Dependent Verification FAQs
This document contains answers to frequently asked questions. The documentation requirements and dependent eligibility rules are
available on PeopleHUB. You may also contact the Dependent Verification Center toll-free at 1-800-725-5810 starting April 1, 2015.
General Questions
What is a Dependent Eligibility Verification?
Dependent eligibility verifications are a common practice for organizations to ensure compliance within their benefit
plans. Employees will be asked to provide appropriate documentation to prove their relationship to the dependents
enrolled in their medical, dental and vision plans.
Why is Reed Elsevier doing a dependent verification?
Claims and health care management of dependents account for about 45 percent of our health care costs. One way to help manage
these costs is to make sure we are only covering eligible dependents. Asking our employees to provide documentation helps ensure
that eligible medical plan participants are not unfairly bearing the cost of covering ineligible individuals under our plans. In addition, we
are legally required to ensure that our plans are administered properly.
When Will the Verification Take Place?
The dependent eligibility verification period is from April-May 2015.
Who Will Conduct the Verification?
Aon Hewitt will conduct the verification. They will send a packet to employees’ homes to request documentation,
provide a hotline for customer support and access to a web portal to check the status of your verification. Aon Hewitt will
also ensure your information is kept confidential by utilizing encryption technology to protect sensitive data. In
addition, once your documentation is received, the hard copy is destroyed to ensure confidentiality.
Will everyone be subject to the dependent verification?
All employees who cover dependents under a Reed Elsevier medical, dental or vision plan must respond to the dependent
verification.
What if I already completed the Dependent Verification process as a new hire this year?
If your dependent(s) were previously verified in 2015 as a newly hired employee, you will not be included in the ongoing dependent
verification. However, if you add additional dependents due to a qualifying event, you will be asked to verify their eligibility at that
time.
Verification Information – What to Expect
Employees with covered dependents on their medical, dental and vision plans will receive a packet to their homes
from Aon Hewitt in early April. The packet will provide a list of covered dependents and the documentation that can be
submitted as proof of eligibility for each type of dependent. Depending on the type of dependent, you may be required to
provide more than one document to verify your dependent is eligible. As an example, a spouse requires a state or
federal tax return and a marriage certificate to verify eligibility. We are verifying all of our current dependents to
ensure we are offering coverage only to those that are eligible. Since January 2015, documentation is required for each
dependent added to coverage throughout the year and during open enrollment to ensure we’re proactively verifying
eligibility.
Important To-Do’s and Dates
Employee To Do’s
A packet will be sent to employees requesting documentation
for eligible dependents.
Documentation needs to be sent to Aon Hewitt to prove
eligibility for dependents.
Non-responders and ineligible dependent coverage will be
terminated.
Dates
Sent 1st week of
April 2015
Within 45 days of
receipt of
packet/enclosed
deadline date
May 31, 2015
Once appropriate documentation is sent to Aon Hewitt and approved, a letter will be sent to the employee
notifying them that they have successfully completed the verification. Reminder notices and termination notices will
only go to employees who have not successfully completed the verification. Employees not providing appropriate
documentation within the specified timeline will receive a letter from Aon Hewitt notifying them that their dependents’
coverage will be cancelled.
Documentation Required for Dependents Added after April 1, 2015
Employees will be required to provide the same documentation for any dependents added after April 1, 2015 at the
time of enrollment. Dependents without the appropriate documentation will not be considered eligible to be
enrolled in benefits. Employees will have 30 days from the date the dependent became eligible to provide the
documentation.
I can’t seem to find the fax number or address to send my dependent verification documents.
You may submit your documentation by:
 Online Upload: www.yourdependentverification.com/plan-smart-info
 Secure Fax: 1-855-965-9555
 Mail: Dependent Verification Center
P.O. Box 1414
Lincolnshire, IL 60069-1414
Please note that faxing or uploading is encouraged to ensure your documents are received prior to the deadline. Do not
forget to include the signed and dated Dependent Verification Cover Sheet. It must be completed and returned with your
documentation to successfully verify your dependent(s).
I never received or misplaced the package that was sent to me for providing my documentation. Can you send me an
additional copy?
You can contact the Dependent Verification Center at 1-800-725-5810 in order to request another package to be mailed to
you.
Dependent Eligibility
How do I know if my dependent is eligible?
We encourage you to research the dependent eligibility rules before the verification begins. You can view the dependent
eligibility rules on PeopleHUB. You also will receive a list of your dependents covered under the plan and a list of the
dependent eligibility rules when the verification begins. This information will help you determine whether your dependents
are eligible.
Who are considered eligible dependents under the Reed Elsevier medical, dental and vision plans?
