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Have an upbeat message to let employees know this is a positive engagement. 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). The email is simply an introduction. If you have questions, dont hesitate to contact your benefits specialist[insert specialist contact information or provide a link]. As HR representatives address open enrollment meetings, speak with employees one-on-one and send out enrollment reminders, they can use these pointers to help employees make smart decisions. (Feel free to copy-pastewe won't tell.) Insurance and benefits plans can be cost prohibitive for companies that run smaller operations and/or do not have a large workforce. "Thank you" document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. Home Individuals who are in transition may qualify to register for a short-term insurance plan if offered in their state. For exactly that reason, its important to make sure you go beyond encouraging higher and higher 401(k) contributions (which only some employees can manage) and, instead meet your entire workforce where it iswith more empathetic, targeted, holistic financial guidance. The point of offering healthcare employee benefits for employees is to ensure that they are properly cared for. Also, remember the source of information. Center for Advocacy, Resources & Education (CARE), 2022 Salary Program for Non-Represented Staff, Resources for Trans and Non-Binary Employees. If feasible, send your excuse letter before you miss work. Example #3: Greg, Whos Got a Safety Net, But Whos Saddled With Lots of High-Interest Debt. 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. Depending on who the healthcare plan provider is, there may be contractual agreements that do not allow for enrollment . 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. Weve got some exciting options this year so be prepared to make changes! Deadlines are vital when it comes to open enrollment. To help employees meet open enrollment deadlines, consider implementing internal company deadlines that build in a safety net. Keep it brief. However, this may not be practical, especially for employees with growing families. Heres what this kind of targeted advice might look like in an email you send to your workforce. Coby joined FBS in 2007 as a Benefit Consultant and then rose to Vice President of Sales in 2013. (800) 583-6908 These employers must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Provide instructions on how to log in. Employees disseminate information differently, so you may need to consider other methods of engagement. * 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. Employee satisfaction is one of the most important avenues toward greater productivity and business growth. 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. Putting money away for your retirement is important, but how important depends on the financial boat youre in. Subject Line: Were Two Weeks From Open Enrollment! Learn more, Money Girls Quick and Dirty Tips for a Richer Life. He would lose more money than hed gain if still carrying that debt. I know how much you loved working there.". -Serve or call a benefits coordinator in the MCC Employee Benefits Department. Here are a few theme ideas to get you started: Rock Enroll - Music Theme Benny & The Benefits - Music Theme Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. In your hook, you want to get employees ready for open enrollment. They must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Help employees save for retirement and reduce taxable income. } Most companies operate on a calendar fiscal year. Bretton Chatham The 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. For employer-sponsored health coverage, special enrollment period rules are in the Code of Federal Regulations. Careers, Terms of Use HR managers should be prepared to address the common employee question "What is a special enrollment period?" If you have questions please send to [email] or attend the upcoming Q&A [Date, time location]. Picking an annual theme will keep your communications fresh and help unify all of your messages under one umbrella. Here we have provided you with a template for your open enrollment email to employees. But since he has high-interest credit card debt, Greg probably shouldnt contribute any more money to his 401Kbeyondthe match until his debt is repaid. 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. Drafting A Sample Email Most employees receive a flood of work-related emails every single day. If your benefits packages havent changed from the previous year, consider offering a passive enrollment, which automatically enrolls employees who dont wish to make any changes to their selections. Did the employee miss open enrollment because of. The attachments can include: Getting essential information to employees is vital but shouldnt overwhelm the employee. Posted on December 9, 2021 Sample 1: Excuse letter for work absence due to family matters. For [current year], we are maintaining [describe plan types] and have made the following changes: [describe plan 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. Do I anticipate any new expenses next year that might change my current elections? If youre offering new plans, however, passive enrollment isnt an option, so allow additional time and resources to communicate and follow up with employees. There are simple steps employers can take to ensure a successful open enrollment period. Therefore, its important employers be proactive in their approach to open enrollment. It starts valuable dialog on whats being offered and how to take advantage of it. The information must get to vendors to ensure employees elections are accessible on day one of your companys benefits plan year. I realize that you, too, need to meet your monthly obligations in a timely manner, and such delays do not help. Remind employees they will receive a confirmation of their changes. 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. Heres what you need to do to get started now! Need help with a specific HR issue like coronavirus or FLSA? Every employee has his or her own preferences when it comes to receiving important information. $("span.current-site").html("SHRM China "); 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. Its their opportunity to enroll or make changes to their employee benefits. The official dates are [DATE] to [DATE]. Now is the time to review your current benefits and prepare to make changes, if needed. 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. Like Every Letter, You Need To Start By Addressing Your Staff. The dates give your human resources department time to process and review employee elections and send them to the benefits providers. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. Please submit questions related to Open Enrollment for your employees on leave to Service Now > Leave Administration > Other Leave Questions. 