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Dependent Verification Audit - Frequently Asked Questions

Dependent Verification Audit

Frequently Asked Questions
 

  1. What Happens if an Employee/Retiree Doesn't Verify Their Dependents by October 31?

Following the October 31st deadline, Bolton will conduct additional outreach to employees/retirees who have not completed the verification process. This grace period is intended to provide every reasonable opportunity for employees/retirees to comply with the audit requirements. 

If, after these outreach efforts, an employee/retiree still does not complete the required verification, their ineligible or unverified dependent(s) will be removed from County benefit coverage in accordance with the audit process. They will not be eligible to re-enroll until the next annual open enrollment period, at which point verification will again be required.

 

  1. How is Bolton Protecting Employee/Retiree Personal Information? 

See the letter from Bolton that discusses this topic here. Bolton has been the benefits administrator for Prince William County for over 20 years, safeguarding the county's information in the utmost secure manner. They already have information for all of PWC employees/retirees and send out the 1095-C Affordable Care Act coverage notices every year. These audits are a common business practice that ensure we avoid fraud and keep insurance costs down as much as possible and using the portal link to upload documents is the most secure method. We also have their security credentials on file. 

 

  1. Questions about the audit or verification process? 

Bollton can be reached toll-free at 1-866-340-0080 or [email protected]. Representatives are available Monday through Friday, 9:00 a.m. – 5:00 p.m. (ET). Your call or email is confidential.  

 

  1. Why has Prince William County hired Bolton to do this dependent eligibility verification?

PWC is conducting a dependent eligibility verification to ensure accurate and compliant healthcare coverage under the PWC group health plan. All employees must verify dependents at the time of enrollment by submitting required documentation. Periodically reviewing eligibility is a standard and responsible practice to help control healthcare costs and protect the plan, employees, and retirees from the financial risk associated with covering individuals who are not eligible.

 

  1. I’ve already provided documents to PWC in the past. Do I need to send them to Bolton?

Yes. Verification documents are required to be sent to Bolton for everyone covering a dependent, even if they were recently provided to PWC as a new hire, through open enrollment, or a qualifying life event.

 

  1. What will Bolton do with my documents? Will my personal information be safe with Bolton?

Yes. Bolton will ensure the confidentiality and privacy of all documentation submitted. Following completion of the audit, all documents will be securely destroyed.

 

  1. How will I know if my dependent’s verification is complete?

You may review your eligibility status at any time by visiting www.pwcgov.bswift.com, Bolton will also email you a confirmation once verification is complete, if you have provided an email address. If your Dependent Verification Affidavit Form or documentation is incomplete, Bolton will notify you by email. If no email address is on file, Bolton will send a notice by mail.

 

  1. What do I need to do if my enrolled dependent no longer meets the eligibility requirements?

On the Dependent Verification Affidavit Form, check the box in Column D and complete Column E for the ineligible dependent. Upload or mail the form to Bolton. Bolton will notify PWC, and the dependent will be removed from your coverage at the conclusion of the audit.

 

  1. My divorce decree requires me to provide benefits for my ex-spouse. Can I carry him/her on the Plan?

No. An ex-spouse is not an eligible dependent under the PWC health plan, regardless of divorce decree requirements.

 

  1. Should I provide the supporting documentation for my dependent to Prince William County's Office of Human Resources?

No. Submit all documents directly to Bolton using the submission methods listed in Question #3. Bolton will review the documents and confirm eligibility verification. Incorrect routing of documentation may result in loss of dependent coverage.

 

  1. Will I be required to provide documentation if I want to add a dependent to my coverage later?

Yes. PWC reserves the right to request proof of dependent eligibility at any time.

 

  1. I do not have copies of these documents. What should I do?

If you need a replacement document:

    • Marriage and Birth Certificates: Contact the Department of Vital Records in the state where the marriage or birth occurred.
    • Marriage or Birth Outside the U.S.: The U.S. Department of State can assist.
    • Federal Tax Return: Contact the Internal Revenue Service (IRS).

 

  1. What happens if an employee submits falsified official documentation?

Submitting fraudulent documents to maintain coverage for an ineligible dependent is grounds for disciplinary action, up to and including termination. 

 

  1. Will I receive a letter from Bolton if I don’t have any dependents? 

No. You will not receive a letter from Bolton if you do not have any dependents. No action is required on your part for this dependent audit.

 

  1. Are there any acceptable alternatives to sending copies of birth certificates? 

Yes, upload the documents to the portal vs. mailing them.

 

  1. What protections and measures have the County put in place to ensure this information is secure? 

We have their security credentials on file as we have been utilizing their benefit services for over two decades.

 

  1. What are the repercussions for not participating in this audit? 

Benefits will be cancelled for dependents that are not confirmed as eligible.