sample letter to employees who missed open enrollment

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, What Is a Dependent Care FSA and How Does It Work? Short-term insurance is a plan that provides health insurance for 30-364 days (depending on your state) to act as a stopgap when there is a lapse in longer health coverage. 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. *All Shipping prices displayed are for the lower 48 states only. He just cant beat a 100% return on his money. Were hiringsee all of our open positions. Youcouldadd the examples above into your general 401K messaging and call it a day. HR teams can send additional reminders to those employees and follow up with them individually so they dont miss the deadline. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. 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). I apologize for the delay in sending last month's paychecks. The Covered Connecticut program allows eligible applicants to enroll anytime. It's possible the employee had actually selected benefits but failed to confirm their election for some reason. To learn more, schedule a consultation with one of our knowledgeable business advisors. 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. Subject Line: Tomorrow Is The Day For Open Enrollment! Most companies operate on a calendar fiscal year. Benefit terms would run from January 1st to December 31st. As HR representatives address open. Here are some points you can (and should) include: Be Concise, and Swift. If you are concerned about complying with ACA in any regard, please contact us to discuss one of our many options to help. Comprehensive coverage for your business, property, and employees. Written by And to make matters worse, employees are skittish about their retirement savings right now thanks to COVID. Need help with a specific HR issue like coronavirus or FLSA? A sample of the email notification from HR Leave Administration is also attached. Writing a good job rejection letter is not as hard as you think it is! a global pandemic that's been hard to predict, improve or enhance open enrollment communication. If an employee misses open enrollment, its important that HR first respond with empathy and understanding. What's New 2023 Open Enrollment Announcement Health, Dental and Vision Plan Costs PPO Saver - High Deductible Health Plan Information Open . Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. Why Send an Open Enrollment Email to Employees? 1.) He currently serves as the benefit consultant for several of the FBS Benefit Co-Operatives and many standalone school districts. Standalone Consulting Agreement Include with your email any attachments related to open enrollment. Unless youre a financial expert or HR professional, figuring out retirement plans is no walk in the park. He currently serves as the benefit consultant for 15 of the 20 Educational Service Centers in the State of Texas. Privacy Policy Track employee time and maximize payroll accuracy. Here's what this kind of targeted advice might look like in an email you send to your workforce. 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). SHRM Online, September 2016. We can help you tackle business challenges like these. Now What? All Rights Reserved. While just keeping whatever health coverage they had this year is tempting for employees, doing so may come with a substantial financial downside. In order to ensure that none of our employees in this status were missed by the cutoff date, HR Leave Administration . if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { Employee satisfaction is one of the most important avenues toward greater productivity and business growth. Emails are essential for company-wide communication because every employee gets assigned a company email when hired. 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. As a result, your employees can latch on to the situation closest to their own, and feel more confident in their choices. Were one day away from open enrollment! But why stop there? Remote employment has become popular in the past few years, with more employers opting for this new way of doing things. Here are a few ideas: Also consider other help emails that explain the process in greater detail. Putting money away for your retirement is important, but how important depends on the financial boat youre in. Mr. James started his insurance career in 1993 with American Fidelity in Lubbock, Texas and remained with them until 2000. 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). Business Associate Agreement Do I anticipate any new expenses next year that might change my current elections? Regularly educating employees: Providing multiple information channels during open enrollment can ensure that employees are well-informed and have the resources to make decisions about their benefits. Are there any changes in my life that might make another health insurance choice more valuable this year? 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. The information below covers what open enrollment is and what you may do during this time. 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. 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. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. Contractually, employers may not be able to accommodate employees who miss open enrollment, unless they qualify for a special enrollment period. 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. Changes in marital status - Getting married, divorced, separated, or if your spouse passes away. The answer to your question may depend on whose open enrollment you missed and why. 