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PAGE PAGE 33 MEDICARE REIMBURSEMENT PROCESS Background One benefit the City offers is a reimbursement of a portion of the premium paid for Medicare coverage. The New York City Council determines the Medicare reimbursement rates during the summer of each year. Once a year, usually in July, the Authority reimburses all retirees on Medicare that are in the Financial Management System (“FMS”) as having previously received a Medicare reimbursement. All new retirees not on the system are reimbursed on an as requested basis throughout the year once they are registered for Medicare. Annual Reimbursement To begin the annual reimbursement process, the Employee Benefits Division requests an address label list which includes the MD vendor numbers. A vendor number is assigned to each employee/retiree because a vendor number is necessary for a check to be cut from Computer Services. Employee Benefits staff affix the label to an envelope and write the MD vendor numbers on two copies of the Request for Reimbursement form (required by the Authority) that are inserted into the envelope. The Employee Benefits Division sends the forms and a self addressed envelope to all retirees in the system who were reimbursed in the past. To be reimbursed, the retiree must complete the Request for Reimbursement form, keep one copy and send one back to the Employee Benefits Division. Upon receipt of the completed forms, Employee Benefits arranges the forms in numerical order by MD vendor number and scans each for changes in coverage. If the Request for Reimbursement form indicates that a reimbursed retiree has died, Employee Benefits sends a letter to the family requesting a copy of the death certificate. The date on the certificate is used to calculate the amount of reimbursement. To ensure that changes are correct, Employee Benefits requests two lists from Computer Services. The first contains all retirees to be reimbursed along with their personal information, which is checked for er