Deadline to enroll for insurance to start Jan 1 is Dec 15. Its equally important to understand why they missed the deadline and help them avoid the same mistake in the future. Most companies operate on a calendar fiscal year. document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. These include: Since there is little wiggle room with open enrollment deadlines, employers should focus on preventing employees from missing the annual deadline. And there is a tool that can make that happen. Center for Advocacy, Resources & Education (CARE), 2022 Salary Program for Non-Represented Staff, Resources for Trans and Non-Binary Employees. If feasible, send your excuse letter before you miss work. Please let us know if you have questions by replying to this email! A special enrollment period is a designated time outside of the standard open enrollment period for employees to change or update their insurance plan elections that are granted when the employee experiences a qualifying life event. Many employers even offer benefits education during open enrollment to help employees understand their options and make informed decisions. Communicating potential consequences to employees will encourage them to take the open enrollment deadline more seriously. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. Be sure to communicate the time period with employees. And because theres a limited amount of time to make these important decisions, it can be a confusing (and often overwhelming) experience for employers and employees alike. money left over after basic living expenses are covered. The answer to your question may depend on whose open enrollment you missed and why. If you don't have time to send a formal letter, consider sending an excuse email instead. HR managers should be prepared to address the common employee question "What is a special enrollment period?" Reach out to our team any time to chat! , they can enroll at any time, all year long. Offer health, dental, vision and more to recruit & retain employees. The IRS and FSA administrators understand that life changes and that you may need to make adjustments to your elections to accommodate for those changes. What is Evidence of Insurability (EOI)? When employees miss open enrollment and lose health coverage, this can add financial and emotional burdens that may affect their health, well-being, and productivity at work. Stacia will assign and work with an FBS Billing Coordinator to work with the district on consolidated billing, discrepancies, and other billing matters. Plans like, short-term coverage and critical illness allow year-round enrollment but are not regulated by the. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. It is in your best interest to create simple and comprehensive policies and procedures so that you are prepared in the event of a SEP. And missing the deadline can have serious consequences for your employeesincluding loss of coverage or the inability to change coverage options. ACA open enrollment is through Dec. 15th. Requiring waivers of coverage: Waiver of coverage documents verify that employees reviewed and declined benefits options during the open enrollment period. Please confirm that you want to proceed with deleting bookmark. Include a benefits portal on your company website so employees can enroll online at their convenience. The benefits open enrollment period is typically the only point during the year in which your employees can make changes to their benefit electionsincluding adding or dropping coverage or dependents, switching plans, or even enrolling in benefits for the first time. Regardless of the reason, this common situation can result in added financial burden on the employee, additional missed days at work due to lack of proper health coverage, and frustration for both employee and employer. Your teams should start strategizing well before the announcement for open enrollment. The information below covers what open enrollment is and what you may do during this time. Surveying your employees will help you clarify their benefits options and the open enrollment process, and it can demonstrate that you are willing to set aside time to help answer employee questionspotentially reducing the number of employees that miss open enrollment. If you miss the open enrollment period, you won't be able to enroll in a plan unless you have a qualifying event (such as getting married, having a baby or losing employer-sponsored coverage). Legally, employers are not required to do anything for employees who have missed the open enrollment deadline. Its the start of Open Enrollment! - Workest Your Employee Missed Open Enrollment for Health Insurance. He writes about HR, compliance, and benefits solutions. The UCPath Center mailed an Open Enrollment notice and Open Enrollment Form to employees who were on an unpaid leave of absence as of September 30, 2021. Mistakes happen -- and it happens more than it probably should when people are choosing health insurance. Open enrollment begins one month from now, beginning [DATE] until [DATE]. If you have questions, dont hesitate to contact your benefits specialist[insert specialist contact information or provide a link]. Its their opportunity to enroll