Home > Group Benefits > Plan Administrator Resources > Reference Guide > Employee Changes

Employee changes

As the Plan Administrator it is important you keep all plan member changes up to date.

Examples of changes include:

• Change in plan members’ personal information such as name, language, adding or removing dependents or changing family status from Single to Couple or Family. Example; Changes due to marriage, qualifying a common-law partner, legal separation or divorce, birth or adoption of a child

• Change of division, class or location

• Change of role, salary or number of hours worked

To help you capture required information to register any changes first have your employee complete the Group Benefits Change Form and use Online Administration and refer to the ‘How to’ section ‘Modify or Correct an Error to Existing Information’ for detailed instructions.

All changes must be reported using Online Administration within 31 days of the effective date of the change. Any changes outside of 1 month prior and 1 month after the change cannot be completed using Online Administration and will require you to contact our administration team to make the change.

Plan member mass changes

Certain types of Plan Member Changes can be processed using our Mass Transaction functionality allowing real time processing of these requests. The types of changes that can be processed as a mass transaction include:

• Salary updates

• Billing division changes

• Class changes

• Cost centre changes

• Terminations

• Reinstatements

Refer to the ‘How To’ section, ‘Mass Transactions’ for detailed instructions.

Student information

If a plan member has a dependent who is a full time student at an accredited college or university and has attained the age of 21, but is under age of 26, enrolment in that college or university must be confirmed on an annual basis. At the beginning of each school year, we will send you a list of plan members and their dependents who are between the ages of 21 and 26. You will have 60 days to contact your plan members to validate the accuracy of the dependent information and report back to RBC Insurance.

Changes in beneficiary designation

A wealth of HR Resources for Plan Administrators!

Your RBC Insurance Group Benefits provides free access to our RBC Insurance HR Support Centre, which includes ready-to-use HR policies and templates, up-to-date information on employment standards legislation and more. Access the link from the top menu bar to learn what resources are available to support you as a plan administrators.

Confirming the accuracy of this information ensures eligible dependents are continuously covered for their health and dental benefits through to September next year.

Add surviving spouse benefits for Health & Dental benefits

In the unfortunate event of a plan member’s death, coverage may continue for the eligible covered dependents until the earliest of the following dates:

• 24 months after the date of death;

• The date the covered person would no longer be considered a dependent under the plan if your plan member were still alive; or

• The date the benefit plan under which the dependent is covered terminates.

Use Online Administration to update the plan member’s death and add the surviving spouse benefits. Once the surviving spouse is added, an ID card and letter will be mailed to you. This letter advises the surviving spouse on how to register for the Online Benefit Solutions Service.

Plan member terminations

Terminations for Plan Members who are no longer covered under the plan must be processed quickly so that additional claims are not incurred. Terminate employees by signing in to Online Administration within 14 days of the termination. Refer to the ‘How to’ Feature ‘Terminate a plan member’ for detailed instructions.

Maternity/parental leave

Please review the complete details of the Employment Insurance Act and your provincial Employment Standards Act for maternity/parental leave provisions. Coverage can continue while plan members are on maternity leave as long as premiums are paid up to the maximum period allowable under the maternity provisions of the Employment Insurance Act and Employment Standards Act, unless the employee gives the employer written notice that the employee does not intend to continue to participate in the plan.

If the plan member elects to discontinue coverage, all coverage will cease. If the plan member elects to opt out of coverage, have the plan member complete the Maternity/Parental Leave of Absence – Opting out of coverage form and retain the original form for your records. Sign in to Online Administration to terminate coverage. Refer to the ‘How to’ Feature ‘Terminate a plan member’ for detailed instructions.

Conversion of group coverage

Terminated employees may be eligible to convert their coverage, as outlined in the Group Policy and as may be required by law. Terminated employees should contact RBC Group Benefit Solutions Service Team at groupbenefitsolutions@rbc.com or by calling 1-855-264-2174 for a quote immediately. Applications can be retrieved under service forms and must be received by RBC Insurance within 31 days following the employee termination.