The following dependents are eligible for coverage under the Reed Elsevier medical, dental and vision plans:

Your spouse/domestic partner.
o
If you are divorced and are required to cover your ex-spouse, your ex-spouse is not eligible.

You/your domestic partner's children up to age 26 -- for medical coverage only.

You/your domestic partner's unmarried children up to age 23 – for all other coverage, up until the end of the
month he/she turns 23 if he/she is a full-time student.

Your/your domestic partner's unmarried children of any age incapable of self-support due to mental/physical
disability that commenced before age 19 (or age 26 for medical coverage). Proof of disability is required for
disabled dependents.
Examples of Documentation That May Be Requested (not a complete list)
 State or federal tax returns (within the last two years) showing married filing jointly or married filing separately
(first page only, blacking out social security numbers and financial information)
 Marriage certificates
 Birth certificates
 Divorce Decrees
What information do I need to cover my Domestic Partner?
In order to cover your domestic partner your relationship with him/her must meet all of the following criteria:







You and your partner currently reside together;
You and your partner are jointly responsible for basic living expenses;
You and your partner are not married to anyone else either pursuant to statutory law or common law;
You and your partner are both 18 years or older;
You and your partner are not related by blood closer than allowed for by marriage (per state code)
You and your partner are the other’s sole domestic partner and;
You must complete an Affidavit of Domestic Partnership or provide documentation from a Government Registry
Documentation
I have misplaced my child’s birth certificate and my marriage certificate. What should I do?
To obtain a copy of a birth or marriage certificate, please contact the vital records department of the state in which the
event took place. You may also request copies of these documents from VitalChek, a Reed Elsevier company. Reed Elsevier
will waive the processing fee applied to obtaining these documents when you use the link provided on the Dependent
Verification secured website www.yourdependentverification.com/plan-smart-info. However, other fees (including
agency fees or shipping fees) will be applicable when requesting certificates or licenses from local governments.
I was married in a different country and I can’t get a copy of the marriage certificate. What can I supply as my proof
of marriage?
A marriage certificate that was provided in a foreign country as proof of marriage or your naturalization paperwork are
acceptable documents to provide. Please contact the Dependent Verification Center at 1-800-725-5810 before the deadline
shown on the notice for alternative forms of documentation that will be accepted.
I have a birth registration card that lists my child’s information, but not the name of the parents. Will that work?
No. Birth certificates are requested so that we can verify the parents of the child. Unfortunately, the birth registration card
does not list the parents and, therefore, cannot be used to verify the child’s eligibility for coverage.
My name is not on the birth certificate for my stepchild. Is this going to be a problem?
No, as long as we have a copy of your marriage certificate and the child’s birth certificate that lists you or your spouse as
the parent of the child.
I did not keep a copy of my prior year’s tax return. What should I do?
If you do not currently have a copy of your prior year’s tax return, please visit
www.irs.gov/taxtopics/tc156.html and follow the instructions to request a copy from the Internal Revenue Service (IRS).
Protecting my Personal Information
I am concerned about identity theft and sharing my personal information with a third party, Aon Hewitt.
We understand and share your concern for the security of personal information. Reed Elsevier complies with federal and
state mandates regarding data security and our vendors are held to the same standard. All health-related vendors are held
accountable in their contract with Reed Elsevier to protect the privacy and security of Protected Health Information (PHI)
disclosed to them and to comply with the Health Insurance Portability and Accountability Act (HIPAA) as amended.
How do I know that my confidential information will be secure?
All Dependent Verification Center employees and contractors are held to the highest standard of conduct regarding the
processing of personal information and documents. Strict security measures are in place to ensure the integrity of the
personal data warehoused at the Benefits Choice Center and to maintain legal compliance with relevant privacy regulations.
To view the Benefits Choice Center (Hewitt Employees) Data Privacy Statement., visit www.hewitt.com, scroll down to the
bottom of the page and click on “Privacy Statement.”
Why do I need to provide tax documents, bills, and account statements? I don’t feel comfortable providing my
financial information.
Be sure to black out any financial information, account numbers and/or Social Security numbers when submitting
documentation per the instructions in the notice.
My financial information is private and I do not want it provided.
Reed Elsevier has no interest in your financial records. The purpose for requesting the top page of your tax return is to
provide proof of an existing marriage. We suggest you remove all financial information and SSNs with the exception of the
last four digits from the document before you submit it.
Ineligible Dependents
I never sent in documents for the dependent verification, will my dependents be dropped?
Your dependents will be removed from current coverage elections, including medical, dental and vision by May 31, 2015.
Will my ineligible dependents be dropped from all coverage?
