University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Dependent Eligibility Document Verification

The University of Minnesota UPlan Medical Program strives to provide you and your dependents with valuable benefit programs. To help maintain these programs, we must make sure that our dependent eligibility data is accurate and up-to-date because having non-eligible dependents on the UPlan can result in increased costs for all plan members and for the University. To be fiscally responsible, we need to make sure that University funds are used to pay the claims of eligible dependents only.

The University of Minnesota hired Mercer*, a benefits consulting firm, to conduct a verification of dependent eligibility for 2012 health benefit elections. All active, benefit-eligible employees with covered dependents received a letter from Mercer at their home address regarding the Dependent Eligibility Verification program. The letter contained the process to complete the self-verification program on Mercer’s secure website by June 15, 2012.

During that time, you could remove dependents who were not eligible for coverage without a penalty. For any dependents you voluntarily removed, coverage was terminated on June 30, 2012.

The University of Minnesota and Mercer are currently conducting a Dependent Eligibility Document Verification program. Employees who did not respond to the initial Self-Verification process along with a group of randomly selected employees are asked to provide document verification. Examples of documentation include tax returns, birth certificates, marriage certificates, and same-sex domestic partner registration. Proof of eligibility for each dependent must be submitted by August 29, 2012.

* Please note that all Mercer employees working on the verification program have completed training regarding HIPAA, and Mercer’s operations comply with HIPAA privacy guidelines.


Frequently Asked Questions and Answers

Jump to:

  • Why is the University requiring proof of my dependent's eligibility under the UPlan Medical Program?
  • What is the definition of an eligible dependent?
  • What is acceptable proof of eligibility?
  • What if I do not have a copy of my dependent's birth certificate, marriage certificate, etc.?
  • What if I do not have a copy of my last federal tax return?
  • What should I do if I realize that one of my listed dependents is no longer eligible?
  • What will happen if I do not respond or if I submit an incomplete response?
  • Can I fax my Checklist and accompanying documentation instead of mailing them?
  • How do I know my information will be kept confidential?
  • How do I log on to complete the verification?

  • Q1. Why is the University requiring proof of my dependent's eligibility under the University of Minnesota UPlan Medical Program??

    A: The University of Minnesota has a responsibility to make sure that the UPlan’s resources are well-managed. The University of Minnesota also has a duty to apply the dependent eligibility rules fairly and equally. For both these reasons, the University needs to make sure that only eligible dependents are covered under the Plan. This is a step towards being fiscally responsible with University funds and is in accordance with the Operational Excellence commitment to reducing costs throughout the University..

    top


    Q2. What is the definition of an eligible dependent?

    A: You can find the definitions of eligible dependents on the Dependent Eligibility Verification Matrix in the packet mailed to you. The eligible dependents definitions can also be found on the University of Minnesota Employee Benefits website at www.umn.edu/ohr/benefits/summary.

    top


    Q3. What is acceptable proof of eligibility?

    A: You can find the acceptable supporting documents on the Dependent Eligibility Verification Matrix in the packet mailed to you. Examples include a copy of the first page of your federal tax return for the 2010 or 2011 tax years, marriage certificate, birth certificate, adoption paperwork, and same-sex domestic partner registration. Do not send original documents because they will not be returned.

    top


    Q4. What if I do not have a copy of my dependent's birth certificate, marriage certificate, etc.?

    A: There are several resources available that can help you to obtain the required documentation. We suggest that you start with the National Center for Health Statistics website at www.cdc.gov/nchs/w2w.htm or with www.vitalrec.com.

    top


    Q5. What if I do not have a copy of my last federal tax return?

    A: You can obtain an official transcript of your tax return, free of charge, by following the information provided by the IRS at www.irs.gov/taxtopics/tc156.html?portlet=1.

    top


    Q6. What should I do if I realize that one of my listed dependents is no longer eligible?

    A: Indicate on your Dependent Eligibility Verification Checklist which dependents are no longer eligible for coverage. Mark an “X” in the “Remove From Coverage” box beside that dependent’s name to indicate that the dependent should be dropped from coverage.

    top


    Q7. What will happen if I do not respond or if I submit an incomplete response?

    A. It is important that you follow the instructions and respond with the required documentation by the due date of August 29, 2012, to prevent any of your dependents from losing coverage effective October 31, 2012.

    top


    Q8. Can I fax my Checklist and accompanying documentation instead of mailing them?

    A: Yes. If you wish to fax your submission, you can fax the Checklist and verification documents to the Mercer DEV Service Center at 1­-800-851-8034.

    This is a secure electronic fax service. Only University of Minnesota DEV Service Center team members have access to the secure repository that stores your fax. This is unlike your regular fax service. We know that it is important to keep your information private, and we have put the necessary security in place to protect your information from public exposure. Our secure fax service complies with the Health Insurance Portability and Accountability Act (HIPAA).

    Make sure you include your Checklist with the copies of your supporting documentation. Once you have sent the fax, carefully check the fax transmittal report to ensure that all your pages were sent successfully to the correct number. Be sure to keep a copy of this transmittal report.

    top


    Q9. How do I know my information will be kept confidential?

    A: Mercer is a well-respected benefits consulting firm that values the privacy of its clients’ employees. All Mercer employees working on this Dependent Eligibility Verification program have completed training regarding the Health Insurance Portability and Accountability Act (HIPAA). Mercer’s operations comply with HIPAA privacy guidelines.

    Mercer and its employees adhere to strict confidentiality and data security protocols, and all Mercer employees undergo background checks prior to employment.

    All information that you view or upload to the Mercer website is securely stored and encrypted using industry standard protection methods. Any data you provide to Mercer will only be used for the purpose of conducting the Dependent Eligibility Verification program.

    top


    Q10. How do I log on to complete the Self-Verification?

    A. Log on to the secure website at www.mercerdevs.com/UofM:

    • Click on "Need a password?" to register (first time only)
    • When prompted, enter your U of M Employee ID number, your date of birth, and the security code displayed on the screen (this is case-sensitive)
    • When asked, create your own User Name and Password

    If you do not have computer access or have questions, call the Mercer Service Center at 1-866-609-3132.

    top