Election Changes/Change in Status Events
FlexElect enrollment choices are in effect for the entire plan year, January through December Employees may not change or cancel their FlexElect elections during the plan year, except for allowable changes in status events as defined by IRS regulations. IRS regulations also require that any changes/cancellations to the FlexElect benefit elections must be necessary and appropriate as a result of the change in status event. Once an election is made (after a newly eligible permitting event), they must experience another permitting event to change their election, even if they are still within the -day time period.
In general, allowable changes in status events are
Marriage, divorce, legal separation, or annulment
Birth or adoption of a child;
Death of a spouse, domestic partner, or dependent;
Loss or commencement of spouse's or domestic partner's employment or loss of spouse's or domestic partner's medical or dental coverage due to an employment status change.
Change in employee's, spouse's, or domestic phone number library partner's work schedule time-base change that results in a loss or gain of eligibility and coverage, commencement or return from an unpaid leave of absence);
Loss or commencement of dependent's eligibility for medical coverage under the employee's health insurance plan;
Change in place of residence or worksite of the employee, spouse, domestic partner, or dependent;
Change in dependent care provider and/or provider dependent care cost.
The FlexElect Appendix A - Permitting Event Codes/Date Chart provides a list of permitting events, permitting event codes, and effective date information. The Permitting Event Chart reflects newly eligible enrollment information and those actions allowed as a result of a valid change in status event. Please note that employees must submit their request (to enroll, cancel, or change) to their Personnel Office within days from the date the change in status event occurs. Requests submitted to the Personnel Office after the day time frame will not be processed.
Court Ordered Health/Dental Coverage which Impacts Flex/CoBen Cash
Occasionally an employee receiving Flex/CoBen Cash will be issued a court order regarding the provision of benefits for their dependent(s). The court order will specify that the dependent be enrolled into benefits. The employee receiving Flex/CoBen Cash must be covered elsewhere for health and/or dental benefits and the dependent(s) should be added to those benefits to comply with the court order. A court order is not always a permitting event to allow an employee to cancel the Flex/CoBen cash.
Reimbursement Account Information and Procedures
The company Application Software, Inc. (ASI) is the State's contracted Third Party Administrator (TPA) and recordkeeper for the FlexElect Program Medical Reimbursement Account (MRA) and Dependent Care Reimbursement Account (DCRA). Employees must complete Attachment H - FlexElect Reimbursement Claim Form (CalHR ) in order to receive reimbursement from their account.
The company ASI will process all reimbursement account claims. Once completed, the original white copy of the form must be submitted to ASI along with appropriate documentation (e.g., receipt, doctor's statement, itemized bill) to substantiate their medical or dependent care expenses in order to be reimbursed. The carbon pink copy should be retained by the employee.
In general, allowable changes in status events are
Marriage, divorce, legal separation, or annulment
Birth or adoption of a child;
Death of a spouse, domestic partner, or dependent;
Loss or commencement of spouse's or domestic partner's employment or loss of spouse's or domestic partner's medical or dental coverage due to an employment status change.
Change in employee's, spouse's, or domestic phone number library partner's work schedule time-base change that results in a loss or gain of eligibility and coverage, commencement or return from an unpaid leave of absence);
Loss or commencement of dependent's eligibility for medical coverage under the employee's health insurance plan;
Change in place of residence or worksite of the employee, spouse, domestic partner, or dependent;
Change in dependent care provider and/or provider dependent care cost.
The FlexElect Appendix A - Permitting Event Codes/Date Chart provides a list of permitting events, permitting event codes, and effective date information. The Permitting Event Chart reflects newly eligible enrollment information and those actions allowed as a result of a valid change in status event. Please note that employees must submit their request (to enroll, cancel, or change) to their Personnel Office within days from the date the change in status event occurs. Requests submitted to the Personnel Office after the day time frame will not be processed.Court Ordered Health/Dental Coverage which Impacts Flex/CoBen Cash
Occasionally an employee receiving Flex/CoBen Cash will be issued a court order regarding the provision of benefits for their dependent(s). The court order will specify that the dependent be enrolled into benefits. The employee receiving Flex/CoBen Cash must be covered elsewhere for health and/or dental benefits and the dependent(s) should be added to those benefits to comply with the court order. A court order is not always a permitting event to allow an employee to cancel the Flex/CoBen cash.
Reimbursement Account Information and Procedures
The company Application Software, Inc. (ASI) is the State's contracted Third Party Administrator (TPA) and recordkeeper for the FlexElect Program Medical Reimbursement Account (MRA) and Dependent Care Reimbursement Account (DCRA). Employees must complete Attachment H - FlexElect Reimbursement Claim Form (CalHR ) in order to receive reimbursement from their account.
The company ASI will process all reimbursement account claims. Once completed, the original white copy of the form must be submitted to ASI along with appropriate documentation (e.g., receipt, doctor's statement, itemized bill) to substantiate their medical or dependent care expenses in order to be reimbursed. The carbon pink copy should be retained by the employee.
