How to Add Contacts and/or Dependents to HR Cloud

Objective

This article explains how to add and manage contacts, dependents, and emergency contacts in HR Cloud, including required documentation, approval processes, and when newly added individuals become available for benefits enrollment or beneficiary designation

Table of Contents

How to Add Contacts in HR Cloud

  1. Navigate to HR Cloud > Me > Personal Information > Family and Emergency contacts
  2. Click + to add > Create a new contact
    • If the person you are adding is an IC employee, select a coworker as a contact
  3. Adding Different Types of Contacts:
    • Adding a Spouse:
      • Legal Last Name
      • Legal First Name
      • Chosen Last Name
      • Chosen First Name
      • Chosen Full Name: (Chosen Last Name, Chosen First Name)
      • Relationship: Spouse
      • What is the start date of the relationship
      • Gender
      • Date of Birth
      • This person is an emergency contact: Toggle this on if you would like person listed as an emergency contact
      • TIN Type (SSN)
      • TIN Number
      • Phone Number
      • Address
      • When adding a Spouse contact type, you must attach supporting documentation using one of the following forms: Supporting Documentation. Please do not submit a spouse contact without attaching supporting documentation.  Please place supporting documents in the Drag and Drop section.
      • Click submit
        • This submission will route to our Benefits team for approval
    • Adding a Child:
      • Legal Last Name
      • Legal First Name
      • Chosen Last Name
      • Chosen First Name
      • Chosen Full Name: (Chosen Last Name, Chosen First Name)
      • Relationship: Child or Child - Legal Guardianship
      • What is the start date of the relationship
      • Gender
      • Date of Birth
      • TIN Type (SSN)
      • TIN Number
        • If you are adding a newborn and don't have the SSN, use 9 zeros as a placeholder (000000000) and provide SSN to Benefits, once available
      • Address
      • When adding a Child contact type, you must attach supporting documentation using one of the following forms: Supporting Documentation. Please do not submit a child contact without attaching supporting documentation. Please place supporting documents in the Drag and Drop section.
      • Click submit
        • This submission will route to our Benefits team for approval
    • Adding a Contact: 
      • Legal Last Name
      • Legal First Name
      • Chosen Last Name
      • Chosen First Name
      • Chosen Full Name: (Chosen Last Name, Chosen First Name)
      • Relationship: Contact
      • What is the start date of the relationship
      • This person is an emergency contact: Toggle this on if you would like person listed as an emergency contact
      • Phone Number
      • Click submit

 

When Will I See My New Contact to Add to Benefits? 

  1. Are you adding a spouse or child to be covered on your health insurance plans?
    • If adding as part of open enrollment, please allow time for Benefits to approve the addition and refresh your enrollment opportunity
    • If adding as part of your new hire enrollment, please allow up to 1 business day for Benefits to approve the addition and refresh your enrollment opportunity.  If after one full business day your spouse or child does not appear, please submit a HR Help Desk Ticket.
    • If adding a spouse or child due to marriage, birth, or another qualifying life event, after you add your contact and upload required documentation, please submit a Benefits HR Help Desk Ticket so they can provide you with an enrollment opportunity
  2. Are you adding a contact to be a beneficiary on your life insurance plans?
    • If adding as part of a current enrollment opportunity (open enrollment, new hire, etc), you should automatically see general contact types in your enrollment opportunity to add as beneficiaries
    • If you are making a mid year change to your life insurance beneficiaries,  please submit a Benefits HR Help Desk Ticket after you add your contacts, so they can provide you with an Beneficiary Change opportunity

 

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