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New Employee Benefits Enrollment Checklist

Learn about the UT Benefits Program

• Attend the New Employee Welcome and Orientation to learn about your benefits options.
• Review the UT Benefits Handbook for Employees.
• Estimate your monthly benefits cost with the interactive Benefits Cost Worksheet.  Be sure to indicate whether you are a full-time or part-time employee (appointed less than 40 hours).  Select full-time if you are a graduate student academic employee.
• Find a Doctor or Pharmacy to utilize for medical, prescription, dental or vision care.
• Stay informed by making Employee Information System updates as needed. Important benefits information is sent to your e-mail and other addresses listed there.

Insurance Plan Enrollment

Complete the following insurance forms within 31 calendar days of your first day of employment and submit directly to the Human Resource Service Center:

• Insurance Enrollment/Change Application
• Dependent Information Form
• UT Flex Enrollment, if enrolling in medical and/or daycare flexible spending accounts
• Proof of Relationship Documents and Forms required to add family members to your insurance coverage  
  
  Contact Us includes our e-mail address, fax number and mailing addresses for submission of your forms.
  
  Insurance forms received by the 15^th of the month generally become effective the same month, while forms received after the 15^th generally become effective beginning the next month.  For an urgent need to activate your coverage prior to receiving an insurance card, contact the Human Resource Service Center.
   

Complete the following insurance forms within 31 calendar days of your first day of employment and submit directly to the insurance company:

• Beneficiary Designation for Term Life and AD&D
• Universal Evidence of Insurability Application, if applying for voluntary term life coverage of four, five or six times salary or $25,000 or $50,000 spouse coverage
• Long-Term Care Enrollment, if enrolling in plan
• Assurant Primary Family Dentist Designation (last page of Assurant benefits guide), if enrolling in Assurant Dental plan

Retirement Program Enrollment

Complete the following within 90 calendar days of your first day of employment:

• Teacher Retirement System Designation of Beneficiary Form, submitted directly to TRS
  • TRS membership is automatic for all eligible employees
  • Graduate student academic employees are not eligible for TRS membership
• Optional Retirement Program enrollment (if eligible to participate in lieu of TRS)
  • Eligible employees will be notified by the Human Resource Service Center via e-mail. Follow the online enrollment instructions provided in the e-mail. 

Complete at any time:

• UTSaver Voluntary Retirement Programs enrollment. 
  • Review your personal estimated contribution limits (EID and password required). 
  • Changes made in the online UTRetirement Manager system by the 14^th of the month are effective the first of the next month.
  • Review Getting Started with UTRetirement Manager for more information.

Proof of Relationship Documents and Forms

Review the table below for the documents and forms required to add family members to your insurance coverage as dependents. See Translation of Documents if your documents are not in English or Spanish.

Insurance Dependent	Eligibility	Required Proof of Relationship Documents	Required Forms
Spouse	For all plans: your legally married spouse or common-law spouse with whom you’ve filed a Declaration of Informal Marriage (Texas Law does not recognize a domestic partner of the same or opposite sex as a spouse)	Marriage Certificate, or Declaration of Informal Marriage	Insurance Enrollment/Change Application Dependent Information Proof of Relationship Cover Sheet, if Proof of Relationship Documents are submitted separately from the above forms
Biological Child	For the health plan: your child under age 26 regardless of marital status or military enlistment For all other plans: your unmarried child under age 25 who is not enlisted in the military	Birth Certificate of child	Insurance Enrollment/Change Application Dependent Information Proof of Relationship Cover Sheet, if Proof of Relationship Documents are submitted separately from the above forms
Adopted Child	For the health plan: your child under age 26 regardless of marital status or military enlistment For all other plans: your unmarried child under age 25 who is not enlisted in the military	Birth Certificate of child, or Valid court order of adoption, or Valid pre-adoption placement order issued by a licensed child placement agency, or Valid court order naming you as managing conservator of child	Insurance Enrollment/Change Application Dependent Information Special Dependent Application (only required if a birth certificate is not provided) Proof of Relationship Cover Sheet, if Proof of Relationship Documents are submitted separately from the above forms
Stepchild	For the health plan: your child under age 26 regardless of marital status or military enlistment For all other plans: your unmarried child under age 25 who is not enlisted in the military	Birth Certificate of child, and Marriage certificate for you and the biological parent	Insurance Enrollment/Change Application Dependent Information Special Dependent Application Proof of Relationship Cover Sheet, if Proof of Relationship Documents are submitted separately from the above forms
Child under legal guardianship or conservatorship	For the health plan: your child under age 26 regardless of marital status or military enlistment For all other plans: your unmarried child under age 25 who is not enlisted in the military	Valid court order naming you as the child’s guardian or conservator	Insurance Enrollment/Change Application Dependent Information Special Dependent Application Proof of Relationship Cover Sheet, if Proof of Relationship Documents are submitted separately from the above forms
Grandchild	For all plans:  your unmarried grandchild under age 25 if the child is your dependent for federal tax purposes	Birth Certificate of grandchild, and Birth Certificate of biological parent, and Most recent tax return indicating child is your financial dependent or school records in the absence of a tax return	Insurance Enrollment/Change Application Dependent Information Special Dependent Application Proof of Relationship Cover Sheet, if Proof of Relationship Documents are submitted separately from the above forms
Incapacitated Over Age Child	Certain children over age 25 for all voluntary plans or age 26 for the health plan who are determined to be medically incapacitated by the UT System Office of Employee Benefits and are unable to provide their own support	Birth Certificate of child, and Proof of prior health coverage	Insurance Enrollment/Change Application Application for Incapacitated Over Age Dependent Coverage Supporting medical records less than one year old Proof of Relationship Cover Sheet, if Proof of Relationship Documents are submitted separately from the above forms

Translation of Documents

Documents that are not in English or Spanish must include an official translation. Some translation resources are listed below. All questions about translations should be directed to the individual(s) you are contacting.

• Austin Area Translators and Interpreters Association
• Center for Russian, East European and Eurasian Studies
• Department of Asian Studies
• Department of French and Italian
• Department of Germanic Studies