var temp_style = document.createElement('style'); I realize that you, too, need to meet your monthly obligations in a timely manner, and such delays do not help. Here we have provided you with a template for your open enrollment email to employees. Benefit Cooperatives Starting the conversation about open enrollment early and providing multiple information channels throughout the open enrollment period can help ensure that employees haven't missed open enrollment at work. Another way to increase engagement is to provide helpful resources and quick tips for employees to reference. 1 NOTICE TO ALL EMPLOYEES - 2020 ANNUAL OPEN ENROLLMENT PERIOD FOR OPTION CHANGES IN HEALTH AND DENTAL INSURANCE PLAN COVERAGE. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { However, this may not be practical, especially for employees with growing families. Its recommended the announcement email should go out two weeks before benefits packages are made available to all employees. Join 22,000+ HR pros who receive monthly employee benefits insights, straight to their inbox. For that time frame, announcements would go out in the middle of September. You want to give your employer time to reassign any of your tasks. Cathy has been in the insurance industry for 28 years. Hire, onboard, manage, and develop productive employees. Please log into our benefits portal to make elections, update your contact information, and make any status changes. 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. Why Send an Open Enrollment Email to Employees? Benefits Administration 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. 3 Open Enrollment Reminders for Employeesand HR At many organizations, the open enrollment season for 2020 benefits is underway or about to begin. How to Draft a Open Enrollment Email to Employees (With Template). *All Shipping prices displayed are for the lower 48 states only. And there is a tool that can make that happen. Richardson, TX. 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. pliance is currently $0. At this point, there is not much more that you can do for him or her unless he or she qualifies for an SEP. Only about one-third of employees (34 percent) have a . Pick A Theme Lose the stiff, corporate lingo and put a little fun back into open enrollment. Share links to reputable personal finance blogs and podcasts. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRMs permission. FBS Blog The attachments can include: Getting essential information to employees is vital but shouldnt overwhelm the employee. Find the latest news and members-only resources that can help employers navigate in an uncertain economy. Sample 3: Letter of permission for missing work due to an important matter. Making your employees aware of these tools doesnt guarantee theyll use them, of course. COBRA - If you lose your job and elect to continue receiving benefits from your employer. !.,-_*|+~#). The dates give your human resources department time to process and review employee elections and send them to the benefits providers. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. Deadline to enroll for insurance to start Jan 1 is Dec 15. Employees are befuddled by their health care coverage. Joan has a few thousand dollars saved for emergencies and no high-interest credit card debt. Standalone Consulting Agreement Sample 401K Communication to Employees. About Us Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. This site is protected by reCAPTCHA and Google, Minimum of 1 special character ($%/()[]{}=? Learn how ALEX makes benefits engagement a breeze for HR teams and consultants. 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. Why? 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). Learn how Jellyvision can help you solve your clients toughest challenges. Dear Employee, The School District's Health Insurance open enrollment period for the INSERT year will begin on INSERT DATE. Need help with a specific HR issue like coronavirus or FLSA? The ConnectorCare program in Massachusetts (for people who are newly eligible or who haven't enrolled before). Let's use a fall open enrollment as an example. These employers must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. To learn more, schedule a consultation with one of our knowledgeable business advisors. Changes in number of dependents - if you have a child, adopt a child, or if a child passes away. 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. But how do you make sure your benefits communication strategy is up to par? Here are some points you can (and should) include: Be Concise, and Swift. * 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. Therefore, its important employers be proactive in their approach to open enrollment. 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. Client Testimonials Bretton Chatham $("span.current-site").html("SHRM China "); Making changes to how open enrollment is presented and discussed with a strategic plan can alleviate much of the frustration. All rights reserved. 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. He currently serves as the benefit consultant for 15 of the 20 Educational Service Centers in the State of Texas. "I'm sorry to hear you lost your job. Now is the time to review your current benefits and prepare to make changes, if needed. Consider creating an email template. If you missed open enrollment through your employer, you've probably already asked for their help but there may be nothing they can do. 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. In. While just keeping whatever health coverage they had this year is tempting for employees, doing so may come with a substantial financial downside. 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. 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. Even with weeks of communication in advance, employees may report that they missed open enrollment at work. Its equally important to understand why they missed the deadline and help them avoid the same mistake in the future. What Is the Pregnant Workers Fairness Act (PWFA). All rights reserved. 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. Dave lives paycheck to paycheck and doesnt yet have an emergency fund. 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;}'; HR reps, the AICPA advised, could share this message with employees: "By just staying the course without reviewing all the options available, you could be missing crucial opportunities to saveor worse, choose a plan that doesn't properly cover your family's health care needs. 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. In this article, we will focus on the importance of sending an open enrollment email to employees. Purchasing Cooperatives, Speak to Consultant 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. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Ready to spend? (800) 583-6908 Highlight apps that put savings on autopilot. Writing a good job rejection letter is not as hard as you think it is! Members may download one copy of our sample forms and templates for your personal use within your organization. Thank them in advance for doing their part to make this a successful open enrollment. Open enrollment begins [DATE] and closes [DATE]. ACA open enrollment is through Dec. 15th. Copyright 2023 Financial Benefit Services: Employee Benefit Solutions. Do I anticipate any new expenses next year that might change my current elections? If the open enrollment dates are Nov. 15 through Dec. 15, consider giving your employees a deadline of Dec. 5, suggests Starr Harry, client success manager at G&A. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. The opening of the email starts with a bold header letting employees know its time for open enrollment. If you have questions, dont hesitate to contact your benefits specialist[insert specialist contact information or provide a link]. Bretton is an aPHR-certified member of the Marketing Team at Bernard Health. 