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Medical College of Georgia |
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THE MEDICAL COLLEGE OF GEORGIA ADMINISTRATIVE PROCEDURES Office of Primary Responsibility - Human Resources - Benefits Subject: Benefits Change
1.0 Purpose: To present the procedures for a change or termination in an employee’s benefits.
2.0 Note: A change in benefits can occur: 1) within 31 days of initial election of benefits, 2) during open enrollment, or 3) if there is a life event or family status change such as marriage or children. With a life event or family change, the change must be made within 31 days of the event. Retirement will constitute a status change. This status change may present certain eligible changes to benefits for that retiree. If a change in Benefits is made during Open Enrollment of after the first 31 days of employment, the Benefits Office is responsible for those changes (steps listed below). If benefits are being selected upon hire or if a change is made within the first 31 days of employment, the Employment Office is responsible.
Retirees can make only certain benefits changes during their designated change period such as move from one health plan to another, decrease levels of coverage in dental, and cancel dental, life and/or health benefits.
3.0 Procedure: Change in Benefits 3.1 Responsibility: Employee 3.1.1 Employee obtains applicable benefits forms from benefits. 3.1.2 Employee fills out forms. 3.1.3 Employee delivers forms to Benefits. 3.2 Responsibility: Benefits Office 3.2.1 Updates change of benefit information in PeopleSoft. 3.2.2 Updates change of benefit information in Q-Care. 3.2.3 Change of benefit information updated on Benefits’ internal adjustments spreadsheet, if payroll changes will be affected. 3.2.4 Prints a Change of Benefits Report. 3.2.5 Benefits counselor approves change of benefits information. 3.2.6 Prints internal adjustments spreadsheet with benefit changes. 3.2.7 Forwards spreadsheet to Payroll Office. 3.3 Responsibility: Payroll Office 3.3.1 Payroll processes employee payroll changes. 3.3.2 Forwards benefits change information to records for scanning. |
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