Life Events: Mid-year Benefit Changes

Log into eWay to initiate mid-year benefit changes outside your new hire/newly eligible event or annual open enrollment. i.e. To request changes to your own or dependent's benefit coverage due to a qualifying life event, such as a change in marital status, birth or placement of a child, and/or gain or loss of benefit coverage or eligibility.

Life Event benefit changes must be submitted in eWay within 30 days of the qualifying life event.
Required proof of event and dependents must be uploaded in eWay or provided within 60 days.
Life Events Reference Guide- a simple guide that lists out the steps by life event and what documents you will be asked to upload.
For more detailed step-by-step instruction, please refer to the Life Event Guide
Once your life event changes are submitted, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Note: If you are currently in Health/Dental in Lieu or waived and intend to change to one of the City’s plans OR currently in the City’s Health/Dental plans and intend to change to an in-Lieu plan, you must e-mail HRBenefits@sanjoseca.gov with your Employee ID, Event Type, and Date of Event to have a special enrollment event opened BEFORE you proceed. This does not apply/no special enrollment event needed for events due to loss/gain of coverage.

Where do I start?

Adding a new child

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. You will need to complete a life event submission in eWay within 30-days from the child's birth, adoption, or placement for coverage effective the 1st of the month following the birth, adoption or placement. When adding a new child to your City benefits, you may also enroll the spouse onto your current coverage at the same time. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Example: Child born or placed on 4/20/2022, coverage would be effective 5/01/2022

STEP 2: As a part of your life event submission in eWay you will be prompted to upload dependent verification documentation. If you do not yet have the county issued birth certificate in hand for your new dependent, please upload either the dependent's Verification Letter from the Hospital of Live Birth or the Life Event Attestation form. These two documents serve as a placeholders for the county issued birth certificate. If you have already completed your life event submission in eWay, you may submit this documentation via Document Upload in eWay (Main Menu->Self Service->Benefits->Document Upload). You're required to submit the county issued birth certificate within 60-days from the birth.

STEP 3: To ensure your child is enrolled in benefits, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to add the dependent and check the "Enroll" box in the dependent table at the bottom of each page. Once they have been added to each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 4: Once your life event submission in eWay is complete, Human Resources may review your submission no sooner than the following business day. You will receive a follow-up email from HRBenefits@sanjoseca.gov either informing you of any outstanding action items per your submission, or that your life event submission has been approved and processed.

STEP 5: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Got Married

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. You will need to complete a life event submission in eWay within 30-days from your marriage date for coverage effective the 1st of the following month. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Example: Marriage occurs on 4/20/2022, HR receives life event submission in eWay on 5/02/2022, coverage changes effective 6/01/2022

STEP 2: As a part of your life event submission in eWay you will be prompted to upload dependent verification documentation. If you do not yet have the county issued marriage certificate in hand, please upload the Life Event Attestation form. This document serves as a placeholder for the county issued marriage certificate. If you have already completed your life event submission in eWay, you may submit this documentation via Document Upload in eWay (Main Menu->Self Service->Benefits->Document Upload). You're required to submit the county issued marriage certificate within 60-days from the marriage. If you have a domestic partner already on your City benefits and their status is transitioning to "spouse," you do not need to complete a life event request in eWay. Email HRBenefits@sanjoseca.gov your county issued marriage certificate to inform our office of this change, and Human Resources can update your dependent's status accordingly.

STEP 3: To ensure your spouse is enrolled in benefits, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to add the and check the "Enroll" box in the dependent table at the bottom of each page. Once they have been added to each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 5: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Got Divorced

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. To remove an ex-spouse due to divorce, HR is only able to process such a request if the finalized divorce decree has been provided by the court. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Example: Finalized divorce decree processed by the court on 2/23/2022, HR receives life event submission on 4/20/2022, coverage changes effective on 5/01/2022

STEP 2: You will not be able to update your ex-spouse's relationship or your marital status. HR will update both once the event is processed.

STEP 3: As a part of your life event submission in eWay you will be prompted to upload the finalized divorce decree. Your submitted coverage changes will not be effective until the 1st of the month after submitting the finalized divorce decree. A formal separation is not a qualified reason to drop your spouse's coverage.

