4.1.2. Special Dependency Requests

If the staff member’s child has a disability, certification of the disability from relevant medical colleagues must be obtained prior to making the special dependency request. The staff member or HR Administrator on behalf of the staff member can submit the special dependency request in the Employee Self-Service (ESS).

1. The staff member submits a request for certification of special dependency to the relevant medical office along with the child’s medical reports and school reports. The HR Partner receives a copy of the request only (but not the medical reports). (process done offline)
2. The relevant medical office determines the eligibility for Special Dependency and the next review dates. (process done offline)
3. The staff member and HR Partner receive feedback from the relevant medical office. (process done offline)
4. The staff member or HR Administrator on behalf of the staff member creates a request for special dependency and checks the disability indicator in ESS, making reference to the communication from the relevant medical office in the remarks and attaching the approval from this office to the ESS request.
5. Upon receipt of the request the HR Partner reviews, and then approves or rejects the request in ESS.
6. The system will send an automatic notification to the staff member regarding the approval/rejection of the special dependency and the next review date. if Approved, a Maintain Family status – Change Family Member/Dependent PA is created automatically in Enterprise Central Component (ECC) and notification is sent to the staff member.
   

In exceptional circumstance in which ESS is not accessible for either the staff member or the HR Administrator, the HR Partner may also receive all the original documentation in hard copies and process the approval of dependency in ECC using a PA40. Refer to Modify or Discontinue Dependents – ESS Approval and Modify or Discontinue Dependents – ECC Approval.

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