About Change Reasons in Maxwell

When you or an employee needs to change employee information in Maxwell, you choose from a list of change reasons to log this change.

 NOTE: Employees must only choose a change reason if “Require Approval for Employee Changes” is set to “Yes,” under Settings > Preferences. If "Require Approval for Employee Changes" is set to "No," employees will only need to select a change reason if they click Notify HR in the “I Need to Change My Info/Benefits” pop-up.

About Change Reasons
When an Administrator or an employee triggers a change in Maxwell, they will choose from a list of change reasons.

Because the change reasons accepted by each carrier are different, the list is not intended to be exhaustive. It does not contain examples for every change reason out there, but it covers the most common ones.

Because each carrier has different names for change reasons, or life events, the terminology used in Maxwell (e.g. “Birth or Adoption of Child”) may not match up exactly with the terminology that the carrier uses (e.g. “Change in Number of Dependents”). You should be able to cross-reference between Maxwell and the carrier and find a match. Unfortunately, if you can’t find a match, we currently can’t customize change reasons available per carrier or employer.

Carriers vary in their processes, but generally speaking; you’ll need to notify the carrier of any changes via a QLE application. Most carriers require the change to be reported within a specified timeframe (e.g. within 30 days of the event). Some also require you to submit supporting documentation (e.g. a birth certificate for a “Birth or Adoption of a Child” QLE). Check your carrier’s website for more information.

List of Change Reasons in Maxwell

  • Birth or Adoption of Child Employees who have a baby or adopt a child can typically add their child to their insurance plan.
  • Change in Domestic Partnership Status If an employee needs to add a domestic partner to their plan or remove a domestic partner from coverage. You can also use this QLE if an employee loses coverage due to the end of a domestic partnership, and they now have the ability to enroll in new coverage.
  • Change of Address If an employee moves to a new area, they may need to make changes to their benefits coverage. This can also be used to record a move that doesn’t require a change to benefits coverage.
  • Change of Compensation (available to Administrators only) A change in compensation likely won’t result in an employee’s ability to enroll in new coverage or change their existing coverage. But you may use this QLE to record that a change of compensation occurred. Keep in mind that when you process this QLE, you’ll need to update any salary-based products for the new rates to display correctly.
  • Change to Spousal Coverage
  • Child Custody Change
  • Death of Spouse or Dependent
  • Dependent Age Off(available to Administrators only) If an employee’s child leaves the plan due to “aging off” at age 26, an employee can change their coverage accordingly.
  • Dependent Employment Status Change
  • Dependent Loss/Gain of Coverage
  • Dependent Newly Eligible for Medicare, Medicaid, or State Program
  • Divorce
    If an employee loses coverage due to a divorce, they can typically enroll in new coverage. You should also use this QLE if an employee wants to remove a dependent spouse from their coverage.
  • Eligible for Medicaid
    If an employee would like to enroll in Medicaid, this QLE can be used to document their cancellation of coverage with their employer.
  • Eligible for Medicare
    If an employee would like to enroll in Medicare, this QLE can be used to document their cancellation of coverage with their employer.
  • Employee Loss/Gain of Coverage Use this QLE if an employee was previously covered by a plan outside of the employer, but has lost that coverage and now needs to come on the employer's coverage. Examples include an employee who was covered by a parent’s plan, but has aged off of it or an employee who was covered by a spouse's plan but has had that coverage terminated.
  • Family and Medical Leave Act (available to Administrators only)
  • Full-time to Part-time (available to Administrators only)
    If using this QLE, you likely have at least two groups set up. One for full-time employees and one for part-time employees. Before you approve the QLE, change the employee’s group (if applicable for your employer). The QLE pop-up will prompt you to do this. Then, you’ll open the products as they will likely be different than the products they were eligible for in their previous group.
  • Group change (available to Administrators only)
    Before you approve the QLE, change the employee’s group (if applicable for your employer). The QLE pop-up will prompt you to do this. Then, you’ll open the products as they will likely be different than the products they were eligible for in their previous group.
  • Leave of Absence (available to Administrators only)
    Use this QLE when an employee has a reduction of hours that is not an FMLA leave (e.g. a sabbatical or administrative leave). Please note that this does not put the employee in an "on leave" status, Maxwell only has two statuses "active" and "inactive."
  • Legal Separation
    Like divorce, if an employee loses coverage due to a legal separation, they can typically enroll in new coverage.
  • Loss of Medicare or Medicaid Coverage due to Salary increase
  • Marriage
    Employees who get married can typically add their spouse to their insurance plan, or cancel their coverage if they’d like to enroll in their spouse’s plan.
  • Mid-Year Section 125 Election Change (available to Administrators only)
    Please keep in mind that if you update an employee’s contribution mid-year, Maxwell will not automatically recalculate maximum contributions based on the employee’s year-to-date contributions. That means Maxwell will not stop the employee from going over their maximum contribution. The employee will still see the annual maximum, without the year-to-date contributions factored in.
  • Military Leave (available to Administrators only)
  • Mistaken or Missing Personal Information (available to Administrators only)
    Although this isn’t typically identified as a QLE, you can use this to keep track of a change you made to the employee’s information in Maxwell. You probably don’t want to make products available to the employee for this reason.
  • New Hire (HRIS Integration Only) (available to Administrators only)
    Use this QLE only if you have an HRIS integration set up in Maxwell. Read about how you would use this QLE to add new hires from BambooHR and SilkRoad.
  • Part-time to Full-time (available to Administrators only)
    If using this QLE, you likely have at least two groups set up. One for full-time employees and one for part-time employees. Before you approve the QLE, change the employee’s group (if applicable for your employer). The QLE pop-up will prompt you to do this. Then, you’ll open the products as they will likely be different than the products they were eligible for in their previous group.
  • Re-hire (available to Administrators only)
    Use this QLE to record taking an inactive employee in Maxwell out of their inactive state due to being re-hired.
  • Spouse Loss/Gain Insurance Eligibility
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