For dependents determined to be ineligible, current coverage elections for the dependents will at the end of the month in
which they are deemed ineligible. Employees will be notified that their dependent is ineligible through a letter sent to their
home from Aon Hewitt.
Employees with employee + spouse, employee + child(ren) or family coverage that have an ineligible dependent removed
from a plan causing a change in coverage tiers, will result in the new coverage tier becoming effective the first pay period
after the ineligible dependent’s coverage is cancelled.
Dependents found to be ineligible will not be offered COBRA. COBRA is the ability to continue health insurance after
coverage is terminated due to a status change. COBRA is offered only to eligible dependents that terminate from coverage
due to a status change.
Appeals Process
There will be an appeals process for employees with extenuating circumstances that prevent them from being able to
provide the required documentation within the specified timeline. Employees with special circumstances should contact
the Dependent Verification Center as soon as possible to ensure they are notified prior to the deadline. More information
about the appeals process will be provided in the packet mailed to your home. If an appeal is denied or if documentation
is provided after the deadline, the dependents will be terminated as of May 31, 2015.
Where can I buy health insurance for my dependents if they are terminated from the Reed Elsevier health plan(s)?
If you decide to shop for coverage for your dependent(s) elsewhere, HealthCare.gov can guide you through the process.
How Do I Verify My Dependents?
STEP 1: Review the list of dependents you have enrolled and match each of them to a dependent type
listed in the "Eligibility Rules and Documentation Required" section.
STEP 2: For each dependent type you will find the eligibility requirement and a list of document options required
to verify that particular dependent type.
STEP 3: Once you have matched your dependents to types, gather all the necessary documents and forward
them to the Dependent Verification Center by:
Online Upload: www.yourdependentverification.com/plan-smart-info
Secure Fax: 1-877-965-9555
Mail: Dependent Verification Center, P.O. Box 1414, Lincolnshire, IL 60069-1414
If you have questions or need assistance, please call the Dependent Verification Center at
1-800-725-5810. Representatives are available Monday through Friday, from 7 a.m. to 10 p.m. Central Time.
DOCUMENTATION REQUIREMENTS AND THINGS TO REMEMBER
 SEND COPIES ONLY!
 Black out Social Security numbers appearing on any documents submitted.
 Only send the first page of your prior year federal tax return (Form 1040) that shows your dependents.
 Black out all monetary amounts appearing on federal tax returns (example: earnings listed on your 1040)
 Documents proving joint ownership are: mortgage statements, credit card statements, bank statements, property
tax statements, and current, non-expired residential leasing agreements listing both parties' names as co-owners.
The joint ownership may be established prior to the current year; however, the statement provided must be
issued within the last six months, or still current if a residential/ease.
 Proof of marriage must be a government-issued marriage license or marriage certificate including the date of your
marriage. Church-issued certificates are NOT acceptable. Birth certificates must be government-issued birth
certificates listing parent names. Hospital-issued certificates are NOT acceptable.
VITAL RECORDS REQUEST: If you need to request vital records from a state or local public records office, please
order your documentation early in the verification process to ensure timely receipt. Some state and county
offices can take several weeks to issue a vital record.
PHOTOCOPYING VITAL RECORDS: If photocopying of your vital record is prohibited, we recommend that you obtain
the non-certified vital record and submit your documentation via the United States Postal Service.
BIRTH CERTIFICATES LISTING PARENT NAMES: Short form government-issued birth certificates that do not
contain parent names are NOT acceptable. Please obtain the long form that includes the parent names (the
same used to obtain a passport).
ELIGIBILITY RULES AND DOCUMENTATION REQUIRED
Below is a list of eligibility rules and documents required to verify the eligibility of each
dependent. In some cases, at least TWO forms of documentation are required. Please
read carefully.
