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benefits@utsystem.edu
 


August 17, 2017

Welcome to this edition of  News for HR & Benefits Staff.

Always feel free to send us your comments and questions. We would appreciate your feedback and we will address your questions and comments and provide relevant benefit information and changes in future newsletters.


 we moved  

NEW ADDRESS

UT System Administration Move

The new UT System Administration Building is complete. The building is located at 7th and Lavaca. As the Office of Employee Benefits transitions into our new work space here are a few reminders:  

  1. NEW! Physical Address:
         The Office of Employee Benefits
         The University of Texas System 
         210 W. 7th Street
         Austin, TX 78701
     
  2. Phone Number:
         (512) 499-4416 (remains the same)
     
  3. Visitors 
         Visitor parking within UT System garage at Lavaca & 7th Street. 
         All visitors must enter the building through the 1st Floor lobby. 
         Visitors will receive a visitor’s ID badge from the security desk in the lobby. 

You will find the new address mentioned on the OEB website, in the August 2017 edition of our A Matter of Health Newsletter, and in the upcoming 2017-18 Publications. 

Please update your Institution’s records to include this new contact information. If you should have any additional questions or need more information, feel free to contact our office. 
 


Your questions

ENROLLMENT

Optional Insurance Coverage for Dependents Age 25

When can I enroll my age 25 dependent child onto my UT Benefits? 
Enrollment requests to cancel existing UT COBRA coverage and/ enroll in UT Benefits for Employees/Retirees can be made September 1, 2017 thru October 1, 2017. 

How do I add my dependent child (age 25) onto my UT Benefits Plan? 
Due to the recent change in eligibility guidelines for dependent children, a special 31-day enrollment window will be extended for dependents who aged out of optional coverage at age 25. The enrollment period is September 1, 2017 thru October 1, 2017. 

Here are a few reminders: 

  1. Dependent children with existing optional coverage through the UT COBRA plan should reach out to the COBRA Team to request cancellation. All requests must be provided in writing. The COBRA team can be reached via email at utcobra@utsystem.edu or by phone at (844) 579-8683. 
  2. The UT Employee/Retiree must contact their HR Benefits Office to enroll their age 25 dependent. 
  3. All enrollment requests and cancellations must be completed by October 1, 2017. 

Reminder: UT COBRA coverage must be cancelled before the dependent can be added back onto the UT Benefits coverage as a dependent. 

How should UT COBRA dependents cancel coverage?
UT COBRA dependents that will transition onto the UT Benefits Plan for Employees/Retirees must contact the UT COBRA Billing Team to request coverage cancellation. All cancellation requests must be provided in writing between September 1, 2017 thru October 1, 2017. The UT COBRA Team can be reached by email at utcobra@utsystem.edu or by phone at (844) 579-8683.   

What happens if my dependent child turns age 25 during the month of August? 
Dependents covered on the UT Benefits Plan for Employee/Retirees that turn age 25 during the month of August should automatically remain a covered dependent unless the subscriber requested a cancellation of coverage during Annual Enrollment or a qualified change of status event was applied.

If age 25 dependents are inadvertently terminated in August, HR Benefits should immediately reinstate the coverage. 

Will my dependent who was enrolled in COBRA lose his/her eligibility for UT COBRA at age 26? 
No. The dependent will have access to the UT COBRA Plan for up to 36 months so long as, coverage is not cancelled due to nonpayment. 
 


REMINDER

Plan Year 2017-2018 Enrollment Forms

The Plan Year 2017-18 UT Enrollment Forms are now available through the Systemwide HR Central (SharePoint) site. Please visit the Document Libraries/Insurance Files Folder to find the following documents:

COBRA Folder

  • 2017-18 COBRA General Notice
  • 2017-18 COBRA Election Notice
  • 2017-18 COBRA Application FAQs
  • 2017-18 COBRA Enrollment Forms (Print & Fillable)
  • 2017-18 COBRA Flex Enrollment Form

Insurance Enrollment Folder

  • UT Enrollment for Employees FY18 (Print & Fillable)
  • UT Enrollment for Retired Employees FY18 (Print & Fillable)
  • Dependent Information Form
  • Incapacitated Overage Dependent

COMING SOON

Plan Year 2017-2018 Publications & Updated Administrative Policies

The statutory changes from the 85th Texas Legislative session will require updates to our OEB Administrative Policies. Our office is working to incorporate those changes into our written administrative manual. Updated policies will be available soon. 

In addition, the 2017-18 UT Benefits Publications will be available soon. Based on your institution’s Publication Order Request made in April 2017, a supply of printed publications will be sent to your office sometime in October 2017. These resources will be made available electronically as soon as they are finalized. 

We thank you in advance for your patience.

DON'T FORGET

UT FLEX Letter of Medical Necessity

As a friendly reminder, the UT FLEX Health Care Reimbursement Account (HCRA) requires a Letter of Medical Necessity for certain expenses. To view a list of eligible expenses and documents required please visit the Maestro Health website. 

Reminder: A Letter of Medial Necessity provides documentation allowing certain health care expenses for 12 months. New forms are not required so long as the health condition outlined on the form is still being treated within the 12-month period.
 


EAT RIGHT

Naturally Slim Spring 2018

The next class of the Naturally Slim online behavioral program will begin Spring 2018. This program helps participants change “how” they eat instead of what they eat. It's not a diet. And it's free to all UT SELECT medical plan members aged 18 and over. The cost of the program is fully covered by the UT SELECT Medical Plan.

