Comprehensive Long Term Disability (LTD)
Coordinator Manual

The LTD Coordinator Manual is available on this website by selecting one of the sections.

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 (Form-1)
LTD Brochure

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)
LTD Brochure

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).
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 Systems Unit
P.O. Box 8747
Boston, Massachusetts 02114-8747

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 Systems Unit. The GIC Systems 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 Systems Unit that the employee is not insurable for this insurance. The GIC Systems 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 Systems Unit will be notified upon approval or rejection of the application.

Can An "Open Enrollment" Be Conducted?
"Open Enrollment" refers to a period during which employees, who had previously waived or been denied coverage, are allowed to enroll in the plan without having to supply evidence of insurability.

A modified open enrollment for the LTD plan took place during the GIC's spring 2007 annual enrollment. Employees who enrolled during this open enrollment will be effective October 1, 2007. No additional open enrollments have been approved.

Can An Employee Enroll After He/She Waives Coverage?
Yes, an employee who attempts to enroll for insurance more than 31 days after becoming eligible is considered a late enrollee and must comply with the following Late Enrollment Procedures.

What If The Employee Is Not "Actively At Work" On His/Her Effective Date?
Injury and Sickness - If the employee is not "Actively at Work" because of Injury or Sickness on the date the insurance coverage would have otherwise taken effect, the employee's insurance will become effective on the day the employee returns to Active Work for one full day.

Holidays, Saturday, Sunday - If the day the employee would otherwise be insured occurs on a Saturday, Sunday or holiday, the employee's insurance will become effective on that day if the employee is able to perform their regular schedule on that day and was "Actively at Work" on the last regularly scheduled work day.

Vacation - Normal vacation is considered active employment. If the day the employee would otherwise be insured occurs while the employee is on a bona fide vacation from work, the employee's insurance will become effective on that day.

Will An Enrolled Employee Receive A Certificate?
Unum will mail certificates of insurance to each enrolled employee to his/her home address. The certificates will describe the benefits, to whom they are payable, the policy limitations and where the policy may be inspected.

When Does An Employee's Coverage End?
An employee's coverage will terminate on the earliest of the following dates:
1) the date on which the policy is terminated;
2) the date on which premium is due, but has not been paid;
3) the date the employee:
a) is no longer a member of a class eligible for this insurance,
b) withdraws from the program,
c) is retired or pensioned, or
d) ceases work because of an unapproved leave of absence, furlough, layoff, or temporary work stoppage due to a labor dispute, however, Unum will extend coverage for a leave of absence approved by the Employer, subject to continued payment of premium, for a period not to exceed 12 months. If premium is inadvertently paid beyond the 12-month extension of coverage or while on an unapproved leave of absence, Unum will make an adjustment to the next required premium payment and the Employer will provide a refund of any overpaid premium to the Employee. Orders to active military service for 2 months or less will be covered subject to continued payment of premium.

Termination will not affect a covered loss that began before the date of termination.

Who Pays The Premium?
Those eligible employees who have chosen to enroll in this insurance program are paying all premium cost for this insurance coverage. Employees' contributions to the cost should be collected from them via regular payroll deduction or direct billing.

How Is Monthly Premium Calculated?
Premium is calculated by dividing the total insured base annual earnings by 1,200 and multiplying by the appropriate age-banded rate.

A rate increase that is due to a change in age or in salary should be effective the first day of the second month following the employee's birthday or salary change.

Do not include annual earnings for any individual in excess of $240,000 per year in the premium calculation.

Program rates are stated in 5-year age bands:

Is Premium Payable For Disabled Employees?
Unum will waive premium for an insured employee during the period of disability for which the LTD monthly benefit is payable under the policy. Premium payment is required during the Insured employee's elimination period. During this period, the insured employee's insurance will remain in force. Long Term Disability premium payment should resume when the employee returns to work.