STEP 4: To ensure your spouse's benefit coverage ends, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to remove them and uncheck the "Enroll" box in the dependent table at the bottom of each page. Once they have been removed from each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 5: Once your life event submission in eWay is complete, Human Resources may review your submission no sooner than the following business day. You will receive a follow-up email from HRBenefits@sanjoseca.gov either informing you of any outstanding action items per your submission, or that your life event submission has been approved and processed.

STEP 6: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Establishing a Domestic Partner

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. You will need to complete a life event submission in eWay within 30-days from your establishment of your domestic partnership for coverage effective the 1st of the following month. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Example: Establishment of partnership occurs on 4/20/2022, HR receives request on 5/02/2022, coverage changes effective 6/01/2022

STEP 2: As a part of your life event submission in eWay you will be prompted to upload dependent verification documentation. For establishing a domestic partner, you would need to submit either your state registered domestic partnership license, or complete the City's Affidavit of Domestic Partnership form. If your domestic partnership is not registered through the State of California you will need to complete the Affidavit of Domestic Partnership form. When completing this form please confirm if your domestic partner should be considered "taxable," or "non-taxable." If your partner's income is greater than $4,200 in year, their benefit premiums would be considered “taxable,” income. (complete only pages 1-2) To be considered “non-taxable,” your partner's income would need to be less than $4,200 in a year. (complete pages 1-3)

STEP 3: To ensure your domestic partner is enrolled in benefits, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to add them to and check the "Enroll" box in the dependent table at the bottom of each page. Once they have been added to each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 5: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Dissolving a Domestic Partnership

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. If your domestic partnership has been dissolved, you will need to complete a life event submission in eWay to remove your ex-domestic partner from your coverage for changes effective the 1st of the following month after HR is notified. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Example: Dissolution occurs on 2/23/2022, HR receives request on 4/20/2022, coverage changes effective 5/01/2022

You will not be able to change your dependents relationship or status within the process. HR will complete the required changes upon processing.

STEP 2: As a part of your life event submission in eWay you will be prompted to upload verification documentation. For dissolving a domestic partnership, you would need to complete and upload the Dissolution of Domestic Partnership form if your partnership was only established with the City, or provide the state dissolution paperwork if your partnership was established through the State of California.

STEP 3: To ensure your ex-domestic partner is removed from benefits, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to remove them and uncheck the "Enroll" box in the dependent table at the bottom of each page. Once they have been removed from each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 3: Once your life event submission in eWay is complete, Human Resources may review your submission no sooner than the following business day. You will receive a follow-up email from HRBenefits@sanjoseca.gov either informing you of any outstanding action items per your submission, or that your life event submission has been approved and processed.

STEP 4: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Gained Coverage Elsewhere

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. You will need to complete a life event submission in eWay within 30-days of gaining your alternative group coverage elsewhere. Common examples of eligible alternative group coverage include: insurance provided through a spouse/domestic partner's employer, coverage through a parent for someone who is under 26 years old, insurance through a previous employer that is still active, or coverage provided through the military, etc. Examples of coverage elsewhere that would not qualify an employee for Health In-Lieu/Dental In-Lieu include: Medicare, Medi-Cal, Covered California, or any other type of privately purchased insurance. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Example: Gain of coverage elsewhere is effective 3/01/2022, HR is notified on 3/25/2022, employee can waive coverage or enroll in Health In-Lieu/Dental In-Lieu for effective on 4/01/2022

STEP 2: As a part of your life event submission in eWay you will be prompted to upload proof of coverage elsewhere and/or dependent verification documentation. This proof of coverage elsewhere can be a letter from the employer providing the coverage on company letterhead, or an employee benefits portal screenshot as long as it includes all of the following information on one page:

Effective Date of Coverage
Benefit Plans Listed
Individuals Listed on the Coverage

Medical ID cards are not accepted as proof of coverage elsewhere.

Dependent verification documentation may also be required for any dependents that need to be added to your City plan; including in-lieu plans. If HR does not already have documentation on these dependents prior to your life event request, you will be required to provide this as well. Please review the Required Dependent Verification Documents for acceptable dependent documentation per dependent type.