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. Learn more, Money Girls Quick and Dirty Tips for a Richer Life. Please let us know if you have questions! Please let us know if you have questions by replying to this email! Open Enrollment begins on Tuesday, October 15, 2019 and runs through 5 pm, Thursday, October 31, 2019You may enroll online through Employee Self. Your teams need ample time for payroll processing. To help employees meet open enrollment deadlines, consider implementing internal company deadlines that build in a safety net. SHRM Online, October 2019, Simple Open-Enrollment Tips That Can Make a Big Difference, Be sure to check your state laws. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Its recommended the announcement email should go out two weeks before benefits packages are made available to all employees. RE: 2022 Open Enrollment communications to employees on leave of absence. 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. Help employees save for retirement and reduce taxable income. The more visibility you give them, the more likely your employees will dig in. 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. Short-term coverage is typically cheaper than traditional health plans, but only relatively healthy individuals will qualify. In this article, we will focus on the importance of sending an open enrollment email to employees. Managing Organizational Communication]. After open enrollment ends, you can only make changes to your elections if you've experienced a qualifying life event. 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. Client Testimonials What is Evidence of Insurability (EOI)? Email is not the only way to reach employees. How Can HR Help an Employee Who Misses 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. Richardson, TX. Session Information: Many companies host open enrollment sessions to help fully explain the offerings. 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. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRMs permission. If your organization doesn't offer auto-enrollment, then workers who miss the window may be left out in the cold without any coverage. Provide information in a wide variety of ways including: Ask your employees if they like the way information is being provided, if they would prefer information be distributed in different ways, or if they have questions that have yet to be answered. After open enrollment ends, you can only make changes to your elections if you've experienced a qualifying life event. HR is still the caretaker of company culture, even when administering benefits. By incorporating the mission of the university and the code of conduct, we believe strong communication will enhance understanding and foster positive work environments. What Is the Pregnant Workers Fairness Act (PWFA). Effective communication to employees can sometimes be a moving target. [Instructions or refer to additional resources]. Sample 3: Letter of permission for missing work due to an important matter. 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. G&A Partners offers small- and mid-sized companies access to top-quality benefits options by leveraging the buying power of thousands of client companies when negotiating with providers. Get benefits strategy and communication tips that will make you even better at your job. Many employers even offer benefits education during open enrollment to help employees understand their options and make informed decisions. 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. 2175 N. Glenville Drive Heres what you need to do to get started now! Pay employees your way and automate tax payments. Also, remember the source of information. Category. We encourage all employees and supervisors to treat others with equality and respect. 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. } Copyright 2023 Financial Benefit Services: Employee Benefit Solutions. }); if($('.container-footer').length > 1){ Access exclusive research and insights on the future of employee benefits. So, for Joan, it makes sense to fund her 401K up to the company match and beyond, as much as she can afford. If you're married, discuss your elections with your spouse to ensure that the whole family is on the same page for the upcoming benefit year. Plans like, short-term coverage and critical illness allow year-round enrollment but are not regulated by the. These employers must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. In. Please submit questions related to Open Enrollment for your employees on leave to Service Now > Leave Administration > Other Leave Questions. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. As the Director of Client Services at FBS, Cathy oversees the Billing, Clent Service, and Account Executive teams and is available to assist in escalated matters, if necessary. 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. The opening of the email starts with a bold header letting employees know its time for open enrollment. This years enrollment period runs from [enrollment period dates]. Here we have provided you with a template for your open enrollment email to employees. 2. SHRM Online, September 2019, 10 Questions for Employees Choosing a Health Plan, Attached is a flier with more details but please reply here and let us know if you have questions! Every employee has his or her own preferences when it comes to receiving important information. 