Deadline is January 31

The deadline is January 31st for submitting your Validity Form and supporting documentation for medical and travel eligibles.  Individuals who have not been confirmed as eligible will be removed from Health and Welfare Benefits and/or Travel Privileges effective February 1st.  You need to get this done. Pronto.

Here are some recommendations from AFA:

1. Do your best to respond within the time allowed even if circumstances out of your control prohibited you from gathering all of the documentation prior to the deadline.  If this is the case, send your Validity Form and all available documentation prior to the deadline. 
2. Request that your supervisor provide access to your personnel file where you may obtain copies of documents already submitted to the company.  This may avoid the logistical frustrations of trying to obtain new copies of birth certificates, marriage certificates or other documentation through courts or public record offices.  If you need to secure documentation from government sources, request necessary documents as soon as you can.
3. In some cases, the company says it is willing to accept an affidavit (available on www.ualbenefits.com) as partial compliance.  This may be the easiest and least intrusive course to follow in those cases.
4. Only provide copies of original documents such as marriage or birth certificates since documentation will not be returned to you.
5. Black out all financial notes that are not necessary for proving dependent or eligible status.  The only necessary information is the document source or letterhead, verification of both names and date of the document.
6. Carefully document your efforts to secure and forward the requested information. Make copies of the content and date of your mailings, to the company's outsourced vendor, Budco.  Document everything. 
7. Once you send your documentation to Budco you should receive written confirmation in the mail advising completion of the process or alternatively, an indication that the required documentation is not complete.  If you have not received your confirmation letter, you should call Budco immediately at 800-899-0572 to check on the status of your verification and request the confirmation letter be sent to you immediately. If calling from outside the U.S., go to http://www.business.att.com/bt/tollfree.jsp to find the Toll-Free Service Calling Code for the country from which you are calling.  Dial this code and then dial 1-800-899-0572.  Keep records of each phone call and of the name of the person you spoke to, the date and time of the call the items discussed.

Information from SkyNet

Have a Child or Stepchild? (Oct 5, 2007)

United is conducting a company-wide eligibility verification program to ensure that employees' dependents and travel eligibles receive the benefits they are entitled to, and that those who are not eligible do not receive them.

You will receive individual packets at home with detailed information to help guide you through the process. Because we want to ensure that you have a chance to update their records by the end of the year, our timeline extends over several months.

During this confidential process, you will need to review the information so you understand who is eligible and then:

• Update your records to remove ineligible dependents and/or travel eligibles.
• Provide copies of supporting documentation that will ensure your records are accurate and verify the eligibility of all individuals listed for benefits/travel privileges.

* During a confidential process that runs through Nov. 1, 2007, there will be no issues associated with removing ineligible individuals from your records.

* On Dec. 14, the completed validation form and all supporting documentation are due for eligible individuals to avoid having them removed from benefits and/or travel privileges effective Jan. 1, 2008.

If you have any questions regarding the eligibility verification process, you can contact the toll-free Eligibility Verification Help Line at 1-800-899-0572. Representatives are available from 7 a.m. to 7 p.m. Central time, Monday through Friday. For callers outside the U.S. or Canada, United has arranged for international calls to be connected free of charge; please refer to the steps outlined in the cover letter that you will receive.

Questions and Answers

1. I answered “No” to one or both of the following questions on the Eligibility Checklist, but I think my child or stepchild is actually eligible for travel privileges under the travel policy:

• Is this child claimed as a dependent on a federal income tax return by you (the employee), your spouse, your domestic partner or other natural parent?
• If your child is over 17, does your child earn less than the poverty level, which is $10,488 as of 2006 and was established by the U.S. government?

What does this mean and what should I do?

Please ignore these questions on the Eligibility Checklist when determining eligibility for travel eligible children or stepchildren. These two questions have been eliminated from the Eligibility Checklist, because it was determined that a “No” answer to these questions would cause certain dependent children to appear to be ineligible when they may actually be eligible.

Series 10 (Regulations 10-3, Pleasure Travel), viewable on SkyNet, refers to these two line items for U.S. employees in terms of the supporting documentation that can be submitted to show 50% support and care (i.e., a tax return or other proof of support). However, these items were inadvertently included as standalone requirements in the Eligibility Checklist.

As long as you answer “Yes” to the other questions on the checklist and you send in the supporting documentation for your dependent(s), your dependent child will continue to be eligible for travel privileges.

If you’d like an updated Eligibility Checklist, you may obtain one online from the Benefits Resource Library at www.ualbenefits.com or from SkyNet by going to Employee Benefits/PeopleNet>Benefits. If you don’t have online access or if you have any questions, you may call the Eligibility Verification Help Line at 1-800-899-0572. International employees should refer to their Eligibility Verification packets for details on how to contact the Help Line.

