Contact info changes and reports for HR/CMS and UMass agencies

GIC Coordinator, agency head, or address change

Please be sure to update new MAGIC with GIC Coordinator and Municipality Head name, e-mail, and/or address changes. This will ensure that the municipality continues to receive GIC materials and updates.

GIC reports and reconciliation procedures

The GIC sends all GIC Coordinators the following reports on a monthly basis. Be sure to follow the procedures:

Monthly Insurance Acknowledgement Report (MIAR) – Summary and full file

These reports are an alphabetical list of employees by agency, who are insured with the Group Insurance Commission for the Basic Life, Health, and Optional Life Insurance coverage.

You may receive up to six monthly insurance billing reports:

• Health and Life coverage for employees on deduction and/or direct bill
• Dental/Vision for employees on deduction and/or direct bill
• LTD for employees on deduction and/or direct bill

Each month, review and verify the following information shown on the report (both sections for Payroll Deduction and Direct Billed):

• Names for all insureds should agree with your agency’s records.
• Coverage for each insured should agree with your agency’s records.
• The premium due for each insured should agree with your agency’s records.

If the agency has discrepancies with the GIC Report, complete the following:

1. If the Monthly Insurance Billing Report contains incorrect GIC-ID numbers, names, coverage, or premium due GIC, indicate these discrepancies on the Statement of Verification (discrepancy report) with the following information:
   • agency/division number (as it appears on the report)
   • The premium due month
   • Check off box “Discrepancies are as listed”
   • Employee’s ID number as it appears on the report – (EMPL – ID)
   • Employee’s name (last, first, middle initial)
   • Premium Amount (see premium reconciliation procedure)
   • Explanation of discrepancy:
     • Briefly describe the discrepancy.
     • Include the date and reason for all terminations of insurance coverage.
     • Include the retirement date for an employee who has retired.
     • For an employee who is on a leave of absence without pay, include the duration of leave (with start and end dates) and reason for leave.
   • Signature of Authorized Official and Date
2. Photocopy the Statement of Verification for your agency file.
3. Send the original Statement of Verification to the Group Insurance Commission by the date requested.

If the agency does not have discrepancies with the GIC Report, complete the following:

1. If the Monthly Insurance Billing Report contains no discrepancies, send the Statement of Verification (discrepancy report) to the Group Insurance Commission with the following information:
   • The agency/division number
   • The premium due month
   • Check off box “Agency has no discrepancies”
   • Signature of Authorized Official and Date
2. Photocopy the Statement of Verification for your agency file.
3. Send the original Statement of Verification to the Group Insurance Commission by the date requested.