Benefit terms would run from January 1st to December 31st. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Insurance and benefits plans can be cost prohibitive for companies that run smaller operations and/or do not have a large workforce. These are just a few quick tips. Why? ACA open enrollment is through Dec. 15th. Her short-term financial situation is secure, so shes in a position to focus on her long-term goals. 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. It's possible the employee had actually selected benefits but failed to confirm their election for some reason. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. You can stay informed, educated, and up-to-date with open enrollment, benefits administration, and other important topics using BerniePortals comprehensive resources: Crafting and following a comprehensive onboarding checklist ensures a consistent, As the cost of living continues to rise around the country, many employeesespecially HR professionals play an indispensable role within an organization. Remind employees they will receive a confirmation of their changes. Information sessions and benefits fairs are among other steps to ensure every employee can decide their health benefits. As a top 1% graduate of the 2011 UT Arlington class, Brian emphasizes excellence and ingenuity, leading FBS to the forefront of benefit education and enrollment. Stacia will assign and work with an FBS Billing Coordinator to work with the district on consolidated billing, discrepancies, and other billing matters. Every employee has his or her own preferences when it comes to receiving important information. The information must get to vendors to ensure employees elections are accessible on day one of your companys benefits plan year. Unless youre a financial expert or HR professional, figuring out retirement plans is no walk in the park. He just cant beat a 100% return on his money. The point of offering healthcare employee benefits for employees is to ensure that they are properly cared for. 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. Short-term coverage is typically cheaper than traditional health plans, but only relatively healthy individuals will qualify. 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. Sample 4: Formal absent excuse letter due to an emergency. }); if($('.container-footer').length > 1){ Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. Cathy has been in the insurance industry for 28 years. Make Sure You're Getting the Best Deal, Jaleigh White, a member of the AICPA Financial Literacy Commission, noted that "even though the volume of an open-enrollment benefits package can seem overwhelming, employees would benefit from taking 30 minutes, at least, to read through all materials and explore the impact of any changes the company is making to their benefits, and carefully consider any changes to their personal situation that could impact their elections for the coming year.". Plus, you must consider the different ways people receive information. 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. Now What? Deadline to enroll for insurance to start Jan 1 is Dec 15. This is the time for you to [Instructions], Were excited to bring you [Detail plan options and info]. Why Send an Open Enrollment Email to Employees? Here are a few tips to make OE emails engaging and drive participation. Karen Frost, health strategy and solutions leader at Alight Solutions, a benefit administration company, offered these pointers to HR benefit managers for open enrollment and throughout the year: Employers Enhance Emotional and Mental Health Benefits for 2020, As an Account Executive, she was a key team member on the TRS-ActiveCare account from its inception through the duration of the contract. As part of the open enrollment process, employers should help make employees aware of what happens if they missed open enrollment. 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. Letter Template #1. As the Director of Client Services at FBS, Cathy oversees the Billing, Clent Service, and Account Executive teams and is available to assist in escalated matters, if necessary. Depending on who the healthcare plan provider is, there may be contractual agreements that do not allow for enrollment . Please enable scripts and reload this page. By checking out as a Returning Customer or Guest, you agree that you have read, understand and agree to the, Aura Revive Heated Deep Muscle Pain Relief Device, Caring Mill by Aura Full Body Analysis Scale, Caring Mill by Aura: Ease Migraine and Eye Reliever with Compression and Heat, American Red Cross Deluxe Family First Aid Kit, Sharper Image Calming Heat Massaging Weighted Heating Pad, 12 x 24, 4 lbs, Aura Revroll Vibrating + Heat Foam Roller, dpl IIa Professional Acne Treatment Light Therapy, Aura Sleek Callus, Corn and Ingrown Toe Nail Remover, Sharper Image Calming Heat XXL-Wide Massaging Weighted Heating Pad, 12 Setting, 5lbs, FSA Perks Official Rules, Terms & Conditions. Also, remember the source of information. But it will show that you have their best interests in mindwhich, when it comes to creating change, is half the battle. Dave lives paycheck to paycheck and doesnt yet have an emergency fund. $("span.current-site").html("SHRM China "); 1.) Subject Line: Were Two Weeks From Open Enrollment! !.,-_*|+~#). document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. *All Shipping prices displayed are for the lower 48 states only. The Covered Connecticut program allows eligible applicants to enroll anytime. 