[UCRDBR] Open Enrollment Exception Handling Process

[Departmental Benefits Representatives]

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November 14, 2023

To:
Department Benefits Representatives (DBRs)
From:
Central HR Benefits Office on behalf of UC Office of the President
Re:

Open Enrollment Exception Handling Process

DBRs, please share this important information with your department via your internal listserv.

Following are instructions for handling employee requests for exceptions to the Open Enrollment deadline.

The Open Enrollment portals in UCPath will close at 5 pm on Friday, November 17, 2023.  Requests for exceptions to the deadline should be sent to the UCPath Center, as described below.

Employees should submit an Open Enrollment Benefits eForm to request late enrollment after the end of the Open Enrollment period. Please note that submission of an Open Enrollment deadline exception request does not constitute automatic approval.  All forms received after November 17, 2023, at 5 p.m. will be reviewed for extenuating circumstances prior to approval or denial.

Employees should follow the steps outlined below:


  1.  Log into UCPath at http://ucpath.universityofcalifornia.edu/ and enter your Single Sign-On credentials
  2.  On the UCPath Dashboard, select the Open Enrollment option under Forms Library
  3.  Choose the Benefits eForm: Open Enrollment option
  4.  A new eForm will populate with your personal information. Based upon your benefits primary position, please select the corresponding benefit program. The options provided are:
     *   Faculty/Staff Benefits
     *   Graduate Student Benefits
     *   Medical Resident Benefits
     *   Postdoctoral Scholar Benefits

5.     Under the Reason for Request drop-down menu, select "2024 Open Enrollment"

  1.  The Late Enrollment section will populate.  You must provide details in the Reason For Late Enrollment Request comment section. Please provide a detailed explanation as to why you are requesting late enrollment for the Open Enrollment period as the reason provided will be considered in the decision to approve or deny your enrollment request.
  2.  Make your benefit elections and submit the eForm.

Once the Open Enrollment eForm has been reviewed by UCPath, a follow-up email will be sent indicating whether the enrollment request has been approved or denied.

Employees who do not have computer access may fill out paper forms to request an Open Enrollment deadline exception.  Employees must fill out the applicable Health Benefits Open Enrollment Form (for Residents, Postdocs, or all other employees), and ensure the Late Enrollment section is completed.

All of the applicable forms are in the UCPath Forms Library, but can also be accessed through the following links:


  *   Health Benefits Open Enrollment
https://www.ucop.edu/ucpath-center/_files/mypath/oe/oe-form.pdf

  *   Postdoctoral Scholar Health Benefits Open Enrollment Form
https://www.ucop.edu/ucpath-center/_files/mypath/oe/oe-form-postdoc.pdf

  *   Unpaid Leave of Absence Open Enrollment Form
https://www.ucop.edu/ucpath-center/_files/mypath/oe/oe-lwop-form.pdf

  *   Postdoctoral Scholar Unpaid Leave of Absence Open Enrollment Form
https://www.ucop.edu/ucpath-center/_files/mypath/oe/oe-postdoc-lwop-form.pdf

Paper forms may be submitted in a variety of ways:

Create an Inquiry in UCPath

*       UCPath: http://ucpath.universityofcalifornia.edu

*       Log in using Single Sign On (SSO)

*       Click Ask UCPath

*       Select Submit An Inquiry
Use the following drop-down selections:

o   Topic: Open Enrollment

o   Category: Late Enrollment Request

o   Subject: OE Late Enrollment Request

Email
Email address: ucpath at universityofcalifornia.edu<mailto:ucpath at universityofcalifornia.edu>
Email Subject: OE Late Enrollment Request

Postal Mail
14350-1 Meridian Pkwy
Riverside, CA 92518

Due to the significant changes in medical plan premiums for 2024, we expect a higher volume of exception requests pertaining to those plans. UCPath is dedicating experienced team members to review these cases, in collaboration with the UCOP Health & Welfare Team.

Please note that in the event an OE deadline exception for a medical plan change is approved after January 1, 2024, for a reason other than UC administrative error, the employee's medical plan premiums must be paid on a post-tax (i.e., "no TIP") basis for the entire 2024 year, in accordance with IRS regulations.  In addition, it will be the employee's responsibility to re-enroll in TIP for 2025. Employees will be notified of this by UCPath if their request is approved after the plan year begins.


Appeals

Employees whose requests are denied by UCPath may submit an appeal using the procedures outlined on UCnet<https://ucnet.universityofcalifornia.edu/tools-and-services/administrators/group-insurance-appeals-process.html>.

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