[UCRDBR] Open Enrollment Exceptions Processing

[Departmental Benefits Representatives]

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November 18, 2024


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 do not share, but retain this information for your personal knowledge and use to respond to employee questions.  Do not reply to this email.  Please send a separate email with questions to benefits at ucr.edu<mailto:benefits at ucr.edu>.

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

The Open Enrollment portals in UCPath will close at 5 pm on Friday, November 22nd. Requests for exceptions to the deadline should be sent to UCPath as described below.

Employees

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 22, 2024, 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 "2025 Open Enrollment"
  6.  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.
  7.  Make your benefit elections and submit the eForm.

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

Employees who do not have computer access should contact the UCPath Center by phone at (855) 982-7284 for assistance.

The UCPath Center has a dedicated, experienced team reviewing the exception requests, in collaboration with the UCOP Benefits COE (Health & Welfare Benefits).

Please note that in the event an OE deadline exception for a medical plan change is approved after January 1, 2025, 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 2025 year, in accordance with IRS regulations. In addition, it will be the employee's responsibility to re-enroll in TIP for 2026. Employees will be notified of this by the UCPath center if their request is approved after the plan year begins.

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