2. I never received my Eligibility Verification package. What can I do?
If you have dependents covered by U.S. Health and Welfare benefits or travel eligibles listed for Travel Privileges and do not receive the package of materials by October 8th, you should call the toll-free Eligibility Verification Help Line at 1-800-899-0572. Representatives are available from 7 a.m. to 7 p.m. Central time, Monday through Friday.

For callers outside the U.S. or Canada, United has arranged for international calls to be connected, free of charge, if you follow these steps to reach the Eligibility Verification Help Line:

• Step 1. Using an Internet browser and connection, go to http://www.business.att.com/bt/tollfree.jsp and select the country you will be calling from, then click submit.
• Step 2. Note the AT&T Direct® Toll-Free Service Calling Code that appears on the screen.
• Step 3. Dial the AT&T Direct® Toll-Free Service Calling Code, followed by 1-800-899-0572. Remember that telephone representatives are available from 7 a.m. to 7 p.m. (07:00 to 19:00) Central time.

3. Should I send original documents?
No, please send photocopies of the documents. Documents will not be returned. The documents you submit will be scanned for review and then shredded.

4. Why is United undertaking this process?
This eligibility verification process will bring your records up-to-date and ensure you are receiving the benefits to which you are entitled. Keeping dependent records current and accurate is a common best practice, and United now joins other U.S. carriers that have undertaken such efforts, including American and Delta, and large corporations such as Ford Motor Company and Caterpillar. United is following consistent, centralized processes to collect standardized data from all employees, and ensure fair use of its benefits and travel programs.

5. I was hired in 2004 and went through something like this back then, do I have to go through the process again?
If you added dependents since 7/1/03 or if you were hired after that date, then you were included in a process that verified all spouses and domestic partners and randomly verified 20% of other dependents. If further documentation is necessary to ensure that these dependents/travel eligibles continue to meet the eligibility requirements, you will be asked to provide current supporting documentation. Those dependents will be noted with an asterisk next to their name in the dependent list, and you will receive a letter identifying the specifically required documentation that is still outstanding. If the documentation you recently submitted meets all of the documentation required for all dependents on your record, you will not receive a package.

6. If I have no dependents or travel eligibles listed for benefits and travel privileges will I still receive an eligibility verification packet?
No, you will only be contacted if you have individuals listed for U.S. Health & Welfare benefits and/or Travel Privileges.

7. What if I have already reported one or more of the dependents listed in the eligibility verification package as ineligible?
We appreciate your diligence in the past. If an ineligible dependent is still listed on your Validation Form, please follow the directions to remove the ineligible dependents and return the Validation Form by the November 1 deadline.

8. Once I submit my documentation, how will I know the status of my dependents?
Once the documents are received and processed, a letter will be sent to you reflecting each dependent’s status.

9. What happens if the supporting documentation I send is incomplete or not received?
It is important to complete and submit the required documentation so you can maintain the benefits you are entitled to. If supporting documentation is incomplete or not received by December 14, 2007, your dependents/travel eligibles will be removed from U.S. Health & Welfare Benefits and/or Travel Privileges effective January 1, 2008.

Once removed, eligible dependents for U.S. Health & Welfare Benefits can be reenrolled during the 2009 Annual Enrollment period or when you experience a qualified family status change. You will again be asked to submit the required documentation for the enrollment to remain in place. Travel Privileges can be reinstated once supporting documentation is received and verified.

If you find you need to have health coverage for a dependent that is removed, you may elect to have them covered under a benefit continuation plan as part of COBRA coverage or from another medical plan. You will be notified by the Eligibility Verification Administrator in January regarding the options for coverage for any ineligible dependents.

10. Who has access to the supporting documentation being submitted?
Only the third party administrator performing the eligibility verification and authorized United employees will have access to the results and supporting documentation submitted during the eligibility verification. The supporting documentation will not be used for purposes other than the current and ongoing eligibility verification process.

11. What are the consequences of an employee not removing an ineligible dependent during the grace period?
If after the grace period it is discovered that an employee is claiming benefits and/or using travel privileges for an ineligible individual, the ineligible individual will be removed from Health & Welfare Benefits and/or Travel Privileges effective January 1, 2008, and the company reserves the right to take appropriate action.

12. What happened to the documentation that I provided to my supervisor when I was hired 10 years ago?
Prior to 2003, dependent eligibility was reviewed locally by supervisors. This new process provides for centralized review and retention of documents, which will simplify and standardize the eligibility verification process going forward.

13. Why am I being asked to provide all this personal information?
To ensure that you are receiving the benefits that you are entitled to and that those who are not eligible do not receive them.

14. If I need to get a copy of any supporting documentation and incur a cost, will United reimburse me for this expense?
No, the company will not reimburse employees for personal expenses incurred.

