Billing Process

The billing administration for the Pittsburgh Technology Council is performed by theCouncil's Employee Benefits Group.

Each company will receive a monthly invoice in the month prior to the coverage month. For example, invoices for May coverage will be mailed in April. Invoices are typically mailed during the first two weeks of the month, with a deadline of no less than ten days from the date the invoice is mailed. All checks for monthly premiums should be made payable to "PTCEBT" and mailed to PO Box 5629, Pittsburgh, PA 15207.

A Group Insurance Change Report (GICR) has been created for your use in submitting enrollment adjustments. Please complete the GICR and attach the appropriate enrollment or change forms. All enrollment adjustments must be included on the change report. All adjustments/changes can be made retroactive a maximum of two months from the coverage month of the invoice.

Please click here to download and print the GICR.

A Transaction Report will be included with the monthly invoice after changes are made; be sure to check the section titled "Transaction Report". Any changes made on the previous month's invoice which affect premium should be listed in this section. If a change is not listed or completed incorrectly, please contact the Council's Employee Benefits Group. It is the administrator's (participating employer) responsibility to check this section monthly to verify that all changes have been made accurately.

Any questions regarding the invoice should be directed to the Council's Employee Benefits Group at (800) 517-5128. Calls should be directed to your group representative.

Employee additions and changes are handled in the same manner for all employees, regardless of which plan they are enrolled in. Detailed below are the specific steps for making changes on the invoice.

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Step 1

Insert the social security number, new employee's name, date of birth, type of transaction, effective date and premium amount(s) on the GICR. All effective dates must be on the first of a month.

Step 2

Enclose the proper forms and include the appropriate premium amount, or the ajustments will be calculated for you by the billing system and the activity will be charged on the next monthly invoice.

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To terminate an existing employee, complete the GICR in the same manner as above. Indicate the termination date and deduct the premium from the total amount due. Terminations may be made retroactive to a maximum of sixty (60) days from the first of the coverage month for which you are processing. For example, with March's invoice you can terminate back to January 1.

If desired, simply enclose the proper form(s) and indicate the changes on the invoice. The adjustments will be calculated by the billing system.

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Qualified Status Changes

All elections made during the annual open enrollment period will remain in effect until the next open enrollment period (January 1 to March 1), unless one of the following events occurs:

• Marriage or divorce
• death or termination of coverage of a dependent
• Birth or adoption of a dependent
• Spouse begins or ends employment
• Employee or spouse changes from part-time to full-time employment or vice versa
• Employee or spouse takes an unpaid leave of absence
• Significant change in health coverage of the employee or spouse through spouse's employer plan

If one of these events occurs, the employee may change the family status of the coverage (i.e. in the event of marriage, changing form individual to husband/wife status). Please note that the employee cannot change his or her coverage, only the family status of the existing coverage.

It is the employee’s responsibility to notify the employer of the qualifying event. The employer is then responsible for notifying the Council's Benefits Group within 31 days of the qualifying event. The change will then become effective on the first of the month following the date of the qualifying event.

To change an existing employee's coverage, complete the GICR and adjust the total premium due. A completed change form must be submitted with the invoice. If desired, simply enclose the proper form(s) and indicate the changes on the GICR, and the adjustments will be calculated by the billing system. All changes must be effective on the first of a month.

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Employee Transfers

When transferring an employee from one group number to another, please complete the following steps:

Step 1

Add the employee's name, social security number, and effective date to the GICR and code transaction as "CC".

Step 2

Include a completed enrollment form for the new group number, applicable to the new plan. Transfers cannot be completed without submitting a new enrollment form listing the new group number.

Name & Address Changes

In order for Highmark to administer consistent coverage for your employees, it is important to notify Highmark immediately of any changes in employee names and addresses. Highmark should be notified of any name or address changes within 30 days of the change. To report any such changes, complete a "Member Change Form" along with the GICR and include it in the group's next monthly invoice.

Adding & Removing Dependents

To add dependents, complete the enrollment form that corresponds with the employee's plan noting the effective date of the change in the appropriate box. To insure accurate processing please indicate the type of change in the top margin. For example, "adding spouse" should be written in the top margin of the enrollment form whenever an employee is adding a spouse to the plan.

If applicable to the plan, please be sure the Primary Care Physician (PCP) is selected by all dependents listed on the enrollment form. The completed form should be submitted with your next monthly invoice. Changes may be made retroactive sixty(60) days from the invoicing month in which the change is reported.

To remove dependents, a "Member Change Form" must be completed. All information should be completed accurately, including the subscriber's identification and group numbers, and coverage affected and the dependent(s) to be removed.

This form should also be submitted with your monthly invoice, and changes may be made retroactive sixty(60) days from the invoicing month in which the change is reported.

To learn more about changing employees' coverage, please see qualified status changes.

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This information is not intended for use without professional advice. While we have attempted to make this site as accurate as possible, it is only a summary. For more information, see our disclaimer.

Last updated on:  Thursday, November 04, 2004  Page: 

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All Rights Reserved.