Qualifying Status Changes

You are responsible for reporting any qualifying status events to University Benefits or your human resources satellite office within 60 days of the event. Qualifying status events include changes in family or employment status.

In addition, upon your eligibility for Medicare, or at age 70, some supplemental insurance coverages stop. Please see the specific supplemental insurance brochure for details.

Most changes will be effective no sooner than the first day of the month following the requested change. For the exact date, please inquire with the benefits counselor assisting with the change.

Outside of the 60-day qualifying status event window, changes to your state-sponsored plans are limited to the annual Open Enrollment period, which takes place in the fall of each year.

Adoption or birth of a child

Congratulations on the new addition to your family! Giving birth, adopting a child, or becoming a foster parent are all “qualifying status changes” in terms of your benefits. That means you may change your benefit enrollment within 60 days of the birth or gaining custody of the child without having to wait until the annual open enrollment period. It is very important you  call People First to provide your dependents social security numbers.  In a newborn case, call the Service Center to provide your dependent information even though you have not received a social security card.

Dental, and Other Supplemental Benefits
Although you may currently have medical coverage on yourself or other family members, coverage on your newborn is not automatic. Under your medical plan, you may enroll for the first time, increase coverage, or add your new dependent on an existing family plan. For other plans such as dental, hospital expense, cancer, etc., coverage may only be increased if currently enrolled in the plan.

To add your child to your benefits, you may enroll in one of the following ways:

  • Online via the People First Website
  • Fax a qualified status change form and health enrollment form to the People First Service Center at 904-828-6092. Forms can be found on the MyFlorida, MyBenefits website.
  • Call People First at 1-866-663-4735 to add your dependent

Within 60 days of your coverage effective date, you must also submit a copy of the birth certificate, and social security number to People First otherwise your coverage may be subject to cancellation. When sending documentation, always include your name and People First ID number on each document to ensure that People First will have the proper identification necessary for processing your information.

Breastfeeding In The Workplace
The University of Florida, as one of the leading universities in the country that promotes work/life balance for all its employees, supports and encourages breastfeeding upon return to work. For more information, please visit the breastfeeding information page.

Life Insurance and Flexible Spending Account
You may want to consider purchasing life insurance for your child or changing the amount of life insurance you currently purchase for yourself by reviewing several of our life insurance options. The state plans offer coverage for the employee only, while the UFSelect Term Life offers coverage specifically for employees plus their dependents. You may also elect to participate in or change the amount you contribute to your Flexible Spending Account (FSA).

Beneficiary change

It is important to keep a record of your beneficiary designations and to update them whenever your circumstances change. Before you submit your beneficiary designation, check with your financial advisor, custodian, or attorney to determine whether it will produce the results that you desire. Keep a copy of all beneficiary designations and review them periodically. You may change your beneficiary designations at any time.

Based on the plan you’re enrolled in, beneficiary changes are maintained and handled differently according to each plan.

Basic and Optional State Life
Complete the Group Life Beneficiary designation form which can be found on the People First website or on the MyFlorida, MyBenefits website. Employees may also make designations by visiting the Minnesota Life website and establishing an online record.

UF Term Life Insurance
Complete the pertinent sections of the attached form to enroll in Standard Life Insurance and return it to Human Resources at PO Box 115007 or by fax at
(352)392-5166.

Marriage

This qualified change in status will allow you to make changes to, and enroll in, benefits mid-year. You may add new your spouse and/or dependents to your benefits or you may cancel your existing coverage to enroll in your spouse’s benefits programs. Changes can be made within 60 days of the date of the marriage. A copy of your marriage certificate and/or birth certificates of your dependents will be required within 60 days from the effective date of coverage; otherwise coverage will be subject to cancellation. When sending documentation, always include your name and People First ID number on each document to ensure that People First will have the proper identification necessary for processing your information.

Medical, Dental and Other Supplemental Benefits
To add your new spouse and/or dependents or cancel your coverage , you may enroll/cancel in one of the following ways:

  • Online via the People First website
  • Fax a qualified status change form and “health enrollment” form or any other plan enrollment form (i.e dental, cancer, etc,) (link to form here) to the People First Service Center at 904-828-6092. Forms can be found at the MyFlorida, MyBenefits website.
  • Call People First at 1-866-663-4735

If your spouse is also a university employee or works for a state government agency, you may be eligible to enroll in the health insurance spouse program. Additional information is available via this link.

