RIT has a family member verification (FMV) process to ensure that only those people who are eligible for benefits are covered and that the proper tax status is applied. It is important that RIT and employees are spending money as intended and that required taxes are paid.
The process is a simple one; copies of the eligibility verification documents only need to be provided once regardless of future benefit plan enrollments (e.g., if you cover your spouse only under dental and later add your spouse to your medical coverage, you will not need to provide another copy of the verification document). Tax status verification for educational benefits purposes needs to be provided annually.
Copies of verification documents should be provided as follows:
New hires: a new employee must provide the eligibility verification documents before family members can be added to the various benefits coverage.
Mid-Year Changes: generally, the employee must provide the eligibility verification documents before family members can be added to the various benefits coverage. In the case where the document is not available (e.g., birth certificate for a new baby), the family member will be added to the coverage but the employee must provide the required proof within 30 days, otherwise, coverage will be cancelled for the family member.
Open Enrollment Changes: the employee must provide eligibility verification documents by the end of the open enrollment period for any family members added to the coverage. If the documentation is not provided, the open enrollment change will not be processed and the family member will not be added to the coverage effective January 1.
Educational Benefits: the employee must provide 1) eligibility verification documents for family members, and 2) tax dependent verification for children before benefits are available under RIT's Tuition Waiver, Tuition Exchange, and Tuition Scholarship programs.
- You only need to provide proof of eligibility one time. For example, if you already provided a copy o your child's birth certificate for RIT medical coverage, you do not need to submit another copy for Tuition Waiver.
- If you state the child is your tax dependent and the course of study is undergraduate (this step is not necessary if the course of study is graduate since it will be taxable), you also need to provide a photocopy of the top portion (we do not need any income information) of your most recent federal tax return showing the child as your tax dependent (you can cross out the Social Security Numbers).