The Seal of the Office of the State Comptroller
COMPTROLLER'S MEMORANDUM NO. 99-40

OCTOBER 8, 1999

TO THE HEADS OF ALL STATE AGENCIES

ATTENTION: Personnel and Payroll Officers
SUBJECT: Dependent Care Assistance Program Annual Open Enrollment

I. INTRODUCTION

The purpose of this memorandum is to (1) advise of the annual open enrollment for the Dependent Care Assistance Program (DCAP), and (2) restate the DCAP payroll, enrollment, and election change processing procedures.

II. ANNUAL OPEN ENROLLMENT

The open enrollment for the 2000 DCAP plan year is scheduled to occur during the month of November; the program's administrative services provider, Colonial Life & Accident Insurance Company, will conduct informational sessions throughout the state for employees; the statewide schedule is attached.

Once again, the Office of the State Comptroller will be providing agencies with DCAP brochures to be distributed to employees with paychecks dated October 22, 1999. The DCAP brochure will inform employees of the open enrollment period and will include the statewide schedule of informational sessions. The brochure is the only statewide communication regarding the 2000 plan year enrollment that will be issued to employees; your cooperation is, therefore, essential in distributing the brochures to employees. Agencies will be provided with a sufficient supply of brochures to incorporate within their new employee orientation materials; new employees have thirty-one days from date of hire in which to enroll in DCAP.

Employees interested in participating will be responsible for obtaining the necessary enrollment applications and meeting all associated deadlines. Applications may be obtained at the informational sessions or by contacting Colonial Life & Accident Insurance Company. Employees who fail to return the application before the deadline, will be denied participation in the program; no late applications will be accepted; no exceptions will be made.

III. PROCESSING PROCEDURES

A. Enrollment Procedures:

Colonial Life & Accident Insurance Company is responsible for the enrollment of eligible employees who wish to participate in DCAP. Employees are entitled to enroll in DCAP during one of the following periods:

1. The annual open enrollment period;
 
2. Within thirty-one days of the hire date; and
 
3. Within thirty-one days of a change in family status which makes the employee eligible to participate.

Please direct employees to a Colonial Life & Accident Insurance Company representative at (860) 290-6633 for enrollment information and election forms.

B. Payroll Procedures:

As stated in Comptroller's Memorandum No. 96-62, dated December 13, 1996, the payroll processing of DCAP accounts is performed by the Comptroller's Retirement & Benefit Services Division, Employee Benefits Unit, formerly Pre-Tax Programs Unit. Agencies are not responsible for processing DCAP enrollment applications for payroll purposes; they will, however, be provided with a payroll report at the conclusion of the DCAP open enrollment period which will indicate the employees of the agency who are enrolled

C. Election Changes:

Once enrolled, changes in elections are allowed only under the following circumstances:

1. Participant terminates employment;
 
2. Participant experiences a family status change, such as marriage, divorce, death of a spouse or dependent, birth or adoption of a child, changes in spouse's employment status.

Participating employees who wish to make an election change must file a Dependent Care Change Form with the Employee Benefits Unit within thirty-one days of the change in status. Dependent Care Change Forms must also be filed for terminating employees. Employees may obtain change forms by contacting Colonial Life & Accident Insurance Company at (860) 290-6633

IV. CONCLUSION

Your anticipated assistance in distributing the 2000 DCAP brochures and making the program accessible to your agency's employees is appreciated. The DCAP program not only assists employees in managing their dependent care expenses while reducing their taxable income, it saves the state money as well.

Questions concerning DCAP may be directed to the Employee Benefits Unit at (860) 702-3543.

