As part of a dependent verification process that we set up during 2016 Open Enrollment, our AECOM Benefits Service Center is reaching out to collect eligibility documentation for dependents covered in an AECOM medical, dental and vision plan who do not already have documentation on file. If you cover dependents — including your spouse/domestic partner or child(ren) — and you haven’t already provided documentation to the AECOM Benefits Service Center, you will be asked to do so as part of this process.

We understand that this process requires you to take action and can be time consuming, so we want to make it as easy as possible for you. The Dependent Verification Center through Alight, our benefits administration partner, is here to assist you! If you need help, contact the AECOM Benefits Service Center and ask for theDependent Verification Center.

Who is eligible for AECOM benefits?

If you are eligible for AECOM benefits as an employee, you can enroll yourself and your eligible spouse/domestic partner and dependent children in health, group and/or voluntary benefits.

Eligible spouse/domestic partner dependents include your:

  • Spouse of the same or opposite-sex to whom you are legally married
  • Common law spouse in a state that recognizes common-law marriages
  • Domestic partner who is currently registered as being in a domestic partnership with you with any governmental body, pursuant to state or local law
  • Domestic partner of the same or opposite sex who has a dedicated relationship with you that meets all of the following requirements:
    • You and your partner are at least 18 years old and mentally competent.
    • You and your partner are in a committed relationship and intend the relationship to last indefinitely.
    • You and your partner are not related by blood to a degree that would prohibit marriage in your state.
    • Neither partner is married, legally separated or in a partnership with anyone else.
  • Civil union partner who is currently registered as being in a civil union with you with any governmental body, pursuant to state or local law; or
  • Civil union partner of the same or opposite sex who has a dedicated relationship with you that meets all of the following requirements:
    • You and your partner are at least 18 years old and mentally competent.
    • You and your partner are in a committed relationship and intend the relationship to last indefinitely.
    • You and your partner are not related by blood to a degree that would prohibit marriage in your state.
    • Neither partner is married, legally separated or in a partnership with anyone else.

Eligible child dependents include your:

  • Child(ren) up to age 26 regardless of marital or student status, including:
    • Your natural child
    • The adopted child of you, your benefits-eligible spouse or your benefits-eligible partner
    • Your stepchild who is your spouse’s or common law spouse’s child
    • Your domestic partner’s child (your domestic partner must meet AECOM’s eligibility requirements)
    • Your civil union partner’s child (your civil union partner must meet AECOM’s eligibility requirements)
    • Any child placed with you by an authorized placement agency by judgment, decree or other order by any court of competent jurisdiction or any child for whom you, your enrolled spouse or partner are required to provide coverage under a QMCSO (Qualified Medical Child Support Order)
    • The foster child of you, your benefits-eligible spouse or your benefits-eligible partner
    • Other children if they live with you in a regular parent-child relationship and qualify as an exemption on your federal tax return
  • Unmarried child(ren) of any age who are incapable of supporting themselves due to a mental or physical disability and who are totally dependent on you

How dependent verification works

There are 3 steps to a successful dependent verification:

  1. Watch for a communication from the AECOM Benefits Service Center in early March — by U.S. mail and/or email depending on the preferences you have set up in your personalized benefits account. The communication will tell you:
    • Exactly what type of documentation is needed for your covered dependent(s)
    • How to submit your documentation online, by fax or by U.S. mail.

    Email communication will be sent from a donotreply@plan-smart.com mailbox.

  2. Once you submit your documentation, you’ll be able to check your verification status by logging in to your personalized benefits account.  After you log in, go into your Message Center and select the Verify the Eligibility of Your Dependents link. You’ll also receive confirmation by U.S. mail.
  3. As long as you submit the required documentation indicating proof of your dependents’ eligibility by April 18, 2018, coverage for your dependent(s) will continue with no interruption. If you do not provide documentation or if your covered dependent(s) is not eligible for AECOM benefits, coverage for your dependent(s) will end May 31, 2018.

Types of documentation you can submit

Documentation for your spouse/domestic partner

You must submit two documents for your spouse/domestic partner, unless you were married or qualified for a common law marriage in the last 12 months (see below).

You must submit one document from this column:

  • Government-issued marriage certificate (If you were married in the past 12 months and provide a government-issued marriage certificate, you do not need to provide an additional document from the next column. If you were married in the last 2 months, we will have your dependent’s information in the system and verification will be underway.)
  • Notarized affidavit of common law marriage (If you qualified for a common law marriage in the past 12 months and provided a notarized affidavit of common law marriage, you do not need to provide an additional document from the next column.). The Dependent Verification Center can help you locate the affidavit that you’ll need to complete.
  • Notarized affidavit of domestic partnership
  • Government-issued certificate of civil union partnership

And one document from this column:

  • Federal tax return from the last 2 years listing your spouse/partner
  • Proof of joint ownership issued within the last 6 months (from the date you receive the first notice from Alight), such as:
    • Mortgage statement
    • Bank statement (bank account verification letter showing active status)
    • Active lease agreement
    • Homeowners insurance policy
    • Brokerage accounts
    • Credit card statement (includes department stores and care credit)
    • Property tax statement
    • Currentyear state tax return listing spouse/partner
    • Currentyear mortgage interest/mortgage insurance statement
    • Warranty deed
    • Auto loans statement
    • Currentyear federal tax return listing the spouse/partner as a dependent

Documentation for your child(ren)

  • Biological child: government-issued birth certificate
  • Adopted child: government-issued birth certificate or adoption certificate or placement agreement
  • Step-child: government-issued birth certificate AND both documents verifying eligibility for the spouse/domestic partner
  • Other child: government-issued birth certificate AND a federal tax return from the last 2 years claiming the child as a dependent
  • Disabled child: The applicable document above AND a federal tax return from the last 2 years claiming the child as a dependent

Frequently asked questions

Why is AECOM requiring verification of dependent(s) eligibility?

