Document Requirements
While you may certainly ease the requirements employees must submit, you should keep in mind the documentation recommended by HMS is commonly accessible for 90% of most populations and serves to validate the language in your SPD (Summary Plan Description) in regard to eligible dependents. While there will be a certain number of employees who may not be able to provide certain documents due to their unique circumstances, the majority of your employees should have no issues in obtaining the documentation.
Spouse
We have found it important to require both the marriage certificate and an additional form of documentation. The second form will better establish the current state of the relationship through reasonable measures and show the employee and spouse remain legally married. If the marriage certificate requirement is removed, you will not be able to flush out any common law marriage or domestic partnership situations. If the additional form of current documentation requirement is removed, you will not be able to ensure that the employee and covered spouse remain legally married.
Child/Disabled Dependent
The relationship of a child to the employee is best validated through a legal document such as a birth certificate listing parent names or a court order identifying the relationship of the child to the employee. Income tax returns should only be used to establish dependency of a disabled dependent child over the limiting age of the plan. The use of an income tax return to establish the relationship of a child is not recommended for three specific reasons.
You will likely have unique situations within your employee population. When those arise, the following scenarios will help guide you.