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;}'; 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. Qualifying life events can be circumstances that change an employee's status for benefits, such as changing the number of individuals in the household who are covered under a benefits plan. If you are asking for a longer leave of absence, send this letter as early as possible. If youre truly invested in helping your employees not only plan for retirement, but also create savings and dig out of debt, offer education in the moments that matter: Reiterate your 401K messaging whenever employees get a raise, bonus, or promotion. This years enrollment period runs from [enrollment period dates]. Please submit the email address associated with your account to reset your password. It is typically the only time during the year in which employees can make changes to their benefits choices, such as adding or dropping coverage, adding or dropping dependents, or enrolling in benefits for the first time. The information below covers what open enrollment is and what you may do during this time. If you are concerned about complying with ACA in any regard, please contact us to discuss one of our many options to help. 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). New Jersey Secure Choice Savings Program on the Horizon for Private Employers, How to Use HR Metrics to Improve Your Bottom Line. FBS Blog She and her team will provide the district with monthly billing services. ensure a successful open enrollment period. Remember, this is a guide to get you thinking about your message to employees. Written by In some circumstances, employees may be granted a special exception that allows them to retroactively register for benefits outside the standard enrollment window when they missed health insurance enrollment. Employers can also gather status updates during the open enrollment period to view which employees have not completed enrollment. Our benefits fair will take place [insert dates, time, locations]. For Dave, it would make more sense to set money aside for that before he puts money into his 401K, even if his company offers a match. He writes about HR, compliance, and benefits solutions. Sample 401K Communication to Employees. This can cause important ones like open enrollment to fall through the cracks or simply be skimmed so they can move on to the next thing. Format for absence excuse letter. Coby joined FBS in 2007 as a Benefit Consultant and then rose to Vice President of Sales in 2013. } 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. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. Missing open enrollment means limited options, but here a few situations to consider: If an employee misses open enrollment, its important that HR first respond with empathy and understanding. Stop the sniffles (Feel free to copy-pastewe won't tell.) 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. Provide instructions on how to log in. The open enrollment survey questions you ask largely will depend on the goals you are trying to measure. Open enrollment is complex enough as it is. Coby now serves as the Senior Vice President of FBS managing a team of sales, marketing, and client implementation personnel. He is a graduate of Texas Tech University with a Degree in Education. [Insert link to benefits portal and instructions]. By incorporating the mission of the university and the code of conduct, we believe strong communication will enhance understanding and foster positive work environments. We do not sell internationally. Medicaid provides health insurance to low-income individuals, while CHIP provides health insurance to children of low-income families. Here we have provided you with a template for your open enrollment email to employees. Asking for employee feedback: Employees can be a great resource for offering suggestions about the best ways to structure benefits enrollment to ensure maximum participation. This is nothing new. Picking an annual theme will keep your communications fresh and help unify all of your messages under one umbrella. Its recommended the announcement email should go out two weeks before benefits packages are made available to all employees. Only about one-third of employees (34 percent) have a . var currentUrl = window.location.href.toLowerCase(); Web spread the word about your company's open enrollment with these 30 short reminders. 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. Provide contact information to let employees know how they can access Q & As, learn more about their benefits, and how to contact the human resources benefits specialist. In fact, the terms of your benefits plans may prohibit you from making exceptions for employees who do not make benefits elections within a certain time period, such as before the new plan year begins. Please let us know if you have questions by replying to this email! We can help you tackle business challenges like these. However, this may not be practical, especially for employees with growing families. Between having multiple options, confusing plan descriptions, debating voluntary benefits and tight open enrollment deadlines, it's pretty easy to see how things might get confused. } By incorporating the mission of the university and the code of conduct, we believe strong communication will enhance understanding and foster positive work environments. But how do you make sure your benefits communication strategy is up to par? So, for Joan, it makes sense to fund her 401K up to the company match and beyond, as much as she can afford. Most companies operate on a calendar fiscal year. It often brings many questions and can be stressful on both sides of the communication flow. 