What to do in case of…

Please complete the Employee Information Change Form to make address, phone, emergency contact or name changes. If you have experienced a qualifying event and would like to make a change to your benefits you must do so within 31 days of the qualifying event or you will need to wait until the next open enrollment period to make the change. You may register your qualifying life event on your secure Carleton Benefits page or contact Human Resources at 507-222-5989.  If you are a Dining Services or Bookstore (Bon Appetit or Barnes & Noble) employee, please contact your employer directly.

Birth or Adoption of a Child

  • Add the child to the medical and dental insurance plans, as needed and if you are currently enrolled. (within 31 days)
  • Add or change Flex Spending Medical and/or Dependent Care elections. (within 31 days of birth or adoption; or within 31 days of you or your spouse going from FT or PT or vice versa; or within 31 days of you or your spouse going on or returning from a leave of absence)
  • Designate the child as a beneficiary on your life insurance, as needed (at any time).
  • Designate the child as a beneficiary on your TIAA-CREF accounts, as needed (at any time).
  • Adjust the number of tax allowances you claim on your w-4 form, as needed (at any time).

Marriage

  • Add your spouse, as needed, to medical and dental insurance plans, if you are enrolled. (within 31 days)
  • Add or change Flex Spending Medical and/or Dependent Care elections. (within 31 days of the marriage; see the Flex Spending plan document for other qualifying changes in family status)
  • Designate your spouse as a beneficiary on your life insurance, as needed (at any time).
  • Designate your spouse as a beneficiary on your TIAA-CREF accounts, as needed. (at any time; however, be aware that Federal pension law (ERISA) requires that a surviving spouse receive 50% of the account value in the event of your death, unless you and your spouse have waived that right by signing the waiver on the beneficiary designation form and are in compliance with other ERISA provisions)
  • Adjust the marital status and number of tax allowances you claim on your w-4 form, as needed (at any time).
  • Notify Human Resources of any address or name change, if applicable. (as soon as possible)

Death of a Family Member

  • Remove the family member from medical and dental insurance coverage. (within 31 days) Add or change Flex Spending Medical and/or Dependent Care elections. (within 31 days of the death; see the Flex Spending plan document for other qualifying changes in family status)
  • Update your beneficiary for your life insurance, if needed (at any time).
  • Update your beneficiary for your TIAA-CREF accounts, if needed (at any time).
  • Adjust the marital status and number of tax allowances you claim on your w-4 form, if needed (at any time).

Divorce or Domestic Partner Dissolution

  • Notify Human Resources within 31 days of the finalization of the divorce or dissolution. If your spouse or partner was covered by Carleton insurance plans, please provide us with their current address, so we may notify them of their right to continue insurance coverage. You will also be asked to provide additional information to support the change.
  • Add or change Flex Spending Medical and/or Dependent Care elections. (within 31 days of the divorce; see the Flex Spending plan document for other qualifying changes in family status)
  • Update your beneficiary for your life insurance, if needed (at any time).
  • Update your beneficiary for your TIAA-CREF accounts, if needed (at any time).
  • Adjust the marital status and number of tax allowances you claim on your w-4 form, if needed (at any time).

Retirement

  • Notify Human Resources when you are thinking about retiring. Notify your supervisor and Human Resources of your official retirement date.
  • Be sure to leave a forwarding address with Human Resources for your w-2 form.

Resignation

  • Notify your supervisor and Human Resources of your official resignation date. You may not use benefit time during your two-week notice, unless it had been requested and granted before giving your notice.
  • Human Resources will mail information on your rights to insurance continuation.
  • Be sure to leave a forwarding address with Human Resources for your w-2 form.

Other Occasions to Notify Human Resources

  • Any time a dependent child insured through Carleton’s medical and/or dental plans ceases to be eligible. A child ceases to be eligible when they turn 26.
  • Update your beneficiary for your Life Insurance or TIAA-CREF accounts (at any time).