Qualified life events
Section 125 of the Internal Revenue Code and the Arizona Board of Regents Health and Dependent Care Cafeteria Plan defines a qualified life event that allows changes to benefit elections outside of the annual benefits open enrollment period.
Benefits-eligible employees can make changes to their benefit elections during the annual benefits open enrollment period that occurs in October and November each year or within 30 calendar days of a qualified life event.
You must submit your changes in writing within 30 calendar days of the qualified life event. Print, complete and fax a benefits enrollment change form to this secure fax line: 480-993-0007. Do not delay the submission of this form, even if you are waiting to receive the required supporting documentation. Before accessing services, verify the effective date of coverage related to the change by logging in to your My ASU account and view My Employment and Benefits.
Additional required documentation:
- A child with a different last name. Provide a birth certificate or court order.
- Disabled Dependent Child: Social Security Letter of Determination or letter from a physician.
- Social Security number is required for all covered dependents. If your dependent is not eligible for a social security number because of his or her Visa status, you must submit substantiating documentation.
- Spouse with different last name: Marriage certificate.
- Stepchild: Birth certificate and marriage certificate.
Note: Completion of enrollment means submitting a completed benefits enrollment and change form and supporting documentation to the HR Benefits Office within 30 calendar days of hire and eligibility and qualified life event date. After the 30-calendar-day period, elections may be made only during the annual benefits open enrollment period unless a qualified life event occurs.
Any change of election must be consistent with the qualified life event. For example, if an employee marries, the employee may add the new spouse or terminate coverage and become dependent on the spouse's plan. However, the marriage would not allow the employee to change networks within ASU's plan.
Internal transfers
Health, life and disability benefits cannot be changed for benefits-eligible faculty and staff who transfer to another position eligible for benefits. Faculty and staff can change benefits during the open enrollment period or when a qualifying life event has occurred. Mandatory retirement plans may be changed if one of the following statements occur.
- Postdoctoral scholar and change to a faculty or staff position.
- Staff category 01 or 02 and change to a higher category.
- Staff category 02 or higher and change to a category 01.
- See retirement enrollment instructions for more information.
See retirement enrollment instructions for more information.
Common examples of qualified life events
| Qualified life event | Required supporting documentation | Effective date of coverage |
|---|---|---|
| Marriage | Marriage certificate | First day of the pay period following the event or completed enrollment, whichever is later. |
| Divorce, annulment, legal separation | 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 | Death certificate | Day after death |
| Birth of dependent child | Birth certificate | Day of birth |
| Adoption, placement for adoption | Signed, dated legal document. | Date of placement of adoption or adoption date. |
| Employee loses insurance coverage elsewhere | 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 | 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 | 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 | 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. |