ID
LS
Dependent Type
Age
Legal Spouse
N/A
Eligibility Requirements
•
Your husband or wife under Federal
Law
Document Options for Verifying Eligibility:
Government-Issued Marriage Certificate and Federal Tax Return Within Last 2 Years Listing Spouse
OR
Government-Issued Marriage Certificate and Proof of Joint Ownership Issued Within Last 6 Months
OR
Government-Issued Marriage Certificate Only (if married within the last 12 months)
DP
Domestic Partner
Age 18 and over
Your same-sex or opposite-sex domestic
partner registered with a state that allows for
same-sex or opposite-sex domestic partner
relationships and meets the following
requirements:
•
Must be capable of consenting to the
domestic partnership
•
Must be each other's sole domestic
partner in a long-term committed
relationship and intend to remain so
indefinitely
•
Must share a common residence
•
Must not be related by blood in a way
that would prevent you from being
married to each other
•
Must be financially interdependent
•
Must not be legally married to
someone else or be a member of
another domestic partnership
Document Options for Verifying Eligibility:
Certificate of Domestic Partner Registration and Proof of Joint Ownership Issued Within Last 6 Months
OR
Affidavit of Domestic Partnership and Proof of Joint Ownership Issued Within Last 6 Months
BC
Up to age 26
Biological Child
•
Must be your biological child
•
•
•
•
Must be your biological child
Document Options for Verifying Eligibility:
Government-Issued Birth Certificate (including parents' names)
DBC
Disabled Biological Child
Age 26 and over
Must be unmarried
Must be medically certified as disabled
Must be financially supported by you
Document Options for Verifying Eligibility:
Government-Issued Birth Certificate (including parents' names) and Federal Tax Return Within Last 2
Years Claiming Child
ID
AC
Dependent Type
Age
Up to age 26
Adopted Child
Eligibility Requirements
•
Must be your adopted child
Document Options for Verifying Eligibility:
Adoption Placement Agreement (including child's date of birth) or Petition for Adoption (including child's
date of birth)
OR
Adoption Certificate (including child's date of birth)
DAC
Disabled Adopted Child
Age 26 and over
•
•
•
•
Must be your adopted child
Must be unmarried
Must be medically certified as disabled
Must be financially supported by you
Document Options for Verifying Eligibility:
Adoption Certificate (including child's date of birth) and Federal Tax Return Within Last 2 Years Claiming
Child
SC
Up to age 26
Step-Child
•
Must be your spouse's child
Document Options for Verifying Eligibility:
Government-Issued Birth Certificate (including parents' names), Government-Issued Marriage Certificate
and Federal Tax Return Within Last 2 Years Listing Spouse
OR
Government-Issued Birth Certificate (including parents' names) and Government-Issued Marriage
Certificate (if married within the last 12 months)
OR
Government-Issued Birth Certificate (including parents' names), Government-Issued Marriage Certificate
and a Proof of Joint Ownership Issued Within Last 6 Months
DS
Disabled Step-Child
Age 26 and over
•
•
•
•
Must be your spouse's child
Must be unmarried
Must be medically certified as disabled
Must be financially supported by you
and your spouse
Document Options for Verifying Eligibility:
Government-Issued Birth Certificate (including parents' names), Government-Issued Marriage Certificate
and Federal Tax Return Within Last 2 Years Listing Spouse & Claiming Child
OR
Government-Issued Birth Certificate (including parents' names), Government-Issued Marriage Certificate,
Proof of Joint Ownership Issued Within Last 6 Months and Federal Tax Return Within Last 2 Years
Claiming Child
DPC
Domestic Partner Child
Up to age 26
•
Must be your same-sex or opposite-sex
domestic partner's child
Document Options for Verifying Eligibility:
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AJDMMBCGAAOIJPJEPK
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Government-Issued Birth Certificate (including parents' names), Affidavit of Domestic Partnership and
Proof of Joint Ownership Issued Within Last 6 Months
OR
Government-Issued Birth Certificate (Including parents' names), Certificate of Domestic Partner
Registration and Proof of Joint Ownership Issued Within Last 6 Months
ID
DPD
Dependent Type
Domestic Partner Disabled
Child
Age
Age 26 and over
Eligibility Requirements
•
Must be your same-sex or opposite-sex
•
•
•
Must be unmarried
domestic partner's child
Must be medically certified as disabled
Must be financially supported by you
and your domestic partner
Document Options for Verifying Eligibility:
Government-Issued Birth Certificate (including parents' names), Affidavit of Domestic Partnership, Proof of
Joint Ownership Issued Within Last 6 Months and Federal Tax Return Within Last 2 Years Claiming Child
OR
Government-Issued Birth Certificate (Including parents' names), Certificate of Domestic Partner
Registration, Proof of Joint Ownership Issued Within Last 6 Months and Federal Tax Return Within Last 2
Years Claiming Child
LW
Legal Ward
Up to age 26
•
Must be your legal ward as ordered by
the court
Document Options for Verifying Eligibility:
Government-Issued Birth Certificate and Court Ordered Document of Legal Custody
DW
Disabled Legal Ward
Age 26 and over
•
Must be your legal ward as ordered by
•
•
•
Must be unmarried
the court
Must be medically certified as disabled
Must be financially supported by you
and your spouse
Document Options for Verifying Eligibility:
Government-Issued Birth Certificate, Court Ordered Document of Legal Custody and Federal Tax Return
Within Last 2 Years Claiming Child
The above benefit descriptions describe the plan(s) generally, and in summary form only. In the event of a
conflict between what is stated in this document and the governing plan document(s), the plan
document(s) will control.