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. Short-term coverage is typically cheaper than traditional health plans, but only relatively healthy individuals will qualify. 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. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. Why? 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. Has my employer made changes to its current benefits plan? Center for Advocacy, Resources & Education (CARE), 2022 Salary Program for Non-Represented Staff, Resources for Trans and Non-Binary Employees. These waivers also protect an employee's ability to immediately enroll for benefits if they lose coverage from an outside health plan, such as a spouse's employer. Privacy Policy If feasible, send your excuse letter before you miss work. To provide managers and supervisors with the guidance they may need in times of crucial . 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. document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. In the same way 401(k)s use automated deposits to make retirement savings easy for employees, mobile apps likeAcorns,Robinhood,Stash,DigitsandTallyuse automation to help people build emergency savings funds, pay down credit card debt, and invest in smart, manageable, and automatic ways. In order to prevent these issues, it is important to understand what it means when an employee misses open enrollment and how it can affect your businessbefore it actually happens. Are there any changes in my life that might make another health insurance choice more valuable this year? 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). 401Ks, IRAs, compounding interest, employer matching its enough to make the average employees head spin. By incorporating the mission of the university and the code of conduct, we believe strong communication will enhance understanding and foster positive work environments. (A version of this article appeared in Plan Sponsor magazine in February 2018.). Many companies find communications difficult to manage during this time and participation is frequently low. 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. It often brings many questions and can be stressful on both sides of the communication flow. Please let us know if you have questions! 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. 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. So, for Joan, it makes sense to fund her 401K up to the company match and beyond, as much as she can afford. The only exception to these terms is if an employee qualifies for a special enrollment period (SEP). By requiring employees to sign either an acknowledgement of benefits form for those who opt in to coverage, or a waiver of coverage form for those who opt out or miss the deadline to enroll in employer-based benefits packages, you will create a uniform policy. Its the start of Open Enrollment! Plans like, short-term coverage and critical illness allow year-round enrollment but are not regulated by the. Track employee time and maximize payroll accuracy. As a result, your employees can latch on to the situation closest to their own, and feel more confident in their choices. The portal can also include a count-down counter to encourage employees to enroll. Russ continues to support districts across the state with their risk management programs. 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. Get the cold and allergy relief you deserve. How Can HR Help an Employee Who Misses Open Enrollment? While employers have little ability to "bend the rules" for employees when they have missed open enrollment at work, there are some options that can help both employer and employee. Keep letters professional and to the point. My enrollment period at my job is in July and I missed it last year without being aware. Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. Keep it brief. Every employee has his or her own preferences when it comes to receiving important information. 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. Gain the intel you need now to successfully anticipate and navigate employment laws, stay compliant and mitigate legal risks. Changes made at open enrollment are effective January 1, 2023. Open enrollment begins one month from now, beginning [DATE] until [DATE]. To learn more, schedule a consultation with one of our knowledgeable business advisors. Also, remember the source of information. -Serve or call a benefits coordinator in the MCC Employee Benefits Department. To prevent these issues, its important to communicate to your employeesahead of timethe consequences of missing the open enrollment deadline. Here are a few tips to make OE emails engaging and drive participation. For [current year], we are maintaining [describe plan types] and have made the following changes: [describe plan changes]. To apply for benefits and verify eligibility, individuals should complete the online screener application. Additional education can come in the form of personal worksite consultations, one-on-one appointments with HR representatives, seminars, webinars and self-paced e-learning modules. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Open enrollment is a predetermined time frame employers establish for making changes to health care plans and benefits. Sending out the open enrollment email to employees is just the first step. What is Evidence of Insurability (EOI)? If appropriate coverage is offered to employees (regardless of whether they enroll) these employers will not be subject to the penalty. $(document).ready(function () { 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. In order to ensure that their businesses will not face any penalties, many ALEs should document that coverage has been offered. He would lose more money than hed gain if still carrying that debt. ** 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 See attached flyer. Format for absence excuse letter. ", [SHRM members-only toolkit: allsynx Platform Agreement Provide instructions on how to log in. Subject Line: Lets Talk Benefits! Utilizing as many forms of communication as possible will enable you to reach more employees. At-home diagnostic tools help you stay one step ahead. ), Example #2: Dave, Who Has No Emergency Fund. It is in your best interest to create simple and comprehensive policies and procedures so that you are prepared in the event of a SEP. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); Heres what you need to do to get started now! Here are a few ideas: Also consider other help emails that explain the process in greater detail. 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. Start reviewing your benefit information now so youre ready when the time is right. Drafting an open enrollment email is not a daunting task. Jellyvision acquires Picwell to simplify the employee benefits puzzle! Still, missing open enrollment can make a bad situation worse. You will not be subject to this penalty if you have offered appropriate coverage to employees, regardless of whether they enrolled in coverage. It starts valuable dialog on whats being offered and how to take advantage of it. 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. After open enrollment ends, you can only make changes to your elections if you've experienced a qualifying life event. If you improperly included an employee, you may have a . Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. 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. 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 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.
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