Be sure to check out our training webinar on Open Enrollment and our Payroll Integration. You can view the recorded training here.
The purpose of this document is to walk through OE when a group is using our integrated payroll product. Sending over ended, updated, or new elections will take place during OE closeout. Remember, if your company is using Subscriber Groups, the deduction information will only be sent the employee's Primary Subscriber Group. If you have questions about OE in Employee Navigator in general, please see the following article: Open Enrollment Setup.
To set-up OE, go to the Benefits Tab> Select Open Enrollment>Add an Open Enrollment> Select Active check box> Input the following dates:
- Effective Date (Should be the first day of the plan year)
- Enrollment Start Date and time
- Enrollment End Date and time
- Once this is complete you will Select the plans to be included in the Open Enrollment by placing a check mark in the box next to the plan.
Before selecting save, you will select "View Deduction Codes". Click into each established payroll group and confirm that that deduction codes that have been enter are up to date. This is very important because we will be sending the deduction codes and their values over to payroll after OE is closed out to update the employee records. If the codes are not populated prior to the employee's election, we will not be able to send over the values to payroll and we will prevent you from closing out OE. If a plan does not have a code populated, then the transmission option of "Never Send" should be selected. Once the payroll deduction codes have been populated and you have selected Save on the page, you are able to select "Back to Open Enrollment Setup" to take you back to the OE Edit page.
Now let's skip ahead to the Close Tab to talk about sending OE elections over to payroll. You will want to set-up the required information under the Notifications, Ending Plans, and Enroll tabs prior to navigating to the Close tab. How to properly configure those tabs, please see the Open Enrollment Setup article. You will then proceed to the Notifications tab. This process is outlined in the OE Setup article listed above.
The close tab allows you to schedule the close out process and is where you will select your "Send Deductions to Payroll" date. A close out date must be selected in order to select a "Send Deductions to Payroll" date. When selecting a "Send deductions to Payroll" date, you must select a date after the last processed pay cycle for your old plan year. The earliest 'Send Deductions Date' you are able to elect is one day followed the selected OE Closeout Date.
Once the date to send the deduction information to payroll is selected, you cannot change the selected date. We will not allow you to close out OE if a "Send deductions to payroll" date has not been selected. If "Populate the earliest available date" is selected, then the system will send deductions to payroll the day after the OE closeout date. Be sure to review and carefully select the "Send deduction to payroll" date because it is important that these new records are not sent to payroll before the last payroll for the old plans is processed!
Company A has plans that are effective 3/1/2017, and their employees are going to through OE. The company has selected a close-out date of 2/28/2017 and a "Send Deductions to Payroll" date of 3/3/2017 because payroll is processed for the company on 3/7/2017 and HR wants some time to review payroll before it is processed. Employee Navigator can’t transmit new elections until after the last payroll for the plans ending 2/28 have been processed in payroll (the 3/1/2016 plans). We want to be sure that we do not send the new deductions for the pay cycle that needed to include the deductions for the prior plan year.
Am I able to see a report of the deductions that are going to be sent payroll after close out?
Yes, after OE close out you are able to generate the OE Scheduled Deductions Report. This report can be accessed from your Payroll tab>Reports>OE Scheduled Deductions Report. This report will include anything that is queued with the "Send deductions to payroll" date.
I want the newly elected deductions to be send over to payroll on two different date, am I able to do this?
No. At this time you can only select one date to send over the deduction information for all plans.
If an employee was enrolled in coverage during the prior plan year, and then declines coverage for the current plan year, will an end date be sent to payroll?
Yes. We we will send an end date to payroll with a $0 value to end the existing deduction.