{"id":25747,"date":"2025-04-14T13:31:01","date_gmt":"2025-04-14T17:31:01","guid":{"rendered":"https:\/\/www.rbcinsurance.com\/en-ca\/?page_id=25747"},"modified":"2025-09-15T12:37:12","modified_gmt":"2025-09-15T16:37:12","slug":"employee-changes","status":"publish","type":"page","link":"https:\/\/www.rbcinsurance.com\/en-ca\/group-benefits\/plan-administrator\/reference-guide\/employee-changes\/","title":{"rendered":"Employee Changes"},"content":{"rendered":"\n<div class=\"wp-block-rbc-resource-wrapper resourceWrapper tabListStickyWrapper\">\n<div class=\"wp-block-group resourceWrapper__col-left tabListHeadings is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"has-text-xs-font-size\"><span class=\"rbc-yoast-breadcrum-span\"><span><a href=\"https:\/\/www.rbcinsurance.com\/en-ca\/\">Home<\/a><\/span><\/span><\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"h-employee-changes\">Employee changes<\/h1>\n\n\n\n<p>As the Plan Administrator it is important you keep all plan member changes up to date.<\/p>\n\n\n\n<p>Examples of changes include:<\/p>\n\n\n\n<ul class=\"wp-block-rbc-list is-style-blue-disc\">\n<li class=\"wp-block-rbc-list-item\">\n<p>Change in plan members\u2019 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<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>Change of division, class or location<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>Change of role, salary or number of hours worked<\/p>\n<\/li>\n<\/ul>\n\n\n\n<p>To help you capture required information to register any changes first have your employee complete the <a href=\"https:\/\/www.rbcinsurance.com\/salesresourcecentre\/file-717192.pdf\" target=\"_blank\" data-dig-id=\"LP-25747-4a8c0d14\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"Group Benefits Change Form\" class=\"rbc-link-format standalone-pdf\" data-icon-class=\"standalone-pdf\" rel=\"noreferrer noopener\">Group Benefits Change Form<\/a> and use <a href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.249153538.44299141.1744634961-454870899.1740764402\" target=\"_blank\" data-dig-id=\"LP-25747-7296b058\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"Online Administration\" class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" rel=\"noreferrer noopener\">Online Administration<\/a> and refer to the \u2018How to\u2019 section \u2018Modify or Correct an Error to Existing Information\u2019 for detailed instructions.<\/p>\n\n\n\n<p><span class=\"partial__border-bottom\">All changes must be reported using <a class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.249153538.44299141.1744634961-454870899.1740764402\" target=\"_blank\" rel=\"noreferrer noopener\" data-dig-id=\"LP-25747-7296b058\" data-dig-label=\"Online Administration\" data-dig-action=\"link click\" data-dig-category=\"LP\">Online Administration<\/a> 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 <a class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.249153538.44299141.1744634961-454870899.1740764402\" target=\"_blank\" rel=\"noreferrer noopener\" data-dig-id=\"LP-25747-7296b058\" data-dig-label=\"Online Administration\" data-dig-action=\"link click\" data-dig-category=\"LP\">Online Administration<\/a> and will require you to contact our administration team to make the change.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-plan-member-mass-changes\"><a href=\"#h-plan-member-mass-changes\" class=\"jumpLink\">Plan member mass changes<\/a><\/h2>\n\n\n\n<p>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:<\/p>\n\n\n\n<ul class=\"wp-block-rbc-list is-style-blue-disc\">\n<li class=\"wp-block-rbc-list-item\">\n<p>Salary updates<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>Billing division changes<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>Class changes<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>Cost centre changes<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>Terminations<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>Reinstatements<\/p>\n<\/li>\n<\/ul>\n\n\n\n<p>Refer to the \u2018How To\u2019 section, \u2018Mass Transactions\u2019 for detailed instructions.<\/p>\n\n\n\n<div class=\"wp-block-rbc-banner-notice-group bannerNoticeGroup mar-t-hlf mob-mar-t-hlf\">\n<div class=\"rbci-tw-alert bannerNotice\"><div class=\"wp-block-rbc-banner-notice rbc-banner-block-header-div default\"><div><p class=\"rbc-banner-block-header\">Tip<\/p><\/div><\/div><div class=\"rbc-banner-block-description-p \"><div class=\"buttonSection\">\n<p class=\"call-link\">Alternatively, you can upload a spreadsheet of Plan Member Changes via <a href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.244113408.44299141.1744634961-454870899.1740764402\" target=\"_blank\" data-dig-id=\"LP-25747-716a73dd\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"Online Administration\" class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" rel=\"noreferrer noopener\">Online Administration<\/a> to be processed by our Group Administration team. <\/p>\n<\/div><\/div><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-student-information\"><a href=\"#h-student-information\" class=\"jumpLink\">Student information<\/a><\/h2>\n\n\n\n<p>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.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-changes-in-beneficiary-designation\"><a href=\"#h-changes-in-beneficiary-designation\" class=\"jumpLink\">Changes in beneficiary designation<\/a><\/h2>\n\n\n\n<p>A wealth of HR Resources for Plan Administrators!<\/p>\n\n\n\n<p>Your RBC Insurance Group Benefits provides free access to our <a href=\"https:\/\/www.rbcinsurance.com\/group-benefits\/plan-administrator\/reference-guide\/#hr-support-centre\" data-dig-id=\"LP-25742-ac9e7936\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"RBC Insurance HR Support Centre\" class=\"rbc-link-format\">RBC Insurance HR Support Centre<\/a>, 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.<\/p>\n\n\n\n<p>Confirming the accuracy of this information ensures eligible dependents are continuously covered for their health and dental benefits through to September next year.<\/p>\n\n\n\n<div class=\"rbci-tw-alert bannerNotice\"><div class=\"wp-block-rbc-banner-notice rbc-banner-block-header-div default\"><div><p class=\"rbc-banner-block-header\">Tip<\/p><\/div><\/div><div class=\"rbc-banner-block-description-p \"><div class=\"buttonSection\">\n<p class=\"call-link\">As the plan administrator you can add or remove dependents using <a class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.51175852.44299141.1744634961-454870899.1740764402\" target=\"_blank\" rel=\"noreferrer noopener\" data-dig-id=\"LP-25747-43bb789c\" data-dig-label=\"Online Administration\" data-dig-action=\"link click\" data-dig-category=\"LP\">Online Administration<\/a> and refer to the \u2018How to\u2019 section \u2018Add a dependent\u2019 or \u2018Terminate a dependent\u2019 for detailed instructions. You will be able to select dependent, special needs dependent or spouse.<br><br>Plan Members whose children are transitioning to post-secondary education, may be interested to know that their <a href=\"https:\/\/www.rbcinsurance.com\/en-ca\/group-benefits\/plan-member\/work-life-article\/\" target=\"_blank\" data-dig-id=\"LP-25747-4a741798\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"Employee Assistance Program (EAP)\" rel=\"noreferrer noopener\" class=\"rbc-link-format\">Employee Assistance Program (EAP)<\/a> offers support with college selection and application process, understanding funding options and counselling for any emotional issues experienced during this transition. Let them know that support is available.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-add-surviving-spouse-benefits-for-health-amp-dental-benefits\"><a href=\"#h-add-surviving-spouse-benefits-for-health-amp-dental-benefits\" class=\"jumpLink\">Add surviving spouse benefits for Health &amp; Dental benefits<\/a><\/h2>\n\n\n\n<p>In the unfortunate event of a plan member\u2019s death, coverage may continue for the eligible covered dependents until the earliest of the following dates:<\/p>\n\n\n\n<ul class=\"wp-block-rbc-list is-style-blue-disc\">\n<li class=\"wp-block-rbc-list-item\">\n<p>24 months after the date of death;<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>The date the covered person would no longer be considered a dependent under the plan if your plan member were still alive; or<\/p>\n<\/li>\n\n\n\n<li class=\"wp-block-rbc-list-item\">\n<p>The date the benefit plan under which the dependent is covered terminates.<\/p>\n<\/li>\n<\/ul>\n\n\n\n<p>Use <a class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.51175852.44299141.1744634961-454870899.1740764402\" target=\"_blank\" rel=\"noreferrer noopener\" data-dig-id=\"LP-25747-43bb789c\" data-dig-label=\"Online Administration\" data-dig-action=\"link click\" data-dig-category=\"LP\">Online Administration<\/a> to update the plan member\u2019s 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.<\/p>\n\n\n\n<div class=\"rbci-tw-alert bannerNotice\"><div class=\"wp-block-rbc-banner-notice rbc-banner-block-header-div default\"><div><p class=\"rbc-banner-block-header\">Tip<\/p><\/div><\/div><div class=\"rbc-banner-block-description-p \"><div class=\"buttonSection\">\n<p class=\"call-link\">Let the surviving spouse know that they and their dependents have access to qualified counsellors through the WLEAP that can provide support during this difficult time.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-plan-member-terminations\"><a href=\"#h-plan-member-terminations\" class=\"jumpLink\">Plan member terminations<\/a><\/h2>\n\n\n\n<p>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 <a class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.51175852.44299141.1744634961-454870899.1740764402\" target=\"_blank\" rel=\"noreferrer noopener\" data-dig-id=\"LP-25747-43bb789c\" data-dig-label=\"Online Administration\" data-dig-action=\"link click\" data-dig-category=\"LP\">Online Administration<\/a> within 14 days of the termination. Refer to the \u2018How to\u2019 Feature \u2018Terminate a plan member\u2019 for detailed instructions.<\/p>\n\n\n\n<div class=\"rbci-tw-alert bannerNotice\"><div class=\"wp-block-rbc-banner-notice rbc-banner-block-header-div default\"><div><p class=\"rbc-banner-block-header\">Tip<\/p><\/div><\/div><div class=\"rbc-banner-block-description-p \"><div class=\"buttonSection\">\n<p class=\"call-link\">If you need some guidance regarding what steps should be taken when an employee is terminated, refer to the \u201cTermination Checklist\u201d template in your <a href=\"https:\/\/www.rbcinsurance.com\/en-ca\/group-benefits\/plan-administrator\/reference-guide\/\" data-dig-id=\"LP-25747-5bf5a61c\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"RBC Insurance HR Support Centre.\" class=\"rbc-link-format\">RBC Insurance HR Support Centre.<\/a><\/p>\n<\/div><\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-maternity-parental-leave\"><a href=\"#h-maternity-parental-leave\" class=\"jumpLink\">Maternity\/parental leave<\/a><\/h2>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>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 <a href=\"https:\/\/www.rbcinsurance.com\/salesresourcecentre\/file-717198.pdf\" target=\"_blank\" data-dig-id=\"LP-25747-4b97bfb7\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"Maternity\/Parental Leave of Absence \u2013 Opting out of coverage form\" class=\"rbc-link-format standalone-pdf\" data-icon-class=\"standalone-pdf\" rel=\"noreferrer noopener\">Maternity\/Parental Leave of Absence \u2013 Opting out of coverage form<\/a> and retain the original form for your records. Sign in to <a class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" href=\"https:\/\/www.plan-administrators.groupinsurance.rbc.com\/?_ga=2.51175852.44299141.1744634961-454870899.1740764402\" target=\"_blank\" rel=\"noreferrer noopener\" data-dig-id=\"LP-25747-43bb789c\" data-dig-label=\"Online Administration\" data-dig-action=\"link click\" data-dig-category=\"LP\">Online Administration<\/a> to terminate coverage. Refer to the \u2018How to\u2019 Feature \u2018Terminate a plan member\u2019 for detailed instructions.<\/p>\n\n\n\n<div class=\"rbci-tw-alert bannerNotice\"><div class=\"wp-block-rbc-banner-notice rbc-banner-block-header-div default\"><div><p class=\"rbc-banner-block-header\">Tip<\/p><\/div><\/div><div class=\"rbc-banner-block-description-p \"><div class=\"buttonSection\">\n<p class=\"call-link\">For up-to-date information on employment standards legislation reference <a href=\"https:\/\/www.rbcinsurance.com\/group-benefits\/plan-administrator\/reference-guide\/#hr-support-centre\" data-dig-id=\"LP-25747-9ba9d891\" data-dig-category=\"LP\" data-dig-action=\"link click\" data-dig-label=\"RBC Insurance HR Support Centre\" class=\"rbc-link-format\">RBC Insurance HR Support Centre<\/a> and access the link from Online Administration. Before an employee leaves on Maternity\/Parental leave let them know that their EAP program is there to support them with valuable resources on topics such as pre-and post-natal health, child development, assistance finding child care and counselling services if required.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-conversion-of-group-coverage\"><a href=\"#h-conversion-of-group-coverage\" class=\"jumpLink\">Conversion of group coverage<\/a><\/h2>\n\n\n\n<p>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.<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-group resourceWrapper__col-right is-layout-flow wp-block-group-is-layout-flow\">\n<div class=\"wp-block-rbc-tabs-list tabsList\"><p class=\"tabsList__heading\">On this page<\/p><div class=\"tabsList__wrapper\"><button class=\"selectDropdown__button\" aria-haspopup=\"listbox\" aria-expanded=\"false\"><span class=\"selectDropdown__title\">Plan member mass changes<\/span><span class=\"selectDropdown__chevron\"><\/span><\/button><ul class=\"tabsList__items selectDropdown__list\"><li class=\"selectDropdown__list__item tabsList__item selected\"><a href=\"#h-plan-member-mass-changes\">Plan member mass changes<\/a><\/li><li class=\"selectDropdown__list__item tabsList__item \"><a href=\"#h-student-information\">Student information<\/a><\/li><li class=\"selectDropdown__list__item tabsList__item \"><a href=\"#h-changes-in-beneficiary-designation\">Changes in beneficiary designation<\/a><\/li><li class=\"selectDropdown__list__item tabsList__item \"><a href=\"#h-add-surviving-spouse-benefits-for-health-amp-dental-benefits\">Add surviving spouse benefits for Health &amp; Dental benefits<\/a><\/li><li class=\"selectDropdown__list__item tabsList__item \"><a href=\"#h-plan-member-terminations\">Plan member terminations<\/a><\/li><li class=\"selectDropdown__list__item tabsList__item \"><a href=\"#h-maternity-parental-leave\">Maternity\/parental leave<\/a><\/li><li class=\"selectDropdown__list__item tabsList__item \"><a href=\"#h-conversion-of-group-coverage\">Conversion of group coverage<\/a><\/li><\/ul><\/div><\/div>\n\n\n\n<div class=\"rbci-tw-alert bannerNotice\"><div class=\"wp-block-rbc-banner-notice rbc-banner-block-header-div default\"><div><p class=\"rbc-banner-block-header\">Tip<\/p><\/div><\/div><div class=\"rbc-banner-block-description-p \"><div class=\"buttonSection\">\n<p class=\"call-link\">Plan Members can sign in to <a class=\"rbc-link-format newwindow-link\" data-icon-class=\"newwindow-link\" href=\"https:\/\/www4.rbcinsurance.com\/ui\/signin\/home?lang=en\" target=\"_blank\" rel=\"noreferrer noopener\" data-dig-id=\"LP-25747-cb09caea\" data-dig-label=\"Online Insurance service\" data-dig-action=\"link click\" data-dig-category=\"LP\">Online Insurance service<\/a> and update their personal banking information and home address for claims processing.<\/p>\n<\/div><\/div><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":203,"featured_media":0,"parent":23167,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"templates\/resources.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-25747","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - 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