15. I have a disabled child and have already provided documentation to provide proof of the disability. Will I have to provide this information again?
No, this review does not include disabled dependent children who were approved as of July 23, 2007. Although their names will appear on the list of dependents, there will be an asterisk next to that particular dependent’s name that links to a message indicating that they are not included in this review.

16. What if I’m on military leave and am unable to submit my supporting documentation by the December 14 deadline?
Employees who were on military leave as of July 23 have specifically been excluded from this review at this time. Employees who went out on military leave after July 23 and who need additional time to complete the process should make their request by calling the Eligibility Verification Help Line.

AFA's Information

The "Eligibility Verification Process" packets sent by the company last week are starting to arrive at the homes of Flight Attendants and other employees.  This eligibility verification is for employees who have dependants or eligibiles with the right to use travel and medical benefits.  To be clear:  the company has the right to conduct reviews of dependent eligibility, and they do this every year during Open Enrollment when we certify that dependent information is correct.  This time, however, a separate demand is being made for documentation concerning your dependents.  Some of this information has already been provided to the company, such as a marriage certificate or domestic partner affidavit. In addition to resubmitting documents, which may have already provided, there is a "checklist" of potential supplemental documentation which includes credit card statements, tax returns, home mortgage statements and other miscellaneous items.  Along with other Unions at United, we object to the company's latest strategy to save money on the backs of employees by subjecting us to a request for more documentation on dependents and eligibles. 

While we continue to protect our collective rights, it's important that you comply with the request for information since continuation of your medical benefits and the benefits of your family are clearly at risk.  And, we encourage you to protect yourself in the process.  When collecting the required documentation for compliance with this verification process, we recommend following:

1. Do your best to respond within the time allowed.  In some cases, the company says it is willing to accept an affidavit (available on the company website) as partial compliance.  This may be the easiest and least intrusive course to follow in those cases.  Most of the requests require, however, that you gather official documentation of one kind or another that may not be readily available. 
2. Request that your supervisor provide access to your personnel file where you may obtain copies of documents already submitted to the company.  This may avoid the logistical frustrations of trying to obtain new copies of birth certificates, marriage certificates or other documentation through courts or public record offices.  If you need to secure documentation from government sources, request necessary documents as soon as you can.
3. Only provide copies of original documents such as marriage or birth certificates since documentation will not be returned to you.
4. If you submit documentation of tax records or credit card statements, black out all financial notes that are not necessary for proving dependent or eligible status.  The only necessary information is the document source or letterhead, verification of both names and date of the document.  Be sure to black out the first five digits of any Social Security Number.
5. Carefully document your efforts to secure and forward the requested information. Document the content and date of your mailings, to the company's outsourced vendor, Budco.  Previous experience with vendors and United record departments provides no assurance that the outsourced vendor won't lose your materials as they process tens of thousands of documentation packages.  Document everything.
6. Double-check to make sure that any information you supply in connection with the upcoming 2008 Open Enrollment corresponds with what you furnish in response to the "verification process," in order to avoid an inadvertent discrepancy in company records.

Child or Stepchild update (October 5, 2007)

Recently, we mailed an Eligibility Verification package to you and want you to be aware, as an employee who has a child or stepchild, of the following change to the Eligibility Checklist. Two questions relating to travel privileges have been eliminated from the "Natural Born Child or Legally Adopted Child" section on page 3 and the "Stepchild or Child of Your Domestic Partner" section on page 4, because it was determined that a "No" answer to these questions would cause certain dependent children to appear to be ineligible when they may actually be eligible. 

Those questions are:

Is this child claimed as a dependent on a federal income tax return by you (the employee), your spouse, your domestic partner or other natural parent?

If your child is over 17, does your child earn less than the poverty level, which is $10,488 as of 2006 and was established by the U.S. government?

Series 10 (Regulations 10-3, Pleasure Travel), viewable on SkyNet, refers to these two items for U.S. employees to use as supporting documentation to show 50% support and care (i.e., a tax return or other proof of support).  However, these items were inadvertently included as standalone requirements in the Eligibility Checklist and should be omitted.  We deeply regret any confusion this may have caused you in reviewing the Checklist.

Please ignore these questions on the Eligibility Checklist when determining eligibility for travel eligible children or stepchildren.  As long as you answer "Yes" to the other questions on the checklist and you send in the supporting documentation for the affected dependent(s), they will continue to be eligible for travel privileges.

If you'd like an updated Eligibility Checklist, you may obtain one online from the Benefits Resource Library at www.ualbenefits.com or from SkyNet by going to Employee Benefits/PeopleNet>Benefits.  If you don't have online access or if you have any questions, you may call the Eligibility Verification Help Line at 1-800-899-0572.  International employees should refer their Eligibility Verification packet for details on how to contact the Help Line.