Adding Dependents to Benefits Coverage

Open Enrollment – Answers to Common Questions | CA Benefits Broker

How do I add or change Dependents I want covered under Zendesk Benefits>

Please login to your Benefits Enrollment system, and follow the set of instructions here:

• Step 1
• Step 2
• Step 3
• Step 4

If these do not resolve the issue, please feel free to review the FAQs below or reach out to your HR Team for help.

More FAQs

My spouse’s company benefit plan holds open enrollment in October, and our plan has open enrollment in December. Can he drop his plan in October and join our plan, even though it isn’t our company open enrollment yet?

Yes, Open Enrollment under the Employer Plan of your spouse or dependent is a Qualifying Event that will allow you to add coverage to your plan. A spouse or dependent could join the employer plan within 30 days of the Open Enrollment cancellation of coverage for their plan.

Do I have to send an updated EOC and SPD to those newly joining the plan or if there is a plan or carrier change?

Yes, new plan participants must be provided with the SPD within 90 days of enrolling on the plan. If a plan change results in a material reduction in benefits, notice to plan participants (in the form of a Summary of Material Modification) must be provided within 60 days of adoption. If changes are not a material reduction in benefits, notice must be provided within 210 days after the close of the plan year in which the change was adopted.

Employers have the option to distribute plan notices electronically, using “measures reasonably calculated to ensure actual receipt of the material”, per Department of Labor regulations.

Do I need to have all my employees complete a new payroll deduction form every year?

Payroll Deduction Forms can be designed so that they are completed only when changes in the contribution amounts occur. The form should be reviewed each year, and if any changes to the form are required, then each employee should sign a new form.

What is the normal Open Enrollment period I should give my employees? Is two weeks plenty of time or should it be more or less?

Two weeks is generally a sufficient amount of time to conduct Open Enrollment. However, when extensive changes are involved, or a complex plan of benefits is offered, you should offer more time. At a minimum, employees should have several days from the time of an employee meeting or formal communication, including at least one weekend. This gives the employee a chance to review the information with family, discuss plan choices and compare costs between their plan options and other coverage options they may have available to them.

Please keep in mind that under Health Care Reform legislation, 60-day notice must be provided to enrollees if there is any material modification to the plan or coverage.

Do I have to send out a COBRA notice to employees who are adding dependents to the plan?

Yes, a Notice of COBRA Continuation of Coverage Rights must be provided to all new plan participants, as each covered individual is considered a “qualified beneficiary” with their own rights. The notice should be addressed to “Family of [Employee]” and mailed to the employee’s home address.