These employers must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Why Send an Open Enrollment Email to Employees? Thank them in advance for doing their part to make this a successful open enrollment. But it will show that you have their best interests in mindwhich, when it comes to creating change, is half the battle. Here are a few tips to make OE emails engaging and drive participation. 2023 FSA Store Inc. All Rights Reserved. $("span.current-site").html("SHRM China "); Jellyvision acquires Picwell to simplify the employee benefits puzzle! If you missed open enrollment through your employer, you've probably already asked for their help but there may be nothing they can do. Here are a few different scenarios you might find yourself in, and some advice for how to approach your 401K. Please log into our benefits portal to make elections, update your contact information, and make any status changes. These are just a few quick tips. Consider also whether or not your company should offer auto-enrollment to help employees avoid missing open enrollment. 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. } 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. Standalone Consulting Agreement Employers that are applicable large employers (ALEs) under the Affordable Care Act (ACA) may have additional concerns. 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. We are available 24 hours a day / 7 days a week. The deadline to make any changes will be [DATE]. 3 Open Enrollment Reminders for Employeesand HR At many organizations, the open enrollment season for 2020 benefits is underway or about to begin. To qualify, individuals must have experienced a loss in permanent coverage due to a job change, layoff, becoming a college student, or missing open enrollment. Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. Communicating potential consequences to employees will encourage them to take the open enrollment deadline more seriously. You want to provide employees with essential information about the upcoming benefits period that is engaging. 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. Therefore, its important employers be proactive in their approach to open enrollment. During open enrollment, HR representatives often block off hours in their calendars to respond to employee questions about coverage, requirements, and deadlines. Not all plans allow for mid-year changes, but you'll find that most do. 1.) 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. Here's our employee furlough letter sample: Dear [ employee_name ], I'm sorry to inform you that your position will be put temporarily on furlough due to urgent business conditions, from [ date] to [ date ]. If feasible, send your excuse letter before you miss work. Following this time frame, your open enrollment email to employees would go out in mid-September. What is Evidence of Insurability (EOI)? 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. Stacia will assign and work with an FBS Billing Coordinator to work with the district on consolidated billing, discrepancies, and other billing matters. Changes in employment - this can mean starting a new job, quitting, or a transition from part-time to full-time work status. Comprehensive coverage for your business, property, and employees. else if(currentUrl.indexOf("/about-shrm/pages/shrm-mena.aspx") > -1) { Here are some points you can (and should) include: Be Concise, and Swift. Ensure they know exactly what theyre supposed to do next. Remind your employees about these resources regularly by highlighting a single resource every month. Keep letters professional and to the point. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. Russ continues to support districts across the state with their risk management programs. 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. Please submit the email address associated with your account to reset your password. The date coverage starts depends on when you lose coverage and the date a plan is selected. 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. If your organization doesn't offer auto-enrollment, then workers who miss the window may be left out in the cold without any coverage. Employee satisfaction is one of the most important avenues toward greater productivity and business growth. He would lose more money than hed gain if still carrying that debt. 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.". var temp_style = document.createElement('style'); We've got great ideas for top health purchases before the Grace Period deadline. Web here is the sample letter of the annual bonus letter to the employees. Many companies find communications difficult to manage during this time and participation is frequently low. After all the time and attention that HR pros give open enrollment, it can be hard to imagine how an employee could miss the window for electing their benefits. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. 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. For employer-sponsored health coverage, special enrollment period rules are in the Code of Federal Regulations. 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. Depending on your circumstances, your opportunities to enroll after the end of the annual open enrollment period may be limited. See attached flyer. Provide instructions on how to log in. 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. Employers can also gather status updates during the open enrollment period to view which employees have not completed enrollment. Benefit Cooperatives (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). Get benefits strategy and communication tips that will make you even better at your job. Here's what to expect: In order to ensure that none of our employees in this status were missed by the cutoff date, HR Leave Administration . 401Ks, IRAs, compounding interest, employer matching its enough to make the average employees head spin. (For context, the average 401K contribution in 2020 was 13.5%. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organizations culture, industry, and practices. Hire, onboard, manage, and develop productive employees. HR teams can send additional reminders to those employees and follow up with them individually so they dont miss the deadline. Weve got some exciting options this year so be prepared to make changes! 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. This option is designed to provide temporary coverage in case of emergency health situations until the employee can regain permanent health insurance. 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. It starts valuable dialog on whats being offered and how to take advantage of it. 