Qualified life events
What is a qualified life event?
There may be times when an employee experiences a change in their family or work status that allows certain benefits to be changed outside the annual benefits open enrollment period. These changes are called qualified life events — or QLEs — under the IRS Code Section 125 Cafeteria Plans and HIPAA Special Enrollment Rights.
Benefits-eligible employees can change their benefit elections within 30 days of a QLE. After the 30 days, you can only make changes during the annual benefits open enrollment period unless another QLE occurs. Any change in benefit elections must be consistent with the QLE.
Internal transfers are not QLEs. Benefits-eligible faculty and staff who transfer to another benefit-eligible position cannot make changes to health, life and disability benefits.
Go to the Benefits and Pay app in Workday to view or change coverage. You must upload all supporting documentation to your qualified life event task before submitting your elections. Review the table below for examples of QLEs and accepted supporting documents.
Common QLEs and required documentation
| Qualified life event | Event Date | Required supporting documentation | Effective date of coverage |
|---|---|---|---|
| Marriage | Date of marriage | Marriage certificate | First day of the pay period following the event or completed enrollment, whichever is later. |
| Divorce, annulment, legal separation | Date document is filed with the court | Annulment, divorce, legal separation. The date specified is required on the document; otherwise, date document signed by the judge. | Event date No premium refunds will be made for written notifications received more than 30 calendar days after the QLE effective date. |
| Death employee, dependent | Date of death | Death certificate | No longer covered the day after death. If the employee has covered dependents, their coverage ends on the last day of the pay period in which the employee passed. |
| Birth of dependent child | Date of birth | Birth certificate | Day of birth. |
| Adoption, placement for adoption | Date of placement or adoption | Signed, dated legal document. | Date of placement of adoption or adoption date. |
| Employee loses insurance coverage elsewhere | Last day of previous coverage | Official documentation verifying loss of coverage; must include employee name, the last date of coverage, coverage elections. | First day of the pay period following the event or completed enrollment, whichever is later. |
| Employee gains insurance coverage elsewhere | First day of new coverage | Official documentation verifying alternate coverage; must include employee name, the effective date of coverage, coverage elections | First day of the pay period following the event or completed enrollment, whichever is later. |
| Dependent loses insurance coverage elsewhere | Last day of previous coverage | Official documentation verifying loss of coverage; must include dependent name, the last date of coverage, coverage elections. | First day of the pay period following the event or completed enrollment, whichever is later. |
| Dependent gains insurance coverage elsewhere | First day of new coverage | Official documentation verifying alternate coverage; must include dependent name, the effective date of coverage, coverage elections | First day of the pay period following the event or completed enrollment, whichever is later. |
Proof of relationship documentation:
- Child: Provide a birth certificate or court order.
- Disabled dependent child: Letter of approval from your chosen healthcare provider.
- Spouse: Marriage certificate.
- Stepchild: Birth certificate and marriage certificate.
- Social Security number is required for all covered dependents. You must submit substantiating documentation if your dependent is ineligible for an SSN due to their visa status.
General Information
Phone: toll-free 1-855-278-5081 or 480-727-9900
Contact HR support online to submit an inquiry or check on your issue at any time.