Importing Plan Enrollments - General Guidelines
- Import ee/dependent census data first before importing plan enrollments
- Import one benefit at a time (medical on one import, dental on another import, etc.) - but multiple plans under the same benefit can be imported together (e.g. 3 different medical plans)
- Only include ees actively enrolled in the benefit on your template (don't include waivers)
- Coverage tiers and corresponding plan costs are determined (by the system) according to the plan design and the ees/dependents included on the file
- Imported enrollments are created as current enrollments (cannot import enrollments as open)
- Don't re-import over an existing record - it makes it hard to troubleshoot when things go wrong
- Don't include plan end dates unless an ee's enrollment is actually ended (e.g. you're importing historical data and need to capture a termed ee's enrollment history)
- Dependent enrollments can't be imported separately - ee data must be included in template (ee SSN and Relationship - input Employee for ee rows)
- Re-importing enrollment data for the same benefit with different effective dates results in the following:
- First file reflects an earlier effective date, second file reflects a later effective date - first (earlier) enrollments will be pushed to a prior status and new (later) enrollments will become current (historical record is created).
- Example: First enrollment file reflects 10/1/14 ee effective date and second file reflects 10/1/15 ee effective date. Upon second import, the first 10/1/14 enrollment records will be changed to prior with an end date of 9/30/15, and the second 10/1/15 enrollment records will become current effective 10/1/15.
- First file reflects a later effective date, second file reflects an earlier effective date - second (earlier) enrollments will overwrite first (later) enrollments and no historical record is created.
- Example: First enrollment file reflects 10/1/15 ee effective date and second file reflects 10/1/14 ee effective date. Upon second import, the 10/1/15 enrollments from the first file will be overwritten by the 10/1/14 enrollments on the second file.
- If importing coverage with the same effective date but a different benefit amount, plan or coverage level, system will overwrite existing enrollment with no record of original coverage.
- First enrollment reflects employee only coverage in medical HMO plan effective 10/01, EE is then imported enrolled in HMO but with a dependent spouse added to the coverage still effective 10/01. Coverage will reflect EE+SP coverage as of 10/01 with no historical record of the EE only coverage.
- First enrollment is for Vol Life effective 10/01 with volume of $50,000. Import reports enrollment still effective 10/1 with volume of $150,000. EE record will be replaced with $150,000 of coverage effective 10/01 with no history of the previous $50,000.
Enrollment Plan Templates
To determine which plan template to use when importing enrollments, you will want to reference our Cheat Sheet here: Import Plan Cheat Sheet
All import templates include mouse over help text for each column header. Additionally, all blue column headers with a red asterisk next to the column title are required fields that must be completed for the import.
Upload the plan enrollment template.
File Name: Leave as is (defaults to original file name) or change to something more user friendly.
What are you importing? Select Enrollments from the drop-down.
Are dependents included in the file? Check yes if template includes dependent enrollment date. Note: This should not be checked when importing VL/AD&D enrollments that include dependent benefits.
What type of enrollment? Choose the correct type of enrollment from the drop-down. To see a detailed list of each plan model and corresponding enrollment type, review our Cheat Sheet here: Import Plan Cheat Sheet
Map your template column headers with the corresponding options from the drop-downs. Each plan template indicates which fields are required vs. optional.
Audit data that doesn't match up between your template and the data in the system - e.g. If your template reflects a medical plan name that does not match any of the medical plan names in the system, you will be required to select the correct plan from the audit drop-down.
Check that the number of ee and dependent records (if applicable) displayed on screen match up with the number of records on your template.
Don't import ineligible enrollments: Check this box to exclude any ineligible ees/dependents (terminated, non-benefit eligible class, overage dependent, etc.) when importing.
- Plan GI rules for VL and VXTD don't apply upon import - import ee's approved benefit amount and then use the ee's Modify Link to increase election to full requested benefit amount. NH GI rules are applied when using the Modify Link, so you'll need to temporarily adjust the GI rules so the system pends the remaining benefit amount correctly.
- Plan age reduction schedules don't apply upon import - import ee's original benefit amount and then use the ee's Modify Link to resave the election and apply reduction rules correctly.
- EE costs for age-banded benefits (VL/VXTD) will be calculated according to the ee's age as of the coverage start date listed on your template and will not be automatically updated according to the correct age bracket for ees as of the current date. For example, if importing existing VL enrollments for ees with a 1/1/2012 coverage start date, the system will calculating costs using the age bracket rate according to the ee's age on 1/1/2012. At this time, we do not auto create a history of any age-band changes that should have occurred between 1/1/2012 - current for ees. It is recommended that you import these enrollments to reflect the latest coverage start date for ees so that rates are calculated correctly.
- Currently, stacked enrollment records cannot be imported. To get this data into the system, the INITIAL enrollment record must be imported and any additions must be managed through multiple open enrollments.
Troubleshooting Plan Enrollment Import Issues
Issue: EE/dep enrollments were imported with 0 failed, but ee records don't reflect the enrollment data.
The Relationship column on the template wasn't completed for all ees and dependents - remember, ee rows must reflect Employee as the relationship type. Fix the template and re-import the enrollments to resolve.