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Dependent Re-Verification FAQs for Human Resource Offices

​What is the Dependent Re-verification?

The Dependent Re-verification (DRV) is the process of re-verifying the eligibility of spouses, domestic partners, children, stepchildren, and domestic partner children (family members) enrolled for state health and dental benefits. Government Code section 22843.1 mandates re-verifying the eligibility of these family members for health benefits. Government Code section 22959 authorizes extending this review to family members enrolled for dental benefits. The bargaining unit contracts specify that family member eligibility for dental benefits shall be the same as that prescribed for health benefits.

When will the re-verification occur?

 The eligibility of these family members will be re-verified once every three years. The re-verification period is based on the employee's birth month. The following chart illustrates the schedule:

Year of Re-verification
​Item 2018 2019​ 2020​ 2021​ 2022​ 2023​
Employee Birth Month

​April

July

October

​​February

May

August

November

​March

June

September

December

January

April

July

October

​​February

May

August

November

March

June

September

December

This three-year cycle repeats. Employees enrolling family members within six months of their birth month will re-verify their eligibility at the next cycle. Example: An employee with the August birth month enrolls a spouse in May 2019. The eligibility of this spouse will be re-verified in 2022.

*Employees with the January birth month will initially re-verify their family members in 2021.

How will employees know to re-verify their family members?

Ninety (90) calendar days before the employee's re-verification due date, CalPERS will send a letter to the employee informing them of the re-verification requirement. The letter will provide the re-verification due date, a listing of the family members enrolled in health benefits, and the acceptable re-verification documents. Two additional reminder letters will be sent to employees 60 and 30 days prior to the re-verification due date. Employees are to promptly provide re-verification documents and a completed Dependent Eligibility Verification Checklist (CalHR Form 781) to their HR office.  

Additionally, departmental HR offices are to send a letter to employees informing them of the re-verification requirement of family members enrolled in dental benefits. The letter should include the re-verification due date, a listing of family members enrolled in dental benefits, and the acceptable re-verification documents. Notification to employees in dental benefits should follow the same three-month schedule as the health notices provided by CalPERS  (Refer to CalPERS Circular Letter #600-040-18). Employees are to promptly provide re-verification documents and a completed Dependent Eligibility Verification Checklist (CalHR Form 781) to their HR office. Departmental HR staff may use the notification templates provided in the Dependent Re-Verification Toolkit.

What is the timeframe for HR offices to review the re-verification documents?

Within 30 calendar days of receiving the re-verification documents, HR offices are to review them and determine if they support the continued enrollment of the family members. If they do, HR offices are to key in my|CalPERS that the dependents are re-verified. If the documents do not support the continued enrollment of the family members, HR offices are to inform the employees, in writing, that the documents are deficient and to provide documents that demonstrate a family member relationship. Monitor employee responses and health event changes in the CalPERS "Dependent Verification Health Event Report." If CalPERS removes family members from health benefits, HR offices are to remove the same dependents from dental benefits, if enrolled. 

How can HR offices facilitate an efficient DRV process?

The "Dependent Verification End Date Report" is available in my|CalPERS for HR offices to view the employees whose family members require re-verification in each month. HR offices can inform these employees in advance in writing, to gather the re-verification documents and submit them when notified to re-verify the family members.

Will employees be required to provide original documents?

 No. Employees should provide copies of the documents and write "Not for Official Use" on them.  Original documents should not be submitted.  However, HR staff performing verifications should make copies and return originals, if they are submitted inadvertently.

What re-verification documents are required?

 

What re-verification documents are required?
Dependent Type Required Re-verification Documents

Spouse or Domestic Partner

A copy of the government issued marriage certificate or domestic partnership registration filed with the California Secretary of State or a comparable agency in another jurisdiction listing the family member as the domestic partner. 

AND 

A copy of the first page of the subscriber's federal or state income tax return from the previous tax year listing the subscriber and the spouse or domestic partner.

OR

A combination of other documentation, including but not limited to, a household bill, account statement, or insurance policy listing the name and address of the subscriber and the spouse or domestic partner, or other documents that substantiate a current marriage or domestic partnership. Household bills and account statements older than 60 calendar days are unacceptable.

Natural-born Children

A copy of the birth certificate naming the employee as the parent.

Adopted Children

A​ copy of the adoption certificate naming the employee as the parent.

Stepchildren

A copy of the birth certificate naming the employee's current spouse as the parent.

Domestic Partner Children

A copy of the birth certificate naming the employee's current domestic partner as the parent.

 

Why are two documents required for re-verifying a spouse or domestic partner, instead of just the government issued marriage certificate or the Declaration of Domestic Partnership?

The first document establishes the life event allowing the enrollment of the dependent (i.e., marriage or registering as domestic partners), while the second required document substantiates the relationship is current.

May employees redact sensitive information from the documents I submit?

Yes. Employees are responsible for redacting sensitive information, not necessary for dependent re-verification purposes, from any applicable documents (such as tax returns).

Will employees be reimbursed for the cost of obtaining re-verification documents?

No.  Employees will be responsible for any charges related to obtaining copies of the required documents.

Why are employees required to provide the documents again, when they were provided when the dependents were initially enrolled?

