Setting Up open enrollment
Below is the instructions for setting up open enrollment. When you go to the Open Enrollment link, you will also see a "t" in the right corner. It will give you a tour to help guide the setup. Please Note: You can only have 1 active Open Enrollment at a time. If there are different plan effective dates for plans, you will need to set up OE for each effective date.
Go to 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.
Sending Open Enrollment Emails
If you will be sending the Open Enrollment notification from the system, you will then proceed to the Notifications tab. Attached is a document with sample OE email text you may wish to use.
- You will Select the employees who you wish to notify by email
- To Select All employees, you will place a check mark in the select all box.
- On the right hand side of the screen, you will select the e-mail template from the drop down. Once you have selected an Existing Email from the drop down, the message from your template will then populate in the Message box. Note- in order for email templates created under the company's Settings tab> Email Templates to appear as options in OE Notifications drop-down, templates must be created with the 'Open Enrollment' as the template Type.
- You can use our Tokens to add information such as the employee User Name if they are already registered, personalize it with the employee name and more.
- You will fill out who you would like the email to display as being from. (Example: Sample Company Human Resources) Please note, the domain name for the e-mail is email@example.com.
- Input your Subject in the Subject field
- Click on the Green Send Emails Button the system will then transmit the emails
Selecting what to do with Ending Plans
- You will choose what you want to happen with all ending plans. If there are no ending plans, this tab will be blank.
Passive Enroll: This is used to allow employees that take no action during OE to be passively enrolled into the new plan. However, if an employee did make open enrollment selections they would be enrolled into the new plan based in the selections they made during open enrollment.
Passive Decline: Will end the benefits that an employee is currently enrolled in and apply an end date to the coverage. The system will then record for the Open Enrollment plans, or new plan that the benefit has been declined.
End All Elections: When the End All Elections is selected it will apply an end date to the plan and there is no replacement plan in available through Open Enrollment. As an example: If a dental plan was offered in 2012, but will not be offered in 2013 the End All Elections would be used.
- If you entered any information on the Ending Plans tab, you will need to hit the "GO" button for each plan on this tab.
- This can be done prior to the employees starting open enrollment, or after they have elected benefits.
- Note: If you have not completed the process on the 'Ending Plans" tab for all plans, you will not be able to process your passive enrollments.
- Schedule the close out process. You can schedule the close out at any point. Best practice is to schedule the closeout for the day the plans are effective or possibly one day prior. ****Please make sure to hit the confirm button on this page.
- The current plans will be made prior and all open enrollment plans will be made current at this time.
Active vs. Passive enrollment. What do I need to know?
During Open Enrollment, a company may choose to communicate that they are having an “active enrollment”. An Active Enrollment indicates if an employee does NOT take any action to review or modify their current benefits, the existing enrollments will cease at the end of the current plan year and will not automatically roll over into the new plan year. If the employee does NOT take action to actively make benefit elections during the open enrollment, the employee and any related dependents will not have enrollment in any of the non-core benefits once the new plan year has begun.
During Open Enrollment, a company may choose to communicate that they are having a “passive enrollment”. A Passive Enrollment indicates if an employee does NOT take any action to review or modify their current benefits, those benefits will carry over into the new plan year. With a passive enrollment you are taking a guess at each employee’s needs for the upcoming year.
Note: For cafeteria plan models, annual elections (not per pay) are rolled over into the new plan. Understand that while we support the passive enroll function for this model, there may be limitations to these models that require new elections each year and the results may differ from your expectations. It always recommended that you audit passive enrollments.
Why we recommend an Active Enrollment process
It takes the guess work out of what we do! The system allows the individual employee an opportunity to make to review and compare plan benefits so that they can choose what is best for their needs. Our site was NOT designed to take a guess at what benefits your employees want to have in an upcoming plan year. Initial enrollment requires the touch of the individual employee to our system and their acknowledgement of their understanding of their enrollment rights and the confirmation of the benefits they elected. Open Enrollment should not be treated any differently. When you setup the system for a passive enrollment, you are making a guess that the employee elections are really enrolled as the employee intended. An active enrollment holds your employee accountable for their own enrollments and verification of demographic information. There is no guessing, they are enrolled that way because they selected those benefits and made an attestation that they were qualified for those benefits.
What are some common problems with Passive Enrollment?
When you allow a Passive Enrollment, you are not requiring employees to verify information on themselves, their dependents or their enrollments. Common problems occur when people don’t review the information such as:
- Dependents get left on plans when they are otherwise no longer eligible. Our system is not designed to automatically drop enrollment for say a child who has reached the max child age.
- Plan defaults are incorrectly assumed. Perhaps you have a plan that is being replaced by another, we don’t want to guess that the replacement plan is sufficient to cover the needs of the individual or that the cost is acceptable.
- Current plan elections are improperly carried over. Think of FSA enrollments. Should we carry over their per pay or their annual election? We don’t want to guess!
- No employee verification. Are you willing to be liable if there is an incorrect enrollment in the system that gets carried over into the next year? We aren’t! We want the employee’s fingerprint on those elections….not yours or ours!
Why aren't my plans showing up as options to include in my OE setup?
Plan start dates must be on or before the OE effective date in order to be included in the OE.