Adding a dependent to your health plan

Employees may add a dependent to their plan during the transfer period or within 31 days of a qualifying event. A qualifying event includes:

• The birth or adoption of a child
  
  Note: The child will be covered under the employee's plan for the first 31 days of the event as long as the child is added to the plan within that time period. If the child is not added within 31 days, services received during that time period may not be covered.
  
  
• Marriage
  
  
• Registration of a domestic partnership
  
  
• Loss of a spouse's coverage
  
  

If the employee has not experienced a qualifying event, he or she must wait until the transfer period to add a dependent.

To add a dependent to your health plan

1. Ensure that you have the following information for each dependent:
   
   
   • Full name
     
     
   • Social Security number
     
     
   • Date of birth
     
     
2. Determine if you received a NYCAPS health benefits enrollment form in the mail.
   
   
3. Select from below.
   
   
   • Yes, you received a NYCAPS health benefits enrollment form
     
     
     1. From the ESS navigation menu, do the following:
        
        
        1. Click the Employee Self-Service link.
           
           
        2. Click the Benefits link.
           
           
        3. Click the Health Benefits Enrollment link.
           
           
     2. Proceed to step 10.
        
        
   • No, you did not receive a NYCAPS Health benefits enrollment form
     
     
     1. Determine if the transfer period is open.
        
        
     2. Select from below.
        
        
        • Yes, the transfer period is open
          
          

          Important: Only one benefits event may be open at a time. During the transfer period, all employees automatically have an open benefits event, allowing them to make any change to their benefits. This event must be closed prior to making your change if you wish for the change to be effective immediately. Otherwise, changes made with the open benefits event will become effective in January.

          1. Contact your agency benefits representative or NYCAPS Central, whichever is applicable, and explain that you have a qualifying event and need to make a benefits change.
             
             
          2. Once the transfer period event is closed, proceed to step 4.
             
             
        • No, the transfer period is not open
          
          
          1. Proceed to step 4.
             
             
        • No, the transfer period is not open but I made a change that is not yet effective
          
          

          During the transfer period or as a result of a qualifying event you made a change which has not yet gone into effect.

          1. Contact your agency benefits representative or NYCAPS Central, whichever is applicable, for assistance with this change.
             
             Important: If you proceed with this change without first contacting your agency benefits representative or NYCAPS Central, your changes may not be effective when the future dated event becomes effective.
             
             
4. From the ESS navigation menu, do the following:
   
   
   1. Click the Employee Self-Service link.
      
      
   2. Click the Benefits link.
      
      
   3. Click the Life Event link.
      
      
   4. Click the Add Dependent link.
      
      
5. Select from below.
   
   
   • You are adding a newborn child
     
     
     1. From the Qualifying Event Type drop-down menu, choose Birth.
        
        
     2. In the Effective Date of Event field, enter the child's date of birth.
        
        Note: When adding a newborn, the enrollment must be within 31 days of the date of birth. You will not be allowed to enter a date beyond 31 days. If your newborn is older than 31 days, you must contact your agency benefits representative or NYCAPS Central, whichever is applicable. This election may not be retroactive.
        
        Important: Future dates are not allowed.
        
        
     3. Proceed to step 6.
        
        
   • You are adding a newly adopted child
     
     
     1. From the Qualifying Event Type drop-down menu, choose Adoption.
        
        
     2. In the Effective Date of Event field, enter the date of adoption.
        
        Note: If the adoption is not finalized, enter the date you became financially responsible for the child.
        
        
     3. Proceed to step 6.
        
        
   • You are adding a spouse upon marriage
     
     
     1. From the Qualifying Event Type drop-down menu, choose Marriage.
        
        
     2. In the Effective Date of Event field, enter the marriage date.
        
        
     3. Proceed to step 6.
        
        
   • You are adding a child or spouse as a result of loss of other coverage
     
     
     1. From the Qualifying Event Type drop-down menu, choose Loss of other Coverage.
        
        
     2. In the Effective Date of Event field, enter the date of loss of other coverage.
        
        
     3. Proceed to step 6.
        
        
   • You are adding a domestic partner
     
     
     1. Contact the Office of Labor Relations (OLR) at (212) 306-7605.
        
        
6. Review your event information carefully. Ensure that the Life Event type and Event effective date are accurate.
   
   
7. If necessary, change your selections and click the Edit my Enrollment Event button.
   
   
8. Click the Prepare my Enrollment Event button.
   
   The event is now ready for data entry.
   
