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Benefits Open Enrollment Checklist

A comprehensive list of all things that need to be reviewed when planning for Open Enrollment

 

  1. Planning for EverythingBenefits
    1. How to prepare for Open Enrollment with EverythingBenefits
    2. EverythingBenefits Open Enrollment Frequently Asked Questions
  2. Reviewing Benefit Plan Rates and Features
    1. Navigation: Settings > Profiles/Policies > Benefits > Benefit Plan Designer
    2. Benefit Plan Designer Walkthrough Video
  3. Reviewing Benefit Profiles
    1. Navigation: Settings > Profiles/Policies > Benefits > Profiles
    2. Check on all instructions and Explanations
    3. If possible, use wording that won't need to be updated every year
    4. Checking for Current or New Benefits (don't delete the old plans, they should be end-dated instead)
    5. How to verify all employees have Benefit Profiles assigned
  4. Testing
    1. Navigation: Settings > Profiles/Policies > Benefits > Profiles
    2. Enter Enrollment Dates for the new year
    3. Clone your newly updated Benefit Profile so that you can have an enrollment period that includes Today, which will allow you to go through the process before everyone else
    4. Attach this test profile to yourself or a test employee to see the whole process
  5. Cleaning Up Old Enrollments
    1. Navigation: Team > Benefits > Enrollment Requests > Change Request Summary
    2. Filter the Status column to anything in New, Submitted, or Rejected
    3. This is not only a good time to clean everything up, but leaving any open enrollments pending from last year will not allow the employee to start this year's enrollment properly
  6. Announcements and Notifications
    1. Navigate: Settings > Global Setup > Notifications
    2. How to set-up the "Announcement Created" Notification
    3. Some other helpful notification types you may want to review or add are:
      1. Incomplete New Hire Enrollment/Incomplete Open Enrollment
      2. Open Enrollment Start Date
      3. Open Enrollment End Date
  7. Reviewing Open Enrollment Reports During
    1. Navigation: My Reports > Benefits Reports > Benefit Open Enrollment Status
  8. Approving Open Enrollment Submissions
    1. Navigation: Team > Benefits > Enrollment Requests > Change Request Summary
    2. Be sure to approve New Hire Enrollments and Life Change Events before approving Open Enrollment. If an employee submitted both a life change event and an open enrollment event separately, the start dates need to be applied to the employee in the correct order.
    3. Make sure to approve the requests at least 1 day before EverythingBenefits sends your Open Enrollment files, or at least 6 days after your Open Enrollment period ends. 
  9. Extending Open Enrollment (if necessary)
    1. Be careful if you have EverythingBenefits! Your Open Enrollment files are scheduled to send automatically ahead of time, so if you extend your enrollment dates, later enrollments may not be included on your Open Enrollment files to your carriers.
    2. Email support@fuseworkforce.com if you need to extend or move dates for EverythingBenefits.
  10. What to do if an employee needs to make changes after submitting enrollment
  11. New Hires near Plan Year Renewal Options 
    1. Life Change Event: The employee can complete a life change event and select January 1 as the effective date. As long as the correct date is selected, the employee can enroll in the appropriate plans without any additional profile changes.
    2. Open Enrollment: Alternatively, you can configure a temporary benefit profile that allows the employee to complete Open Enrollment for the upcoming plan year without having to select the correct effective date through a life change event.