Office of Administration > Policy Office > Policy Library > UTS127

 

UT System Administration Policy Library -- Policy UTS127 Office of Employee Benefits Administrative Manual

 

Responsible Officer:  Associate Vice Chancellor for Employee Services
Sponsoring Office: Office of Employee Benefits
Effective Date: August 6, 2003
Last Reviewed:  September 1, 2008              
Next Scheduled Review: September 1, 2012
Errors or changes to: policyoffice@utsystem.edu

 

CONTENTS

 

Policy Statement

Rationale

Scope

Website Address For This Policy

Related Statutes, Policies, Requirements Or Standards

Contacts

Definitions

Responsibilities

Procedures

Forms Tools/Online Processes

Appendix

POLICY STATEMENT

 

Mission Statement:
The Office of Employee Benefits will lead in designing, implementing, and administering high quality, cost effective  benefit programs for active and retired employees to support the mission of The University of Texas System.

 

Introduction:
The University of Texas System Employee Group Insurance Program is authorized by Chapter 1601 of the Texas Insurance Code. This Administrative Manual contains the policies and procedures that The University of Texas System is required to adopt in order to implement Chapter 1601.  It also contains the policies and procedures for administration of System retirement programs and plans.  It has been prepared by the Office of Employee Benefits to ensure that Program coverage and access to System retirement programs and plans is uniformly provided to eligible employees at the fifteen (15) University of Texas System institutions and System Administration.

 

This manual is available at: http://www.utsystem.edu/benefits/policies/Policy_Manual_Table_of_Contents.pdf
and on OEB’s Web site at http://www.utsystem.edu/benefits/  on the “Forms and Publications” page.

 

RATIONALE

 

 Primary Objective
The primary objective of The University of Texas System (U.T. System)  Office of Employee Benefits is to maximize the benefits and services that active and retired employees of  (U.T. System) receive for each dollar spent on benefits. In doing so, the Office of Employee Benefits, while working within the limitations of the marketplace, must weigh the needs and desires of  active and retired employees and their eligible dependents who participate in  the benefit plans through the U.T. System’s 16 institutions, including U.T. System Administration.

 

SCOPE  

 

 

All institutions and UT System Administration

 

WEBSITE ADDRESS FOR THIS POLICY

 

http://www.utsystem.edu/policy/policies/uts127.html

RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

 

 

 

CONTACTS

 

Subject	Office Name	Telephone Number	Email/URL
Laura Chambers, Manager of Insurance Benefits     Robert L. Westmoreland, Senior Benefits Analyst	Office of Employee Benefits     Office of Employee Benefits	Phone: (512) 499-4624 Fax: (512) 499-4620     Phone: (512) 499-4796 Fax: (512) 499-4620	E-mail: lchambers@utsystem.edu     E-mail: rwestmore@utsystem.edu

 

DEFINITIONS  

 

 
Office of Employee Benefits Terms and Definitions

 

RESPONSIBILITIES 

 

 
http://www.utsystem.edu/benefits/policies/Policy_Manual_Table_of_Contents.pdf

Office of Employee Benefits

• Administration of an actuarially sound uniform group insurance program for the benefit of The University of Texas System;
• Administration of the System retirement programs and plans;
• Maximization of quality group insurance benefits and services offered to Program participants for each dollar available for the Program;
• Monitoring Program activities to ensure that Program benefits are provided in compliance with applicable state and federal law, System policies and contractual requirements;
• Procurement, selection and administration of contractual relationships with carriers and other vendors providing services to and on behalf of the Program;
• Oversight of the administrative functions performed by System institution benefit managers and staff on behalf of the Program;
• Creation and oversight of the Program enrollment process and maintenance of the eligibility database for all Program participants;
• Processing and reconciliation of Program financial transactions including plan premium payments from System institutions to carriers and third party administrators;
• Provision of training to System institution benefit managers and staff concerning the Program;
• Assistance to participants in the resolution of member complaints; and
• Communication of Program plan information to institutions.

 

OEB works closely with, and receives invaluable assistance from the Human Resource Departments of each institution.

 

PROCEDURES  

100. General Information

111. Uniform Insurance Benefits Act for Employees of The University of Texas System
         and The Texas A&M University System

• Chapter 1601, Texas Insurance Code (effective 06/01/03, revised June 20, 2003 and September 1, 2003)

120. Office of Employee Benefits Administration

130.  Office of Employee Benefits Terms and Definitions

140. Funding for Group Insurance Coverage

141. Waiting Period for Group Insurance Benefits

142. Premium Sharing for Graduate Student Employees and Part-Time Employees

 

 

200. Eligibility & Enrollment for Group Insurance

210. Employees

• Certification of Health Insurance Waiver/Declination Election Form

220. Retired Employees

• Retirement Eligibility Flowchart
• Certification of Health Insurance Waiver/Declination Election Form
• ORP Declaration of Retirement for Group Insurance Purposes Form

230. Dependents

231. Special Dependent Application Process

• Special Dependent Application Form
• Application for Coverage of Incapacitated Over Age Dependent Form

240. Surviving Dependents (NEW)

250. COBRA Participants

260. Health Insurance Premium Payment Reimbursement Program

270. Evidence of Insurability (EOI)

 

 

300. Benefit Status Changes

310. Change In Status

• Change in Status Form for Mid-Year Benefit Election Changes

320. Active Military Duty (Removed 09/08 – Under Review)

 

 

400. Health Insurance Portability and Accountability Act (HIPAA)

• The University of Texas System Administration HIPAA PrivacyCompliance Manual
• Appendix

               o UT SELECT, UT DENTAL SELECT AND UT FLEX Notice of Privacy Practices

               o HIPAA Forms

 

500. Benefit Plan Descriptions

570. UT FLEX Program

571. UT FLEX Contribution Reporting

 

 

600. Information Systems

 

 

700. Finance

701. Premium Billing & Reconciliation

702. Billing of Postage to Components

705. Employee Assistance Program

706. BCBS Eligibility Audit

707. Retroactive Eligibility Adjustments

 

 

800. Retirement Programs

810. Optional Retirement Program

820. UTSaver Tax-Sheltered Annuity Program

830. UTSaver Deferred Compensation Plan

 

FORMS AND TOOLS/ONLINE PROCESSES

 

 

Manual Section	Online Form
210. Employees	• Certification of Health Insurance Waiver/Declination Election Form
220. Retired Employees	• Retirement Eligibility Flowchart   • Certification of Health Insurance Waiver/Declination Election Form •  ORP Declaration of Retirement for Group Insurance Purposes Form
231. Special Dependent Application Process	• Special Dependent Application Form   •  Application for Coverage of Incapacitated Over Age Dependent Form
310. Change In Status	• Change in Status Form for Mid-Year Benefit Election Changes

 

APPENDIX

 

---

None

 

 

 

 

 

keywords: insurance, benefits, office of employee benefits, OEB, group insurance, benefits, dependent, dependents