One of the most common questions during Open Enrollment is how New Hires are managed. This article will go into detail the different scenario's you should be looking out for.
New Hire vs. Open Enrollment Window. What should my New Hire be seeing?
Q: My New Hire has two windows to make enrollments. Why is this?
- If the New Hire is eligible the month prior to Open Enrollment, the New Hire will have a New Hire window and a Open Enrollment window. This is due to the New Hire being eligible for prior year plans, as well as being eligible for Open Enrollment plans.
- The exception here would be multi-year plans, in which case will only show in the New Hire window.
Q: My New Hire only has a New Hire window and not an Open Enrollment window. Why is this?
- If the New hire is eligible after Open Enrollment, they will only have a New Hire window
- If the New Hire is eligible on the same day as Open Enrollment Effective Date, the New Hire will only have a New Hire window.
Q: How do I get my plans to show up in the Open Enrollment window rather than the New Hire window?
- If you would like a plan that is appearing in the New Hire Window to be in the Open Enrollment Window for a Employee, go to the Plan > Eligibility & Enrollment > Eligibility Options > Disable New Hire/ Newly Eligible Enrollment. This will push the plan into the Open Enrollment window
- Note! If you proceed with this step, MAKE SURE you set a reminder to change this setting back after Open Enrollment has closed. If you do not, New Hires would not be able to elect these plans moving forward!
Reporting on New Hire Enrollments during Open Enrollment
During Open Enrollment, you may be confused as to why new hires are not showing on Open Enrollment Reports. This is because, when a New Hire makes a enrollment in their New Hire window during OE, their enrollment will be shown as a current enrollment rather than a open enrollment. To pull a report of both New Hire (current) and Open (open) enrollments:
- Open Enrollment reports will ONLY pull in elections made for the future plan year when the election was made via the open enrollment link
- Row-Based is the ONLY report that will allow you report enrollments in the future plans for employees who elected through New Hire and/or Open Enrollment
- Pull a full file of both new hire and open enrollment elections when new hire has effective date equal to open enrollment effective
- Set Enrollment type = Default
- Limit enrollments based on Covered Between dates = new plan effective date
- Choose plan filters = Select the open enrollment plans
Closing out Open Enrollment Early
If OE is closed prior to the OE plan effective date, there is no mechanism for the new hire to enroll in the plans that are effective in the future.
If the group has new hires coming on board who are effective in the new plan year and the open enrollment has been closed out, those new hires will not be able to see the future effective plans until that date occurs.
- Example: New hire effective 12/1 based on their hire date. Today's date is 11/15 and Open Enrollment has been closed out. New Hire will not be able to see the future plans until 12/1
Another issue occurs if an employee were to have a life event that occurs prior to the new plan effective date. Since the closeout process ended existing enrollment, the life event being processed will only update the "current" plan which is future dated. There will be no way to update the coverage that was ended early as a result of the early closeout. This means that coverage must be updated manually with carriers and if you are using EN for ACA reporting you will also have to adjust ended plans with the historical import tool in order to ensure accurate reporting.
For more on this, check out this article: Open Enrollment Closeout Process