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City of Dallas Retirement Enrollment Procedures

The following information is provided by the City of Dallas Human Resources Department.

Retiring in 2004
If you are planning to retire:
• Make an appointment with your Human Resources Assistant prior to your retirement to discuss retiree enrollment options and payroll deductions.
• Call the Benefit Service Center at 1.888.873.7692 from 9 a.m. to 5 p.m. Monday through Friday to enroll.
• You must enroll within 31 days from your date of retirement. If you do not, you will be considered to have waived retiree coverage and will not be eligible for future coverage.
• Retiree coverage is effective on the first of the month following your termination date with the City.
• Retirees who decline medical coverage at any time are not eligible to re-enroll for retiree benefits at any time in the future.
• Premiums will be deducted from your pension check.

The Retirement Process
• Retirees will meet with their departmental Payroll Clerk and complete termination paperwork. The Payroll Clerk will enter all pertinent information into the payroll system. Active insurance coverage will terminate at the end of the month in which active employment terminates.
• Before the retiree can be enrolled for retiree coverage, the retiree must be in "terminated-voluntary status" in the HRIS system. First, the retiree's final paycheck must be issued. Then, the first of the following pay period, the Human Resources Generalist will update the Retiree's "TP" status code to "TV." It may take up to 15 days after receipt of final paycheck for the retiree to be placed in "TV" status in the HRIS system.
• Retirees must call the Benefit Service Center at 1.888.873.7692 to enroll for retiree benefits within 31 days of retirement. Please note: the Pension System office will assist you in setting up pension check deductions. However, they will not enroll you for coverage. Timely elections will be effective retroactive to the first day of the month following the date of retirement.
• Within 15 days following enrollment, the BSC will mail a confirmation statement to the retiree's home address. The retiree will have 10 days from the date of the confirmation statement to make any necessary corrections. After the correction period has ended, elections cannot be changed until the next annual enrollment, unless a change in family status occurs. Examples of family status changes are: (1) the birth of a child, (2) a child attaining the maximum age, (3) the death of a family member, (4) legal separation or divorce, or (5) spouse looses existing coverage.
• If the retiree decides to decline retiree medical coverage, all benefits (including vision and dental) will be terminated for the retiree and dependents on the last day of the month in which active employment terminates. Notice of termination of coverage will be sent to the appropriate carriers.
• If you decide to decline retiree medical coverage, you must call the Benefit Service Center and decline retiree coverage. All benefits will be terminated for you and your dependents on the last day of the month in which active employment terminates. Notice of termination of coverage will be sent to the appropriate carriers.
• Important: Failure to enroll within 31 days of retirement will be considered a declination of all future retiree coverage. Once retiree coverage has been declined, it will not be available in the future.

After Enrollment
• Premium deduction information will be sent to the Pension System office. Deductions cannot begin until the Pension Board has approved your retirement. Payroll deductions will be generated automatically based on your elections. Eligibility and membership information will be sent to the carriers within 10 business days of enrollment. Premiums, retroactive to the retirement coverage effective date, will be deducted from your final paycheck.
• The carriers or administrators will mail identification cards within two to three weeks following your enrollment.
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If premium deductions are not taken from the first pension check, please mail your premium check, payable to the City of Dallas, to:

Benefits Accounting
Human Resources Department 6-A-N
1500 Marilla Street
Dallas Texas 75201

Include your Social Security number and the month for which you are paying. If premium deductions are not taken from your second pension check, please contact the Benefit Service Center and request assistance in setting up the deduction. • Contact the Benefit Service Center at 1.888.873.7692 between 9 a.m. and 5 p.m. CT for help. The Benefit Service Center also can assist you with membership guidelines, verification of benefits, and benefit procedures. They also may be able to assist you in resolving issues with a carrier.
• You also will receive information in the mail about COBRA coverage continuation rights. This information should not be confused with the City's retiree insurance information! Please be aware that COBRA coverage is intended to provide temporary insurance coverage, usually only eighteen months, when persons are without insurance coverage. If you elect retiree medical coverage or later become eligible for Medicare or any other employer insurance coverage, you may not be eligible to continue COBRA coverage. For more information about COBRA, contact the Benefit Service Center.
• You must enroll again during each annual enrollment period to continue to receive retiree benefits the following calendar year. Coverage is not automatically continued. Please be certain to keep the City informed of your current address, so you will receive all benefit communications. Read Pension System newsletters and pension check enclosures carefully for benefit information.

For More Information
The above information is provided by the City of Dallas Human Resources Department. For more information, please contact your Department Payroll Clerk, the City of Dallas HR Department, or the Benefit Service Center (1.888.873.7692).