Medical College of Georgia

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THE MEDICAL COLLEGE OF GEORGIA

ADMINISTRATIVE PROCEDURES

Office of Primary Responsibility - Human Resources - Benefits

Subject: Processing Death Claims

1.0   Purpose:  To present the procedures for the alteration of employee benefits due to a life event change due to the death of employee, retiree, or dependent of employee or retiree.

2.0   Procedure: Processing Death Claims

2.1   Responsibility: Employee

2.1.1         Family has life event (death of employee, retired employee, or dependent etc.)

2.1.2         Notifies Benefits Office of event.

2.2   Responsibility: Benefits Office

2.2.1         Notifies Director or Benefits Specialist and informs them if the Employee was an Early Retiree.

2.2.2         Updates change of benefit information in PeopleSoft.

2.2.3         Updates change of benefit information in Q-Care.

2.2.4         Enters changes to Wells Fargo for the 1^st of the following month if the employee was an Early Retiree Participant.

2.2.5         Orders the original file from Records if the person was an employee before July 2000.  (Note: Anything after July 2000 should be in Application Extender.)

2.2.6         Notifies the following: Teacher’s Retirement, Credit Union, Sr. VP for Administration, Payroll (if employee was active), the Beeper, and the manager in the Cashier’s Office.

2.2.7         Sends letter and proof of loss form to beneficiary (ies).

2.3   Responsibility: Beneficiary

2.3.1         Responds to Benefits letter by submitting completed proof of loss form.

2.4   Responsibility: Benefits Office

2.4.1         Receives proof of loss, verifying accuracy and completeness.

2.4.2         Sends an original of the signed and notarized proof of loss form, the original death certificate, the original enrollment form and the latest beneficiary designation form to Hartford certified mail.

2.5   Responsibility: Hartford

2.5.1         Reviews and processes the claim.

2.5.2         Pays claim to beneficiary as designated.

2.5.3         Sends the beneficiary (ies) a letter to notify them of the procedures to take.  Sends a copy of this letter is to the Benefits Office.

2.6   Responsibility: Benefits Office

2.6.1         Gathers all the information that was used to process this claim once the claim has been paid by Hartford. 

2.6.2         Makes two copies of the information: sends one copy to Records to be scanned and the other is placed in the deceased person’s file.  (Note: The file is held in the Benefits Office for one year).

2.6.3         Benefits counselor prints a Change of Benefits Report.

2.7   Responsibility: Payroll Office

2.7.1         Processes employee payroll changes.

2.7.2         Forwards benefits change information to Records.

2.8   Responsibility: Records

2.8.1         Scans the information and adds to employee file.

2.9   Responsibility: Cashier’s Office

2.9.1         If employee is on LOA or a retiree, refunds any applicable overpayments or premiums, upon notification from Benefits by e-mail.

2.9.2         Verifies if surviving spouse/dependent will be continuing insurance.

Departments and Units  | Medical College of Georgia

Please email comments, suggestions or questions to:
HUMANRESOURCES_DIR_OFFICE@mcg.edu
July 18, 2006