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. Welcome to Open Enrollment! After open enrollment ends, you can only make changes to your elections if you've experienced a qualifying life event. As part of the open enrollment process, employers should help make employees aware of what happens if they missed open enrollment. 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(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { ), Subject line: Lets get smarter about 401K savings. To learn more, schedule a consultation with one of our knowledgeable business advisors. Email is not the only way to reach employees. Pointers to pass along as open enrollment gets underway. ensure a successful open enrollment period. Communicating potential consequences to employees will encourage them to take the open enrollment deadline more seriously. At-home diagnostic tools help you stay one step ahead. If an employee misses open enrollment, its important that HR first respond with empathy and understanding. When open enrollment ends, we know you'll receive an influx of employee questions about their options to sign up for healthcare. var currentUrl = window.location.href.toLowerCase(); 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. In this second sample, look for employees who should have been excluded from participation. Employers that are applicable large employers (ALEs) under the Affordable Care Act (ACA) may have additional concerns. We endeavor to answer all inquiries within 24 hours on business days. You have successfully saved this page as a bookmark. When writing an open enrollment letter, here are 5 things you should include: Timing: Open enrollment periods are often only a few weeks long. Written by Drive more engagement in money-saving programs throughout the year. All rights reserved. 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. Her past insurance experience includes roles as Marketing Supervisor, Account Management, and Account Executive at one of the largest insurance carriers of some of the largest employers in the state of Texas. 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. Employees digest information in different ways. Specifically, his 401(k)-related gains7%-9% annually, on averagewould most likely be less than the losses he would take on his credit card, lets say, 13%-17%. We can help you tackle business challenges like these. There are benefit fairs, promotional material, and banners on the company website. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. 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. As a result, your employees can latch on to the situation closest to their own, and feel more confident in their choices. Drafting an open enrollment email is not a daunting task. Writing a Good Job Rejection Letter. document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. Please log into our benefits portal to make elections, update your contact information, and make any status changes. is a benefits enrollment strategy that employers use to simplify the process and maintain benefits participation. Cathy has been in the insurance industry for 28 years. ", [SHRM members-only toolkit: Think of it as an invitation. The UCPath communications sent to employees are attached for your reference. 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. Open enrollment is complex enough as it is. Bonus tip: Dont just send all these links in a one-time email. 2. Many companies find communications difficult to manage during this time and participation is frequently low. Open Enrollment begins on Tuesday, October 15, 2019 and runs through 5 pm, Thursday, October 31, 2019You may enroll online through Employee Self. 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. The deadline to make any changes will be [DATE]. What makes the email essential is that you can send it to every employee through the companys email system. How the human resources department handles the lead-up to your companys open enrollment will define its success. Open Enrollment Email to Employees (Templates). Please submit the email address associated with your account to reset your password. (Feel free to copy-pastewe wont tell. But at the height of a pandemic, it's all the more troubling. What Is a Dependent Care FSA and How Does It Work? 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). document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); document.getElementById( "ak_js_2" ).setAttribute( "value", ( new Date() ).getTime() ); I am aBrokerCarrierEmployerCOBRA Participant. Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. The open enrollment process is often confusing and time-consuming. Here's what to expect: Common qualifying life events include: Changes in marital status . What is Evidence of Insurability (EOI)? We also keep your employer insurance premium costs in check so that your company has protection without placing undue stress on your budget. 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. Your session has expired. Russ joined FBS in 2019 after working as a valued partner for 15 years and manages our ISDs group health program. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. The IRS states that a qualifying event must have an impact on your insurance needs or change what health insurance plans that you qualify for. Never miss out get the latest content delivered straight to your inbox. 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. If an employee misses . Your employer is not legally obligated to allow you to make changes to your elections after the open enrollment period has ended. - Workest Your Employee Missed Open Enrollment for Health Insurance. He is a graduate of Texas Tech University with a Degree in Education. 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. Don't leave your elections for the last minute as that can make you rush the process and leave you more susceptible to mistakes. Start reviewing your benefit information now so youre ready when the time is right. Some states, however, do have penalties for individuals without minimum essential coverage. 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. My enrollment period at my job is in July and I missed it last year without being aware. 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. Close the email out by reminding employees of the importance of benefits enrollment. Therefore, your open enrollment for the new year will take place in October. 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. 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. However, most have an actively at work or similar provision, and wording regarding the inability to make an election because of extentuating circumstances. Making your employees aware of these tools doesnt guarantee theyll use them, of course. 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. 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.