Submission Date Rules
Overview
This job aid shows employees with benefit primary jobs at campuses using full self-service eBenefits how to predict their benefit coverage effective dates.
Background
When you submit your benefit elections through eBenefits, CHRS determines the benefit coverage start dates based on the following rules:
Benefit coverage start date is first of the month following the event date, BUT…
- The event date for some plan types and benefit events is adjusted to the submission date.
- The event date for some plan types and benefit events is adjusted to the submission date plus one month.
- The rules change after the cutoff date for each month (the 3rd of each month).
- This document shows the adjustment rules for the different plan types and benefit events.
Abbreviations
The following information applies to all graphics tables in this document. Life events are eBenefits self-service life events.
| Abbreviation | Meaning |
| E | Event date |
| S | Submission Date |
| C | Cutoff date (the 3rd of the month) |
| B | Benefit start date |
| E=E | The event date remains unchanged. |
| E=S | The event date is changed to the submission date. |
| E=S+1 | The event date is changed to the submission date plus 1 month. |
| AY | Academic Year employees who are in Benefit Programs AB2 and AY |
| HCRA | Health Care Reimbursement Account |
| DCRA | Dependent Care Reimbursement Account |
| ADP | Adoption life event |
| BIR | Birth life event |
| DGC | Dependent gains external coverage life event |
| DLC | Dependent loses external coverage life coverage |
| DIV | Divorce life event |
| DRP | Drop dependents life event |
| EGC | Employee gains external coverage life event |
| ELC | Employee loses external coverage life event |
| LTE | Late enrollment life event |
| MAR | Marriage life event |
| PCR | Parent/child relationship change life event |
Submit before 3rd of the same month
The following tables show rules to change the Event Date when you submit your enrollment options within the first 3 days of the same month as the event date.
|
| ESS Event Class | Medical | Dental | Vision | Med Flex Cash | Den Flex Cash | HCRA | DCRA |
| ADP | E=E | E=E | *E=E | N/A | N/A | E=E | E=E |
| BIR | E=E | E=E | *E=E | N/A | N/A | E=E | E=E |
| DGC | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| DLC | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| DIV | E=E | E=E | E=E | N/A | N/A | E=E | E=E |
| DRP | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| EGC | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| ELC | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| LTE | E=E | E=E | *E=E | N/A | N/A | N/A | N/A |
| MAR | E=E | E=E | *E=E | N/A | N/A | E=E | E=E |
| PCR | E=E | E=E | *E=E | N/A | N/A | E=E | E=E |
| NEW-AY Fall Hire, not Fall submit |
N/A | N/A | N/A | N/A | N/A | N/A | N/A |
| NEW-AY Spring Hire, not Spring submit | N/A | N/A | N/A | N/A | N/A | N/A | N/A |
| NEW-AY Other Dates | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| NEW-non AY | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| ESS Event Class | All plans |
| NEW-AY Fall Hire & Fall Submit | E = 9/30. Coverage begins 10/1. |
| NEW-AY Spring Hire & Spring Submit | E = 2/28 or 2/29. Coverage begins 3/1. The date depends on whether the year is a leap year. |
*For submission date processing purposes, use the same rule as Med and Dental even though technically the employee and family are eligible for vision from the date of hire.
Submit before 3rd of a different month
The following tables show rules to change the Event Date when you submit your enrollment options within the first 3 days of a different month as the event date.
|
| ESS Event Class | Medical | Dental | Vision | Med Flex Cash | Den Flex Cash | HCRA | DCRA |
| ADP | E=E | E=E | *E=E | N/A | N/A | E=S | E=S |
| BIR | E=E | E=E | *E=E | N/A | N/A | E=S | E=S |
| DGC | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| DLC | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| DIV | E=E | E=E | E=E | N/A | N/A | E=S | E=S |
| DRP | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| EGC | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| ELC | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| LTE | E=S | E=S | *E=S | N/A | N/A | N/A | N/A |
| MAR | E=S | E=S | *E=S | N/A | N/A | E=S | E=S |
| PCR | E=S | E=S | *E=S | N/A | N/A | E=S | E=S |
| NEW-AY Fall Hire, not Fall submit |
E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| NEW-AY Spring Hire, not Spring submit | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| NEW-AY Other Dates | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| NEW-non AY | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| ESS Event Class | All plans |
| NEW-AY Fall Hire & Fall Submit | E = 9/30. Coverage begins 10/1. |
| NEW-AY Spring Hire & Spring Submit | E = 2/28 or 2/29. Coverage begins 3/1. The date depends on whether the year is a leap year. |
*For submission date processing purposes, use the same rule as Med and Dental even though technically the employee and family are eligible for vision from the date of hire.