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. If you are asking for a longer leave of absence, send this letter as early as possible. Employees digest information in different ways. Be sure to include these details in your letter. Why? Were hiringsee all of our open positions. Plus, you must consider the different ways people receive information. Need help with a specific HR issue like coronavirus or FLSA? The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. Specifically, 29 CFR 2590.701-6, and in permitted election changes for Section 125 plans ( 26 CFR 1.125-4 ). 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. Mistakes happen -- and it happens more than it probably should when people are choosing health insurance. 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. Drafting A Sample Email Most employees receive a flood of work-related emails every single day. [Instructions or refer to additional resources]. 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. There are benefit fairs, promotional material, and banners on the company website. Consider creating an email template. I know how much you loved working there.". 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. At this point, there is not much more that you can do for him or her unless he or she qualifies for an SEP. Be sure to communicate the time period with employees. 4 in 10 employees who are able to save for retirement are now saving less as they continue to face financial hardships. Keep in mind, though, that employees must make changes to their flexible spending accounts or health savings accounts each year. To prevent these issues, its important to communicate to your employeesahead of timethe consequences of missing the open enrollment deadline. 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. 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. Get the cold and allergy relief you deserve. Please review the information . Dear Employee, The School District's Health Insurance open enrollment period for the INSERT year will begin on INSERT DATE. Close the email out by reminding employees of the importance of benefits enrollment. He is a graduate of Texas Tech University with a Degree in Education. To apply for benefits and verify eligibility, individuals should complete the online screener application. 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. 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. 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. The information must get to vendors to ensure employees elections are accessible on day one of your companys benefits plan year. $(document).ready(function () { SHRM Online, September 2019, 10 Questions for Employees Choosing a Health Plan, Learn how ALEX makes benefits engagement a breeze for HR teams and consultants. 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. 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. Now What? To learn more, schedule a consultation with one of our knowledgeable business advisors. Only about one-third of employees (34 percent) have a . Don't leave your elections for the last minute as that can make you rush the process and leave you more susceptible to mistakes. Drafting an open enrollment email is not a daunting task. Do I anticipate any new expenses next year that might change my current elections? As you know, open enrollment is open now and closes [DATE]. 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. What makes the email essential is that you can send it to every employee through the companys email system. Access exclusive research and insights on the future of employee benefits. Despite your own best efforts to communicate important information and deadlines, you may have employees who dont successfully enroll on time. 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. Stop the sniffles The open enrollment process is often confusing and time-consuming. 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;}'; Has my employer made changes to its current benefits plan? 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. Get ready to discuss all things benefits! 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 answer to your question may depend on whose open enrollment you missed and why. 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 call-to-action lets them know the open enrollment date, where they can find information, and when enrollment packets will become available. 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. About Us We are looking forward to a successful enrollment season. Business Associate Agreement Depending on who the healthcare plan provider is, there may be contractual agreements that do not allow for enrollment . t is the employees responsibility to sign up for benefits during open enrollment as long as the employer provides plenty of notice. 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. The good news is that were here for you every step of the way! Its equally important to understand why they missed the deadline and help them avoid the same mistake in the future. Coby joined FBS in 2007 as a Benefit Consultant and then rose to Vice President of Sales in 2013. Privacy Policy Relocation - Moving won't always affect your eligibility, but sometimes moving to a new home address or a new work site can, especially if it's in a new state with different regulations. 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). 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. Think about it your employees are a unique set of people with their own needs, life circumstances and goals. If you are concerned about complying with ACA in any regard, please contact us to discuss one of our many options to help. Learn how Jellyvision can help you solve your clients toughest challenges. The open enrollment survey questions you ask largely will depend on the goals you are trying to measure. Here's what can happen and how HR can help. The opening of the email starts with a bold header letting employees know its time for open enrollment. HR processes need to be in place as a standard business practice. Its recommended the announcement email should go out two weeks before benefits packages are made available to all employees. They must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. 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. We encourage all employees and supervisors to treat others with equality and respect. Employees disseminate information differently, so you may need to consider other methods of engagement. ", 2. He writes about HR, compliance, and benefits solutions. Learn more, Money Girls Quick and Dirty Tips for a Richer Life. Open enrollment begins one month from now, beginning [DATE] until [DATE]. Subject line: Let's get smarter about 401K savings. And there is a tool that can make that happen. 