   
9. Click the Go to my Enrollment Event button.
   
   The Health Benefits Enrollment page displays your event and status.
   
   Note: If you think you should have an open event and do not see it, contact your Benefits department or NYCAPS Central, whichever is applicable.
   
   
10. Click the Select button to the right of the Family Status event.
    
    Your Enrollment Summary displays your current coverage.
    
    
11. Click the Edit button to add your dependent.
    
    Your current plan appears, along with any dependents currently enrolled. You may also see dependents that have previously been added to your plan but are not currently enrolled.
    
    Important: Do not click the I have no Changes button. This will close this event and you will not be able to add your dependent to your health plan until the next transfer period.
    
    
12. Click the Add/Review Dependents button to add your dependent to your existing coverage.
    
    The Enrollment Dependent Summary page appears.
    
    
13. Click the Add a Dependent link.
    
    
14. Under Personal Information, complete all relevant fields. Required fields are noted by an asterisk (*).
    
    Note: If you are adding a newborn child and your child's SSN has not yet been issued, leave the field blank. When it is available, provide the number to your agency benefits representative or NYCAPS Central, whichever is applicable.
    
    
15. Click the Save button.
    
    A confirmation page appears.
    
    
16. Click the OK button.
    
    
17. On the Dependent Personal Information page, review the information.
    
    
18. If changes are required, click the Edit button and make any necessary changes.
    
    
19. Click the Return to Enrollment Dependent Summary link.
    
    
20. On the Enrollment Dependent Summary page, click the Return to Event Selection link.
    
    
21. Check the Enroll box next to each dependent you wish to add.
    
    Important: A check mark is required. Your dependent will not be successfully enrolled if you do not enroll him or her in your health plan.
    
    
22. Click the Continue button.
    
    A message appears reminding you to check the box for each dependent you wish to enroll.
    
    
23. Click the OK button.
    
    
24. Review the summary of your election, including the effective date and the date payroll deductions will begin.
    
    
25. If changes are required, click the Edit button and make any necessary changes.
    
    
26. Click the OK button.
    
    The Family Status Change page appears.
    
    
27. Review the page and ensure that all information is correct.
    
    
28. If changes are required, click the Edit button and make any necessary changes.
    
    
29. Click the Submit button.
    
    
30. On the Submit Benefits Choices page, carefully read the Employee Certification in order to understand the terms and conditions of your health coverage.
    
    
31. Determine if you are ready to submit your elections.
    
    
32. Select from below.
    
    
    • Yes, you are ready to submit your elections
      
      
      1. Click the Submit button, then click the OK button.
         
         Your election will be placed in Pending status until your documentation is received.
         
         
      2. Print the eBenefits coversheet.
         eBenefits coversheet
         
         
      3. Complete the coversheet and attach it to your supporting documentation.
         
         
      4. Include your employee ID on all supporting documentation.
         
         
      5. Submit the coversheet and all supporting documentation to your agency benefits representative or NYCAPS Central, whichever is applicable.
         
         
    • No, you are not ready to submit your elections
      
      
      1. Click the Cancel button.
         
         No changes will be made to your current health benefit plan.
         
         If you added any dependents, the information will be stored but you will need to re-enter all other changes, including health plan elections.
         
         
      2. When you are ready to finalize your election and submit your changes, return to ESS and repeat this procedure.
         
         This event will remain open for 31 days from the date of the qualifying event.
         
         

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Related topics
Eligible dependents for health benefits
Removing a dependent from your health plan
Required documentation

2001

Last revised: March 9, 2009