New Hire Enrollment

Enrollment Period

When you complete your new hire paperwork and I-9 information in the Office of Human Resources (OHR), you will receive your benefits packet and a scheduled time to attend New Employee Orientation (NEO). As a new employee you are eligible to enroll in your health benefits within the first thirty (30) days of employment.

Exempt employees will have sixty (60) days from their first day of employment to enroll in a retirement plan. If you do not select your retirement plan within the first 60 days, you will automatically be enrolled in the Teachers Retirement System (TRS) plan. This election is irrevocable.

All benefits-eligible employees should attend NEO. During NEO, you will learn about the Georgia Tech campus and services, as well as information about the benefits available to you. You should review the information provided in the enrollment packet prior to attending NEO so you can formulate questions and be prepared to turn in your elections before you leave orientation. During NEO, you will be required to designate beneficiaries for your Basic Life and Basic Accidental Death and Dismemberment Insurance and provide social security numbers for the beneficiaries and any dependents you cover under the health plans.

If you are unable to attend the NEO, you may complete the Minimum Required Forms below and contact the Benefits Team at 404-894-1417 to discuss when and how to submit your forms and answer any questions you may have. The required forms can be faxed to 404-894-6978 or mailed to Georgia Tech Benefits 500 Tech Parkway, Atlanta, GA 30332.

Minimum Required Forms

• Section 125 Acknowledgment
• Policies Acknowledgment
• New Hire Enrollment
• CIGNA Basic Life and AD&D Beneficiary Designation
• Georgia Tech New Hire Benefits Enrollment Guide

If You Do Not Enroll

An employee who fails to enroll in health benefits within thirty (30) days of their date of hire will automatically be enrolled in Basic Life Insurance. All other benefits will be waived for the remainder of the plan year.

Where to Submit Enrollment Forms

You may complete your benefit election forms at NEO and submit your elections to a benefits counselor or you can come to the Office of Human Resources, located at 500 Tech Parkway, to speak with a benefits counselor and turn in your benefit election forms. You may also fax your completed forms to 404-894-6978. There is also a self-addressed envelope located in your benefits packet if you would like to mail your election forms to Human Resources.

Coverage Effective Date

As a new hire, the coverage effective date of your benefit elections varies.

• Basic Life Insurance and Accidental Death & Dismemberment (AD&D) Insurance are effective on your date of hire.
• Medical coverage is effective the first day of the month following your signed enrollment. If your date of hire is the first business day of the month and you complete your enrollment on or before that date, your medical coverage can begin on your date of hire.

• If elected, all other health benefits will begin on the first of the month following your signed enrollment.

Coverage Period

Once you make your benefit elections, those elections will remain in effect from the coverage effective date through December 31 of the current plan year unless you have a Family Status Change. If you do not experience a qualifying family status change, you must wait until the next annual open enrollment period to make changes.

Annual Open Enrollment

Enrollment Period

Each year between October and November, you have the opportunity to review or make changes to your current elections during the open enrollment period. Human Resources will communicate any plan changes, rates, and provide instructions on how to make changes to your benefits.

Dependent Eligibility

If you are adding dependents during your new hire or open enrollment period, you must provide proof of eligibility to the Benefits team within 30 days of enrolling your dependents. The following documents are acceptable for new dependents under the Dependent Eligibility Rules and can be faxed to 404-894-6978.

Spouses: Provide copies of 2 forms of documentation listed below.

• A copy of your marriage certificate AND
• A copy of a current financial or residential document listing both the employee and spouse as proof of current relationship status.

Domestic Partners: Provide requested copies from the “Declaration of Domestic Partnership”.

Children: Provide documentation listed below.

• A copy of the child’s birth certificate, naming you or your spouse as the child’s parent, or appropriate court order / adoption decree naming you or your spouse as the child’s legal guardian.

Stepchildren: Provide documentation from the CHILDREN’s list above AND

• A copy of your marriage certificate as proof of the dependent’s relationship to the employee AND
• A copy of a current financial or residential document listing both the employee and spouse as proof of current relationship status.

Note: If this stepchild is a student and you wish to cover them under dental, vision, or dependent life insurance, the Student documentation listed below will also be required.

Students covered under dental, vision, or life insurance: Provide documentation from the CHILDREN’s list above. AND

• A copy of the Spring 2012 college or university school schedule or enrollment verification statement that confirms the dependent’s status as a full-time student (Full-time status is typically 12 hours or more as an Undergraduate, and 9 hours or more as a Graduate Student or specified by the accredited college or university).

Note: If this student is a stepchild, the Stepchild documentation listed above will also be required. Student status is not a requirement for coverage under the medical plans effective January 1, 2011. 

Disabled Dependents: Provide appropriate documentation from the CHILDREN’s list above AND

• A completed Medical form for review and approval by BCBS or Kaiser depending on the medical provider.
• A copy of the front page of your 2011 or 2012 filed federal tax return confirming that you claimed this dependent. You may blacken out any financial information.

Note: If this disabled dependent is a stepchild, the documentation listed above for Stepchildren will also be required.

If your dependent is eligible under the Plan based upon their student status, and the dependent must take a medically necessary leave of absence which would prevent them from maintaining eligibility under the Plan, the dependent may still be eligible for coverage under the plan for up to one year after the medically necessary leave of absence begins.  Your dependent’s treating physician must submit a certification to your HR Representative which states that the child is suffering from a serious illness or injury and that the leave of absence (or other change in enrollment) is medically necessary. 

Coverage Period

Annual open enrollment elections will be effective January 1 through December 31 of the following plan year and cannot be changed unless you have a Family Status Change.