sample letter to employees who missed open enrollment

Subject Line: Tomorrow Is The Day For Open Enrollment! Careers, Terms of Use 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. Its equally important to understand why they missed the deadline and help them avoid the same mistake in the future. 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. In fact, there's a good chance that the terms of your employer's benefit plan don't allow any exceptions or changes for employees who make mistakes or miss the open enrollment period altogether. If you're married, discuss your elections with your spouse to ensure that the whole family is on the same page for the upcoming benefit year. Open Enrollment is your annual opportunity to review your benefit plan options and make . These waivers also protect an employee's ability to immediately enroll for benefits if they lose coverage from an outside health plan, such as a spouse's employer. Stacia will assign and work with an FBS Billing Coordinator to work with the district on consolidated billing, discrepancies, and other billing matters. See attached flyer. Therefore, its important employers be proactive in their approach to open enrollment. 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! Heres what this kind of targeted advice might look like in an email you send to your workforce. Other qualifying life events that would make an employee eligible for SEP can include: If an employee experiences a decrease in income, they may be eligible to apply for health coverage through the government's Medicaid and Children's Health Insurance Program (CHIP). Request a consultation, so we discuss your payroll management and HR optimization needs. Remind employees they will receive a confirmation of their changes. Benefit Cooperatives Get benefits strategy and communication tips that will make you even better at your job. Get the cold and allergy relief you deserve. 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. As a result, your employees can latch on to the situation closest to their own, and feel more confident in their choices. Writing a Good Job Rejection Letter. 75082. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. "I'm sorry to hear you lost your job. 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.". Putting money away for your retirement is important, but how important depends on the financial boat youre in. 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. Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. 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. To prevent these issues, its important to communicate to your employeesahead of timethe consequences of missing the open enrollment deadline. Sample 3: Letter of permission for missing work due to an important matter. Please submit the email address associated with your account to reset your password. 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. Keep in mind, though, that employees must make changes to their flexible spending accounts or health savings accounts each year. 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. . Pay employees your way and automate tax payments. Privacy Policy Accessibility and clarity of complex information give employees and employers a better experience and promote higher levels of participation. Please log in as a SHRM member. 4 out of 5 can find a marketplace plan for $10 or less a month with cost assistance! Kyle was hired by FBS as one of our first benefit consultants in 2001 and became the President of the company in 2005. 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. 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. Pick A Theme Lose the stiff, corporate lingo and put a little fun back into open enrollment. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. The email is simply an introduction. Virtual & Washington, DC | February 26-28, 2023. Copyright 2023 Financial Benefit Services: Employee Benefit Solutions. Learn how ALEX makes benefits engagement a breeze for HR teams and consultants. Changes in dependent status - children can age out of dependent status or become eligible for dependent status during the year. Hi team, Putting money away for your retirement is important, but how important depends on the financial . Heres what you need to do to get and early start: [Instructions]. 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. This is the time for you to [Instructions], Were excited to bring you [Detail plan options and info]. Employers that are applicable large employers (ALEs) under the Affordable Care Act (ACA) may have additional concerns. But at the height of a pandemic, it's all the more troubling. You want to give your employer time to reassign any of your tasks. 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. About Us Highlight apps that put savings on autopilot. ), Subject line: Lets get smarter about 401K savings. Common qualifying life events include: Changes in marital status . Well, in an ideal world, youd be able to pair up every one of your employees with a savvy and charming financial guru who could look at their unique financial situation, and give tailored recommendations on how they should be spending their free dollarsi.e. Still, missing open enrollment can make a bad situation worse. As HR representatives address open. If appropriate coverage is offered to employees (regardless of whether they enroll) these employers will not be subject to the penalty. Sample 401K Communication to Employees. Making your employees aware of these tools doesnt guarantee theyll use them, of course. To qualify, individuals must have experienced a loss in permanent coverage due to a job change, layoff, becoming a college student, or missing open enrollment. The $('.container-footer').first().hide(); 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. What Is the Pregnant Workers Fairness Act (PWFA). If your organization doesn't offer auto-enrollment, then workers who miss the window may be left out in the cold without any coverage. Russ joined FBS in 2019 after working as a valued partner for 15 years and manages our ISDs group health program. Employees digest information in different ways. Pointers to pass along as open enrollment gets underway. 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. document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. 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. Consider implementing the following strategies: Offering adequate benefits education to your employees prior to and during the open enrollment period can help alleviate much of the confusion that they may face. 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. 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. If you improperly included an employee, you may have a . If youre offering new plans, however, passive enrollment isnt an option, so allow additional time and resources to communicate and follow up with employees. 