The Naturally Slim Spring 2018 Session will have the following enhancements:

  • Week 0: Preparation and setting expectations for the classes to come;
  • More tailoring based on age, gender, and health conditions;
  • Live coaching: This will complement the weekly classes;
  • Shorter video classes: 20-25 minutes;
  • Better integration with the Naturally Slim app;
  • More teaching styles, including demonstrations and role playing; and
  • A clear, easy-to-use dashboard with your personal class details.

Join the Spring 2018 wait list to be notified when registration is open: www.naturallyslim.com/livingwell

For additional questions about Naturally Slim, please email info@naturallyslim.com.
 


VENDOR CONTACTS

Internal Vendor Contact List

Below you will find a list of recent updates to the contact information for some of our insurance vendors. To download a copy of the updated internal Insurance Vendors Contact Information for Plan Year 2017-18 (PDF), please visit the “Contacts” section of the Systemwide HR Central (SharePoint) site.

Express Scripts - UT SELECT Prescription Part D Plan 
General Escalated Issues 
      MSCA Toll Free: (469) 948-1113
      MSCA@express-scripts.com

UT Benefits Billing for Retiree & Surviving Dependents
Correspondence & Checks       
      UT System Office of Employee Benefits
      UT Benefits Billing 
      210 W. 7th Street
      Austin, TX 78701

UT Benefits Billing for COBRA Coverage 
Correspondence & Checks
    UT System Office of Employee Benefits
    UT Benefits Billing for COBRA Coverage 
    210 W. 7th Street
    Austin, TX 78701
 


         

UPDATE

Dearborn National

Thanks to those of you who recently shared your feedback regarding Dearborn National’s account support for your offices and for plan participants. Your concerns were shared with our account team at Dearborn. To meet the needs of all offices a few changes have been made to streamline business processing. 

Updates to the Dearborn National Contact List 
The UT Institution Dearborn Contact List is used to ensure all communication is provided to the appropriate campus contact for Dearborn requests. This list is maintained by OEB and forwarded to Dearborn as often as necessary. 

If changes or updates are required for your institution, please provide those updates to OEB Senior Benefits Analyst, Tiffanie Carter. Tiffanie will ensure all contacts are updated and sent to Dearborn accordingly. Please send your updates by email to tcarter@utsystem.edu

Short Term Disability (STD) Sick Leave Confirmation Forms
Effective immediately, Dearborn will no longer accept “emailed” STD Sick Leave Forms. All STD forms must be completed and returned to Dearborn by fax. 

How does faxing this form improve the process? 
All documents provided by fax are sent to the Dearborn Image Center. There is a dedicated team of professionals that work daily to triage documents throughout the Dearborn units. The Image Center allows view access to all Dearborn partners to include, the Call Center, Benefits Assistants, and Claims Examiners. These efforts ensure a uniform delivery process and consistent communication for all. Please direct all completed STD forms to Dearborn via fax at (877) 404-6457. 

Important Note: Please fax return all STD Sick Leave Forms to avoid a delay in claims processing. 

HR Benefits Calls to Dearborn National Customer Service 
Effective immediately, HR Benefits staff must be an authorized administrative user of the Dearborn National Benefits Manager System to obtain information from the Dearborn Customer Service Center. 

As a reminder, the Benefits Manager online system allows an authorized user to access benefits forms, policies & documents; view EOI status & claims history; and file death claims. 

When calling Dearborn Customer Service, the institution’s HR Benefits staff will be asked a few general questions to confirm their level of authorization. Callers who cannot be confirmed will not receive information. Instead, those staff members will be instructed to contact their institution’s Senior Benefits Contact for further assistance. 

On Thursday, August 17, 2017, OEB Information Security Specialist, Jim Moore sent an email to Authorization Contact for each institution. The email provides a list of authorized users from that institution for the Dearborn Benefits Manager system.

Senior Benefits Contacts that want to request Dearborn Benefits Manager authorization for staff must submit the completed Request for Authorization form to oeb-is@utsystem.edu. This document can also be found on the OEB Internal Resources and Information Systems page

IMPORTANT

Emergency Update (1ER) Dearborn National

Effective September 1st, the SGELIG Emergency Update (1ER) option will be discontinued for insurance benefits administered by Dearborn National. Update requests for Life and Disability coverage require additional enrollment or underwriting assistance, which does not fit well with the intended purpose of the emergency update process. 

In lieu of submitting a 1ER, we encourage your office to contact Dearborn National via email to resolve issues with Life or Disability coverage. 

Here are a few tips to remember before submitting a 1ER through SGELIG for other coverages:  

  • The SGELIG record must display the correct level of coverage, begin dates, and end dates before sending the request to the vendor. 
  • These emergency updates should be used only when the participant has an immediate need to access coverage prior to the delivery of the next vendor dataset transmission
  • For UT FLEX coverage, a 1ER is appropriate when…
    • The participant’s UT FLEX enrollment effective date is prior to the date your institution transmits the next payroll dataset. 
    • The participant requires a correction to the annual contribution value.
    • The UT FLEX participant has experienced a change of address that requires an update prior to the date your institution transmits the next payroll dataset. (e.g. when a participant is expecting a reimbursement physical check.)

If you should have any questions regarding the Emergency Update process, please contact OEB at benefits@utsystem.edu