On Screen 106 in Personnel Maintenance, there is a change date associated... »

 6) On Screen 106 in Personnel Maintenance, there is a change date associated with the various types of insurance benefit coverage. When should this date be changed and what should it be?

The change date field has different meanings and impacts depending on the type of coverage. Change dates are crucial because they are reported to the carrier as the effective date for a participant's coverage, termination of coverage, or change in status.

Basic Life – will require a change date if the coverage amount changes or if the employee becomes a retiree.

Medical – If a change occurs in any of the following fields: Plan, Carrier, Medicare, Family Status, or Number Covered, BPP will automatically enter a change date (the first of the following month), unless the HR office manually enters another date.

A change date MUST also be entered whenever the deduction code changes from a '1', '2', '3', 'L', or 'M' to a retiree deduction code of 'R' or '4'.

If the carrier code is '01' (TAMUS indemnity carrier), the participant has moved from a network to a non-network benefit status. HMO's require no change date as the participant will not experience any change in benefits or service.

Example: If an employee has a newborn on February 20, 1995, and adds the newborn to their coverage within 31 days, the change date for medical coverage on Screen 106 should read 02/20/1995. If a change date is not entered on Screen 106, BPP will automatically enter a change date of 03/01/1995 (the first of the following month). The change date becomes the effective date for the newborn’s coverage and is crucial in receiving benefits.

If the change of status is not entered into the system until March 23, one day past the specified 31 day grace period, AND the change date was NOT entered on Screen 106, the newborn’s coverage would not begin until 04/01/1995.


AD&D: For an enrolling participant, the change date should match the start date. For a dependent being added or dropped, the change date should be the first day of the following month. For an employee that is changing from individual coverage to family coverage, the change date should be on the first day of the following month. For an employee changing the amount of coverage, either increasing it or decreasing it, the change date should be on the first day of the following month. Any changes made during annual enrollment, BPP will automatically enter a change date to reflect the first day of the new fiscal year.

Dental: For an enrolling participant, the change date should match the start date. For a dependent being added or dropped, the change date should be the first day of the following month. A change in the family status and number covered will generate a change date. An active employee becoming a retiree will generate a change date.

Dependent Life: For an enrolling participant, the change date should match the start date. For a dependent being added or dropped, the change date should be the first day of the following month. For a change in coverage, or if the employee becomes a retiree, the change date should be the first day of the following month.

LTCE: A change in the coverage amount will generate a change date.

LTCS: A change in the coverage amount will generate a change date.

LTD: Whenever there is a change to the coverage amount, the smoker flag changes, or the employee becomes a retiree, BPP will automatically enter a new change date to reflect the first day of the following month, unless the HR office manually enters another date.

Optional Life: For an enrolling participant, the change date should match the start date. For a mid-year plan change, the change date should be on the first day of the following month upon the date of approval from the insurance carrier. Change dates must reflect the first day of the month. No other date should be used. During annual enrollment, BPP will automatically enter a new change date to reflect the beginning of the new fiscal year. Whenever there is a change to the coverage amount, the smoker flag changes, or the employee becomes a retiree, BPP will automatically enter a new change date to reflect the first day of the following month, unless the HR office manually enters another date.

Vision: For an enrolling participant, the change date should match the start date. For a dependent being added or dropped, the change date should be the first day of the following month. A change in the family status and number covered will generate a change date. An active employee becoming a retiree will generate a change date.

Other Issues

COBRA: The change date should reflect the first day of the month after the active coverage ends. The change date is used as the effective date, or start date, for COBRA. Incorrect COBRA start dates will affect the COBRA participant’s billing. If the change date is not correct, the stop date of 18 or 36 months later will also be wrong.

Death: The change date should reflect the day following the date of death. The stop date should reflect the actual date of the participant’s death. If the employee has dependent coverage, the stop date would be the last day of the month in which the death occurs. The change date would then follow as the first day of the following month.

Terminations: Termination dates for all coverage should reflect the last day of the month in which the participant terminates. The change date should be the first day of the month following the termination date.

This page was last updated on 06/11/2010 17:10:47