Human Resources

New Employee Benefits Enrollment Checklist

Getting Started

You are invited to attend the New Employee Welcome and Orientation (NEWO) to learn about your benefit options.  Please do the following to ensure you may begin the benefits enrollment process as soon as possible:

Insurance Plan Enrollment

The My UT Benefits online enrollment system is available 24/7 to make insurance elections at your convenience, anywhere Internet access is available. You may log into My UT Benefits with your UT EID and password (other login options available) after you receive “Your Initial Enrollment Benefits Options” by email or “Your Recent Employment with the University” by email or mail.

  • You must make your insurance elections by the deadline provided in “Your Initial Enrollment Benefits Options” email, which is 31 calendar days from your employment start date. 
  • Once you click “Make My Elections,” you have until midnight of your election day to make changes.  After midnight, contact the Human Resource Service Center (HRSC) to make changes by your enrollment deadline.
  • If you are adding dependents, you must upload Evidence of Eligibility (EOE), the requirement to provide proof of relationship documents for each dependent, which will be reviewed by the HRSC, to determine dependent eligibility. You have 15 additional days to upload EOE online, but all dependent insurance elections must be made within your 31 day enrollment period.
    • If you need to add dependents that don’t have Social Security Numbers, contact the HRSC for assistance.
  • If you are selecting certain higher levels of life insurance for yourself or your spouse, you must complete Evidence of Insurability (EOI), a health questionnaire sent to the insurance company to make a determination about your requested coverage. You have 15 additional days to complete EOI online, but all life insurance elections must made be within your 31 day enrollment deadline.
  • Don’t forget to make beneficiary designations for life insurance and accidental death insurance (Personal Information tab), which may be updated at any time of year. You may need to wait up to a week after receipt of “Your Initial Benefits Enrollment Options” email before making designations.
  • Review your “Confirmation of Your Initial Benefits Enrollment” email, sent the day after you make elections. If you need to make changes, contact the HRSC within your 31 day enrollment period.

Long Term Care

Enrollment is not available online. Submit the application directly to the insurance company within your 31 day enrollment period.

Retirement Program Enrollment

Complete within 90 calendar days of your start date:

  • 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 Resources via email. Follow the online enrollment instructions provided in the email.

Complete at any time:

Evidence of Eligibility: Proof of Relationship Documents

Insurance Dependent Eligibility Required Documents
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
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
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
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
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
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
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

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.