HCPS Special Announcement
October 30, 2023
Upcoming Dependent Eligibility Verification Audit Notification
Beginning November 15, the HCPS Benefits Office, in partnership with Alight Solutions, will conduct a mandatory Dependent Eligibility Verification Audit.
Employees who cover a spouse and/or child(ren) on their medical and/or dental plans through HCPS will be required to verify continued eligibility for those dependents on their healthcare plan. This audit is designed to help HCPS ensure the accuracy and integrity of its employee benefits programs.
What is a Dependent Eligibility Audit, you might ask?
It is a comprehensive review of the eligibility of dependents enrolled in our benefit plans. This audit will help HCPS ensure that our benefits are utilized only by those who meet the necessary criteria, safeguarding the resources available to our entire HCPS community. Eligible dependents are defined as:
- Legal spouse,
- Children up to age 26, including your natural child(ren), stepchild(ren), legally adopted child(ren), and legal wards,
- Children of any age, not employed full-time, principally dependent on you for support, and certified as medically disabled,
- Children who become eligible for medical coverage under the terms of a Qualified Medical Child Support Order (QMCSO).
Ineligible dependents are a former spouse, legally divorced spouse, or individuals who are not your child(ren) or for whom you are not the legal guardian.
Why is it important to you?
We believe it is crucial to maintain the sustainability and fairness of our benefit offerings. By conducting the Dependent Eligibility Audit, we strive to safeguard the long-term viability of our benefits, protecting the interests of all our employees. Moreover, it helps prevent inadvertent misuse of resources, ensuring that our benefits genuinely support you and your eligible dependents. The audit will impact any employee who currently carries a dependent on their healthcare plan.
Here is what you need to know about the Dependent Eligibility Audit:
- Audit Period: The audit will begin on November 15, 2023, and conclude on January 15, 2024. Please note that during this period, any changes to dependent information may require additional documentation for verification.
- What You Need to Do: ALL current employees carrying dependent(s) on HCPS benefits are required to comply with this audit. Even if you have previously verified your dependent(s)' eligibility, you will be required to verify their eligibility again for continued coverage. You will be asked to provide a copy of your marriage certificate, prior year (2022) federal tax return with your financial information blacked out reflecting the employee-spouse relationship, child's birth certificate, court order documents, or other documentation that will verify your dependents meet HCPS' dependent eligibility requirements.
- Verification Process: You will receive mailings to your home address on file from Alight Solutions detailing the documents you must provide for each of your listed dependents. Alight will provide instructions as part of this mailing on how to complete the verification process and where and how to submit your documents. Alight will work with you to guide you through the steps to confirm your dependents' eligibility. Please keep an eye on your mail for this important letter. If you do not have dependents listed on your healthcare plan, you will not receive a letter.
- Documentation: The verification process may require you to provide supporting documentation to validate your dependents' eligibility. Rest assured, any information provided will be handled with the utmost confidentiality and in compliance with applicable data protection regulations.
- Deadline: To ensure a smooth and timely verification process, please complete the necessary steps by January 15, 2024. Those with dependents on their healthcare plans must respond to the data requests by the deadline to avoid any disruption in your dependent's eligibility for your benefits programs.
- What Happens if My Dependent(s) is Ineligible: Dependents for whom there is no response or are deemed ineligible will be removed from the healthcare plan at the conclusion of the audit. An appeal period will be available if you fail to respond by the deadline or feel your dependent(s) was removed in error.
- Questions and Assistance: Beginning November 15, questions about documentation and submissions may be directed to the Alight Solutions' Dependent Verification Center at 1-800-725-5810. The Verification Request letter mailed to your home address will include the contact information for the Dependent Verification Center, including the address to their secure website.
The HCPS Benefits Office would like to thank you for your cooperation and understanding of this important initiative. By working together, we can ensure that our employee benefit programs remain strong, relevant, and accessible to all who qualify. Immediate and preliminary questions can be emailed to benefits@hcps.org.
Benefits Office
Elizabeth Miller
Supervisor of Benefits
Email: benefits@hcps.org
Location: 102 South Hickory Avenue, Bel Air, MD, USA
Phone: 410-588-5275