Process Considerations:
a. Name of the deceased employee
b. Date of Death
c. Last 4 digits of the Social Security Number to identify the deceased employee, if possible.
d. Name and contact information of the primary contact person for the deceased employee including relationship, telephone number, address, and email address.2. Send the First Contact Letter to the primary contact person.
1. Upon notification of the death of a dependent, gather the following information:
a. Name of the employee and EMPLID
b. Name of the deceased dependent
c. Date of Birth of the deceased dependent
d. Date of Death of the deceased dependent
e. Verify the contact information of the employee
2. Send the First Contact Letter to the Employee
3. Review employee benefit enrollments and levels of coverage (Reference: Review Benefit Enrollments in HRS)
Note: Coverage for the deceased dependent for all benefit plans ends on the date of death. Deductions are continued until the employee takes action to remove the deceased dependent form the plan.
4. Navigate to Benefits > Employee/Dependent Information > Update Dependent/Beneficiary.
5. Locate the dependent's profile screen.
6.
Add a row to the Personal History section of the Personal Profile Tab.
Use an "Effective Date" equal to the first of the month following the
date of death or the first of the month following when you were notified
of the death if later. If there are multiple effective dates for the
change in coverage, use the latest date for the dependent screen.
7. Enter the date of death in the "Date of Death" field.
8.
Change the relationship of the dependent as follows: Spouse →
Ex-Spouse or Child/Stepchild → Adult Child. Change Beneficiary Type to
"None."
Note: Changing the status of a Child/Stepchild to Adult Child will ensure that the dependent will not be enrolled into insurance plans in the future since there is not an Ex-Dependent option.
9. Click Save
10. If the death of a dependent is a spouse: Navigate to Benefits > Employee/Dependent Information > Benefits Personal Data.
11. Add a row under the Marital Status section and change the value to "Widowed" with an Effective Date equal to the date of death.
12. Click Save. BENEFIT PLAN | COMMENTS | DATE OF ADM EVENT |
State Group Health | The employee must complete an application to report the deceased dependent. If no change in coverage level the removal of the dependent should be effective back to the first of the month following the death. Employee may keep family coverage if eligible dependents remain on plan. Stepchildren may remain covered at the discretion of the employee. | ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 6 months back. i.e. application processed 5/15/18, ADM date would be 11/1/2017. The employee is responsible for paying family premiums associated with the delay in processing. The Institution will pay the employer share of the premium. |
All Dental Plans | The employee must complete an application to report the deceased dependent. If no change in coverage level, the removal of the dependent should be effective back to the first of the month following the death. Employee may keep family \ Employee & Spouse \ Employee & Children coverage if eligible dependents remain on plan. (Preventive Dental has only Single and Family coverage). | ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 3 months back. i.e. application processed 5/15/18, ADM date would be 2/1/2018. The employee is responsible for paying premiums associated with the delay in processing. |
Vision Insurance Plan | The employee must complete an application to report the deceased dependent. If no change in coverage level the removal of the dependent should be effective back to the first of the month following the death | ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 3 months back. i.e. application processed 5/15/18, ADM date would be 2/1/2018. The employee is responsible for paying premiums associated with the delay in processing. |
State Group Life | Employee only needs to complete an application if they have no other eligible dependents to cover and they are cancelling the Spouse/Dependent coverage. | If terminating Spouse/Dependent coverage and the application is received timely, ADM is first of the month on or following the date of death. If the application is not timely, and death is prior to the first of the preceding calendar year, use the first of that preceding year. i.e. application processed 5/15/2018, date of death was 11/2/2015. ADM is dated 1/1/2017. If the application is not timely, and death occurred within the calendar year, ADM is equal to January 1st of the current year. The employee is responsible for paying premiums associated with the delay in processing. Remind employee to review beneficiary designations. |
Individual & Family Life | Employee must complete an application for the death of a spouse. If the death is of a dependent child, an application is only needed if this is the only child being covered. | If the application is timely, the ADM Event is first of the month on or following the date of death. If the death is more than 12 months prior to the first of the preceding calendar year, the ADM Event is first of the preceding year. i.e. application processed 5/15/2018, death was 11/2/2015 ADM is dated 12/1/2016. The employee is responsible for paying premiums associated with the delay in processing. Remind employee to review beneficiary designations. |
Securian Accident Insurance | Employee must complete an application if coverage level is change. Employee may keep family \ Employee & Spouse \ Employee & Children coverage if eligible dependents remain on plan. | ADM date is first of the month on or following date of death provided notice is given timely. If notice is not timely, use first of the month 3 months back. i.e. application processed 5/15/18, ADM date would be 2/1/2018. The employee is responsible for paying premiums associated with the delay in processing. Remind employee to review beneficiary designation. |
Accidental Death & Dismemberment | Employee must complete an application to change to a single plan if the dependent is the last eligible dependent. | The ADM Event is first of the month on or after the date of death regardless of whether it was reported timely. Premiums will be refunded to the employee. Remind employee to review beneficiary designations. |
Flexible Spending Accounts | Employee must complete and submit a Change of Election Form within 30 days of the death to change elections for thecurrent year. Employee may decrease or cease election amounts due to the loss of a dependent. Employee may not increase elections. | ADM Event is dated first of the month on or after the date of death. |
Health Savings Account | Employee may add/change/cancel election at any time during a calendar year. Employee may claim the deceased dependent's medical claims. Employee should be reminded to update beneficiaries if needed | FSA or ADM Event is dated first day of the payroll when the change becomes effective. |
Related KBs: