The Dependent Audit Process

While the exact audit process can vary, most follow these core steps: 

1. Audit preparation

• Set goals and secure buy-in from management on conducting an audit. 
• Build a timeline and project plan. Audits typically take 12 weeks from start to finish. 
• Decide on audit scope – full vs. targeted audit, which plans to include, use of amnesty periods, etc. 
• Assemble audit team if using internal resources or select vendor partner(s). 

2. Employee notification

• At least 4 weeks prior, notify all employees about upcoming audit through emails, letters, posters etc. 
• Clearly explain which dependents need verification, the required documents and submission deadlines. 

3. Document collection

• Employees submit documentation proving eligibility for each dependent – birth certificates, marriage licenses, guardianship records, etc. 
• Digital submission tools help gather documents efficiently. Allow 4-8 weeks for submission.  

4. Dependent verification

• HR staff or partners carefully verify each document and relationship. Red flags are investigated. 
• Ineligible dependents are flagged for removal from coverage. Allow 1-2 weeks for verification. 

5. Results confirmation

• Communicate results of the audit and next steps to affected employees. 
• Provide a rebuttal period for contested outcomes before finalizing removals. 

6. Dependent removal

• Update records and cancel coverage for confirmed ineligible dependents. 
• Meet with employees as needed to discuss impact and transition plans. 

7. Audit conclusion

• Analyze audit results – savings achieved, learnings, future process improvements. 
• Remove ineligible dependents from coverage. 
• Plan schedules and cadence for future dependent eligibility audits. 

Marriage certificates, birth certificates, social security cards and tax returns are all common documents required during dependent verification audits. The full documentation required depends on the dependent’s relationship: 

• Spouse – Marriage certificate and recent tax return 
• Child – Birth certificate 
• Stepchild – Birth certificate and marriage certificate 
• Disabled child – Birth certificate and disability records 
• Domestic partner – Joint bills, bank statements or tax return 

Thorough document collection is crucial to confirming eligibility and identifying ineligible dependents. Digital intake tools help gather documents efficiently.