Life Insurance and Flexible Spending Account
You may want to consider purchasing life insurance for your spouse or changing the amount of life insurance you currently purchase for yourself by reviewing several of our life insurance options. The state plans offer coverage for the employee only, while the UFSelect Term Life offers coverage specifically for employees plus their dependents. You may also elect to participate in or change the amount you contribute to your Flexible Spending Account (FSA).

Divorce

Divorce is a “qualifying status change” which affects your benefits. You must immediately contact the HRS Benefits office regarding your status to discuss available coverage change options. Your ex-spouse is no longer eligible to continue participation in any of your benefit plans. Coverage will typically terminate at the end of the month in which your divorce was finalized. You will need to provide a copy of your divorce decree to change your benefits.

Medical Dental & Other Supplemental Benefits
You will need to drop your ex- spouse from your medical coverage by submitting aQualified Status Change form and a new health enrollment form within 60 days of the divorce. Your ex-spouse may be eligible for continuation of health coverage through COBRA.

If you and your ex-spouse are both university employees and are participating in the spouse program, neither of you will be eligible to continue in the Spouse plan. You will each need to complete a qualifying status change form / health enrollment form to enroll individually in separate plans. You will also need to jointly complete a “spouse program enrollment” form indicating termination of the plan.

For dental and other supplemental plans, you will also need to complete the appropriate enrollments forms. All forms can be found on the myBenefits section of myFlorida’s website. Contact the People First Service Center for more information.

Life Insurance, Retirement, and Flexible Spending Account
You may want to review the amount of your life insurance or your beneficiary information. You may also want to check with your retirement plan carrier regarding changes to your beneficiary designation. For more information on updating your beneficiaries review the beneficiary change section above. You may elect make a change to your Flexible Spending Account.

Death of an Employee or a Dependent

It is the family’s responsibility to report the loss of an employee or a dependent as quickly as possible. You may call the Human Resource Services (HRS) Office at (352) 392-2477 Monday through Friday, from 7:30 a.m. -5:30 p.m. The surviving spouse or dependent children of deceased faculty and staff may be eligible for university-provided benefits and retirement plan benefits.

The HRS Representative will need to know if the deceased was an active University employee or a dependent of a University employee. It is also helpful if you have the following information available when you call:

  • Social Security Number of the deceased
  • Date of death
  • Name of next of kin
  • Address and phone number of next of kin

Once the death has been reported, a Benefits Counselor will review the benefits in which the deceased employee or dependent had been enrolled and will advise on options to continue coverage.

For changes that affect coverage level such as going from family to individual, the Benefits Counselor must be notified within 31 days from the date of death otherwise the current coverage must remain in place. The next opportunity for the employee or surviving spouse to make the coverage change will be during the next open enrollment period.

Gaining/Losing Dependent Eligibility

As your dependents either gain or lose eligibility to participate in your benefit plans you may add or drop an ineligible dependent within 60 days for the qualifying event. Currently, the following are considered eligible dependents:

  • An employee’s legal spouse
  • An employee’s natural children, legally adopted children, and children placed in the home for the purpose of adoption in accordance with Chapter 65, Florida Statutes
  • Stepchildren
  • Foster children
  • Children for whom an employee has established legal guardianship pursuant to Chapter 744, Florida Statutes, or court-ordered temporary custody

All such children must be unmarried and under age 19. Dependents between age 19 and the end of the calendar year in which they turn age 26, must meet both of the following criteria to be eligible to participate in the family coverage tier: 1) dependent on you for financial support and 2) must either live with you or be a full- or part-time student. Coverage for children ages 19 through the end of the calendar year they turn 30 may be purchased at an additional premium if they are not married, have no dependents (i.e., children, domestic partner), are not provided or do not otherwise have available health insurance, and either live in Florida or are a student in another state.

Eligibility may also be extended, upon approval by the plan, beyond age 26 for disabled children who were covered at the time of the employee’s initial enrollment into the plan. A newborn child of your eligible dependent may also be covered under the plan for up to 18 months after birth.