or make changes to their employee benefits. While just keeping whatever health coverage they had this year is tempting for employees, doing so may come with a substantial financial downside. However, this may not be practical, especially for employees with growing families. To learn more, schedule a consultation with one of our knowledgeable business advisors. Remind employees they will receive a confirmation of their changes. Its a good idea to create simple and comprehensive policies and procedures so youre prepared in the event of an SEP. Applicable large employers (ALEs) under the Affordable Care Act (ACA) may have additional concerns. ", "Americans tend to miss the mark when they stick with what they were doing before without double-checking their assumptions," said Kelley Long, a member of the AICPA Consumer Financial Education Advocates panel. Open enrollment begins [DATE] and closes [DATE]. COBRA Service Agreement, Benefits Consulting G&A Partners is a leading professional employer organization (PEO) that offers world-class HR services and a team of experts who can help you navigate employment issues, safety initiatives, and moreduring (and after) the pandemic. 1. Short-term insurance is a plan that provides health insurance for 30-364 days (depending on your state) to act as a stopgap when there is a lapse in longer health coverage. Youcouldadd the examples above into your general 401K messaging and call it a day. 2. Pick A Theme Lose the stiff, corporate lingo and put a little fun back into open enrollment. SHRM Employment Law & Compliance Conference, stress their importance and provide education on how to properly use them, digital apps and online portals with built-in decision support, Employers Enhance Emotional and Mental Health Benefits for 2020, Simple Open-Enrollment Tips That Can Make a Big Difference, 10 Questions for Employees Choosing a Health Plan, 3 Open Enrollment Reminders for Employeesand HR, New OSHA Guidance Clarifies Return-to-Work Expectations, Trump Suspends New H-1B Visas Through 2020, Faking COVID-19 Illness Can Have Serious Consequences, U.S. Companys Mandatory Video Surveillance Violated Dutch Rights, Leading Difficult Conversations About Layoffs. t is the employees responsibility to sign up for benefits during open enrollment as long as the employer provides plenty of notice. Deadlines are vital when it comes to open enrollment. 1.) For exactly that reason, its important to make sure you go beyond encouraging higher and higher 401(k) contributions (which only some employees can manage) and, instead meet your entire workforce where it iswith more empathetic, targeted, holistic financial guidance. The IRS and FSA administrators understand that life changes and that you may need to make adjustments to your elections to accommodate for those changes. The better employees understand open enrollment and the benefits they receive from participating, the higher engagement employers will see from their team. For [current year], we are maintaining [describe plan types] and have made the following changes: [describe plan changes]. Picking an annual theme will keep your communications fresh and help unify all of your messages under one umbrella. Mr. James started his insurance career in 1993 with American Fidelity in Lubbock, Texas and remained with them until 2000. Russ holds a Life, Accident & Health insurance license and a Risk Managers license through the Texas Department of Insurance, and brings to FBS over thirty years of risk management and pool administration expertise. Here's what to tell them. Surveying your employees will help you clarify their benefits options and the open enrollment process, and it can demonstrate that you are willing to set aside time to help answer employee questionspotentially reducing the number of employees that miss open enrollment. Coby joined FBS in 2007 as a Benefit Consultant and then rose to Vice President of Sales in 2013. As HR representatives address open enrollment meetings, speak with employees one-on-one and send out enrollment reminders, they can use these pointers to help employees make smart decisions. 2175 N. Glenville Drive Share links to reputable personal finance blogs and podcasts. Have an upbeat message to let employees know this is a positive engagement. Drafting an open enrollment email is not a daunting task. Use a format that addresses the employee by name. Her past insurance experience includes roles as Marketing Supervisor, Account Management, and Account Executive at one of the largest insurance carriers of some of the largest employers in the state of Texas. Here are a few theme ideas to get you started: Rock Enroll - Music Theme Benny & The Benefits - Music Theme But why stop there? Close the email out by reminding employees of the importance of benefits enrollment. Include with your email any attachments related to open enrollment. But how do you make sure your benefits communication strategy is up to par? Members may download one copy of our sample forms and templates for your personal use within your organization. As Billing Manager, she assists in the day to day accounting processing for her team and is available to handle any escalated billing matters. Everything You Need Is Inside! Some are closer to retirement than others, some have a larger savings safety net than others, and some have more pressing upcoming expenses than others. Here are a few tips to make OE emails engaging and drive participation. Welcome to Open Enrollment! Missing open enrollment means limited options, but here a few situations to consider: Qualifying Life Event: An employee may be in luck if they have a qualifying event coming up. The most common option for employees who missed the 30-day enrollment period is simply to wait until the next enrollment period to register for benefits. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date. ensure a successful open enrollment period. The email is simply an introduction. An acknowledgement of benefits formfor those who opt in to coverage, A waiver of coverage formfor those who opt out or miss the deadline to enroll in employer-based benefits packages, One-on-one appointments with HR representatives, Seminars, webinars, and/or self-paced e-learning modules. Specifically, his 401(k)-related gains7%-9% annually, on averagewould most likely be less than the losses he would take on his credit card, lets say, 13%-17%. When open enrollment ends, we know you'll receive an influx of employee questions about their options to sign up for healthcare. Keep it brief. Thank them in advance for doing their part to make this a successful open enrollment. Announce your benefits portal and upcoming benefits fairs. While employers have certain responsibilities to notify employees about benefits-related deadlines, the responsibility of registering for benefits and completing any required paperwork falls on the employee. Additional education can come in the form of personal worksite consultations, one-on-one appointments with HR representatives, seminars, webinars and self-paced e-learning modules. Here's our employee furlough letter sample: Dear [ employee_name ], I'm sorry to inform you that your position will be put temporarily on furlough due to urgent business conditions, from [ date] to [ date ]. Benefit Cooperatives Stacia has been with Financial Benefit Services since 2014 bringing with her 5 years in insurance billing and accounting and a Bachelor of Science in Business Administration from UT Dallas. Hire, onboard, manage, and develop productive employees. (Feel free to copy-pastewe wont tell. Each year host a debriefing session to understand what worked and how to improve open enrollment the following year. The date coverage starts depends on when you lose coverage and the date a plan is selected. SHRM Online, October 2019, Simple Open-Enrollment Tips That Can Make a Big Difference, Your Employee Missed Open Enrollment for Health Insurance. Russ joined FBS in 2019 after working as a valued partner for 15 years and manages our ISDs group health program. Ingenious Ways to Keep Remote Employees Engaged, What Youre Not Doing (But Should Be) to Improve Employee Satisfaction, A Guide to Workers Compensation When Working From Home, Employee benefits specialist contact info. If you have questions please send to [email] or attend the upcoming Q&A [Date, time location]. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. If the open enrollment dates are Nov. 15 through Dec. 15, consider giving your employees a deadline of Dec. 5, suggests Starr Harry, client success manager at G&A. He currently serves as the benefit consultant for several of the FBS Benefit Co-Operatives and many standalone school districts. Get a demo of the ALEX platform and learn more about how our software can help you boost benefits engagement, drive better financial decisions, and save your team time, money, and headaches. How the human resources department handles the lead-up to your companys open enrollment will define its success. Now What? Provide information in a wide variety of ways including: Ask your employees if they like the way information is being provided, if they would prefer information be distributed in different ways, or if they have questions that have yet to be answered. In this second sample, look for employees who should have been excluded from participation. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Make it easy on you and your team by taking advantage of our action plan and timeline. pliance is currently $0. She encourages employees to ask themselves the following questions to be sure they are making the best choices for themselves and their families during the year ahead: "If you answered 'yes' or you're not sure about the answers to these questions now is the perfect time to revisit your benefits. You will not be subject to this penalty if you have offered appropriate coverage to employees, regardless of whether they enrolled in coverage. Example #3: Greg, Whos Got a Safety Net, But Whos Saddled With Lots of High-Interest Debt. Please review the information . What Happens If an Employee Misses Open Enrollment? If you experience one of these life events, you'll want to get in touch with your FSA administrator within 30 days of the event to find out if you are eligible to make changes to your plan. Joan has a few thousand dollars saved for emergencies and no high-interest credit card debt. Put together educational materials when employees get a raise, and remind them that nows a good time to up their contribution if they can. Plus, you must consider the different ways people receive information. And How it Works, Include employees in the benefits planning process, Ensure dates and deadlines are clearly communicated, Point out any tax or investment advantages, Provide helpful resources that are easy to digest, Format emails to be colorful and easy to read, Ask for their participation with a call to action, Provide all the contact information theyll need, Plug one last reminder about taking advantage of open enrollment. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); document.getElementById( "ak_js_2" ).setAttribute( "value", ( new Date() ).getTime() ); I am aBrokerCarrierEmployerCOBRA Participant. He currently serves as the benefit consultant for 15 of the 20 Educational Service Centers in the State of Texas. Virtual & Washington, DC | February 26-28, 2023. SHRM Online, September 2019, 10 Questions for Employees Choosing a Health Plan, Are there changes I can make to my budget that would allow me to increase tax-deferred savings through a flexible spending account or a health savings account. SHRM Online, September 2016. Its that time of year again! He just cant beat a 100% return on his money. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { If you are looking for help with your current system, or think it may be time to enhance your benefits package, contact us to talk to a consultant. ", [SHRM members-only toolkit: Members can get help with HR questions via phone, chat or email. var currentUrl = window.location.href.toLowerCase(); Consider creating an email template. Specifically, 29 CFR 2590.701-6, and in permitted election changes for Section 125 plans ( 26 CFR 1.125-4 ). But most advisors suggest putting away 15-20% of your paycheck if you can. Your employer is not legally obligated to allow you to make changes to your elections after the open enrollment period has ended. Business Associate Agreement If you are looking to outsource Paychex can help you manage HR, payroll, benefits, and more from our industry leading all-in-one solution. Surveying your employees will help you clarify benefits options and the open enrollment process, demonstrate your willingness to set aside time to help answer their questions, and potentially reduce the number of employees that miss open enrollment. Keep in mind, though, that employees must make changes to their flexible spending accounts or health savings accounts each year. Every employee has his or her own preferences when it comes to receiving important information. Jellyvision acquires Picwell to simplify the employee benefits puzzle! Effective communication to employees can sometimes be a moving target. When employees miss open enrollment and lose health coverage, this can add financial and emotional burdens that may affect their health, well-being, and productivity at work. Now What? Most employees receive a flood of work-related emails every single day. We are available 24 hours a day / 7 days a week. Open Enrollment Period: October 10, 2022 - October 31, 2022 This is the annual opportunity for you to make changes to your benefits and to add or drop eligible dependents from coverage. Here are a few ideas: Also consider other help emails that explain the process in greater detail. This e-mail is the first step of a three-part process. Still, missing open enrollment can make a bad situation worse. Partnering with a respected third-party administrator is a great way to help educate your employees on their benefits and help make sure they get the most out of the open enrollment experience. You want to give your employer time to reassign any of your tasks. Starting the conversation about open enrollment early and providing multiple information channels throughout the open enrollment period can help ensure that employees haven't missed open enrollment at work. However, most have an actively at work or similar provision, and wording regarding the inability to make an election because of extentuating circumstances. And if you have any questions or are uncertain about anything in the process, contact your HR department - they'll help you navigate the open enrollment steps and clarify anything you don't understand. Here's what can happen and how HR can help. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Also, remember the source of information. 2023 FSA Store Inc. All Rights Reserved. These are just a few quick tips. To request permission for specific items, click on the reuse permissions button on the page where you find the item. In either case, the qualifying life event would trigger a special enrollment period that would make you eligible to select a new individual insurance policy through the state marketplace. Kyle was hired by FBS as one of our first benefit consultants in 2001 and became the President of the company in 2005. When writing an open enrollment letter, here are 5 things you should include: Timing: Open enrollment periods are often only a few weeks long. Like Every Letter, You Need To Start By Addressing Your Staff. temp_style.textContent = '.ms-rtestate-field > p:first-child.is-empty.d-none, .ms-rtestate-field > .fltter .is-empty.d-none, .ZWSC-cleaned.is-empty.d-none {display:block !important;}'; Are there any changes in my life that might make another health insurance choice more valuable this year? To avoid these penalties, document that coverage has been offered by requiring employees to sign either: To help your employees make the most out of the open enrollment period and the benefits your company provides, consider implementing the following strategies: Offering benefits education to your employees prior to and during the open enrollment period can help minimize confusion and cut down on time spent addressing commonly asked questions. He would lose more money than hed gain if still carrying that debt. So offering smart 401K advice for employees is an especially important part of helping your employees recover from a challenging year. We are looking forward to a successful enrollment season. Ready to spend? The portal can also include a count-down counter to encourage employees to enroll. Managing Organizational Communication]. Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. Heres what you need to do to get started now! Open enrollment can be an extremely stressful and overwhelming time for both you and your employees. Employers that are applicable large employers (ALEs) under the Affordable Care Act (ACA) may have additional concerns. To provide managers and supervisors with the guidance they may need in times of crucial . He is a graduate of Texas Tech University holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. (Or in the event of very rare circumstances, such as a legitimate error in which your administrator may or may not be able to allow you to fix). This can happen for a variety of reasons, including a change in family status, work or information overload, or challenges in navigating the benefits enrollment process. In order to ensure that none of our employees in this status were missed by the cutoff date,HR Leave Administration will email an Open Enrollment reminder this week to all. Remote employment has become popular in the past few years, with more employers opting for this new way of doing things. (800) 583-6908 Open Enrollment is your annual opportunity to review your benefit plan options and make . Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. Not great for Dave! Sample 1: Excuse letter for work absence due to family matters. Learn how ALEX makes benefits engagement a breeze for HR teams and consultants. Sorry to be the bearer of bad news but no, once you make your open enrollment elections, you don't have the option to change them later in the year unless you experience a qualifying life event. Paychex was founded over four decades ago to relieve the complexity of running a business and make our clients' lives easier, so they can focus on what matters most. Benefits Technology Employees who experience qualifying life-changing events (such as getting married, divorced or legally separated, having or adopting a child, or moving to a new residence or work location that affects benefits eligibility) are eligible to enroll in or make changes to their benefits elections outside of the open enrollment period. Pointers to pass along as open enrollment gets underway. Start reviewing your benefit information now so youre ready when the time is right. Benefit terms would run from January 1st to December 31st. Changes in marital status - Getting married, divorced, separated, or if your spouse passes away. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); HR reps, the AICPA advised, could share this message with employees: "By just staying the course without reviewing all the options available, you could be missing crucial opportunities to saveor worse, choose a plan that doesn't properly cover your family's health care needs. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. $("span.current-site").html("SHRM MENA "); It can be beneficial to ask your employees if they like the way information is being provided to them, if they would prefer information to be distributed in different ways, or if they have any questions that have yet to be answered. Make a corrective contribution to the plan for the employees that compensates for their missed deferral opportunity. But employees are also balancing their workload, home life, childcare, and the holidaysall while trying to stay safe and healthy during a global pandemic that's been hard to predict. Most companies operate on a calendar fiscal year. To avoid such frustrations in the future, we are changing to a computer system that will prepare checks a week in advance for distribution on payday. Therefore, its important employers be proactive in their approach to open enrollment. Get benefits strategy and communication tips that will make you even better at your job. Para garantizar que brindemos la informacin ms actualizada y de mayor precisin, algunos contenidos de este sitio web se mostrarn en ingls y los proporcionaremos en espaol una vez que estn disponibles. The opening of the email starts with a bold header letting employees know its time for open enrollment. Medicaid provides health insurance to low-income individuals, while CHIP provides health insurance to children of low-income families.