HOURS REDUCED TO LESS THAN PART-TIME

If an employee falls below 18.75 hours in a 37.5-hour workweek or 20 hours in a 40-hour workweek, the employee is no longer eligible for most GIC benefits. GIC Health, Life, Long Term Disability, HCSA, and/or Dental/Vision coverage will end at the end of the following month as long as the premiums are paid. The employee may elect to continue health coverage through the Massachusetts Health Connector, COBRA, or Non-Group Conversion.   

  1. Give the employee the Marketplace Notice.
  2. Update your payroll system to stop all GIC life, health, LTD, dental/vision, and HCSA premium deductions.

HOURS REINSTATED TO PART-TIME OR MORE

If an employee resumes at least part-time status (18.75 hours in a 37.5 hour workweek or 20 hours in a 40 hour workweek) after his/her GIC coverage has been terminated, the employee is considered a new hire.  He/she is subject to the new hire waiting period beginning on the date he/she resumes half to full-time status. Follow the NEW HIRE section. If an employee resumes at least part-time status before the coverage termination date, coverage will continue uninterrupted.

SALARY CHANGE

If an employee’s salary changes and he or she has elected LTD and/or optional life insurance with automatic increase ensure that the following procedures take place. 

  1. Complete and sign Enrollment/Change Form (Form-1) on behalf of the employee indicating the new salary and salary effective date. 
  2. Verify that the form is completed accurately and completely.
  3. Photocopy Enrollment/Change Form (Form-1) and file in employee’s personnel file.
  4. Send original Enrollment/Change Form (Form-1) to the GIC.
  5. Update your payroll system to reflect the new amount of LTD and/or optional life insurance premium.  The effective date of the new amount of optional life insurance and/or LTD coverage is the first date of the second month following the salary change.  In the case of a retroactive salary increase, you as the GIC Coordinator determines the effective date based on when you can start the new optional life and/or LTD premium deduction.
  6. Review your monthly insurance billing report for those employees that have LTD and/or optional life insurance coverage to be sure the coverage amounts are in accordance with the employee’s salary.

OPTIONAL LIFE INSURANCE REDUCTION

If an employee requests a reduction in optional life insurance:

  1. Employee completes and signs Employment Status Change Form (Form 1A).
  2. Review and sign Employment Status Change Form (Form-1A).
  3. Enter the new life insurance premium into your payroll system.  The effective date of the new amount of optional life insurance is the first day of the second month following the employee’s reduction request.  
  4. Photocopy Employment Status Change Form (Form-1A) and file in the employee’s personnel file.
  5. Send original Employment Status Change Form (Form-1A) to the GIC.

Agency Transfer

When an employee transfers from one state agency to another or a GIC participating municipality, complete the following:

  1. Complete GIC Employment Status Change Form (Form-1A) on behalf of the employee:
      • If employee is transferring to another agency or participating municipality, indicate the name of the agency or participating municipality the employee is transferring to and the last day of work.
      • If the employee is transferring from another state agency or participating municipality, indicate the name of the agency/municipality the employee is transferring from and the hire date.
  2. Update your payroll system to stop or begin the appropriate GIC premium deductions for the GIC coverage in force at the time of the transfer.  Note that employees are not allowed to change health plans at the time of transfer, unless the employee is moving outside of a health plan’s service area.
  3. Photocopy completed Employment Status Change Form (Form-1A) and file in the employee’s personnel file.
  4. Send original Employment Status Change Form (Form-1A) to the GIC.
  5. The effective date of the transfer will be the first day of the second month following the transfer as long as the GIC has been notified with the Form-1.

Position Change GIC Dental/Vision

See the GIC Dental/Vision Eligibility section before completing the following processes.

Personnel changes affect GIC Dental/Vision eligibility, effective dates, and terminations. 

If a union employee changes to a management position, complete the following within 60 days of the position change.  If the GIC receives the paperwork after the 60 day period, the employee may only enroll during Annual Enrollment:

  1. Complete the Dental/Vision Enrollment/ Change Form (Form-1DV).  The effective date will be the first day of the second month following the position change as long as the GIC has been notified with the Dental/Vision Enrollment/Change Form (Form-1DV).
  2. Enter the new dental/vision premium in your payroll system
  3. Photocopy and file the Dental/Vision Enrollment/Change Form (Form-1DV) in the employee’s personnel file.
  4. Send the original Dental/Vision Enrollment/Change Form (Form-1DV) to the GIC within 60 days of the employment change.

If a management employee changes to a union position, complete the following within 60 days of the position change.  If the GIC receives the paperwork after the 60 day period, the employee may only enroll during Annual Enrollment:

  1. Complete the GIC Dental/Vision Enrollment/Change Form (Form-1DV) on behalf of the employee, completing the termination section, and check the cancel coverage box.   List position change (management to union) as the termination reason and indicate the termination effective date. The effective date will be the first of the second month following the position change.
  2. Photocopy and file the Dental/Vision Enrollment/Change Form (Form-1DV) in the employee’s personnel file.
  3. Send original Dental/ Vision Enrollment/Change Form (Form-1DV) to the GIC.

This information provided by the Group Insurance Commission .