The majority of the supplemental plans (dental, hospital, etc.) follow the same criteria as the health plans as outlined above. However, some plans may vary. Please check the company brochure or agent for details on dependent eligibility requirements.

If you have questions about documentation or dependent eligibility, please contact People First at 866-663-4735, or the HRS benefits office at 392-2477.

To add or drop a dependent , you may make changes by one of the following ways:

  • Online via the People First website
  • Fax a qualified status change form and “health enrollment” form or any other plan enrollment form (i.e dental, cancer, etc,) (link to form here) to the People First Service Center at 904-828-6092. Forms can be found at the MyFlorida, MyBenefits website.
  • Call People First at 1-866-663-4735

Once you added a dependent, within 60 days of your coverage effective date, you must also submit a copy of the appropriate documentation (i.e birth certificate, social security number, or a school schedule verifying student eligibility) to People First otherwise your coverage may be subject to cancellation. Documentation may also be requested when dropping a dependent. When sending documentation, always include your name and People First ID number on each document to ensure that People First will have the proper identification necessary for processing your information.

Change in full-time or part-time status (FTE)

Changes from full to part-time or vice versa allows you to make certain changes to your benefits. Although part-time employees are eligible to participate in benefits, the cost of coverage is prorated based on the hours worked. When considering a change to your FTE status, please contact the HRS benefits office at (352) 392-2477 for more information and costs. Changes to benefits must be made within 60 days from the date of your FTE change.

COBRA

COBRA (Consolidated Omnibus Budget Reconciliation Act) is a federally mandated program that allows you to continue your medical and dental benefits based on the following qualifying events:

  • Termination of employment (for reasons other than gross misconduct)
  • Reduction in number of hours of employment which affects benefit eligibility
  • Divorce or legal separation
  • Employee’s death (for eligible dependents)
  • Covered employee becomes eligible for Medicare
  • Child ceases to be eligible for coverage under the plans

Contact the People First Service Center at 1-866-663-4735 regarding questions on COBRA rights and participation.

Leave of Absence

When going out on a leave of absence (medical, personal, or parental), certain changes to your benefits can be made within 31 days from the date your leave of absence began. Please contact the HRS benefits office at 352-392-2477 for more information on what changes are permitted and continuation of premiums in order to maintain coverage.

Military Leave

Please review the Military Leave policy.

Move from HMO area

Normally, you cannot change your medical insurance coverage during the plan year (January 1 through December 31). However, if you are covered by a managed care plan and move outside the plan’s service area, you can change your medical insurance choice during the year. For additional information contact People First at  866-663-4735.

Name/Address Change

To ensure you receive important benefit and human resource related communications, please make sure your home and work addresses are up-to-date in the myUFL system. It is also important that you update your address, email, or telephone number with any changes throughout the year. Contact your directory administrator or the UF Help Desk at 392-HELP or helpdesk@ufl.edu with questions pertaining to the UF Directory. Need additional help? Click here for more information.

If you have changed your name or moved, you will need to update your W-4 form.http://www.irs.gov/pub/irs-pdf/fw4.pdf

New Employee

The New Employee Program section of our website provides helpful information to get you started. Most importantly from a benefits perspective, you only have 60 days from your date of hire to enroll in your insurance programs. Once you’ve enrolled through People First, don’t forget to contact the HRS benefits office at (352) 392-2477 to submit payments necessary to get your benefits started.

Open Enrollment

Open Enrollment is an annual event, usually held in October, during which faculty and staff members can elect new benefits or change benefits enrollments for the upcoming year, effective January 1.

Termination of Employment

In order to best plan your transition, you should contact a HRS Benefits counselor at (352) 392-2477 to go over your benefits and options before you leave the university. Coverage for the majority of your plans will generally continue through the next month following your termination date (i.e. last day worked March 2, coverage will continue through the month of April with your plan terminating on May 1).

You should contact the HRS benefits office at least within 2-3 weeks prior to your separation to discuss your options, complete necessary forms to cancel coverage, and to stop any future payroll deductions.

Once you have terminated with the university, the People First Service Center will mail COBRA information to your home address regarding your continuation of medical and dental options. Contact the People First Service Center at 1-866-663-4735 regarding questions on COBRA rights and participation.