Responsibilities of UGA departments regarding student health insurance

Responsibilities of UGA Departments that employ recipients of eligible graduate assistantships, fellowships, or departmental training grants:

1. Submit the department's waiver code list to the graduate school business office. Failure to send this list to the graduate school before the student enrolls in classes will mean that a fee reversal of the insurance premium may be required.
2. Submit a personnel form before semester deadline, which is ten (10) calendar days after the first day of classes each semester.
3. Pay monthly salary or stipend amount on the e-payroll monthly voucher.
4. Notify Student Accounts (UGA Bursar's Office) within three (3) business days when students lose their eligible graduate assistantship, fellowship, or departmental training grant.

Responsibilities of UGA Human Resources / Benefits:

1. Set up deduction code for students identified as being required to have health insurance and eligible for University contribution.
2. Set up deductions for three (3) months as early as possible after the end of the waiver period. If 3 deductions are not possible due to timing the student will have the option to have less than 3 deductions or to pay the premium in full based an on assessment to their student account.
3. Review reconciling reports of those students eligible for payroll deduct and assessed in student account.
4. Reconcile the agency account for deductions.
5. Originate the Check Request to Pearce & Pearce for payment of the University Contribution for those students who qualify.
6. Evaluate late persons being added or removed, determine how these should be processed, validate that this is what occurred.

Responsibilities of the UGA Office of International Education (OIE):

1. Originate the Check Request to Pearce & Pearce for International Students who do not qualify for the University Contribution. OIE will work with Bursar's Office to verify the amount in the OH (insurance) account.

Responsibilities of UGA Payroll Department:

1. Process the Personnel forms submitted by departments employing eligible students.
2. Process payroll vouchers submitted by departments.
3. Send an e-mail to students who are eligible for the University Contribution notifying them that their Personnel form has been processed and the insurance will be deducted over three (3) months. This e-mail is to be sent to students within 15 business days of the waiver deadline.
4. Notify UGA Human Resources / Benefits of students for whom personnel forms have been received.

Responsibilities of the Registrar's Office and Bursar's Office:

1. Create a program to assess all students with F, J, and 95 visa code who are not eligible for university contribution and reverse the assessment should the eligibility change.
2. Create an OH (insurance) charge for these students in the Student Account System.

Responsibilities of Bursar's Office/Student Accounts:

1. Collect funds for OH (insurance) charges.
2. Review comparison reports of those students assessed OH (insurance) charges and also eligible for payroll deduct, assist in resolving these errors.
3. Provide two lists to the Office of International Education after the fee payment drop deadline at a specified time.
   • list of students assessed (OH) insurance
   • and of students assessed and paid the OH (insurance) fee

Responsibilities of auxiliary, grant, and other non-state-funded departments:

1. Budget for the University contribution. View the current premium amounts to determine the University contribution.

Web sites:
University Health Center: www.uhs.uga.edu
Pearce & Pearce: www.pearceandpearce.com

Email Support:
Pearce & Pearce: uga@studentinsurance.com
UGA HR / Benefits: gshiplan@uga.edu