Submit after 3rd of the Same Month
The following tables show rules to change the Event Date when you submit your enrollment after the first 3 days of the same month as the event date.
|
| ESS Event Class | Medical | Dental | Vision | Med Flex Cash | Den Flex Cash | HCRA | DCRA |
| ADP | E=E | E=E | *E=E | N/A | N/A | E=S+1 | E=S+1 |
| BIR | E=E | E=E | *E=E | N/A | N/A | E=S+1 | E=S+1 |
| DGC | E=E | E=E | E=E | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| DLC | E=E | E=E | E=E | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| DIV | E=E | E=E | E=E | N/A | N/A | E=S+1 | E=S+1 |
| DRP | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| EGC | E=E | E=E | E=E | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| ELC | E=E | E=E | E=E | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| LTE | E=E | E=E | *E=E | N/A | N/A | N/A | N/A |
| MAR | E=E | E=E | *E=E | N/A | N/A | E=S+1 | E=S+1 |
| PCR | E=E | E=E | *E=E | N/A | N/A | E=S+1 | E=S+1 |
| NEW-AY Fall Hire, not Fall submit |
N/A | N/A | N/A | N/A | N/A | N/A | N/A |
| NEW-AY Spring Hire, not Spring submit | N/A | N/A | N/A | N/A | N/A | N/A | N/A |
| NEW-AY Other Dates | E=E | E=E | E=E | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| NEW-non AY | E=E | E=E | E=E | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| ESS Event Class | All plans |
| NEW-AY Fall Hire & Fall Submit | E = 9/30. Coverage begins 10/1. |
| NEW-AY Spring Hire & Spring Submit | E = 2/28 or 2/29. Coverage begins 3/1. The date depends on whether the year is a leap year. |
*For submission date processing purposes, use the same rule as Med and Dental even though technically the employee and family are eligible for vision from the date of hire.
Submit after the 3rd of a different month
The following tables show rules to change the Event Date when you submit your enrollment after the first 3 days of a different month from the event date.
|
| ESS Event Class | Medical | Dental | Vision | Med Flex Cash | Den Flex Cash | HCRA | DCRA |
| ADP | E=E | E=E | *E=E | N/A | N/A | E=S+1 | E=S+1 |
| BIR | E=E | E=E | *E=E | N/A | N/A | E=S+1 | E=S+1 |
| DGC | E=S | E=S | E=S | E=S +1 | E=S+1 | E=S+1 | E=S+1 |
| DLC | E=S | E=S | E=S | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| DIV | E=E | E=E | E=E | N/A | N/A | E=S+1 | E=S+1 |
| DRP | E=E | E=E | E=E | E=E | E=E | E=E | E=E |
| EGC | E=S | E=S | E=S | E=S +1 | E=S+1 | E=S+1 | E=S+1 |
| ELC | E=S | E=S | E=S | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| LTE | E=S | E=S | *E=S | N/A | N/A | N/A | N/A |
| MAR | E=S | E=S | *E=S | N/A | N/A | E=S+1 | E=S+1 |
| PCR | E=S | E=S | *E=S | N/A | N/A | E=S+1 | E=S+1 |
| NEW-AY Fall Hire, not Fall submit |
E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| NEW-AY Spring Hire, not Spring submit | E=S | E=S | E=S | E=S | E=S | E=S | E=S |
| NEW-AY Other Dates | E=S | E=S | E=S | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| NEW-non AY | E=S | E=S | E=S | E=S+1 | E=S+1 | E=S+1 | E=S+1 |
| ESS Event Class | All plans |
| NEW-AY Fall Hire & Fall Submit | E = 9/30. Coverage begins 10/1. |
| NEW-AY Spring Hire & Spring Submit | E = 2/28 or 2/29. Coverage begins 3/1. The date depends on whether the year is a leap year. |
*For submission date processing purposes, use the same rule as Med and Dental even though technically the employee and family are eligible for vision from the date of hire.
Appendix: Examples
Here are some examples to illustrate these submission date rules.
Example 1: Before 3rd in the same month as original event date.
Rudy adopts a child (ADP) on 6/2/21 (event date), then creates an eBenefits life event and submits it on 6/3/21 (submission date). There is no change to the original event date, and coverage begins for all plan types the first of the month following the event date (7/1/21).
Example 2: Before the 3rd of a different month
Victor’s wife has a baby on 6/13/21 (event date). Victor signs in on 7/2/21 and then submits a Birth life event (BIR) enrollment to add a DCRA plan. 7/2/21 is the submission date. The rule for DCRA is to move the event date to the submission date (E=S). The first of the month following the adjusted event date is 8/1/21. The DCRA plan effectively starts on 8/1/21.
Example 3: After 3rd in the same month as original event date
Velma adopts a child on 6/2/21. She logs in to CHRS and creates an eBenefits life event, but does not submit the life event until 6/12/21. For some plan types, the event date is adjusted to 7/12/21 (S+1). The adjusted event date is then used to calculate the benefit start date. For health and dental coverage, her adopted child’s event date does not change, but for HCRA, the adjusted event date is 7/12/21. That benefit starts on 8/1/21.
Example 4: After the 3rd in different month from original event date
Beverly adopts a child on 6/15/21. On 7/10/21, she submits the ADP life event with her new enrollment options. She updated Health, Dental, and DCRA. For Health and Dental, there is no change to the event date (E=E) and those benefits start in 7/1/21 (retroactively before the submission date). However, the DCRA rule moved the event date for that benefit to 8/10/21 (submission date plus 1 month). The DCRA benefit starts on 9/1/21.
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