2. What's New 2023 Open Enrollment Announcement Health, Dental and Vision Plan Costs PPO Saver - High Deductible Health Plan Information Open . You want to give your employer time to reassign any of your tasks. Please log in as a SHRM member. , they can enroll at any time, all year long. Making changes to how open enrollment is presented and discussed with a strategic plan can alleviate much of the frustration. The point of offering healthcare employee benefits for employees is to ensure that they are properly cared for. When writing an open enrollment letter, here are 5 things you should include: Timing: Open enrollment periods are often only a few weeks long. HR is still the caretaker of company culture, even when administering benefits. Use a format that addresses the employee by name. All you have to do to make changes to your benefits is to log into the online portal and make any changes. 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. Hopefully, we'll be able to restore your employment after this critical time. Joan has a few thousand dollars saved for emergencies and no high-interest credit card debt. Here are the key components of the email. Your Employee Missed Open Enrollment for Health Insurance. For [current year], we are maintaining [describe plan types] and have made the following changes: [describe plan changes]. 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. is a benefits enrollment strategy that employers use to simplify the process and maintain benefits participation. Please let us know if you have questions! Keep it brief. 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. The better employees understand open enrollment and the benefits they receive from participating, the higher engagement employers will see from their team. 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. This is the time for you to [Instructions], Were excited to bring you [Detail plan options and info]. ACA Compliance, Medical Consulting var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); !.,-_*|+~#). allsynx Platform Agreement (800) 583-6908 document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); document.getElementById( "ak_js_2" ).setAttribute( "value", ( new Date() ).getTime() ); I am aBrokerCarrierEmployerCOBRA Participant. Have questions about managing your own 401K? In reviewing the following information, you are taking the first step toward securing your. 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. In your hook, you want to get employees ready for open enrollment. Dave lives paycheck to paycheck and doesnt yet have an emergency fund. So, open enrollment can easily pass some by. This years enrollment period runs from [enrollment period dates]. 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. Benefit terms would run from January 1st to December 31st. Hi team, Putting money away for your retirement is important, but how important depends on the financial . For that time frame, announcements would go out in the middle of September. At-home diagnostic tools help you stay one step ahead. Letter Template #1. 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. (Feel free to copy-pastewe won't tell.) We also keep your employer insurance premium costs in check so that your company has protection without placing undue stress on your budget. Common qualifying life events include: Changes in marital status . To learn more, schedule a consultation with one of our knowledgeable business advisors. Request a consultation, so we discuss your payroll management and HR optimization needs. Plans like, short-term coverage and critical illness allow year-round enrollment but are not regulated by the. Are there any changes in my life that might make another health insurance choice more valuable this year? Copyright 2023 The Regents of the University of California. money left over after basic living expenses are covered. document.write(new Date().getFullYear()); For you, when employees miss this deadline, it can result in additional administrative burdens and unhappy or unproductive employees. What Is the Pregnant Workers Fairness Act (PWFA). 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. Most employees receive a flood of work-related emails every single day. 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. Subject Line: Tomorrow Is The Day For Open Enrollment! 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. . Please enable scripts and reload this page. Your teams should start strategizing well before the announcement for open enrollment. pliance is currently $0. SHRM's HR Knowledge Advisors offer guidance and resources to assist members with their HR inquiries. (Let employees know if plans are changing or if new plans were added). Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. When it comes to your open enrollment elections, the best thing you can do is take your time and be thorough to minimize the chance of making mistakes. Why? "Thank you" Many employers even offer benefits education during open enrollment to help employees understand their options and make informed decisions. However, this may not be practical, especially for employees with growing families. The UCPath Center mailed an Open Enrollment notice and Open Enrollment Form to employees who were on an unpaid leave of absence as of September 30, 2021. ", [SHRM members-only toolkit: This site is protected by reCAPTCHA and Google, Minimum of 1 special character ($%/()[]{}=? Category. 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). Careers, Terms of Use Client Testimonials Putting money away for your retirement is important, but how important depends on the financial boat youre in. You can get your own copy here. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. How to Draft a Open Enrollment Email to Employees (With Template). 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. Qualifying life events can be circumstances that change an employee's status for benefits, such as changing the number of individuals in the household who are covered under a benefits plan. Health Insurance Renewal Sample Letter to Employees By Mary Gormandy White, M.A., SHRM-SCP, SPHR YinYang / iStock via Getty Images If it's time for your company's group health plan to renew, it's advisable to notify your employees about the new plan options in writing. Effective communication to employees can sometimes be a moving target. Make Time for Employees Who Missed Open Enrollment. Open enrollment is complex enough as it is. Therefore, your open enrollment for the new year will take place in October. Were sharing some sample 401K communication to employees that you can use to get your message across. Section 125 plans are used by most employers that offer health coverage, as they are the mechanism that allows . Some are closer to retirement than others, some have a larger savings safety net than others, and some have more pressing upcoming expenses than others. 1 NOTICE TO ALL EMPLOYEES - 2020 ANNUAL OPEN ENROLLMENT PERIOD FOR OPTION CHANGES IN HEALTH AND DENTAL INSURANCE PLAN COVERAGE.
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