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. COBRA - If you lose your job and elect to continue receiving benefits from your employer. He is a graduate of Texas Tech University with a Degree in Education. Written by In order to ensure that their businesses will not face any penalties, many ALEs should document that coverage has been offered. Sample 2: Excuse email for work absence due to sickness. 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. 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. Lets use a fall open enrollment as an example. 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. 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. 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. 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. It's possible the employee had actually selected benefits but failed to confirm their election for some reason. You can purchase coverage through the marketplace, but you wouldn't be eligible for any subsidy or anything (sounds like you make too much to qualify anyway). He currently serves as the benefit consultant for 15 of the 20 Educational Service Centers in the State of Texas. var temp_style = document.createElement('style'); Here are a few tips to make OE emails engaging and drive participation. Despite your own best efforts to communicate important information and deadlines, you may have employees who dont successfully enroll on time. The good news is that were here for you every step of the way! Are there any changes in my life that might make another health insurance choice more valuable this year? To request permission for specific items, click on the reuse permissions button on the page where you find the item. Bonus tip: Dont just send all these links in a one-time email. New Jersey Secure Choice Savings Program on the Horizon for Private Employers, How to Use HR Metrics to Improve Your Bottom Line. How the human resources department handles the lead-up to your companys open enrollment will define its success. (Feel free to copy-pastewe wont tell. Depending on your circumstances, your opportunities to enroll after the end of the annual open enrollment period may be limited. While just keeping whatever health coverage they had this year is tempting for employees, doing so may come with a substantial financial downside. Subject Line: Lets Talk Benefits! Employee satisfaction is one of the most important avenues toward greater productivity and business growth. 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. If a company operates based on the fiscal year, the ideal open enrollment time frame would be in October. Open Enrollment begins on Tuesday, October 15, 2019 and runs through 5 pm, Thursday, October 31, 2019You may enroll online through Employee Self. While employers have little ability to "bend the rules" for employees when they have missed open enrollment at work, there are some options that can help both employer and employee. , G&A Partners. If you missed open enrollment through your employer, you've probably already asked for their help but there may be nothing they can do. And there is a tool that can make that happen. Whatever the case, if you made a mistake during open enrollment, you're probably wondering if there's a way to make changes to your elections later on in the year. Only about one-third of employees (34 percent) have a . Make it easy on you and your team by taking advantage of our action plan and timeline. 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. Deadlines are vital when it comes to open enrollment. Hopefully, we'll be able to restore your employment after this critical time. Consider creating an email template. Open enrollment begins one month from now, beginning [DATE] until [DATE]. Sending out the open enrollment email to employees is just the first step. The UCPath communications sent to employees are attached for your reference. 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. Emails are essential for company-wide communication because every employee gets assigned a company email when hired. Share links to reputable personal finance blogs and podcasts. This is nothing new. 360 Degrees of Financial Literacy program by the American Institute of CPAs (AICPA) is urging employees to carefully review their family's financial situation and insurance options to pick the best coverage plan for their household. This site is protected by reCAPTCHA and Google, Minimum of 1 special character ($%/()[]{}=? "Thank you" You heard it here first! To help employees meet open enrollment deadlines, consider implementing internal company deadlines that build in a safety net. Be sure to communicate the time period with employees. In order to ensure that your employees are able to make the most out of the open enrollment period and the benefits your company provides, you should take an active role during open enrollment. coverage qualify for a special enrollment period to enroll in a Marketplace plan outside of the annual open enrollment period and may select a plan within 60 days of losing job-based coverage (either 60 days before or 60 days after). 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). Not all plans allow for mid-year changes, but you'll find that most do. 2175 N. Glenville Drive $("span.current-site").html("SHRM China "); 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. You want to provide employees with essential information about the upcoming benefits period that is engaging. 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. I realize that you, too, need to meet your monthly obligations in a timely manner, and such delays do not help. It often brings many questions and can be stressful on both sides of the communication flow. What is Evidence of Insurability (EOI)? Join 22,000+ HR pros who receive monthly employee benefits insights, straight to their inbox. Have questions about managing your own 401K? What makes the email essential is that you can send it to every employee through the companys email system. ** ALL OPTION CHANGES WILL BECOME EFFECTIVE JANUARY 1, 2020** The period from DECEMBER 11, 2019 through JANUARY 10, 2020 has been designated as the Annual Open Enrollment period during which employees who desire to change their health and/or dental insurance 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. Each year host a debriefing session to understand what worked and how to improve open enrollment the following year. ", 2. Open enrollment can be an extremely stressful and overwhelming time for both you and your employees. Thank them in advance for doing their part to make this a successful open enrollment. Jellyvision acquires Picwell to simplify the employee benefits puzzle! Did I pay out-of-pocket expenses this year that could be covered by an insurance option next year? Capture employees attention with benefits messages that stick. Here's what can happen and how HR can help. ensure a successful open enrollment period. (800) 583-6908 Her short-term financial situation is secure, so shes in a position to focus on her long-term goals. Home Depending on who the healthcare plan provider is, there may be contractual agreements that do not allow for enrollment . As part of the open enrollment process, employers should help make employees aware of what happens if they missed open enrollment. TO: Department Benefit Representatives (DBR's), FR:Tami Schmittgen, HR Leave Administration, Supervisor, RE: 2022 Open Enrollment communications to employees on leave of absence. 