Administrative Bulletin  24-01: Operational Requirements to Implement the Reduced New Hire Waiting Period

Date:	06/25/2024
Referenced Sources:	GIC Regulations

Pursuant to Section 83 of Chapter 28 of the Acts of 2023, the Group Insurance Commission was mandated to provided insurance to all new benefit-eligible employees, who want coverage, effective as of the employee’s start date if the employment start date falls on the first day of the month or as of the first day of the month following the employee’s start date if the employment start date falls on any day other than the first day of the month. The GIC issues this Administrative Bulletin to highlight our requirements and expectations of our business partners in order to be able to comply with this mandate.

The effective date of this change is July 1, 2024 for GIC benefit-eligible employees hired July 1, 2024 or later.

All agencies (Online, Offline, Municipal):

Agencies must recommend that new benefit eligible employees use the GIC’s member portal to enroll in benefits. Agencies must advise employees that the use of DocuSign or paper enrollment forms will require more processing time and may result in delays in receiving plan information and ID cards.

Agencies must advise employees that supporting documentation (i.e., marriage and birth certificates) for all dependents will be required when their application is submitted. Employee new hire enrollment applications must be received by the GIC within 21 days from the date of hire.

All members must pay the employee share of the premium for all GIC coverages elected. If employees do not pay the premium due, GIC coverages will be terminated, and employees will not be able to reapply until the next applicable annual enrollment period.

In general, the GIC would like ALL benefit eligible employees to use the Portal for enrollment, plan changes, and qualifying events and Agencies should be advising and encouraging employees to do so.

All agencies must keep GIC informed of personnel changes for access to the MAGIC system.

Specific additional requirements for Offline Agencies (including Housing Authorities):

All offline agency coordinators and financial contacts must have access to GIC’s MAGIC system for viewing rosters and paying invoices. Offline agencies must enter new hire information for benefit eligible employees into the GIC’s MAGIC system, including employee’s email, in accordance with instructions provided to coordinators in MAGIC system resources to ensure that the employee receives a new hire registration email for the GIC’s member benefit portal. Offline agencies must collect the employee’s share of premium for all coverage based on GIC premium change reports and adjustment rosters provided in GIC’s online enrollment and eligibility system (MAGIC). GIC will no longer bill or refund for any employee’s coverage. Offline agencies must collect all premiums required and refund any overpayments using the new adjustment roster reports available in the MAGIC system. Offline agencies must pay the employee share of the premium for coverage for employees enrolled in GIC benefits, reconcile the monthly employee share premium invoice, and notify GIC of any member coverage discrepancies with their monthly payment. The GIC will continue to bill the Offline agencies for the employer share of the premium. Offline agencies’ bills will be posted to the MAGIC system and must be accessed there. The GIC will no longer generate and/or mail paper invoices. Agencies that do not timely pay their invoices are subject to late payment penalties and potential termination of the entities enrollees as specified in 805 CMR 5.03.

Specific additional requirements for Municipal Agencies

All municipal agency coordinators and financial contacts must have access to GIC’s MAGIC system for viewing rosters and paying invoices. Municipal agencies must enter new hire information, including employee’s email, in accordance with instructions provide to coordinators in MAGIC system resources, to ensure that the employee receives a new hire registration email for the GIC’s member benefit portal.

Municipal agencies must collect the employee’s share of the premium for coverage based on GIC premium change reports and the adjustment roster provided in GIC’s online enrollment and eligibility system (MAGIC). Municipal agencies are required to pay the employee and employer share of the premium for coverage for employees enrolled in GIC benefits, reconcile the monthly premium invoice, and notify GIC of any discrepancies with the monthly payment when the submitted payment does not equal the total due on the GIC invoice. Municipal agencies’ bills will continue to be posted to the MAGIC system and must be accessed there. Agencies that do not timely pay their invoices are subject to late payment penalties and potential termination of the entities enrollees as specified in 805 CMR 5.03.