It’s important to us that everyone at AECOM, including eligible family members, has access to health care coverage. We also want to manage our shared health care costs as responsibly as possible. As part of this effort, we periodically request and review documentation to ensure that our plans include only those dependents who are eligible for benefits. As a company that receives federal funding for certain projects, we are also required to ensure that all dependents enrolled in our health care plans are eligible for coverage.

Why is AECOM doing this now?

We went through a similar dependent verification process several years ago. Since then, we have changed benefits administrators and brought many different employee groups together under one benefits program. While we have been collecting eligibility documentation on dependents added to our benefits plans since the 2016 Open Enrollment period, there are still many covered dependents who do not have eligibility documentation on file. It’s time for us to make sure we have current eligibility documentation for everyone enrolled in our health care plans.

Who is conducting the dependent verification process?

Alight, our benefits administrator, is conducting the dependent verification process. Alight also manages the Dependent Verification Center, which is accessible through our AECOM Benefits Service Center.

I provided eligibility documentation when I added my dependent to my AECOM coverage after the 2016 Benefits Open Enrollment period. Do I have to provide documentation again?

No, if you already have documentation on file with the AECOM Benefits Service Center, you do not need to provide documentation again.

I provided eligibility documentation to URS when I added my dependent(s) to the URS benefits program. Why do I have to provide documentation again?

At this time, we need to collect eligibility documentation for every covered dependent who does not have current documentation on file with Alight, our benefits administration partner. This includes everyone who may have already provided documentation to a previous benefits administration. We need to ensure that Alight has the appropriate documentation for every dependent currently covered in an AECOM benefit plan.

How do I know if I already have dependent documentation on file?

If you already have dependent documents on file, you will not receive a communication from the AECOM Benefits Service Center asking for documentation.

What if I don’t think I can meet the April 18 deadline due to extenuating circumstances? 

We understand that there may be some cases in which employees might have difficulty obtaining and submitting the eligibility documentation. If you think that may apply to you, please call the AECOM Benefits Service Center to discuss your situation.

What happens if my dependent(s) is currently covered by AECOM benefits, but is not eligible for AECOM coverage?

You will receive a notice in mid-May letting you know that your dependent(s) will no longer be covered under AECOM’s benefit plans as of May 31, 2018. In addition, your dependent(s) will not be eligible for continuation coverage under COBRA because they were not eligible for benefits at the time coverage stopped.

Will coverage be dropped as of January 1?

No. Any dependents who have been covered but are not eligible will lose their coverage as of May 31, 2018. There will not be any retroactive termination of coverage.

Will my benefits contributions be reimbursed to me if my dependent loses coverage?

No. Although the dependent was not eligible for coverage during the beginning of the year, they were covered under the benefits plan and have been able to receive benefits.

What happens if I miss the April 18 deadline?

We strongly encourage you to collect and submit the documentation as soon as possible. The AECOM Benefits Service Center will provide you with a number of reminders to make sure that you have enough time to gather documents and submit them. If you do not provide documents by the April 18 deadline, your dependent(s) will not be eligible for coverage starting May 31, 2018. If you submit documentation after coverage ends, we will reinstate their coverage once we receive and review the required documents.

What happens if I think coverage was incorrectly terminated? 

We want to make sure your dependent who is eligible for coverage receives the benefits they need. If your dependent has been incorrectly terminated, you will be given an opportunity to file an appeal. The appeals process will be explained in the notices you receive from the AECOM Benefits Service Center.

Will I have to provide dependent verification every year? 

No. However, if you add a new dependent to your coverage, you will need to provide eligibility documentation for that dependent at the time of enrollment.

How can I obtain lost documents required to prove my dependent’s eligibility?

You may contact the government office in the county or state in which the event took place (i.e., birth, marriage, etc.). Most offices will mail a replacement document within five business days for a nominal fee. For a more immediate response, you may visit the county or state office to obtain the document the same day. Please make sure you know what information you will need to present in order to obtain the document prior to visiting the county or state office. You may also obtain documents online by visiting vitalchek.com. This website is used by every U.S. state to process vital record requests and also has links to sites where you can request vital records from foreign countries or for American citizens born abroad. The average turnaround time for requests is three days, and requested documents are marked with the clerk of courts seal.

Any fees charged are not eligible for reimbursement from AECOM or from your Health Savings Account (HSA) or Flexible Spending Account (FSA).

How will my personal information be used and who will have access to it?

Alight recognizes that this process may cause privacy concerns, particularly for those having to provide sensitive information for your dependents. Alight has implemented technology, security features and strict policy guidelines to safeguard the privacy of your individual information from unauthorized access or improper use and maintains an in-depth security policy that describes all necessary procedures to maintain a high level of ongoing security.

Please access Alight’s full Security and Privacy Policy on the Dependent Verification Portal through myAECOMbenefits.com.

Where do I get more information?

If you have additional questions, please call the AECOM Benefits Service Center.