Enrollment Procedures

New Hires:
New hires of the Commonwealth will be eligible to enroll in this program based on the same waiting period that applies to other GIC sponsored programs. Those employees who have transferred from one state agency to another state agency with no break in service may maintain their coverage without satisfying the new employee waiting period.

If new employees enroll when first eligible, no medical evidence of insurability will be required. The new employee should complete the enrollment form and return it to the GIC Coordinator so that coverage can commence at the same time as their other benefits. New hires that fail to enroll within 31 days of eligibility are considered late enrollees. They must complete a medical application for Unum's review and approval into the plan.

Please give new hires the following:
GIC Enrollment and Change Form-1 (see forms section)

Long Term Disability Brochure pdf format of LTDbrochureFY14.pdf file size 4MB

New Hire Procedures

1. Employee must complete and sign the GIC's Enrollment and Change Form (Form-1) - see forms section

2. Sign the GIC's Enrollment and Change Form (Form-1) and review for completeness.

3. Copy Form-1 and file in the employee's personnel file.

4. Send original Form-1 to the GIC.

5. The GIC will notify the employee of his or her effective date.

Late Enrollment
If an employee was eligible to enroll for LTD but did not elect to do so (or was enrolled and terminated coverage voluntarily or was terminated for nonpayment of premium), and later wishes to participate in the plan, that employee is considered a late enrollee. Late Enrollees must complete a medical application for Unum's review and approval to enter the Plan. It is important to realize that late enrollees will not automatically be accepted into the Plan. If approved, the effective date of coverage will be determined by the GIC.

It is possible that coverage will not be granted if the applicant is found to be medically uninsurable. It is therefore extremely important that you advise employees to enroll before the end of the 31-day period.

Please give late enrollees the following:

GIC Enrollment and Change Form (Form-1) - see forms section
Long Term Disability Brochure pdf format of LTDbrochureFY14.pdf file size 4MB

Late Enrollment Procedures - After 31 days of becoming eligible:
A) Steps to apply for LTD:

1. Employee must complete and sign the GIC's Enrollment and Change Form (Form-1) - see forms section
2. Sign the GIC's Enrollment and Change Form (Form-1) and review for completeness.
3. Copy Form-1 and file in the employee's personnel file.
4. Send original Form-1 to the GIC.

GIC Data Processing Unit
P.O. Box 8747
Boston, Massachusetts 02114-0998

5. The GIC will notify Unum of the pending application.
6. Unum will send the employee a medical application to complete and return.
7. The GIC will notify the employee and the GIC Coordinator of Unum's decision.

B) Late applications will result in one of the following outcomes:

i) Approval
ii) Rejection
iii) Additional medical information required

  • Fees for obtaining the medical information are the responsibility of the late enrollee.
  • Applicants who do not respond in a timely fashion will have their files closed and must restart the application process if they still desire the insurance.

Approval - Employee Notification
Notification is made to the employee via a copy of the application stamped "approved" with instructions to the applicant to attach the application to their insurance certificate, which they will receive at a later date. Premium deductions will begin on the first day of the second month following approval. The GIC will advise the employee of their effective date.

Approval - Employer Notification
A copy of the employee's notification is sent to the GIC Data Processing Unit. The GIC Data Processing Unit will notify the GIC Coordinator of the approval. The employee's premium deductions will begin on the first day of the second month following approval. The GIC determines the employee's effective date.

Rejection - Employee Notification
Notification is made to the employee that they are not insurable for this insurance.

Rejection - Employer Notification
Notification is made to the GIC Data Processing Unit that the employee is not insurable for this insurance. The GIC Data Processing Unit will notify the GIC Coordinator of the rejection.

Additional medical information required
Communication will be done directly with the employee regarding any further medical information required by Unum. The GIC Data Processing Unit will be notified upon approval or rejection of the application.


This information provided by the Group Insurance Commission .