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Dependent verification

What is dependent verification?

Dependent verification helps make sure the SEBB Program covers only people who qualify.

If you are enrolling dependents in SEBB benefits, in most cases, you will be required to provide evidence of your dependents' eligibility before they can be enrolled under your coverage.

Who needs to provide verification documents?

Employees

When you enroll a dependent to your SEBB insurance coverage, you must provide valid dependent verification documents as proof of their eligibility within the SEBB Program's enrollment timelines. 

SEBB Continuaton Coverage subscribers

Dependent verification documents are only required if you are enrolling a partner established through a state-registered domestic partnership or legal union.

What are valid dependent verification documents?

Birth certificates, adoption decrees, tax returns, and parenting plans are among the types of documents you can use to prove eligibility. All documents must be submitted in English. Documents written in a foreign language must include a translated copy prepared by a professional translator and certified with a notary public seal.

If you are enrolling a spouse, provide a copy of (choose one):

  • Your most recent year’s jointly filed federal tax return that lists the spouse (black out financial information)
  • Your and your spouse’s most recent year's federal tax returns if filed separately (black out financial information)
  • Marriage certificate and evidence that the marriage is still valid, such as a utility bill within the last 2 months showing both your and your spouse’s name (black out any financial information).
  • Petition for dissolution/invalidity of marriage
  • Legal separation notice
  • Defense Enrollment Eligibility Reporting System (DEERS) registration
  • Valid J-1 or J-2 visa issued by the U.S. government

Or partner of a legal union.

If enrolling a state-registered domestic partner, attach a SEBB Declaration of Tax Status form to indicate whether your state-registered domestic partner qualifies as a dependent for tax purposes under IRC Section 152, as modified by IRC Section 105(b).

In addition, provide a copy of (choose one):

  • A certificate/card of state-registered domestic partnership or legal union and evidence that the partnership is still valid, such as a utility bill within the last 2 months showing both your and your partner’s name (black out any financial information).
  • Petition for invalidity (annulment) of state-registered domestic partnership or legal union
  • Petition for dissolution/invalidity of state-registered domestic partnership or legal union
  • Legal separation notice of state-registered domestic partnership or legal union
  • Valid J-1 or J-2 visa issued by the U.S. government

If you are enrolling an extended dependent also submit the SEBB Extended Dependent Certification.

If you are enrolling a child, provide a copy of (choose one):

  • The most recent year’s federal tax return that includes the child as a dependent (black out financial information)
    Note: You can submit one copy of your tax return as a verification document for several family members that require verification.
  • Birth certificate (or hospital certificate with the child’s footprints on it) showing the name of the parent who is the subscriber, the subscriber’s spouse or state-registered domestic partner
    Note: If the dependent is the subscriber’s stepchild, the subscriber must also verify the spouse or state-registered domestic partner in order to enroll the child, even if not enrolling the spouse or state-registered domestic partner in SEBB insurance coverage.
  • Certificate or decree of adoption showing the name of the parent who is the subscriber, the subscriber's spouse, or the subscriber’s state registered domestic partner
  • Court-ordered parenting plan
  • National Medical Support Notice
  • Defense Enrollment Eligibility Reporting System (DEERS) registration
  • Valid J-2 visa issued by the U.S. government

If you are applying for a first-time certification of a currently enrolled child's disability status after they turn age 26, or first-time certification of a newly enrolled child with disabilities age 26 or older, you must submit the SEBB Certification of a Child With a Disability form.

Employees

Your SEBB Certification of a Child With a Disability form must also be received by HCA and the health plan you elect. Your health plan will provide input to the SEBB Program. The form must be received as described below:

Newly eligible employees
  • No later than 31 days after becoming eligible for benefits.
Currently eligible employees no later than
Currently enrolled child turning age 26
  • No later than 60 days after the disabled dependent turns age 26.

Recertification: Review of an employee's currently certified child when requested by the health plan or SEBB Program. The SEBB Certification of a Child With a Disability form must be received by the health plan or SEBB Program (if you are enrolled in dental- and/or vision-only coverage) within the timeframe explained in the letter you received requesting the recertification.

SEBB Continuation Coverage (COBRA or Unpaid Leave) subscribers

Your Continuation Coverage Election/Change form must be received by the SEBB Program and your SEBB Certification of a Child With a Disability form must also be received by HCA and the health plan you elected. Your health plan will provide input to the SEBB Program. The forms must be received as described below:

New continuation coverage subscribers
  • No later than 60 days from the postmark date on the SEBB Continuation Coverage Election Notice sent to you.
Current continuation coverage subscribers no later than
Currently enrolled child turning 26
  • No later than 60 days after the disabled dependent turns age 26.

Recertification: Review of a continuation coverage subscriber's currently certified child when requested by the health plan or SEBB Program. The SEBB Certification of a Child With a Disability form must be received by the health plan or SEBB Program (if you are enrolled in dental- and/or vision-only coverage) within the timeframe explained in the letter you received requesting the recertification.

See Policy 36-1: Certifying eligibility for a dependent child with a disability who is age 26 or older for more information.

How do I submit verification documents?

You can submit documentation in one of two ways:

  • Upload dependent verification documents in SEBB My Account, or
  • Provide documents directly to your payroll or benefits office.