Now that you have heard the basic functions of some of our key administrative areas within the University, we have come to the portion of the Orientation where you are to sign up for your Insurance Benefits. The next few pages will guide you through filling out the particular forms for each type of coverage you would like to select. Please also note that for this section of the orientation, you will need to gather the following documentation to ease in the completion of this process:
- Documentation, social security numbers and dates of birth for all dependents you are planning on covering under your insurance plan
- Name, date of birth, social security number of any person you plan on listing as a beneficiary
New employees are required to complete the New Employee Orientation course within one to two weeks of employment so that there will be no delay in the projected start date of each employee's benefits.
At the end of this Orientation are mandatory Orientation Checklists that must be submitted upon the completion of the module.
Provided in the next few pages is information concerning benefits and forms for selected benefit offerings based on your employment category (exempt or non-exempt). Please complete ALL forms and THEN schedule a session with the Benefits Specialist for submission, processing, appropriate calculations of premiums, and data input.
Please contact Pamela Trent, 615-743-7433 or firstname.lastname@example.org, before submitting ANY benefits forms to ensure that they are complete.
Each employee is also required to check items listed on the Employee Insurance Checklist after each item is discussed. This form and all other previously mentioned completed benefits forms are maintained in each employee’s benefits file. Information contained in the employee’s benefits file is sensitive material and kept confidential in accordance with the HIPAA Privacy Act.
All state group insurance premiums as well as the Long Term Disability premiums are deducted on the employee’s month-end payroll check. Tennessee Board of Regents benefits such as AFLAC and VSP Vision are deducted on the employee's (non-exempt) mid-month payroll check. In the event that the employee elects not to participate in the state group insurance program, s/he must indicate “Refusal” on the State of Tennessee Group Insurance Program Enrollment/Change Form. Elected refusals are maintained in the employee’s benefits file.
The benefits file also contains designated beneficiaries for death and/or survivor benefits (i.e., Basic Term Life, Optional Special Accident, Optional Term and Universal Life, accrued annual and sick leave balances, and the beneficiary for the final payroll check).
More detailed information concerning the State of Tennessee Group Insurance Program offerings are contained in the State of Tennessee Group Insurance Handbook. The Insurance Handbook, other insurance publications and forms are maintained in the Office of Human Resources, or on the Human Resources website.
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The Office of Human Resources