Human Resources

Human Resources

Record and Benefits Updates

When you have changes in your personal life or your work life, you may need to update your records and your benefits. This web page lists common life/work changes and the actions you may need to take. Also see the How to Change Your Benefits page.

Personal changes:

Employment changes:

Address change:

Action items:

  1. Update your address using C2HR.
    • Log in to C2HR with your VUnetID and ePassword
    • Click on the Personal Profile link in the right column
    • Click on the Edit button at the bottom of the left column
    • C2HR will automatically update your address with VUMC Human Resources, Aetna, Navitus, benefitexpress and Fidelity.
  2. If you participate in the VUMC Retirement Plan, and you invest with TIAA-CREF, call 800.732.8353 and ask TIAA-CREF to update your address in their records. If you participate in the VUMC Retirement Plan, and you invest with VALIC, call 800.448.2542 and ask VALIC to update your address in their records.

Marriage

Action items:

  1. Change your name (if applicable) and marital status using the Personal Information Change Form. If you are changing your name, you will need to include a copy of your new Social Security card or a copy of the receipt showing you have applied to change your name with Social Security Administration.
  2. If applicable, change your tax withholding status by completing the W-4 Form for 2017.
  3. Update your benefits, if needed. Marriage is considered a life change so you can update some of your benefits without having to wait for open enrollment. Note that you need to make your changes on My VUMC Benefits within 30 days of the date of your marriage. See the benefits life changes web page for details.
  4. Update your beneficiaries for retirement and life insurance. There is no time limit on changing beneficiaries. See the beneficiaries web page for details.
  5. If you need to update your email address, go to https://jprod.its.vanderbilt.edu/apps3/idm/user/login.jsp. Log in and then choose the appropriate option. Note that your last name and VUnetID cannot be modified on this site. To change your last name in the Global Address List, contact the Employee Service Center at human.resources.vumc@vanderbilt.edu or 615.343.7000.

Birth, adoption, legal guardian

Action items:

  1. Change your tax withholding status, if applicable, by completing the W-4 Form for 2017.
  2. Change your benefits, if needed. A new dependent child is considered a life change so you can make changes to some of your benefits without having to wait for open enrollment. You need to make your changes on My VUMC Benefits within 30 days of the birth, adoption or legal guardianship. Learn more on the benefits life events web page.
  3. Enroll in or increase contributions to a Flexible Spending Account (FSA). You will need to make any changes within 30 days of the birth, adoption or legal guardianship. Learn more on the benefits life changes web page.
  4. Update your beneficiaries for retirement and life insurance. There is no time limit on changing beneficiaries. See the beneficiaries web page for details.

Child is no longer an eligible dependent

Your children or your spouse's children are eligible dependents through the end of the month during which they turn 26. After that time, you will need to drop them from your coverage. You can make that change on My VUMC Benefits.

You can continue to cover disabled children over age 26. Unmarried children with mental or physical handicaps who are already enrolled and dependent on you for support are eligible, regardless of age, provided you contact the Employee Service Center at least one month before your child's 26th birthday for the necessary paperwork to provide proof of disability. Thereafter, you will be contacted by Human Resources annually to verify eligibility.

Divorce or legal separation

Action items:

  1. Change your name (if applicable) and marital status using the Personal Information Change Form. If you are changing your name, you will need to include a copy of your new Social Security card or a copy of the receipt showing you have applied to change your name with Social Security Administration.
  2. If applicable, change your tax withholding status by completing the W-4 Form for 2017.
  3. Update your benefits, if needed. Divorce is considered a life change so you can update some of your benefits without having to wait for open enrollment. Note that you need to make your changes on My VUMC Benefits within 30 days of the divorce date. Learn more on the benefits life events web page.
  4. If needed, update your beneficiaries for retirement and life insurance. There is no time limit on changing beneficiaries. See the beneficiaries web page for details.

Qualified Domestic Relations Orders (QDRO)

A Qualified Domestic Relations Order (QDRO) is as court judgment, decree, or order that:

  1. is made pursuant to state domestic relations law and
  2. that relates to the provisions of child support, alimony payments, or marital property rights for the benefit of a spouse, former spouse, child, or other dependent of a participant
  3. that creates or recognizes the existence of an alternative payee’s right to receive, or assigns to an alternative payee the right to receive, all or a portion of the benefits payable with respect to a participant under a federally regulated retirement plan, and that includes certain information and meets certain other legal requirements. Contact your attorney for specific requirements.

To avoid a delay in processing, VUMC’s Benefits Administration Office suggests the following steps for processing a QDRO. Following these steps allows for review of the order prior to court review and assures the document will be deemed a qualified order for the VUMC Retirement Plan, thus avoiding the expense of having revisions made and re-submitting the Order to the Court.