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. Still, missing open enrollment can make a bad situation worse. These are just a few quick tips. To get the ball rolling, a robust open enrollment email to employees is vital. Drafting an open enrollment email is not a daunting task. Subject line: Let's get smarter about 401K savings. So offering smart 401K advice for employees is an especially important part of helping your employees recover from a challenging year. He is a graduate of Texas Tech University with a Degree in Education. In this second sample, look for employees who should have been excluded from participation. Legally, no. If youre offering new plans, however, passive enrollment isnt an option, so allow additional time and resources to communicate and follow up with employees. But it will show that you have their best interests in mindwhich, when it comes to creating change, is half the battle. Medicaid provides health insurance to low-income individuals, while CHIP provides health insurance to children of low-income families. Center for Advocacy, Resources & Education (CARE), 2022 Salary Program for Non-Represented Staff, Resources for Trans and Non-Binary Employees. (Feel free to copy-pastewe wont tell. Although many of these suggestions are not legal requirements, it is in your best interest to take these steps in order to protect your business and its productivity. Many companies find communications difficult to manage during this time and participation is frequently low. If a company operates based on the fiscal year, the ideal open enrollment time frame would be in October. Employers that are applicable large employers (ALEs) under the Affordable Care Act (ACA) may have additional concerns. Here are a few tips to make OE emails engaging and drive participation. Open enrollment is an annual window when you can enroll in health coverage, switch to a different plan, or drop your coverage (that last point is only applicable if you have an employer-sponsored plan; self-purchased individual/family plans can be dropped at any time). We are looking forward to a successful enrollment season. These include: Since there is little wiggle room with open enrollment deadlines, employers should focus on preventing employees from missing the annual deadline. 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. Learn how Jellyvision can help you solve your clients toughest challenges. 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. Letter Template #1. } 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. Enrollment ends Jan 15th in most states. 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. As Billing Manager, she assists in the day to day accounting processing for her team and is available to handle any escalated billing matters. You can also take an email communication and post it to the employee portal on your website. allsynx Platform Agreement Benefits Technology 2023 FSA Store Inc. All Rights Reserved. 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. Please log in as a SHRM member before saving bookmarks. Consider also whether or not your company should offer auto-enrollment to help employees avoid missing open enrollment. Most companies operate on a calendar fiscal year. (800) 583-6908 Partnering with a respected third-party administrator is a great way to help educate your employees on their benefits and help make sure they get the most out of the open enrollment experience. At many organizations, the open enrollment season for 2020 employer-sponsored benefits is under way or about to begin. } After all the time and attention that HR pros give, missing open enrollment can make a bad situation worse, An employee may be in luck if they have a, a change to an individuals circumstances, which allows them to, Short-term, or limited-duration, coverage is a health insurance plan that is meant to only last a short time, like a few months to a year. And if you have any questions or are uncertain about anything in the process, contact your HR department - they'll help you navigate the open enrollment steps and clarify anything you don't understand. pliance is currently $0. Weve got some exciting options this year so be prepared to make changes! The official dates are [DATE] to [DATE]. There are benefit fairs, promotional material, and banners on the company website. 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. (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). Mistakes happen -- and it happens more than it probably should when people are choosing health insurance. Subject Line: Heads Up: Open Enrollment Details Coming Your Way. 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. Individuals who are in transition may qualify to register for a short-term insurance plan if offered in their state. ", [SHRM members-only toolkit: All rights reserved. You will not be subject to this penalty if you have offered appropriate coverage to employees, regardless of whether they enrolled in coverage. Benefit Cooperatives 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. Use a format that addresses the employee by name. See attached flyer. Get ready to discuss all things benefits! Share links to reputable personal finance blogs and podcasts. Bretton is an aPHR-certified member of the Marketing Team at Bernard Health. 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. Get the cold and allergy relief you deserve. 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. Bonus tip: Dont just send all these links in a one-time email. COBRA Service Agreement, Benefits Consulting Your teams should start strategizing well before the announcement for open enrollment. Earn FSA Perks Points, unlock member-only rewards, and speed up the checkout process. Make Sure You're Getting the Best Deal, Jaleigh White, a member of the AICPA Financial Literacy Commission, noted that "even though the volume of an open-enrollment benefits package can seem overwhelming, employees would benefit from taking 30 minutes, at least, to read through all materials and explore the impact of any changes the company is making to their benefits, and carefully consider any changes to their personal situation that could impact their elections for the coming year.". University of California, Davis, One Shields Avenue, Davis, CA 95616 | 530-752-1011. Provide instructions on how to log in. While employers have certain responsibilities to notify employees about benefits-related deadlines, the responsibility of registering for benefits and completing any required paperwork falls on the employee. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. Everything You Need Is Inside! Deadlines are vital when it comes to open enrollment. Like Every Letter, You Need To Start By Addressing Your Staff.

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