What is the Colonial Life App?
Employee Navigator's Colonial App is an integrated enrollment solution with Colonial Life's Harmony platform.
- If there is an existing Harmony account, the App could be ready for enrollment in approximately 48-72 hours.
- If Harmony is a new product offering, depending on the stage of paperwork, the App could be ready for enrollment in approximately 5 business days, after the Colonial Life welcome call.
- Quote by Plan Code tool is now supported (which includes Group Cancer and Group Critical Illness products). See below for more details.
- Agent Assisted or Self Enroll
Employee Navigator recommends implementing the Colonial Life App in an Agent-Assisted environment.
Colonial Life offers an extensive enroller network that allows for deeper market penetration (on average 30% for agent assisted vs. 10% for self-enroll). Colonial's enrollers are trained on the Employee Navigator platform which helps brokers focus on long-term strategic goals rather than enrollment meetings.Colonial Life requires underwriting approval in order to activate Self-Enroll for Employee's Navigator's App (Harmony bridge). If self-enroll is used, we strongly recommend conducting Technology Orientation meetings as part of open enrollment to help employees navigate the enrollment platform. We also recommend brokers and HR managers take extra care in the messaging on each benefit enrollment page.
- Colonial Life Enroller Instructions
Colonial Life offers training and associated training documents for the Employee Navigator-Colonial Life App. Enrollers should contact Harmony Connections directly for training, procedures, and a demo of the system.
- Pre or Post Tax?
Elections should be designated at the group level - not the individual level.
Colonial Life's "Tax Status Employee Chooses" is not supported at this time. Each product must be offered as either post tax or pre-tax in the Harmony shell. You can offer one product as post and another product as pre.
- Active Enrollment
Employee Navigator advocates active enrollment for all integrated Third Party Apps.
- Pay Periods
Employee Navigator passes the Pay Frequency field to Colonial Life to calculate Colonial rates. Please be sure you are using the correct pay frequency if you are skipping pay period deductions (for example - for bi-weekly pay with only 24 deductions, you should use the "Bi-Weekly 24" option from the drop-down box. If you use Bi-Weekly 26 and attempt to skip 2 deductions in the "Customized Deduction Dates" tool then your Colonial Life Third Party App plan rates will still be calculated based on 26).
Employee Navigator and Colonial Life identified core reporting requirements and added the App plans to the Payroll Deduction Report housed under the 'Reports' module. Please note, Employee Navigator will surface the following enrollment details for reporting purposes;
- Effective date, End date (if one is provided), Product type, and aggregate cost of all policies tied to a product.
Additional information pertaining to policy details may be found on each employee's benefit summary / view details.
- Renewing Plans
Due to the design of the Third Party App plans, you should simply extend the plan year end date to accommodate open enrollment. Do NOT use the "Copy plan" functionality to create another plan for OE.
- Canceling an existing coverage during Open Enrollment
If there are existing coverages and you are using Employee Navigator for open enrollment, you cannot cancel coverage on the Employee Navigator product page. In order to properly cancel an existing plan, the employee or enroller MUST bridge to Colonial Life and cancel in Harmony directly. Please train your Colonial enrollers and/or add language to the OE plan communication summary to explain this limitation.
- Group Cancer, Group Critical Illness & Banner VSTD/VGTL:
These products can be setup to enroll using the Quote by Plan Code tool, but requires additional steps so please allow ample time to complete and test the configuration. Please submit an email to HarmonyConnections@Coloniallife.com to request that the respective product(s) be setup for your account. You must also complete the Harmony setup. The ticket can take 24 to 48 hours to process. **Please also keep in mind that these products will only be available as either agent assisted or call center enrollment
- Are you using a custom login URL?
Colonial Life white lists all urls to permit SSO into their system. If you intend to use a custom login url and enroll in products via the Colonial Life third party app integration, you will need to notify Colonial Life of the custom url so they can add it.
Note! If you do not update Colonial with your custom url, you may see this error when attempting to bridge to Harmony: Unable to access the Colonial Life Enrollment Application
In order to resolve this you will need to contact Colonial Life to have them white list your log in address. You should be able to by pass this error while waiting for the white listing by using the standard EN url: https://employeenavigator.com .
Can the Enrollment Editor be used to modify dates/costs with 3rd party enrollments?
No. The partner system is the system of record. Employee Navigator is simply displaying the enrollment data provided by the carrier. If an enrollment appears incorrect, changes should be made in the partner system and then brought into EN through the bridge/sync. Changes made in EN do not transmit to the partner system, therefore modifications made using the Enrollment Editor don't actually change the coverage as far as the carrier is concerned.
Any changes made to third party enrollments with the Enrollment Editor is at best a temporary change. An enrollment ended/changed in EN will be reinstated on the next bridge/sync unless the change is made in the partner system too.