Topics Map > Human Resource System (HRS) > Benefits Administration

Adding and Updating Dependents in HRS

Overview

In HRS, employers will have to add dependents to their records before those dependents can be enrolled in benefits plans. This job aid walks you through adding a dependent and updating existing dependent information. Update Dependent/Beneficiary Page in HRS is where dependent personal information is stored. All of this information should be regularly updated from the ET-2301 Health Insurance Application Form completed by the employee.

Process Considerations:

  • The Update Dependent/Beneficiary page should be updated whenever a new Health Insurance Application ET-2301 form is submitted by employee.
  • The dependent information is located on page 1 of the ET-2301 form under 2. Spouse Information and 3. Dependent Information, and on page 3 Medicare Information and Other Health Insurance as shown below. 
ET 2301 Spouse Dependent
ET2301 Medicare
ET2301 Other Health Insurance
You may click on the links below to navigate directly to a section:

Add Dependent Information

1. Navigate to: Benefits → Employee/Dependent Information → Update Dependent/Beneficiary.

2. Enter the Employee's Empl ID.

3. Click Search.

Name

a. If this employee has no prior dependents, you can edit the first blank row by clicking Edit Name.

b. If you need to add an additional dependent, click the Add a new row icon (+) to add a new dependent to this employee's record.

4. Enter an Effective Date for this dependent. (must be on or prior to the coverage Effective Date)

5. Click the Edit Name hyperlink and type the name in ALL CAPITAL LETTERS. (Please do NOT place a symbol/period in the Middle Name box.)

  • Click the Refresh Name to update and view how this name will be displayed.

Edit Name

6. Click OK to continue.

7. Click the Address tab at the top the screen. Select the same address as employee and the same phone as employee, or add in different information for dependent if applicable.  Click OK to continue.

Address

8. Click the Personal Profile tab.

Personal Profile 1

a.  Personal details are entered on this tab. Enter data such as Date of Birth, Relationship to Employee, Gender, Marital Status, Marital Status Date, Social Security Number, Other Health Insurance, and Medicare Info.

  • Be sure to click the checkbox for Primary ID next to the Social Security Number for the dependent.

9. Once all data has been entered on all tabs, click Save at the bottom of the screen.

10. To add another dependent, click the top Add a new row icon (+) to add a new dependent to this employee's record.

Add New Dependent

To the top

Updating Dependent Information

1. Navigate to:  Benefits → Employee/Dependent Information → Update Dependent/Beneficiary.
2. Enter the employee's Empl ID.

3. Click Search.
a. To update the name of an existing dependent, click the second Add a new row icon (+).
Update Name Button
4. Click the Edit Name link. Enter an Effective Date for this dependent's change. (Effective Date of the change.)
Name
5. Change Name of Dependent
Edit Name

a.  Press OK when completed.
6. Click the Personal Profile tab at the top of the screen.

7. Click the Add a new row icon (+) to make changes to dependent information, such as updating the Relationship to Employee (Ex. spouse to ex-spouse), updating Other Health Insurance Information, Medicare Info, etc. Update or correct data such as Relationship to Employee, Gender, Marital Status, Marital Status Date, Other Health Insurance, and Medicare Info.
a. Pictures below shows how to add a row and update Other Health Insurance Information.
Update Personal Profile
Personal Profile 2
8. To correct an original row due to incorrect entry or incorrect information given by employee, click the Correct History button at the bottom of the screen rather than adding (+) a new row.

9. Click the Personal Profile tab at the top of the screen. Personal details are entered on this tab. You can correct data such as Date of Birth, Effective Date of Coverage for Dependent, Relationship to Employee, Gender, Marital Status, Marital Status Date, SSN, Other Health Insurance, and Medicare Info.
2019 Update Dep
10. When all data has been entered or corrected on all tabs, click Save at the bottom of the screen.

Best Practices

Dependent Turns Age 26
  • Use Relationship to Employee drop down to change Child/Stepchild to 'Adult Child'
  • Change the drop down of Dependent Beneficiary Type to: None (this is prevent the dependent from being seen in self service)
  • Effective Date is first of the month following 26th birthday
Divorce
  • Spouses: Use Relationship to Employee drop down to change Spouse to 'ExSpouse'
  • Change the drop down of Dependent Beneficiary Type to: None (this is prevent the dependent from being seen in self service)
  • Change dependent Marital Status to 'Divorced'
  • Update 'As of' box for Marital Status with divorce date
  • Follow Entering and Updating Benefits Personal Data in HRS to update employee's marital status to 'Divorced'
  • Effective Date is first of the month following application received date, if received timely
  • For all other situations of divorce, please reference:Adding/Updating Dependent Information Job Aid and Family Changes - Divorce
Death of Dependent
  • Add in Date of Death
  • Spouses: Use Relationship to Employee drop down to change Spouse to 'ExSpouse'
  • Change the drop down of Dependent Beneficiary Type to: None (this is prevent the dependent from being seen in self service)
  • Update 'As of' box for Marital Status with widowed date
  • Leave dependent Marital Status as 'Widowed'
  • Follow Entering and Updating Benefits Personal Data in HRS to update employee's marital status to 'Widowed'
  • Effective Date is first of the month following date of death, if received timely
  • For all other death of dependent situations, please reference:  Adding/Updating Dependent Information Job Aid and Family Changes - Death of Dependent