WVU Medicine has extended the deadline for its eligibility audit to today (Friday, June 7). The purpose of a dependent eligibility audit is to verify that dependents covered under the medical, dental, and/or vision plans are eligible for coverage.

Making sure only eligible dependents receive coverage helps both you and WVU Medicine by ensuring the organization is paying for benefits for eligible dependents. Also, the audit ensures WVU Medicine is consistently applying plan rules to all covered members, while promoting honesty and fairness.

Please provide the documents described below by the deadline or your dependents’ medical, dental, and/or vision coverage will be terminated on June 30 and COBRA coverage will not be offered.

To submit the required documents, please upload documents to UltiPro in "Employee Documents," using the category “Audit-Dependent Documents.” Click here for instructions on how to upload documents.

REQUIRED DOCUMENTS

The following is a list of acceptable documents to verify your dependents’ eligibility. (Please be sure to upload copies of your documents into UltiPro by the June 7 deadline.) The documents provided will be used to verify dependent eligibility and will not be used for any other purpose.

  • Legal Spouse: The first page of the 2018 federal tax return (Form 1040), which includes the spouse. For privacy, please black out all financial information. If you were married on or after January 1, 2019, please submit your marriage certificate.
    • If your federal tax return does not list your spouse, you may complete one of the following steps:
      • Submit your 2017 federal tax return with your spouse listed, along with proof of a 2018 filing extension, or
      • Refile your 2018 tax filing to reflect your marital status and submit proof of that update
  • Biological Child: The first page of the 2018 federal tax return (Form 1040), which includes the dependent. For privacy, please black out all financial information. You may also provide a copy of your child’s birth certificate showing the employee as a parent.
  • Adopted Child: The first page of the 2018 federal tax return (Form 1040), which includes the dependent. For privacy, please black out all financial information. You may also provide:
    • A copy of your child’s birth certificate showing the employee as a parent
    • Court documents showing the completed adoption
    • A letter of placement from an adoption agency, an attorney, or a state social services department that verifies the adoption is in progress
  • Foster Child: The first page of the 2018 federal tax return (Form 1040), which includes the dependent. For privacy, please black out all financial information. You may also provide a court order or other legal document placing the child with the employee.
  • Stepchild: The first page of the 2018 federal tax return (Form 1040), which includes the dependent. For privacy, please black out all financial information. You may also provide a copy of the child’s birth certificate showing the name of the natural parent AND proof that the natural parent and employee are married, as described under “Legal Spouse” above.
  • Other Children: A court order or other legal document granting legal custody to the employee.
  • Incapacitated Child: The first page of the 2018 federal tax return (Form 1040), which includes your dependent child. For privacy, please black out all financial information. (Proof of disability is managed by the insurance vendor and will not need to be provided).

If you do not have the required legal documentation, you may have to pay a fee to receive it from a government agency that has the original. This process may take several weeks, so please request your documentation as soon as possible. Please keep in mind that your 2018 tax return is the easiest document to submit to verify eligibility for many of your dependents.

If you are unable to submit 2018 federal tax return documentation, the 2017 federal tax return, along with the proof of a 2018 filing extension, will be accepted.

Login to hr.wvumedicine.org for information and FAQs about the dependent eligibility audit. If you have any additional questions, please contact HR1Source at 1-833-599-2100.