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;}'; Close the email out by reminding employees of the importance of benefits enrollment. Short-term coverage is typically cheaper than traditional health plans, but only relatively healthy individuals will qualify. *All Shipping prices displayed are for the lower 48 states only. What's New 2023 Open Enrollment Announcement Health, Dental and Vision Plan Costs PPO Saver - High Deductible Health Plan Information Open . You can also take an email communication and post it to the employee portal on your website. 4 in 10 employees who are able to save for retirement are now saving less as they continue to face financial hardships. You can buy your own insurance if you want. 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. Include with your email any attachments related to open enrollment. Here's what to expect: Why? If employees do miss open enrollment, provide opportunities for them to meet with HR or attend informational meetings that discuss their options to obtain coverage for the next year. In. These are just a few quick tips. If an employee misses . Now is the time to review your current benefits and prepare to make changes, if needed. Include a benefits portal on your company website so employees can enroll online at their convenience. Access exclusive research and insights on the future of employee benefits. 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. They influence President Biden signed the Pregnant Workers Fairness Act into law on December 29, 2022 BerniePortal is the all-in-one HR software solution at a fair price, so HR can focus on providing a good place to work. The open enrollment process is often confusing and time-consuming. Joan has a few thousand dollars saved for emergencies and no high-interest credit card debt. 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. My enrollment period at my job is in July and I missed it last year without being aware. look at employees who received a W-2 and participated in the 403(b) plan. Most employees receive a flood of work-related emails every single day. The date coverage starts depends on when you lose coverage and the date a plan is selected. For employer-sponsored health coverage, special enrollment period rules are in the Code of Federal Regulations. All you have to do to make changes to your benefits is to log into the online portal and make any changes. Ensure they know exactly what theyre supposed to do next. Welcome to Open Enrollment! Keep it brief. Email is not the only way to reach employees. * 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. But most advisors suggest putting away 15-20% of your paycheck if you can. For you, when employees miss this deadline, it can result in additional administrative burdens and unhappy or unproductive employees. Contractually, employers may not be able to accommodate employees who miss open enrollment, unless they qualify for a special enrollment period. The answer to your question may depend on whose open enrollment you missed and why. Youcouldadd the examples above into your general 401K messaging and call it a day. Employers can also gather status updates during the open enrollment period to view which employees have not completed enrollment. 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. Send them out as soon as you know that the applicant is not suitable for the role. Benefits Administration The Covered Connecticut program allows eligible applicants to enroll anytime. 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. Here are a few different scenarios you might find yourself in, and some advice for how to approach your 401K. pliance is currently $0. They must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Open enrollment begins [DATE] and closes [DATE]. Some states, however, do have penalties for individuals without minimum essential coverage. The open enrollment survey questions you ask largely will depend on the goals you are trying to measure. Employees are befuddled by their health care coverage. Drive more engagement in money-saving programs throughout the year. Think of it as an invitation. If an employee missed open enrollment at work, they are generally no longer eligible to sign up for benefits unless one of a few special exceptions applies. RE: 2022 Open Enrollment communications to employees on leave of absence. 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. We also keep your employer insurance premium costs in check so that your company has protection without placing undue stress on your budget. Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. Open with an engaging subject line and immediately set a positive tone. [Insert link to benefits portal and instructions]. So, if you find yourself surprised by a premium increase come January, you won't be able to change coverage. Remember, this is a guide to get you thinking about your message to employees. Since Greg has an emergency fund in place, it makes sense for him to fund his 401K until his employer match is reached. Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. 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. But why stop there? Its their opportunity to enroll or make changes to their employee benefits. Health Insurance Renewal Sample Letter to Employees By Mary Gormandy White, M.A., SHRM-SCP, SPHR YinYang / iStock via Getty Images If it's time for your company's group health plan to renew, it's advisable to notify your employees about the new plan options in writing. There are benefit fairs, promotional material, and banners on the company website. SHRM Online, October 2019, Simple Open-Enrollment Tips That Can Make a Big Difference, The more visibility you give them, the more likely your employees will dig in. After all the time and attention that HR pros give, missing open enrollment can make a bad situation worse, An employee may be in luck if they have a, a change to an individuals circumstances, which allows them to, Short-term, or limited-duration, coverage is a health insurance plan that is meant to only last a short time, like a few months to a year. Copyright The Regents of the University of California, Davis campus. Coop Consulting Agreement Your teams should start strategizing well before the announcement for open enrollment. If the employer gave proper notice to employees communicating open enrollment deadlines, there is very little that can be done legally to help the employee after the fact, so a proactive approach and providing detailed information before and during open enrollment works best.