Very Truly Yours,
NANCY WYMAN, STATE COMPTROLLER

NW/km

1999 DCAP ENROLLMENT SCHEDULE - NOVEMBER 1, 1999 through NOVEMBER 30, 1999

LOCATION DATE TIME
University of CT Health Center, Farmington Nov. 1 8:00am-4:30pm
Cafeteria Lobby Nov. 16 8:00am-1:00pm
Nov. 30 11:00am-3:30pm
State Office Building, Hartford Nov. 1, 10, 17, 22 9:30am-1:30pm
165 Capitol Ave., Rm 117 Nov. 4, 9, 15, 30 11:30am-3:30pm
470 Capitol Ave., Hartford Nov. 16 & 18 11:00am-2:00pm
Outside Cafeteria
D.E.P. 79 Elm St., Hartford Nov. 5 & 8 10:00am-2:00pm
Lobby
25 Sigourney St., Hartford, Lobby Nov. 17 10:00am-2:00pm
55 Elm St., Hartford, 2nd Flr. Rm. 208, Personnel Training Rm. Nov. 5 & 23 11:00am-2:00pm
Lower Fairfield Reg. Ctr., 142 Silvermine Ave., Norwalk Nov. 19 10:00am-1:00pm
Gym
D.M.R. 4 Grasso Ctr. Armory Rd., Stratford Nov. 8 9:00am-1:00pm
conference room Nov. 9 12:30am-4:30pm
Greater Bridgeport Mental Health, 1635 Central Ave. Nov. 8 & 9 9:00am-1:30pm
DuBois Ctr., 1515 Summer St., Stamford, Board Rm. Nov. 19 11:30am-2:00pm
D.M.R. So. Ctrl, 1 Long Wharf, New Haven Nov. 16 & 17 9:00am-1:00pm
Housatonic College, 900 LaFayette Blvd., Bridgeport
Rm. A101, 1st floor campus Nov. 8 9:00am-1:00pm
D.O.L.. 249 Thomaston Ave., Waterbury, Conf. Rm. Nov. 22 12:30pm-4:30pm
Southbury Training School, Southbury Nov. 9 & 10 9:30am- 1:00pm
Admn. Bldg., 2nd floor library
Western CT Univ., White St., Danbury, Student Ctr.,rm 226 Nov. 22 10:00am-2:00pm
D.M.R., 195 Alvord Park Rd., Torrington, Conf. Rm. Nov. 10 1:00pm-4:00pm
D.M.R., 25 Creamery Rd., Cheshire, Conf. Rm Nov. 5 1:00pm-4:00pm
D.M.R., 450 Main St., Danbury, Conf. Rm Nov. 9 1:00pm-4:00pm
D.M.R., 80 Freight St., Waterbury, lunch Rm Nov. 23 1:00pm-4:00pm
UCONN Storrs Nov. 3 8:00am-10:30am
Child Development Lab, Human Dev. Ctr Rm. 101A Nov. 15 & 29 4:00pm-5:30pm
D.M.R., 113 School St., Danielson, Nov. 23 2:00pm-4:00pm
E.C.S.U., Rm 205, Student Ctr., Willimantic Nov. 5 9:30am-3:30:pm
D.M.R., 90 South Park St., Willimantic, conf. Rm. Nov. 22 9:30am-2:00pm
Dempsey Reg. Ctr. Cafeteria, Putnam, cafeteria Nov. 23 9:30am-1:00pm
D.M.R., 401 W. Thames St, Norwich Nov. 8 & 9 10:00am-2:00pm
Campbell Bldg., Rm 328
D.M.R., Oral School Rd., Mystic, conf. Rm Nov. 22 10:00am-1:00pm
Mystic Educational bldg.
D.O.T., 2800 Berlin Tpke., Newington, Conf. Rm B Nov. 16, 22 & 23 11:00am-2:30pm
Cedar Crest Hosp., Russell Rd., Newington, exec. conf. rm Nov. 3 9:00am-1:00pm
CT Valley Hosp., Middletown, Valley View Cafe Nov. 4 & 15 11:00am-3:00pm
Dept. of Public Safety, Midpoint Bldg., Middletown
(Personnel Only) Conf. Rm 252 Nov. 2 10:00am-1:00pm

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