To process a Qualified Domestic Relations Order:

  1. Prepare the proposed Order (or have your attorney prepare one for you) and submit the draft document to VUMC's Benefits Administration Office for consideration. (A divorce decree/marital dissolution agreement is not sufficient.) VUMC does not provide a standard form but you may contact your investment company to see if they have one they will provide.
  2. The Benefits Administration Office will review the Order with VUMC's Office of the General Counsel and return the Order to you with either tentative approval or a list of recommended changes needed to be accepted as "qualified" by the Vanderbilt University Medical Center Retirement Plan.
  3. After you or your attorney make the requested revisions, the Order must be submitted to the Benefits Administration Office for a final review (before submission to the court).
  4. Once approval is given by Benefits Administration, the Order should be submitted to the Court for approval.
  5. Once approval is granted by the Court, a certified copy of the Order must be submitted to the Benefits Administration Office for submission to the Investment Company as a Qualified Domestic Relations Order.
  6. The Investment Company will then divide the assets according to the approved and executed QDRO.
  • Name of Plan: Vanderbilt University Medical Center Retirement Plan
  • Plan Administrator: Vanderbilt University Medical Center
  • Please direct correspondence to: Vanderbilt University Medical Center, Benefits Administration, 2525 West End Avenue, 5th Floor, Nashville, TN 37203
  • For questions specifically related to Qualified Domestic Relations Orders, contact the Employee Service Center at 615.343.7000.

Death

Action items for death of spouse or child:

  1. If needed, change your marital status using the Personal Information Change Form.
  2. Consider if you need to change your tax withholding status. If so, complete the W-4 Form for 2017.
  3. Consider if you need to update your benefits. A death is considered a life change so you can make changes to some of your benefits without having to wait for open enrollment. You need to make your changes on My VUMC Benefits within 30 days of the death. When you make the life change, enter the date following the day of death as the effective date of the event, to ensure that all applicable claims are paid appropriately. For instance, if your spouse died on March 1, you would enter March 2, since this will be the effective date of not being covered on the insurance plans. This will ensure all claims incurred on the date of death are paid appropriately. See the benefits life changes web page for details.
  4. Update your beneficiaries for retirement and life insurance. There is no time limit on changing beneficiaries. See the beneficiaries web page for details.

Action items for death of VUMC employee:

  1. Notify your loved one's department supervisor. If you are unsure how to contact the department, call the VUMC operator at 615.322.5000.
  2. If you or your children were covered under your spouse's insurance, decide whether you want to continue this coverage through COBRA. You will need to make this decision within 60 days of the death. See the COBRA web page for more information or contact benefitexpress at 844.489.3745 (7:30 am - 6 pm, CST) or help@mybenefitexpress.com.
  3. If your loved one was enrolled in a Flexible Spending Account, the enrollment ends on the day that the death occurred. However, survivors have until April 15 of the following plan year to submit claims for eligible expenses incurred prior to the death. For more information, contact benefitexpress at 877.837.5017 (7:30 am - 6 pm, CST) or help@mybenefitexpress.com.
  4. Call the Employee Service Center at 615.343.7000 to begin the life insurance claim process.
  5. Contact your spouse's retirement plan vendor to obtain distribution forms. If you're not sure which vendor was used, call the Employee Service Center at 615.343.7000.

End of employment

Action items:

  1. Notify your supervisor. Exempt (monthly paid) employees should give four weeks notice and non-exempt (hourly paid) employees should give two weeks notice.
  2. Decide whether you want to continue your benefits on a self-pay basis through COBRA. You will receive a COBRA packet from the COBRA Administrator, benefitexpress. You must complete the enrollment form and return it to benefitexpress by the deadline specified in your packet. If you do not submit a completed enrollment form by the specified date, you will lose your right to elect continued coverage. Learn more on the COBRA website.
  3. Contact your investment company (or companies) if you wish to request a distribution or rollover of your money in the Vanderbilt University Medical Center Retirement Plan. VUMC requires most former employees with balances less than $1,000 in the Vanderbilt University Medical Center 403(b) Retirement Plan to roll their savings over to another plan or account, or take the balance as a distribution.
  4. Return your VUMC key(s), pagers, ID card, and any other VUMC property to your departmental administrator on your last day of work.

Retirement

Action items:

  1. Notify your supervisor. Exempt (monthly paid) employees should give four weeks notice and non-exempt (hourly paid) employees should give two weeks notice.
  2. Decide whether you want to continue your health, dental, vision, Flexible Spending Account or Health Reimbursement Account, if applicable, on a self-pay basis through COBRA. You will receive a COBRA packet from the COBRA Administrator, benefitexpress. You must complete the enrollment form and return it to benefitexpress by the deadline specified in your packet. If you do not submit a completed enrollment form by the specified date, you will lose your right to elect continued coverage.
  3. Return your VUMC key(s), pagers, ID card, and any other VUMC property to your departmental administrator on your last day of work.

Benefit Details

Health, Dental, Vision Coverage

  • Your health, dental and vision coverage ends on the last day of the month in which you retire from VUMC.
  • A letter of credible coverage will be mailed to health plan participants after your coverage ends.
  • You may choose to continue your health, dental and/or vision coverage on a self-pay basis through COBRA for up to 18 months.
    • You have 60 days to elect COBRA coverage from the date of your COBRA-qualifying event.
    • Initial payment is required within 45 days of election date in order for benefits to be provided under COBRA.
  • Depending on your age at retirement, use the Online Claims & Services page of the Social Security website to find information on and apply for Social Security benefits.
  • If applicable, explore your Medicare options within 60 days of termination of your VUMC Group Health Care coverage. Contact TN SHIP for free and objective counseling on Medicare and all related health insurance issues at 877.801.0044.
  • You may wish to research supplemental health alternatives (BlueCross 65, Healthspring, AARP, etc.)
  • The new state health exchanges may be an option to consider. Visit www.healthcare.gov to research options and apply for coverage.

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