their dependent for benefit purposes, the child is removed from the employee’s health, dental and vision benefit plans at the end of the month they turn age 26.

The employee may request review of the disabled status by the health provider to determine if the adult child qualifies as having a disability of long standing duration, are unmarried, dependent on the employee or the other parent for at least 50% of support and maintenance and are incapable of self-support.

The application must be submitted within 30 days of the approval.  Preferred process will have the employee submitting the application(s) requesting the adult child to be reinstated based on disability approval.  The submission of the applications will start the disability approval process with the health provider. Upon receipt of approval from the health provider, the applications will be entered into HRS.

If the employee worked directly with the health provider and received approval before submitting the application, simply have the employee provide you a copy of the approval letter from the health provider with the applications and enter in HRS based on the effective date of the approval.

Per Chapter 5 of the State Agency Health Insurance Administration Manual, the disabled dependent’s (child age 26 or older) coverage is effective the date the health plan approves the dependent’s disabled status. The employee submits an application which ETF forwards to the health plan to have them complete their disability review process. When the health plan has reviewed the adult child’s disability status, ETF will update the coverage accordingly. Documentation to support the disability is required as outlined in the Group Health Insurance Application/Change Form.

Process Inputs

  • Health application
  • Empl ID or
  • Employee First and Last Name (not the preferred method)
  • Adult Child’s Name

Process Outputs

  • The child will be added back to the employee’s insurances

Process Considerations

  • Applications are required for all of the insurances the employee is requesting to have the adult child reinstated to.  This includes health, dental and vision.
  • The health provider, once contacted by ETF, will initiate the disability review process by mailing the disability packet to the employee. 
  • The employee is responsible for responding to the health provider and providing all necessary documentation as requested. 
  • The health provider will make the final determination in the disability status.
  • The UWSC will annually audit the Disability status in HRS.

Process Flow

The below link provides a visual workflow for the Adult Child Eligibility through Disability process.


Actions required by institution Benefit Administrator:

  • Employee contacts Benefit Administrator (BA)
  • BA directs employee to complete and submit necessary applications to reinstate the adult child on their plan(s) as disabled.  
    • SGH, VSP, EPIC Benefits + & Dental WI. 
  • BA completes ER portion of application(s) and holds them until receipt of the decision from the health provider.
    • Do not enter coverage into HRS at this point.
  • BA faxes health application to UWSC Benefits Team.

Actions Required by UWSC – Benefits Team:

  • UWSC upon receipt of health application, fax to ETF.
    • ETF will notify plan provider to forward disability packet to employee.
  • Once the dependent has been removed from the MyETF system. (1st day following 26th birthdate) the UWSC will enter the disability application into MyETF.  The transaction will sit in Pending status.
  • Upon receipt of the disability status decision from the health provider, ETF will forward decision to UWSC via email.  
    • If approved, ETF will approve pending transaction in MyETF system.
    • If denied, ETF will deny pending transaction in MyETF system.
  • UWSC forwards the disability status decision to institution.
  • UWSC pulls pending health application, attach the notice, and if approved verifies that the institution makes HRS entries and files.

Actions Required by Institution Benefit Administrator:

  • Upon receipt of the health provider’s disability status decision the BA will:
    • If denied, pull the pending applications, attach notice and file in the Employee Benefit folder.
    • If approved, pull pending applications and process in HRS.
  • The BA updates the HRS Benefits > Employee/Dependent Information > Update Dependents/Beneficiary > Personal Profile tab by changing the field, Relationship to Employee to “Child Tax Dependent”.  Also check the box next to “Disabled” and enter the effective date (this is the approval date by the health provider).
  • The BA updates the HRS Benefits > Enroll In Benefits > Health Benefits enrollment screens by creating an ADM event adding the "child tax dependent" using Enrollment  Code "Add", and Enrollment Reason "Disabled Dependent Over Age 26".
    • Change the coverage level as necessary.
    • Review Retroactive Deductions if created. 

Note: If the employee contacts you with the decision before ETF notifies the UWSC, have the employee provide you a copy of the health provider’s decision letter. Send copy to the UWSC – Benefits Team and start the actions above.

Personal Profile

Plan Type

Related Policies, Job Aids and Forms

Related Policies

Related Job Aids
  • Document 18590 is unavailable at this time.
Note: Each plan has its own dependent eligibility guidelines. Additional information can be found at:
  • If you are unable to access this site, contact your Security Administrator

Related Forms

  • N/A

Keywords:Age 26, adult dependents, adult child, disability, disability approval, adult child eligibility, disability status process for institutional responsibilities   Doc ID:20246
Owner:Samantha Q.Group:Human Resource System (HRS)
Created:2011-09-13 12:08 CDTUpdated:2016-08-08 13:47 CDT
Sites:Human Resource System (HRS)
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