Changing Insurance for Life Events

Within 31 days of the birth or adoption of your child, you may make these changes to your benefits:

• Add your child to your medical, dental, or vision plan with coverage effective on the date of birth/adoption.
• Enroll in a flexible spending account effective with the first full pay period following the date of birth/adoption.
• Apply for child life insurance in the amount of $5,000 or $10,000 without medical evidence of insurability. You may also elect accidental death and dismemberment (AD&D) coverage.
• Change the beneficiary designation for your retirement plan and life insurance plan because of your change in family status. Beneficiary changes can be made at any time.

If you plan to be away from work, you may want to consider these things as you prepare:

• You can structure your leave using accrued paid time off, extended sick leave, and leave allowed under the Family and Medical Leave Act (FMLA).
• Complete the appropriate leave forms for your department and FMLA.
• Determine how your benefits will be affected by your leave.
• Contact Human Resources for assistance in planning your leave and understanding subsequent changes in your benefits.

• Review your W-4 Tax Information to update your number of federal and state withholding allowances.
• Calculate your net (take-home) pay, based on changes to your W-4 allowances using a paycheck calculator from Paycheck City or the Paycheck Modeler in Employee Self-Service.

Your dependent children remain eligible for coverage on your insurance plans through the end of the month in which they turn age 26. Human Resources will automatically end your adult child's coverage at midnight on the last day of the month in which they turn age 26.

If an adult child acquires other medical insurance before they turn age 26, it is considered a qualifying event by the IRS and the employee may choose to end their OU plan coverage of the child. To do this, the employee must submit the Benefits Change Form (see below) to Human Resources within 31 days of when the child's other coverage begins. If this 31-day qualifying event window is missed, federal law requires the employee to keep coverage through the current plan year and the child's coverage can be dropped during the next open enrollment period.

Your child remains eligible for coverage if incapable of self-sustaining employment because of developmental disability, mental illness, mental disorder, or physical disability, and is chiefly dependent upon you for support and maintenance. If your child is 26 years or older at the time of your initial application for coverage, you must provide proof that your child meets these requirements within 31 days. Your child will then remain eligible for coverage as long as they continue to meet these conditions.

One coverage option for your child is under COBRA  continuation provisions. Dependent children who were canceled from their parents' plan can continue coverage for up to 36 months by paying the full cost.

To request COBRA instructions and application, notify Human Resources within 31 days from the date your child loses eligibility. Even though you have 60 days to make the COBRA election, it is recommended that you elect COBRA continuation coverage early to avoid a disruption in your child's coverage.

• Add your spouse to your medical, dental, or vision plan with coverage effective on the first of the month following the date of your marriage.
• Enroll in a flexible spending account or change the amount in your current account effective on the first of the month following the date of your marriage.
• Add spouse life insurance and accidental death and dismemberment (AD&D) coverage.

• Update your address in Employee Self-Service.
• Change your name by contacting employee records.
• Update your emergency contact information.
• Review your W-4 Tax Information to update your number of federal and state withholding allowances.
• Calculate your net (take-home) pay, based on changes to your W-4 allowances using a paycheck calculator from Paycheck City or the Paycheck Modeler in Employee Self-Service.

When you become legally separated or divorced, your ex-spouse's eligibility to be continued as a dependent under your OU insurance changes as described below.

Medical, Dental, & Vision Insurance

Cancel Coverage: Cancel medical, dental, and vision coverage for your ex-spouse within 31 days by completing the Benefits Change forms below. If you do not submit the Benefits Change form within 31 days of your divorce or legal separation, the spouse coverage premium rate will continue to be deducted from your paycheck; even though your ex-spouse will no longer be covered. 

Coverage Ends: Medical, dental, and vision coverage end on the last day of the month that includes the end date of the pay period in which the separation becomes legal or your divorce is final.

If You Want to Keep Child Coverage: When you cancel ex-spouse coverage, coverage for your children will remain unchanged. 

Life Insurance and AD&D

When you are divorced, spouse life insurance and accidental death and dismemberment (AD&D) coverage cannot be continued on your ex-spouse, nor can they continue the coverage under COBRA. You will need to cancel these policies within 31 days by completing the Benefits Change forms below.

Divorce is considered a significant change in family status by the IRS and qualifies for a change in a healthcare or dependent daycare flexible spending account. You must make your election change no later than 31 days after the date of your divorce or legal separation using the Benefits Change forms below.

COBRA Continuation Coverage

Your ex-spouse may continue group medical and dental coverage under state and federal continuation provisions, commonly referred to as COBRA. Generally, group coverage may be continued until your ex-spouse is covered under another group insurance for a maximum of 36 months.

To request COBRA instructions and an application, notify Human Resources as soon as possible. Even though your ex-spouse have 60 days to make the COBRA election, it is recommended that they elect COBRA continuation coverage early to avoid a disruption in their coverage.

• Update your address in Employee Self-Service.
• Change your name by contacting HR Records.
• Update your emergency contact information.
• Update your name and address with your retirement company.
• Review your W-4 Tax Information to update your number of federal and state withholding allowances.
• Calculate your net (take-home) pay, based on changes to your W-4 allowances using a paycheck calculator from Paycheck City or the Paycheck Modeler in Employee Self-Service.

Loss of Coverage

If you, your spouse, or your dependent loses other insurance coverage, you may add OU insurance coverage within 31 days of the date of the coverage loss by completing the Benefits Change forms below. Coverage is effective the first of the month following the date of coverage loss. 

Gain of Coverage

If you, your spouse, or your dependent gains other insurance coverage, you may cancel OU coverage within 31 days of the date of the coverage gain by completing the Benefits Change forms below. If you fail to cancel OU coverage, the medical insurance premium amount will continue to be deducted from your paycheck and the OU coverage will continue.

Your spouse's gain or loss of other insurance coverage is considered a significant change in status by the IRS and qualifies for a change in a healthcare or dependent daycare flexible spending account. You must make your election change no later than 31 days after the date of your spouse's gain or loss of coverage using the Benefits Change forms below.

• Update your address in Employee Self-Service.
• Change your name by contacting HR Records.
• Update your emergency contact information.
• Update your name and address with your retirement company.
• Review your W-4 Tax Information to update your number of federal and state withholding allowances.
• Calculate your net (take-home) pay, based on changes to your W-4 allowances using a paycheck calculator from Paycheck City or the Paycheck Modeler in Employee Self-Service.

You will need to cancel insurance coverage for your dependent within 31 days of their death. If you do not cancel coverage within 31 days, the premium amount will continue to be deducted from your paycheck. To cancel coverage, complete the Benefits Change forms below.

The death of a dependent is considered a significant change in family status by the IRS and qualifies for a change in a healthcare or dependent daycare flexible spending account. You must make your election change no later than 31 days after the date of the death using the Benefits Change forms below.

• Update your address in Employee Self-Service.
• Change your name by contacting HR Records.
• Update your emergency contact information.
• Update your name and address with your retirement company.
• Review your W-4 Tax Information to update your number of federal and state withholding allowances.
• Calculate your net (take-home) pay, based on changes to your W-4 allowances using a paycheck calculator from Paycheck City or the Paycheck Modeler in Employee Self-Service.