This job aid outlines the activities for Benefits and Retiree Partners to review and certify Dependents, including grandchildren for the purpose of adding Benefits coverage.
Review and Certify Dependents
Prerequisites
The Employee or Retiree has provided the documentation in HRConnect. A list of acceptable Dependent documents can be found in the Employee Benefits Guide in the Proof of Eligibility section. You can access a digital copy of the Employee Benefits Guide on the Texas A&M University System website on the Benefits Administration webpage.
Important Information
- This verification process requires the Benefits Partner to take action in Workday before submitting the To Do: Review Dependent Document(s) in HRConnect and Verify Any New Dependents.
- Make sure the Dependent is tied to a Benefit event and that all required documentation for the event has been provided. The exception to this is grandchildren, who must be certified before coverage is added.
- Review Dependents’ support documents for accuracy of dates, events and other information.
- Review Spouse records to ensure an SSN is entered if available.
Getting Started
Review Dependent Documents
This section provides details on how to review Dependent documentation provided by the Employee or Retiree.
- Navigate to your Inbox.
- Select the To Do: Review Dependent Document(s) and Verify Any New Dependents.
- Select the HRConnect link.
- Review the information provided by the Employee for the Dependent including accuracy of dates, events, etc.
Dependent Certification
This section provides details on how to certify a child or spouse of an Employee or Retiree.
- Navigate to the Employee’s Worker Profile.
- Select Benefits on the left-hand sidebar.
- Select the Dependents tab.
- Select Edit for the Dependent who will be certified.
- Complete the following fields under Effective Date & Reason:
- Effective Date. Enter today’s date or the date the documentation was provided by the Employee.
- Reason. Select Edit Dependent > Dependent Certification.
- Scroll down to the Identifier Information section and select Add under Other IDs.
- Complete the following fields:
- Other ID Type. Select Dependent Certification.
- Identification #. Enter Y.
- Description. Enter the type of documentation that was provided.
- Issued Date. Enter today’s date.
- Expiration Date. Leave blank.
- Enter any comments, as needed.
- Select Submit.
- Return to your inbox and Submit the To Do. Repeat steps 4 – 9 for for each additional Dependent you need to certify.
Grandchild Certification
This section provides details on how to certify a grandchild of an Employee or Retiree.
- Navigate to the Employee’s Worker Profile.
- Select Benefits on the left-hand sidebar.
- Select the Dependents tab.
- Select Edit for the grandchild who will be certified.
- Complete the following fields under Effective Date & Reason:
- Effective Date. Enter today’s date or the date the documentation was provided by the Employee.
- Reason. Select Edit Dependent > Dependent Certification.
- Scroll down to the Identifier Information section and select Add under Other IDs.
- Under Other IDs, complete the following fields:
- Other ID Type. Select Dependent Certification.
- Identification #. Enter Y.
- Description. Type the year the tax return was provided followed by Tax Return provided (e.g., 2021 Tax Return provided). Alternatively, type Certification Only.
- Issued Date. Enter today’s date.
- Expiration Date. Leave blank.
Note: Grandchildren will need to be recertified on a yearly basis. Each Fall, the eligibility rules will be updated in Workday to drop dependent grandchildren who have a certification issue date prior to the previous May.
- Enter any comments, as needed.
- Select Repeat for each Dependent.
This completes the Certify Dependents task.