Benefits

Dependent Audit

We are pleased to announce that the original deadline of May 24th has been extended.

The University of Chicago is committed to offering affordable employee benefit plans to you and your eligible dependents. As part of our continuing effort to effectively manage The University of Chicago’s benefit plans, a Dependent Audit is being conducted to verify the eligibility of all enrolled dependents. Employees have until June 7th to complete the verification process. 

Purpose

The purpose of the Dependent Audit is to ensure that only eligible dependents are covered under the University’s medical, dental, vision, life and tuition plans.

Who Must Participate

As an employee who covers one or more dependents on a medical, dental, vision, life and/or tuition plan, you are required to submit acceptable documents to verify that each dependent is eligible for coverage.

PARTICIPATION IN THE AUDIT IS NOT OPTIONAL AND WILL REQUIRE ENROLLEE ACTION.

Eligible Dependents
  • Spouse
  • Civil Union Spouse
  • Domestic Partners (registered with the University on or before December 31, 2016)
  • Eligible Child

This process will not enable you to add new dependents; it is meant to verify and continue coverage for your existing dependents. At the end of the process, all ineligible dependents will be removed from the applicable plan(s). There will be no negative consequences for ineligible dependents who have been historically covered. Ineligible dependents are not eligible for COBRA and will need to find alternative coverage.

Verification Process

Willis Towers Watson has been engaged to administer the Dependent Audit. Documents uploaded to Willis Towers Watson, will require a valid Employee ID. Your Employee ID can be found in all communication mailed to you from Willis Towers Watson and in Workday under the Job tab.  Please note, your Employee ID starts with a 7. Documentation submitted will remain protected and confidential throughout the audit. Documents mailed or faxed will be promptly scanned to files. All personal information is stored behind firewalls and encrypted backup tapes. All paper documentation will be destroyed using a reputable shredding service 60-90 days after the verification process is complete.

Appropriate documents should be submitted online, postmarked or faxed to Willis Towers Watson by June 7, 2019. If you fail to complete the verification process for a dependent, or an individual is identified as ineligible, the dependent's medical, dental, vision, life and/or tuition coverage will end on June 30, 2019.

Please review the Definition of Acceptable Documents, for a full list of what constitutes acceptable documentation per dependent type.

If you have any questions regarding the verification process, please call the Willis Towers Watson Dependent Verification Center at (855)376-7203 between 9:00 a.m. and 6:00 p.m. (CST) Monday - Friday through June 7, 2019.

Key Dates

Information about the audit including the required verification procedures, will be mailed to all active and retired employees who currently have a dependent enrolled under the University’s medical, dental, vision, life and/or tuition plans.

Date

Event

October 1, 2018

Initial announcement included in the Open Enrollment communications.

March 1, 2019

The Dependent Verification Announcement Letter is mailed by Willis Towers Watson.

March 8, 2019

A Dependent Verification Packet will be mailed by Willis Towers Watson. The packet includes details about the audit, Frequently Asked Questions, Definitions of Dependent Eligibility and Definitions and Acceptable Documentation.

March 11, 2019

Willis Towers Watson Dependent Verification center and website will be available.

March 12, 2019

Starting this date, the Benefits Team will hold weekly sessions on Tuesdays from 12:00 to 2:00 pm to assist you with uploading acceptable documentation to Willis Towers Watson secure verification website.

May 24, 2019 -

Extended through June 7, 2019

This is the last day to verify and submit your dependents' verification documentation to Willis Towers Watson.

June 30, 2019

If the verification process is not completed for a dependent, or if your dependent is identified as ineligible, the dependent’s medical, dental, vision, life, and/or tuition coverage will end on June 30, 2019.

On-Campus Support

The Benefits team is available every day at 6054 S. Drexel Avenue, to assist you with the submission process and answer any questions you may have about the Dependent Audit.

Prior to attending a session, review the list of Acceptable Documentation per dependent. Please bring applicable documents with you.

Quick Reference Guide

The Quick Reference Guide: Download/Upload Verification Documents has been designed to assist you with downloading your dependent documents from Workday and includes instructions on how to log in to the Willis Towers Watson’s Dependent Verification Website. 

Have Questions? 

Take a look at our Frequently Asked Questions or call a Benefit Specialists Monday through Friday from 8:30 a.m. to 4:30 p.m. at (773)702-9634, or email benefits@uchicago.edu

Appeals Period 

Medical, dental, vision, life and/or tuition coverage will end on June 28, 2019, for unverified dependents. To appeal this decision, active and retired faculty and staff must provide the necessary documentation to verify eligibility for their dependent(s) to the Benefits Office Appeals Committee, no later than June 28, 2019:

Completed and signed appeal forms must be submitted along with all supporting documentation to the University of Chicago’s Human Resource, Benefits Office Appeals Committee via:

  • Email at benefits@uchicago.edu,
  • By Fax to 773-834-0996, or
  • In Person at 6054 S. Drexel Avenue, Chicago, IL 60637

The Benefits Office Appeals Committee will review appeals within 48 hours of receipt. A determination will be made and a confirmation letter stating the approval or reason for denial will be sent to the email and home address provided in the Dependent Termination Appeal Request Form.