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Why is the audit being conducted?
The ABC Company has secured BASIC, a vendor of American Westbrook, to review our Health Benefits Program records to ensure that only eligible dependents are covered under our group health benefits.
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Which dependent types must be verified?
All eligible dependent types (spouses, children, disabled dependents and continued coverage for overage children) must be verified to maintain coverage for these dependents.
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Do I have to do anything?
If you are covering any dependents, you will receive a letter in the mail from BASIC asking you to provide documents to prove eligibility.
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What is the deadline for submitting the required documentation?
Month day, year. The deadline is also specified in the memo to active employees and the letter from BASIC.
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I can't find my required documentation or I have general questions. Who should I contact?
You may contact BASIC at 800.444.1922 ext.4. Representatives are available Monday through Friday from 8:30 a.m. to 5 p.m.
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What happens if I fail to respond to the Dependent Eligibility Verification Audit?
The Company will have no choice but to remove your dependents from coverage if you do not provide the required documentation to verify eligibility.
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Who is BASIC?
American Westbrook Insurance has retained BASIC, a very reputable Human Resource Service Company, to perform the Dependent Eligibility Verification Audit. We have in the past and currently use BASIC to provide Benefit Administration Support Services.
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I already submitted documentation for a change. Must I resend it?
YES, you will have to resubmit the documents requested by BASIC.
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I am a new employee. Do I have to include documentation for my dependents?
All employees must provide the required documentation to prove dependent eligibility. The Dependent Eligibility Verification Audit Chart describes what documentation is needed. This will be provided with the letter that is sent to your home address.
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Do I have to sign and return the required Documentation Validation Form with my documentation?
Yes, you must return the required Document Validation Form along with your documents for all dependents you are verifying.
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Is it safe to send my documentation to BASIC?
Yes, sending your required documents to BASIC is safe and is required in order to avoid removal of dependent benefit coverage.
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What documentation is needed?
The Dependent Eligibility Verification Audit Chart describes what documentation is needed for each dependent. (To be provided in a letter that is sent to your home address.)
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Where can I obtain the necessary documents?
Clerk's office of county you were born or married in. (The Company is not responsible for the costs of these documents.)
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What happens if I am covering someone who is not an eligible dependent?
To avoid penalties, all employees/retirees will have the opportunity to voluntarily inform BASIC that some covered dependents are no longer eligible for coverage under the city's group health plans. There will be no consequence for an employee/retiree voluntarily removing ineligible dependents prior to Month day, year. Benefit coverage for ineligible dependents will end on Month day, year. Failure to inform BASIC or provide the necessary documents will result in benefits being cancelled for the dependents effective Month day, year Returning falsified or altered documents to validate dependent eligibility may be subject to disciplinary action.
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What are the options for continuing coverage for ineligible dependents?
Removing an ineligible dependent that was not eligible for coverage is not considered a COBRA Qualifying Event. In certain circumstances, where an eligible dependent became ineligible within the last 60 days, COBRA may be offered. Please contact BASIC (800.444.1922 ext. 4) for clarification regarding possible continuation of coverage for such dependents or other insurance options.
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What happens to the copies of the requested documentation once it is received by BASIC? Is my information safe?
The copies are scanned into the records and the electronic file or data is only available to authorized representatives. The copies are then shredded. BASIC maintains a high level of confidentiality and electronic security of records.
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If my spouse and I file our taxes separately, what tax documentation do we need to provide?
You and your partner must provide the top half of each of your federal tax return. You may black out any financial or confidential information on the federal tax return.
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Do I have to send original documentation?
No. Do not send your original documentation to BASIC. Copies are all that is required.
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Do I have to submit documentation for my over-age dependent who is eligible for COBRA?
Yes, you must send the required documentation to verify that he or she is eligible for COBRA.
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I am a retiree covering a dependent. Do I have to submit proper documentation?
Yes, anyone covering dependents under the city health benefits must submit the required documents.
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Where can I obtain additional information about the Dependent Eligibility Verification Audit?
Contact:
BASIC
HR Services
9246 Portage Industrial Dr
Portage, MI 49024
Phone: 800-444-1922
Web:
www.basiconline.com