STEP 3: To ensure you new benefit elections are processed, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to waive or switch to in-lieu. For dependent coverage, you will want to make sure all eligible dependents are added in the dependent table at the bottom of each page, then click "Enroll". Once they have been added to each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 5: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Lost Coverage Elsewhere

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. You will need to complete a life event submission in eWay within 30-days of you or a family member losing your alternative group coverage elsewhere. You will have the option to enroll (or enroll the dependent who lost coverage) in City plans beginning the 1st of the month following the loss of coverage. If you had received any Health In-Lieu and/or Dental In-Lieu premiums while no longer having alternative coverage elsewhere, you will be required to pay this back to the City via a payroll adjustment. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Examples:

Employee Not Enrolled in Health In-Lieu/Dental In-lieu - Loss of coverage occurs on 3/01/2022, Benefits notified on 3/30/2002, employee has the option to enroll in coverage with the City effective 3/01/2022, or going forward for effective 4/01/2022.

Employee Enrolled in Health In-Lieu/Dental In-lieu - Loss of coverage occurs on 3/01/2022, Benefits notified on 3/30/2002, employee has the option to have coverage through the City back to 3/01/2022, and must pay back Health In-Lieu/Dental In-lieu payments received for the month of March and City benefit premiums missed for the month of March.

STEP 2: As a part of your life event submission in eWay you will be prompted to upload proof of loss of coverage elsewhere and/or dependent verification documentation if adding new dependents. This proof of loss of coverage elsewhere can be a letter from the employer providing the coverage on company letterhead, COBRA offer letter, or an employee benefits portal screenshot as long as it includes all of the following information on one page:

Termination Date of Coverage
Benefit Plans Listed
Individuals Listed on the Coverage

Dependent verification documentation may also be required for any dependents that have lost coverage and need to be added to your City plan. If HR does not have documentation on these dependents prior to your life event request, you will be required to provide this as well. Please review the Required Dependent Verification Documents for acceptable dependent documentation per dependent type.

STEP 3: To ensure you and any qualified dependents are enrolled in benefits, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to add/update, then add any new dependents in the dependent table at the bottom of each page and check the "Enroll" box to add them to coverage. Once they have been added to each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 5: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

Aging Out of Coverage

STEP 1: Login to eWay and go to the "Life Events," link under the Benefits section on the Home Page. You will need to complete a "Loss of Coverage Elsewhere" life event submission in eWay within 30-days of losing your coverage through your parents. You will have the option to enroll in coverage with the City back to the date you originally lost your coverage (1st of the month you lost coverage). If you had received any Health In-Lieu and/or Dental In-Lieu premiums while no longer having coverage through your parents, you will be required to pay this back to the City. Please use the Life Event Guide as a reference when completing your life event submission in eWay.

Scenario Examples: Loss of coverage occurs on 3/01/2022, Benefits notified on 3/30/2002, employee's coverage through the City will be retro effective to 3/01/2022 and you must pay back any Health In-Lieu/Dental In-lieu payments received for the month of March and pay for applicable City benefit premiums missed for the month of March. Aging out of coverage events are not processed going forward for 4/01/2022.

STEP 2: As a part of your life event submission in eWay you will be prompted to upload proof of loss of coverage through your parents. This proof of loss of coverage can be a letter from the employer* providing the coverage on company letterhead, or an employee benefits portal screenshot as long as it includes all of the following information on one page:

Termination Date of Coverage
Benefit Plans Listed
Individuals Listed on the Coverage

*If you are a child of a current City of San Jose employee, please simply indicate your parents name and employee ID within a document and upload that info for verification.

STEP 3: To ensure you get enrolled in benefits, make sure you fully submit the benefit enrollment part of the life event submission. You will click "Edit" for each benefit that you want to add, then choose your intended benefits plan for each page. Once you have reviewed and selected each benefit, click "continue" and then you must check each acknowledgement and click "submit" to complete the enrollment.

STEP 5: Once your life event changes are processed, please be sure to review the Life Event Checklist to review and/or update other areas in eWay that may be impacted by your life event.

COVERED DEPENDENTS: WHAT YOU NEED TO KNOW

The City of San José requires eligibility documentation for all individuals who are enrolled as dependents of City employees in the medical, dental, vision, employee assistance, and/or any in-lieu plans. Please refer to the documents below to understand how to meet this requirement.

Please contact us for further information or assistance.

Human Resources - Benefits Division

Phone 408-535-1285 I Fax 408-999-0862 I HRBenefits@sanjoseca.gov