Providing a copy of the documents for the initial DRV cycle will enable a more direct process for the HR offices to re-verify the family members. HR offices are to keep all documents used in the DRV process in the employee OPFs without a purge date. In subsequent re-verifications, employees need not provide birth certificates for natural-born children or adoption certificates for adopted children again. They also need not provide the marriage certificate, domestic partnership registration, and birth certificates for stepchildren or domestic partner children if the marriage or domestic partnership remains current, unless requested by the HR office.

What about the documents that employees provided to HMS Employer Solutions (HMS) during the Dependent Eligibility Verification (DEV) project in 2013 and 2014?

HMS securely destroyed the documents received during the DEV project to protect the privacy of employees and their family members. 

What happens if employees do not provide the required documents during the re-verification cycle?

If employees do not respond or provide the required documents during their re-verification cycle, CalPERS will remove these dependents from health benefits effective the first of the month after the employee's birth month. HR offices are to monitor health benefit deletions by viewing regularly the CalPERS "Dependent Verification Health Event Report," and remove the same dependents from dental benefits, if enrolled.  

How will employees know if their family members are removed from health and/or dental benefits?

CalPERS will inform employees during their birth month in writing if administratively removing their family members from health benefits. CalPERS will include Consolidated Omnibus Budget Reconciliation Act (COBRA) continuation of coverage information with this letter.   

HR offices are to inform employees in writing, within 14 days from their dependent deletion, explaining the same family members are removed from dental benefits and the effective date, if enrolled. Include COBRA information with this letter.

What about family members enrolled in dental benefits only? 

HR offices are to establish a method to track employees with family members enrolled for dental benefits only, and re-verify their eligibility for continued coverage once every three years, following the DRV schedule.

When removing ineligible family members enrolled in dental benefits only, HR offices are to inform employees in writing, indicating the family members to be disenrolled and the effective date; and provide COBRA information to the disenrolled family members within 14 days from their loss of coverage.

Why isn't Premier Vision included in the DRV process?

At this time, CalHR is unable to provide the necessary resources for departments to effectively re-verify family members enrolled in Premier Vision. 

What if HR Offices do not have a current Std. 692 (Dental Enrollment Form) in the Official Personnel File (OPF)?

If the HR office cannot locate a current Std. 692 form in the OPF, they should check with the carrier to verify which dependents are currently enrolled, or instruct the employee to print a copy of their enrolled dependents from their online profile on the carrier website. Once the continued eligibility of these dependents is re-verified through the DRV process, the HR office should have the employee complete a new Std. 692 to be maintained in the OPF moving forward.

What happens if employees provide re-verification documents after the family members are disenrolled from benefits?

If employees provide re-verification documents for disenrolled, eligible dependents after receiving the final CalPERS notice before the re-verification due date, HR offices may rescind the dependent deletion. Employees may incur an accounts receivable for the premium for the month after their birth month.

If employees provide re-verification documents for disenrolled, eligible dependents after the re-verification due date, HR offices re-enroll the family members prospectively for health benefits using the "Add Dependent—Re-enrollment of Verified Dependent" code. This may result in a gap of benefit coverage.

Enrollment Scenarios

If an enrolled child turns 26 during the re-verification period, how should the employee proceed?

If the child's 26th birthdate coincides with the employee's re-verification cycle, CalPERS will administratively remove the child from health benefits upon the child turning age 26. The employee should inform the HR office to remove the child from dental benefits, if enrolled.

During an employee's re-verification cycle, one of the dependents obtained non-state sponsored health coverage.  Can the employee remove the dependent from the state health plan?

Employees should contact their HR office immediately if they wish to remove a dependent due to a "permissive qualifying event" (e.g., family member obtains non-state sponsored health benefits, family member enters military, custody change for child under age 18, or child reaches age 18). The dependent should be removed due to a qualifying permissive event rather than ineligibility found during the re-verification process.

How should the employee respond if during the re-verification cycle, the employee receives a notice from CalPERS to recertify a parent-child relationship (PCR) dependent or a disabled child age 26 and over?

The DRV is separate from the process to recertify a PCR dependent or a disabled child age 26 and over. The employee should follow the instructions according to the annual notice CalPERS provides to recertify these dependents.

An employee needs to remove a dependent due to a qualifying event and receives a Dependent Re-verification notice. How should the employee proceed?

Employees should notify their HR office immediately of any qualifying event that occurs during the re-verification period, such as divorce or termination of domestic partnership. In these situations, the dependent should be removed due to the qualifying event rather than ineligibility found during the re-verification.

Where can employees and HR staff find more information on health and dental benefits?

The CalPERS " State Health Benefits Guide" contains health benefit information and the CalHR Dental Program website contains dental benefit information.

Whom can employees contact with additional questions?

Employees can contact their departmental HR offices.

Whom can employees contact if they disagree with the decisions from their HR offices on their dependent re-verification?

Employees should contact their departmental HR offices with questions regarding the DRV. If the employee disagrees with the HR office's decision on the re-verification of their family members, the employee must submit their reasoning for disagreement, in writing, to the departmental contact. If the departmental contact cannot resolve the issue, they may submit a copy of the written disagreement  to CalHR at DRV@calhr.ca.gov for review.

Whom can HR offices contact with additional questions?

HR offices can contact* :

Scott Morrison
DRV Program Manager
Benefits Division
CalHR
916-322-3657
scott.morrison@calhr.ca.gov

*Note: Please do not direct employees to the contact above. Employees must work directly with their HR office.

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