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 COBRA, Section 125 Plan for Non-GIC eligible employees, Non-Group Conversion or the Massachusetts Health Connector.   

  1. Give the employee information on your agency’s Section 125 Plan coverage and a 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 GIC Insurance Enrollment and 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 Insurance Enrollment and Change Form (Form-1) and file in employee’s personnel file.
  4. Send original Insurance Enrollment and 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 GIC Insurance Enrollment and Change Form (Form 1).
  2. Review and sign Insurance Enrollment and Change Form (Form-1).
  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 Insurance Enrollment and Change Form (Form-1) and file in the employee’s personnel file.
  5. Send original Insurance Enrollment and Change Form (Form-1) 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 Insurance Enrollment and Change Form (Form-1) on behalf of the employee:
    • If employee is transferring to another agency or participating municipality, check box 7 and indicate the name of the agency/municipality the employee is transferring to and the effective date.
    • If the employee is transferring from another state agency/municipality, check box 8 and indicate the name of the agency/municipality the employee is transferring from and the 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 Insurance Enrollment and Change Form (Form-1) and file in the employee’s personnel file.
  4. Send original Insurance Enrollment and Change Form (Form-1) 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:

  1. Complete the Dental/Vision Enrollment and Change Form (Form-1).  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 Form-1.
  2. Enter the new dental/vision premium in your payroll system
  3. Photocopy and file the Dental/Vision Form 1 in the employee’s personnel file.
  4. Send the original GIC Dental/Vision (Form-1) to the GIC.

If a management employee changes to a union position, complete the following:

  1. Complete the GIC Dental and Vision Enrollment and Change (Form-1) on behalf of the employee, completing the termination section.   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 Form 1 in the employee’s personnel file.
  3. Send original GIC Dental and Vision Enrollment and Change Form (Form-1) to the GIC.

This information provided by the Group Insurance Commission .