RE: 2022 Open Enrollment communications to employees on leave of absence. The open enrollment process is often confusing and time-consuming. Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. Individuals who are below the income thresholds set by the government's programs can apply for coverage any time of year. COBRA Service Agreement, Benefits Consulting Learn how SHRM Certification can accelerate your career growth by earning a SHRM-CP or SHRM-SCP. Keep in mind, though, that employees must make changes to their flexible spending accounts or health savings accounts each year. , they can enroll at any time, all year long. Earn FSA Perks Points, unlock member-only rewards, and speed up the checkout process. You want to give your employer time to reassign any of your tasks. (For context, the average 401K contribution in 2020 was 13.5%. Open Enrollment is your annual opportunity to review your benefit plan options and make . The most beneficial ways in which you can help the employee is by offering additional opportunities for education and by asking for feedback regarding the process so that you can work to prevent this from happening again in the future. This years enrollment period runs from [enrollment period dates]. (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). is a benefits enrollment strategy that employers use to simplify the process and maintain benefits participation. 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. The opening of the email starts with a bold header letting employees know its time for open enrollment. -Serve or call a benefits coordinator in the MCC Employee Benefits Department. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. 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. HR teams can send additional reminders to those employees and follow up with them individually so they dont miss the deadline. HR processes need to be in place as a standard business practice. Changes in marital status - Getting married, divorced, separated, or if your spouse passes away. 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. Help employees save for retirement and reduce taxable income. If an employee misses open enrollment, its important that HR first respond with empathy and understanding. Employers that are applicable large employers (ALEs) under the Affordable Care Act (ACA) may have additional concerns. 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. Notice to All Employees - Annual Open Enrollment Period 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. Changes in employment - this can mean starting a new job, quitting, or a transition from part-time to full-time work status. The official dates are [DATE] to [DATE]. At-home diagnostic tools help you stay one step ahead. Missed the open enrollment for my employer's benefits. 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. It often brings many questions and can be stressful on both sides of the communication flow. Human Resources - Sample Letters to Employees This option is designed to provide temporary coverage in case of emergency health situations until the employee can regain permanent health insurance. Youcouldadd the examples above into your general 401K messaging and call it a day. If your organization doesn't offer auto-enrollment, then workers who miss the window may be left out in the cold without any coverage. Consider also whether or not your company should offer auto-enrollment to help employees avoid missing open enrollment. 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. Legally, no. Sample Absent Excuse Letters for Missing Work Copyright The Regents of the University of California, Davis campus. Pick A Theme Lose the stiff, corporate lingo and put a little fun back into open enrollment. Your teams need ample time for payroll processing. These are just a few quick tips. Sample 401K Communication to Employees. So, for Joan, it makes sense to fund her 401K up to the company match and beyond, as much as she can afford. Here's what can happen and how HR can help. Legally, employers are not required to do anything for employees who have missed the open enrollment deadline. ACA Compliance, Medical Consulting As Billing Manager, she assists in the day to day accounting processing for her team and is available to handle any escalated billing matters. 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. PDF From: Mary Beth Morgan $("span.current-site").html("SHRM China "); 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 allemployees currently on a leave of absence regardless of pay status. How to Write An Excuse Letter for Missing Work (with Examples) 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. Changes in number of dependents - if you have a child, adopt a child, or if a child passes away. If your organization doesn't offer auto-enrollment, then workers who miss the window may be left out in the cold without any coverage. 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). . 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. Howevereven when it's for their benefit(s)your priorities are not always their priorities, and some workers may put it off, thinking they'll have more time to ask questions and get clarification later. Stop the sniffles To provide managers and supervisors with the guidance they may need in times of crucial communication, Employee & Labor Relations has prepared sample letters for supervisors to deliver to employees: Please consult with your Employee Relations Consultantat UC Davis and UC Davis Health regarding any of these letters. The first step in achieving this is to provide as much information as possible in many different forms, such as flyers, posters, emails and videos. 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. 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. Category. Careers, Terms of Use Members can get help with HR questions via phone, chat or email. 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. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. money left over after basic living expenses are covered. Posted on December 9, 2021 Mistakes happen -- and it happens more than it probably should when people are choosing health insurance. He just cant beat a 100% return on his money. Keep letters professional and to the point. 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). What is Evidence of Insurability (EOI)? Ready to spend? HR is still the caretaker of company culture, even when administering benefits. 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. Open enrollment begins [DATE] and closes [DATE]. After open enrollment ends, you can only make changes to your elections if you've experienced a qualifying life event. In order to ensure that none of our employees in this status were missed by the cutoff date, HR Leave Administration . If you missed open enrollment through your employer, you've probably already asked for their help but there may be nothing they can do. But how do you make sure your benefits communication strategy is up to par? 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, Open Enrollment begins on Tuesday, October 15, 2019 and runs through 5 pm, Thursday, October 31, 2019You may enroll online through Employee Self. Picking an annual theme will keep your communications fresh and help unify all of your messages under one umbrella. 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. 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. Never miss out get the latest content delivered straight to your inbox. Employees disseminate information differently, so you may need to consider other methods of engagement. You heard it here first! 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. 