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. Specifically, 29 CFR 2590.701-6, and in permitted election changes for Section 125 plans ( 26 CFR 1.125-4 ). By 'setting and forgetting' a benefit plan, you not only run the risk of getting stuck in one that isn't right for you, but also one that costs you extra. Not all plans allow for mid-year changes, but you'll find that most do. Here are the key components of the email. If you don't have time to send a formal letter, consider sending an excuse email instead. Here are a few different scenarios you might find yourself in, and some advice for how to approach your 401K. Russ joined FBS in 2019 after working as a valued partner for 15 years and manages our ISDs group health program. Has my employer made changes to its current benefits plan? 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. Plans like, short-term coverage and critical illness allow year-round enrollment but are not regulated by the. 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. If the employee does not make an election in the required time frame the Plan Document calls for a default position to take effect in lieu of the election. If feasible, send your excuse letter before you miss work. Individuals who are in transition may qualify to register for a short-term insurance plan if offered in their state. t is the employees responsibility to sign up for benefits during open enrollment as long as the employer provides plenty of notice. How Can HR Help an Employee Who Misses Open Enrollment? ), Subject line: Lets get smarter about 401K savings. 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. All of these options would result in him losing money beyond the cost of the surprise expense. Remind your employees about these resources regularly by highlighting a single resource every month. 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. As Billing Manager, she assists in the day to day accounting processing for her team and is available to handle any escalated billing matters. Kyle was hired by FBS as one of our first benefit consultants in 2001 and became the President of the company in 2005. (800) 583-6908 3 Open Enrollment Reminders for Employeesand HR At many organizations, the open enrollment season for 2020 benefits is underway or about to begin. Session Information: Many companies host open enrollment sessions to help fully explain the offerings. Offer health, dental, vision and more to recruit & retain employees. In fact, the terms of your benefits plans may prohibit you from making exceptions for employees who do not make benefits elections within a certain time periodsuch as before the new plan year begins. . Communicating potential consequences to employees will encourage them to take the open enrollment deadline more seriously. ACA Compliance, Medical Consulting About Us Still, missing open enrollment can make a bad situation worse. Get ready to discuss all things benefits! 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. We endeavor to answer all inquiries within 24 hours on business days. Many employers even offer benefits education during open enrollment to help employees understand their options and make informed decisions. look at employees who received a W-2 and participated in the 403(b) plan. Bonus tip: Dont just send all these links in a one-time email. When it comes to your open enrollment elections, the best thing you can do is take your time and be thorough to minimize the chance of making mistakes. Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. 1 NOTICE TO ALL EMPLOYEES - 2020 ANNUAL OPEN ENROLLMENT PERIOD FOR OPTION CHANGES IN HEALTH AND DENTAL INSURANCE PLAN COVERAGE. You want to provide employees with essential information about the upcoming benefits period that is engaging. Section 125 plans are used by most employers that offer health coverage, as they are the mechanism that allows . Changes made at open enrollment are effective January 1, 2023. Welcome to Open Enrollment! * This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. My enrollment period at my job is in July and I missed it last year without being aware. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); document.getElementById( "ak_js_2" ).setAttribute( "value", ( new Date() ).getTime() ); I am aBrokerCarrierEmployerCOBRA Participant. Sample 2: Excuse email for work absence due to sickness. 4 in 10 employees who are able to save for retirement are now saving less as they continue to face financial hardships. Start reviewing your benefit information now so youre ready when the time is right. (A version of this article appeared in Plan Sponsor magazine in February 2018.). 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. Be sure to check your state laws. Like Every Letter, You Need To Start By Addressing Your Staff. Bookmark () Riia O'Donnell on Nov 27, 2018 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. 