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. Why? Please let us know if you have questions! Here we have provided you with a template for your open enrollment email to employees. 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. (Let employees know if plans are changing or if new plans were added). Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. To prevent these issues, its important to communicate to your employeesahead of timethe consequences of missing the open enrollment deadline. Learn how Jellyvision can help you solve your clients toughest challenges. Provide instructions on how to log in. Were one day away from open enrollment! 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. If your HR team is already overloaded during open enrollment season, trusted HR consulting services can help lighten the load and generate ideas for the best ways to support your employees through open enrollment. You want to provide employees with essential information about the upcoming benefits period that is engaging. Deadlines are vital when it comes to open enrollment. !.,-_*|+~#). document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. Here are a few ideas: Also consider other help emails that explain the process in greater detail. When looking into the issue, work with the employee and the health insurance broker to make sure there wasnt an administrative error. 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. ", [SHRM members-only toolkit: 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. Be sure to include these details in your letter. Members can get help with HR questions via phone, chat or email. Standalone Consulting Agreement Sample 3: Letter of permission for missing work due to an important matter. How the human resources department handles the lead-up to your companys open enrollment will define its success. Please log into our benefits portal to make elections, update your contact information, and make any status changes. The official dates are [DATE] to [DATE]. 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. Communicating potential consequences to employees will encourage them to take the open enrollment deadline more seriously. If your organization doesn't offer auto-enrollment, then workers who miss the window may be left out in the cold without any coverage. Pick A Theme Lose the stiff, corporate lingo and put a little fun back into open enrollment. Emails are essential for company-wide communication because every employee gets assigned a company email when hired. Track employee time and maximize payroll accuracy. Pay employees your way and automate tax payments. The attachments can include: Getting essential information to employees is vital but shouldnt overwhelm the employee. 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. You can also take an email communication and post it to the employee portal on your website. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. You can get your own copy here. And there is a tool that can make that happen. Its equally important to understand why they missed the deadline and help them avoid the same mistake in the future. Were sharing some sample 401K communication to employees that you can use to get your message across. Session Information: Many companies host open enrollment sessions to help fully explain the offerings. Hopefully, we'll be able to restore your employment after this critical time. 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. RE: 2022 Open Enrollment communications to employees on leave of absence. Bretton Chatham Paychex tiene el compromiso de brindar recursos para la comunidad hispanohablante. Heres what this kind of targeted advice might look like in an email you send to your workforce. 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. But if not enough people participate in the program, the company may also not see the benefits. Most employees receive a flood of work-related emails every single day. (For context, the average 401K contribution in 2020 was 13.5%. The good news is that were here for you every step of the way! 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). Announce your benefits portal and upcoming benefits fairs. Therefore, your open enrollment for the new year will take place in October. Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. Written by We are looking forward to a successful enrollment season. Short-term coverage is typically cheaper than traditional health plans, but only relatively healthy individuals will qualify. * 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. Individuals who are below the income thresholds set by the government's programs can apply for coverage any time of year. All rights reserved. Not all plans allow for mid-year changes, but you'll find that most do. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. 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. 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. Sample 2: Excuse email for work absence due to sickness. So, for Joan, it makes sense to fund her 401K up to the company match and beyond, as much as she can afford. Why? As you know, open enrollment is open now and closes [DATE]. Open enrollment begins [DATE] and closes [DATE]. Open enrollment is an important time of the year for employers, employees, and benefits vendors. Be sure to communicate the time period with employees. Are there any changes in my life that might make another health insurance choice more valuable this year? 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. Hire, onboard, manage, and develop productive employees. 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. 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. Here are a few tips to make OE emails engaging and drive participation. Thank you for visiting theFSAstore.com Learning Center. 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. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. Don't leave your elections for the last minute as that can make you rush the process and leave you more susceptible to mistakes. 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. Remember, this is a guide to get you thinking about your message to employees. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date. If you are looking to outsource Paychex can help you manage HR, payroll, benefits, and more from our industry leading all-in-one solution. 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. Open enrollment begins one month from now, beginning [DATE] until [DATE]. Keep your health in check Help employees save for retirement and reduce taxable income. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { 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. 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. 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. If feasible, send your excuse letter before you miss work. Every employee has his or her own preferences when it comes to receiving important information. 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. 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. money left over after basic living expenses are covered. Enrollment ends Jan 15th in most states. For employer-sponsored health coverage, special enrollment period rules are in the Code of Federal Regulations. Copyright 2023 The Regents of the University of California. These include: Since there is little wiggle room with open enrollment deadlines, employers should focus on preventing employees from missing the annual deadline. Surveying your employees will help you clarify benefits options and the open enrollment process, demonstrate your willingness to set aside time to help answer their questions, and potentially reduce the number of employees that miss open enrollment. For you, when employees miss this deadline, it can result in additional administrative burdens and unhappy or unproductive employees. The portal can also include a count-down counter to encourage employees to enroll. 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. To get the ball rolling, a robust open enrollment email to employees is vital. ** 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 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. Put together educational materials when employees get a raise, and remind them that nows a good time to up their contribution if they can. ", 2. Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. 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. 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. Joan has a few thousand dollars saved for emergencies and no high-interest credit card debt. 401Ks, IRAs, compounding interest, employer matching its enough to make the average employees head spin. We've got great ideas for top health purchases before the Grace Period deadline. We endeavor to answer all inquiries within 24 hours on business days. Start reviewing your benefit information now so youre ready when the time is right. Sample 1: Excuse letter for work absence due to family matters. All rights reserved. Legally, employers are not required to do anything for employees who have missed the open enrollment deadline. $('.container-footer').first().hide(); document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); document.getElementById( "ak_js_2" ).setAttribute( "value", ( new Date() ).getTime() ); I am aBrokerCarrierEmployerCOBRA Participant. These are just a few quick tips. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Remind your employees about these resources regularly by highlighting a single resource every month. Open Enrollment Period: October 10, 2022 - October 31, 2022 This is the annual opportunity for you to make changes to your benefits and to add or drop eligible dependents from coverage. The only exception to these terms is if an employee qualifies for a special enrollment period (SEP). Here are a few tips to make OE emails engaging and drive participation. Subject Line: Were Two Weeks From Open Enrollment! I realize that you, too, need to meet your monthly obligations in a timely manner, and such delays do not help. 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. 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. Careers, Terms of Use Still, missing open enrollment can make a bad situation worse. Please submit questions related to Open Enrollment for your employees on leave to Service Now > Leave Administration > Other Leave Questions. The more visibility you give them, the more likely your employees will dig in. The ConnectorCare program in Massachusetts (for people who are newly eligible or who haven't enrolled before). 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. To apply for benefits and verify eligibility, individuals should complete the online screener application. I apologize for the delay in sending last month's paychecks. But how do you make sure your benefits communication strategy is up to par? 2. The open enrollment process is often confusing and time-consuming. 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. SHRM Online, September 2016. Its the start of Open Enrollment! Do I anticipate any new expenses next year that might change my current elections? But at the height of a pandemic, it's all the more troubling. Your session has expired. 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. This option is designed to provide temporary coverage in case of emergency health situations until the employee can regain permanent health insurance. Dave lives paycheck to paycheck and doesnt yet have an emergency fund. Brian has spearheaded branding and media communications at FBS and leads the Marketing Department as the Marketing Manager. Drafting an open enrollment email is not a daunting task. If you have questions please send to [email] or attend the upcoming Q&A [Date, time location]. HR processes need to be in place as a standard business practice. He would lose more money than hed gain if still carrying that debt. Example #3: Greg, Whos Got a Safety Net, But Whos Saddled With Lots of High-Interest Debt. Drive more engagement in money-saving programs throughout the year. Format for absence excuse letter. Client Testimonials By incorporating the mission of the university and the code of conduct, we believe strong communication will enhance understanding and foster positive work environments. But why stop there? He currently serves as the benefit consultant for 15 of the 20 Educational Service Centers in the State of Texas. Therefore, its important employers be proactive in their approach to open enrollment. [Insert link to benefits portal and instructions]. Changes in employment - this can mean starting a new job, quitting, or a transition from part-time to full-time work status. Need help with a specific HR issue like coronavirus or FLSA? Mistakes happen -- and it happens more than it probably should when people are choosing health insurance. Utilizing as many forms of communication as possible will enable you to reach more employees. You can buy your own insurance if you want. Now What? They must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. In. COBRA - If you lose your job and elect to continue receiving benefits from your employer. 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. Use a format that addresses the employee by name. $(document).ready(function () { Unless youre a financial expert or HR professional, figuring out retirement plans is no walk in the park. The opening of the email starts with a bold header letting employees know its time for open enrollment. In your hook, you want to get employees ready for open enrollment. Dear Employee, The School District's Health Insurance open enrollment period for the INSERT year will begin on INSERT DATE. He writes about HR, compliance, and benefits solutions. Paychex was founded over four decades ago to relieve the complexity of running a business and make our clients' lives easier, so they can focus on what matters most. (A version of this article appeared in Plan Sponsor magazine in February 2018.). Missing open enrollment means limited options, but here a few situations to consider: If an employee misses open enrollment, its important that HR first respond with empathy and understanding. Copyright 2023 Financial Benefit Services: Employee Benefit Solutions. To avoid these penalties, document that coverage has been offered by requiring employees to sign either: To help your employees make the most out of the open enrollment period and the benefits your company provides, consider implementing the following strategies: Offering benefits education to your employees prior to and during the open enrollment period can help minimize confusion and cut down on time spent addressing commonly asked questions. He is a graduate of Texas Tech University holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. Join 22,000+ HR pros who receive monthly employee benefits insights, straight to their inbox. Benefit terms would run from January 1st to December 31st. Learn more, Money Girls Quick and Dirty Tips for a Richer Life. 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. 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). Ready to spend? Provide contact information to let employees know how they can access Q & As, learn more about their benefits, and how to contact the human resources benefits specialist. Cathy has been in the insurance industry for 28 years. "Thank you" 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 an employee misses open enrollment, its important that HR first respond with empathy and understanding. 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. 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. (Feel free to copy-pastewe won't tell.) Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. 1.) 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. Employee satisfaction is one of the most important avenues toward greater productivity and business growth. Contractually, employers may not be able to accommodate employees who miss open enrollment, unless they qualify for a special enrollment period. Welcome to Open Enrollment! When writing an open enrollment letter, here are 5 things you should include: Timing: Open enrollment periods are often only a few weeks long. Coby now serves as the Senior Vice President of FBS managing a team of sales, marketing, and client implementation personnel. Request a consultation, so we discuss your payroll management and HR optimization needs. Your teams should start strategizing well before the announcement for open enrollment. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits.
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