2023 Open Enrollment - Human Resources If an employee misses . Here are some points you can (and should) include: Be Concise, and Swift. Here are a few theme ideas to get you started: Rock Enroll - Music Theme Benny & The Benefits - Music Theme Remind employees they will receive a confirmation of their changes. 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. If youre offering new plans, however, passive enrollment isnt an option, so allow additional time and resources to communicate and follow up with employees. ), Example #2: Dave, Who Has No Emergency Fund. Sample 1: Excuse letter for work absence due to family matters. See attached flyer. Don't leave your elections for the last minute as that can make you rush the process and leave you more susceptible to mistakes. Following this time frame, your open enrollment email to employees would go out in mid-September. Writing a good job rejection letter is not as hard as you think it is! Did the employee miss open enrollment because of. ), Subject line: Lets get smarter about 401K savings. ", "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. 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. Most companies operate on a calendar fiscal year. Do I anticipate any new expenses next year that might change my current elections? 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. Highlight apps that put savings on autopilot. 403(b) Plan Fix-It Guide - You didn't give all employees of the Here's what this kind of targeted advice might look like in an email you send to your workforce. Please submit the email address associated with your account to reset your password. Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. Center for Advocacy, Resources & Education (CARE), 2022 Salary Program for Non-Represented Staff, Resources for Trans and Non-Binary Employees. 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. Thank them in advance for doing their part to make this a successful open enrollment. 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. Open enrollment consumes a large amount of HR's time and energy, making it nearly impossible to forget about. 1 NOTICE TO ALL EMPLOYEES - 2020 ANNUAL OPEN ENROLLMENT PERIOD FOR OPTION CHANGES IN HEALTH AND DENTAL INSURANCE PLAN COVERAGE. Were hiringsee all of our open positions. 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. Why? 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. He currently serves as the benefit consultant for 15 of the 20 Educational Service Centers in the State of Texas. But at the height of a pandemic, it's all the more troubling. Copyright 2023 Financial Benefit Services: Employee Benefit Solutions. Here are a few tips to make OE emails engaging and drive participation. Use a format that addresses the employee by name. 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. But why stop there? This is nothing new. For Workers and Families For Employers and Advisers If you've lost your job, had your hours reduced, or experienced other qualifying events there are options available to workers and their families to maintain health coverage, including the Consolidated Omnibus Budget Reconciliation Act, or COBRA. 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. 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;}'; Be sure to include these details in your letter. Need help with a specific HR issue like coronavirus or FLSA? However, this may not be practical, especially for employees with growing families. Mr. James started his insurance career in 1993 with American Fidelity in Lubbock, Texas and remained with them until 2000. We are available 24 hours a day / 7 days a week. Your Employee Missed Open Enrollment for Health Insurance - Workest Even with weeks of communication in advance, employees may report that they missed open enrollment at work. Everything You Need Is Inside! Unless youre a financial expert or HR professional, figuring out retirement plans is no walk in the park. PDF COVID-19 FAQs for Participants and Beneficiaries - DOL Sample 3: Letter of permission for missing work due to an important matter. If Dave finds himself suddenly having to pay for something unexpected (like a broken transmission or a flooded basement) and doesnt have cash saved up, his options for paying off this bill are to a) raid his existing 401K funds and pay a penalty, (b) take out a loan against his account, reducing his after-tax pay by paying back principle and interest, or (c) use a high-interest credit card. Start reviewing your benefit information now so youre ready when the time is right. If you have questions, dont hesitate to contact your benefits specialist[insert specialist contact information or provide a link]. The date coverage starts depends on when you lose coverage and the date a plan is selected. 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). Cathy has been in the insurance industry for 28 years. To apply for benefits and verify eligibility, individuals should complete the online screener application. The only exception to these terms is if an employee qualifies for a special enrollment period (SEP). 2022 Open Enrollment communications to employees on leave of absence Remind your employees about these resources regularly by highlighting a single resource every month. However, most have an actively at work or similar provision, and wording regarding the inability to make an election because of extentuating circumstances. Section 125 plans are used by most employers that offer health coverage, as they are the mechanism that allows . Thank you for visiting theFSAstore.com Learning Center. Get ready to discuss all things benefits! What Is the Pregnant Workers Fairness Act (PWFA). Drafting an open enrollment email is not a daunting task. ", [SHRM members-only toolkit: 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. Bretton is an aPHR-certified member of the Marketing Team at Bernard Health. 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. Here are the key components of the email. ** 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 Dear Employee, The School District's Health Insurance open enrollment period for the INSERT year will begin on INSERT DATE. Track employee time and maximize payroll accuracy. 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. You can also take an email communication and post it to the employee portal on your website. Make a corrective contribution to the plan for the employees that compensates for their missed deferral opportunity. Did I pay out-of-pocket expenses this year that could be covered by an insurance option next year? 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 you improperly included an employee, you may have a . What makes the email essential is that you can send it to every employee through the companys email system. 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. Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. Please confirm that you want to proceed with deleting bookmark. The more visibility you give them, the more likely your employees will dig in. If youre encouragingallyour employees to putas much as they caninto their 401(k), I hate to break it to you, but you may be causing more harm than good. 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. Home In reviewing the following information, you are taking the first step toward securing your. 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. 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. 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. To provide managers and supervisors with the guidance they may need in times of crucial . (Let employees know if plans are changing or if new plans were added). You will not be subject to this penalty if you have offered appropriate coverage to employees, regardless of whether they enrolled in coverage. 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.