Heres what this kind of targeted advice might look like in an email you send to your workforce. ", "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. What to Do When You Miss Open Enrollment - Verywell Health If youre offering new plans, however, passive enrollment isnt an option, so allow additional time and resources to communicate and follow up with employees. This years enrollment period runs from [enrollment period dates]. Members may download one copy of our sample forms and templates for your personal use within your organization. Benefits Administration Effective communication to employees can sometimes be a moving target. 1.) Send them out as soon as you know that the applicant is not suitable for the role. Putting money away for your retirement is important, but how important depends on the financial boat youre in. 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. (Let employees know if plans are changing or if new plans were added). All you have to do to make changes to your benefits is to log into the online portal and make any changes. Client Testimonials Ready to spend? Your teams should start strategizing well before the announcement for open enrollment. Benefits Technology } Cathy has been in the insurance industry for 28 years. Earn FSA Perks Points, unlock member-only rewards, and speed up the checkout process. Here's what to expect: Keep it brief. If you missed open enrollment through your employer, you've probably already asked for their help but there may be nothing they can do. Never miss out get the latest content delivered straight to your inbox. The call-to-action lets them know the open enrollment date, where they can find information, and when enrollment packets will become available. Consider creating an email template. In order to prevent these issues, it is important to understand what it means when an employee misses open enrollment and how it can affect your businessbefore it actually happens. 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. These include: Since there is little wiggle room with open enrollment deadlines, employers should focus on preventing employees from missing the annual deadline. These employers must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Please submit questions related to Open Enrollment for your employees on leave to Service Now > Leave Administration > Other Leave Questions. The The open enrollment survey questions you ask largely will depend on the goals you are trying to measure. Include a benefits portal on your company website so employees can enroll online at their convenience. Sample 4: Formal absent excuse letter due to an emergency. What to Do if an Employee Misses Open Enrollement PDF From: Mary Beth Morgan If an employee misses . 401Ks, IRAs, compounding interest, employer matching its enough to make the average employees head spin. Benefit terms would run from January 1st to December 31st. Not great for Dave! 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. As a result, your employees can latch on to the situation closest to their own, and feel more confident in their choices. 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. To learn more, schedule a consultation with one of our knowledgeable business advisors. I know how much you loved working there.". However, this may not be practical, especially for employees with growing families. In this article, we will focus on the importance of sending an open enrollment email to employees. It starts valuable dialog on whats being offered and how to take advantage of it. Sushma Tripathi, vice president of strategic advisory services at ADP, an HR management software and services provider, offered the following starter questions HR can ask to engage employees during open enrollment. To request permission for specific items, click on the reuse permissions button on the page where you find the item. 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. "There are many factors, both in a benefits plan and in one's personal life, that can change every year. Why Send an Open Enrollment Email to Employees? But why stop there? How the human resources department handles the lead-up to your companys open enrollment will define its success. You can get your own copy here. Weve got some exciting options this year so be prepared to make changes! How to Write an Employee Open Enrollment Email and Templates Most companies operate on a calendar fiscal year. Here are the key components of the email. Mr. James started his insurance career in 1993 with American Fidelity in Lubbock, Texas and remained with them until 2000. The open enrollment process is often confusing and time-consuming. Here are a few ideas: Also consider other help emails that explain the process in greater detail. Since Greg has an emergency fund in place, it makes sense for him to fund his 401K until his employer match is reached. If you have not defined any specific goals, then start by focusing on the enrollment experience as a whole, for example what did your employees like and what do they want to be different for next year. , they can enroll at any time, all year long. For an employee, missing this vital deadline can mean losing coverage, or being unable to change benefits elections, which can have a significant financial impact on the employee. Drafting an open enrollment email is not a daunting task. Her short-term financial situation is secure, so shes in a position to focus on her long-term goals. Theres no better time to talk about what to do with your free dollars than when an employee has just landed more free dollars, courtesy of payroll. Every employee has his or her own preferences when it comes to receiving important information. The point of offering healthcare employee benefits for employees is to ensure that they are properly cared for. 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;}'; 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. Copyright 2023 Financial Benefit Services: Employee Benefit Solutions. He would lose more money than hed gain if still carrying that debt. 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). Open enrollment is an important time of the year for employers, employees, and benefits vendors. Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. allsynx Platform Agreement Were hiringsee all of our open positions. Here are a few tips to make OE emails engaging and drive participation. Why? Start reviewing your benefit information now so youre ready when the time is right. Employees disseminate information differently, so you may need to consider other methods of engagement. 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. 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. Web here is the sample letter of the annual bonus letter to the employees. Log-in Now! To prevent these issues, its important to communicate to your employeesahead of timethe consequences of missing the open enrollment deadline. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. Pay employees your way and automate tax payments. Home Accessibility and clarity of complex information give employees and employers a better experience and promote higher levels of participation. Miss open enrollment? You've got options. - health insurance Tips for writing a professional excuse email. Deadlines are vital when it comes to open enrollment. look at employees who received a W-2 and participated in the 403(b) plan. Think of it as an invitation. 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. Think about it your employees are a unique set of people with their own needs, life circumstances and goals. Let's use a fall open enrollment as an example. 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. DOCX Vermont Education Health Initiative VEHI Careers, Terms of Use Copyright 2023 The Regents of the University of California. 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). Specifically, 29 CFR 2590.701-6, and in permitted election changes for Section 125 plans ( 26 CFR 1.125-4 ). Make a corrective contribution to the plan for the employees that compensates for their missed deferral opportunity. Each year host a debriefing session to understand what worked and how to improve open enrollment the following 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. Here's what to tell them. It's possible the employee had actually selected benefits but failed to confirm their election for some reason. 