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. You will not be subject to this penalty if you have offered appropriate coverage to employees, regardless of whether they enrolled in coverage. Posted on December 9, 2021 Drive more engagement in money-saving programs throughout the year. I realize that you, too, need to meet your monthly obligations in a timely manner, and such delays do not help. Open enrollment begins one month from now, beginning [DATE] until [DATE]. But if youre looking to get started now, you can still significantly improve the usefulness of your 401K communications by highlighting a few different employee personas, and giving financial advice for each one. We are available 24 hours a day / 7 days a week. RE: 2022 Open Enrollment communications to employees on leave of absence. You heard it here first! Were hiringsee all of our open positions. TO: Department Benefit Representatives (DBR's), FR:Tami Schmittgen, HR Leave Administration, Supervisor, RE: 2022 Open Enrollment communications to employees on leave of absence. But if not enough people participate in the program, the company may also not see the benefits. In the same way 401(k)s use automated deposits to make retirement savings easy for employees, mobile apps likeAcorns,Robinhood,Stash,DigitsandTallyuse automation to help people build emergency savings funds, pay down credit card debt, and invest in smart, manageable, and automatic ways. Therefore, its important employers be proactive in their approach to open enrollment. Home In order to ensure that their businesses will not face any penalties, many ALEs should document that coverage has been offered. 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. Open with an engaging subject line and immediately set a positive tone. In order to ensure that none of our employees in this status were missed by the cutoff date, HR Leave Administration . SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. Here are some points you can (and should) include: Be Concise, and Swift. Capture employees attention with benefits messages that stick. Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. This can cause important ones like open enrollment to fall through the cracks or simply be skimmed so they can move on to the next thing. The ConnectorCare program in Massachusetts (for people who are newly eligible or who haven't enrolled before). Include with your email any attachments related to open enrollment. To learn more, schedule a consultation with one of our knowledgeable business advisors. If an employee misses . HR teams in larger companies may even conduct special meetings or hold benefits fairs, all designed to help employees understand their benefits options so they can make informed decisions. Attached is a flier with more details but please reply here and let us know if you have questions! You could have misread a question, been forced to rush through the process, or even miscalculated how much money would be coming out of your paycheck every week. Pay employees your way and automate tax payments. UCSB HR Leave Administration Open Enrollment Reminder, UCPath Leave without Pay Open Enrollment Letter, Open Enrollment Form for employees on unpaid leave of absence, ******************************************************************************************************, 3101 Student Affairs and Administrative Services Building (SAASB), 2022 Open Enrollment communications to employees on leave of absence, 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. Subject Line: Lets Talk Benefits! Flex-Ed: Mistakes During Open Enrollment Can You Change Elections? We encourage all employees and supervisors to treat others with equality and respect. $('.container-footer').first().hide(); In. At Ignite HCM, we assist human resources administrators in streamlining processes. Whenever someone loses their job, they want to hear that their loss is validated. Do I anticipate any new expenses next year that might change my current elections? Drafting an open enrollment email is not a daunting task. Your Employee Missed Open Enrollment for Health Insurance. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRMs permission. Why? 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. We are looking forward to a successful enrollment season. Make a corrective contribution to the plan for the employees that compensates for their missed deferral opportunity. And to make matters worse, employees are skittish about their retirement savings right now thanks to COVID. Turning 26 and being dropped from a parent's coverage, Change in number of eligible family members due to birth, death, adoption, or other family status change, Change in work hours or job position that could affect insurance eligibility. When open enrollment ends, we know you'll receive an influx of employee questions about their options to sign up for healthcare. Demonstrating to your employees that their needs are important to you will instill high employee morale, and ensuring that you have done all that you were required to do in regards to ACA regulations will protect your business in the event that an employee misses the open enrollment deadline. We've got great ideas for top health purchases before the Grace Period deadline. If an employee misses open enrollment, its important that HR first respond with empathy and understanding. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. is a benefits enrollment strategy that employers use to simplify the process and maintain benefits participation. I know how much you loved working there.". Ensure they know exactly what theyre supposed to do next. Highlight apps that put savings on autopilot. Emails are essential for company-wide communication because every employee gets assigned a company email when hired. If you improperly included an employee, you may have a . They must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Heres what you need to do to get and early start: [Instructions].