All new hires and employees who add or change dependents due to a Qualified Life Event (QLE) must submit documentation at enrollment within 31 days of the dependent entry date to keep coverage active. There is no grace period after the 31 days, but appeals will be reviewed on a case-by-case basis (see the Submission issues tab).
Note: See the Enrollment and Eligibility page for more details on eligibility rules.
Accepted documents
- Preferred Method
First page of the 1040 tax form from the current year or prior year. For example: for 2027, you can submit tax returns from 2025 or 2026. Only the first full page with the relevant information that shows full name and relationship to the employee is required.- Any financial or non-dependent specific information can be redacted from the upload.
- Spouses or Domestic Partners
Marriage certificates or Affidavit of Domestic Partnership dated within the last three years.- If beyond three years: Additional documentation showing cohabitation dated within the last 6 months (example: Government issued Utility Bill, Home Owners Insurance Declaration, etc.).
- Dependent Children: Birth certificates
Some dependents may require additional documentation. They include:
- Tax-Dependent Domestic Partner
Microsoft may use the DEV process to confirm IRS tax dependent status when you enroll a Domestic Partner as a tax dependent to ensure appropriate tax withholding.
Note: Coverage for Domestic Partners who are not your tax dependents can result in imputed income).
- Child of a Domestic Partner (DP)
Two processes of eligibility need to be confirmed. First verifying the relationship of the Domestic Partner, and secondarily then proving the relationship of the child to the Domestic Partner. - Children under 26 who are not IRS tax eligible dependents
Since they may not appear on your Form 1040 tax return, you’ll need to provide secondary documentation such as a birth certificate or a prior 1040 year’s taxes showing them as your dependent. - Non-dependent children due to divorce decree
You can use a combination of the tax return form for any child dependents you can claim and then a birth certificate for those you cannot. - Domestic partner changed to spouse
Submit a marriage certificate to update the dependent status. If the submission is made outside the life event window, the change will be effective as of the marriage date.
Please be sure to submit non-restricted clear copies of your documents—PDF or JPEG files are recommended to ensure timely review and processing. Documentation must be submitted in English, or a certified translation is required.
If your documentation is insufficient, you will receive a resubmit email notification if your transaction is still pending.
Important note: A resubmit request does not extend your original deadline.
For newly added dependents: If your documents are not submitted and approved by the deadline (within 31 days of the entry date), your dependents will be not be added to coverage.