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. The ConnectorCare program in Massachusetts (for people who are newly eligible or who haven't enrolled before). 403(b) Plan Fix-It Guide - You didn't give all employees of the As part of the open enrollment process, employers should help make employees aware of what happens if they missed open enrollment. Need help with a specific HR issue like coronavirus or FLSA? Open with an engaging subject line and immediately set a positive tone. For you, when employees miss this deadline, it can result in additional administrative burdens and unhappy or unproductive employees. 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. For employer-sponsored health coverage, special enrollment period rules are in the Code of Federal Regulations. Our benefits fair will take place [insert dates, time, locations]. 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. 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. Medicaid provides health insurance to low-income individuals, while CHIP provides health insurance to children of low-income families. Be sure to include these details in your letter. If appropriate coverage is offered to employees (regardless of whether they enroll) these employers will not be subject to the penalty. Copyright The Regents of the University of California, Davis campus. Capture employees attention with benefits messages that stick. Now What? 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. [Insert link to benefits portal and instructions]. 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. My enrollment period at my job is in July and I missed it last year without being aware. 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 only exception to these terms is if an employee qualifies for a special enrollment period (SEP). 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. 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. Members can get help with HR questions via phone, chat or email. FBS Blog Hopefully, we'll be able to restore your employment after this critical time. Deadline to enroll for insurance to start Jan 1 is Dec 15. Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. Your friend isn't necessarily looking to get placated when they give you the bad news, and they may not have prepared for the adversity. By incorporating the mission of the university and the code of conduct, we believe strong communication will enhance understanding and foster positive work environments. Help employees save for retirement and reduce taxable income. Sample 401K Communication to Employees: A Template for HR Leaders ), Subject line: Lets get smarter about 401K savings. The UCPath communications sent to employees are attached for your reference. Please log in as a SHRM member. Its the start of Open Enrollment! [Instructions or refer to additional resources]. 2175 N. Glenville Drive 2023 Open Enrollment - Human Resources All of these options would result in him losing money beyond the cost of the surprise expense. Open enrollment is complex enough as it is. Many companies find communications difficult to manage during this time and participation is frequently low. 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. In order to offset any decrease in morale, it is important that you provide opportunities for the employee to meet with HR or to attend informational meetings that discuss his or her options to obtain coverage for the next year. Have questions about managing your own 401K? 12 Encouraging Messages to Share After a Job Loss | Cake Blog She and her team will provide the district with monthly billing services. The better employees understand open enrollment and the benefits they receive from participating, the higher engagement employers will see from their team. Sample Absent Excuse Letters for Missing Work After open enrollment ends, you can only make changes to your elections if you've experienced a qualifying life event. Dear Employee, The School District's Health Insurance open enrollment period for the INSERT year will begin on INSERT DATE. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. Changes made at open enrollment are effective January 1, 2023. Managing Organizational 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. PDF COVID-19 FAQs for Participants and Beneficiaries - DOL Were sharing some sample 401K communication to employees that you can use to get your message across. Legally, no. Communicating potential consequences to employees will encourage them to take the open enrollment deadline more seriously. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. Sending out the open enrollment email to employees is just the first step. Include with your email any attachments related to open enrollment. If you are looking to outsource Paychex can help you manage HR, payroll, benefits, and more from our industry leading all-in-one solution. You heard it here first! Making changes to how open enrollment is presented and discussed with a strategic plan can alleviate much of the frustration. As you know, open enrollment is open now and closes [DATE]. 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 IRS and FSA administrators understand that life changes and that you may need to make adjustments to your elections to accommodate for those changes. Don't leave your elections for the last minute as that can make you rush the process and leave you more susceptible to mistakes. How to Draft a Open Enrollment Email to Employees (With Template). Thank you for visiting theFSAstore.com Learning Center. So, if you find yourself surprised by a premium increase come January, you won't be able to change coverage. Short-term coverage is typically cheaper than traditional health plans, but only relatively healthy individuals will qualify. Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. 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. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { What Happens If an Employee Misses Open Enrollment? 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. You want to give your employer time to reassign any of your tasks. Most employees receive a flood of work-related emails every single day. COBRA - If you lose your job and elect to continue receiving benefits from your employer. Make Time for Employees Who Missed Open Enrollment. What's New 2023 Open Enrollment Announcement Health, Dental and Vision Plan Costs PPO Saver - High Deductible Health Plan Information Open . Following this time frame, your open enrollment email to employees would go out in mid-September. I realize that you, too, need to meet your monthly obligations in a timely manner, and such delays do not help. Keep your health in check (Feel free to copy-pastewe won't tell.) 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. Insurance and benefits plans can be cost prohibitive for companies that run smaller operations and/or do not have a large workforce. $("span.current-site").html("SHRM China "); Individuals who are below the income thresholds set by the government's programs can apply for coverage any time of year. }); if($('.container-footer').length > 1){ 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. They must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Individuals who are in transition may qualify to register for a short-term insurance plan if offered in their state. Your employer is not legally obligated to allow you to make changes to your elections after the open enrollment period has ended. Depending on your circumstances, your opportunities to enroll after the end of the annual open enrollment period may be limited. In order to ensure that their businesses will not face any penalties, many ALEs should document that coverage has been offered. To learn more, schedule a consultation with one of our knowledgeable business advisors. Brian has spearheaded branding and media communications at FBS and leads the Marketing Department as the Marketing Manager.