Here's what to tell them. PDF COVID-19 FAQs for Participants and Beneficiaries - DOL Benefit Cooperatives 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. $('.container-footer').first().hide(); At Ignite HCM, we assist human resources administrators in streamlining processes. The open enrollment survey questions you ask largely will depend on the goals you are trying to measure. 1. The call-to-action lets them know the open enrollment date, where they can find information, and when enrollment packets will become available. 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. 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. Open enrollment is complex enough as it is. Offer health, dental, vision and more to recruit & retain employees. 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. Has my employer made changes to its current benefits plan? Some states, however, do have penalties for individuals without minimum essential coverage. 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. But at the height of a pandemic, it's all the more troubling. I missed open enrollment for my insurance and now I need to - Workest 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. 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 ]. Members may download one copy of our sample forms and templates for your personal use within your organization. Use a format that addresses the employee by name. Everything You Need Is Inside! Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. The ConnectorCare program in Massachusetts (for people who are newly eligible or who haven't enrolled before). Did the employee miss open enrollment because of. What Is a Dependent Care FSA and How Does It Work? If your organization doesn't offer auto-enrollment, then workers who miss the window may be left out in the cold without any coverage. Share links to reputable personal finance blogs and podcasts. 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. Why? Every employee has his or her own preferences when it comes to receiving important information. Letter Template #1. And there is a tool that can make that happen. Notice to All Employees - Annual Open Enrollment Period What Is the Pregnant Workers Fairness Act (PWFA). Keep letters professional and to the point. } Short-term coverage is typically cheaper than traditional health plans, but only relatively healthy individuals will qualify. The information must get to vendors to ensure employees elections are accessible on day one of your companys benefits plan year. 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. Session Information: Many companies host open enrollment sessions to help fully explain the offerings. var currentUrl = window.location.href.toLowerCase(); It starts valuable dialog on whats being offered and how to take advantage of it. Heres what you need to do to get started now! Subject Line: Heads Up: Open Enrollment Details Coming Your Way. Written by However, this may not be practical, especially for employees with growing families. 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. These employers must offer affordable, minimum-essential coverage to their full-time employees or potentially face the employer shared responsibility penalty. Its that time of year again! 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. 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. How to Draft a Open Enrollment Email to Employees (With Template). Benefit terms would run from January 1st to December 31st. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. 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. Access exclusive research and insights on the future of employee benefits. As a result, your employees can latch on to the situation closest to their own, and feel more confident in their choices. Changes in marital status - Getting married, divorced, separated, or if your spouse passes away. Here are some points you can (and should) include: Be Concise, and Swift. The better employees understand open enrollment and the benefits they receive from participating, the higher engagement employers will see from their team. 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. Weve got some exciting options this year so be prepared to make changes! HR is still the caretaker of company culture, even when administering benefits. Learn how Jellyvision can help you solve your clients toughest challenges. 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. If a company operates based on the fiscal year, the ideal open enrollment time frame would be in October. Therefore, its important employers be proactive in their approach to open enrollment. 4 in 10 employees who are able to save for retirement are now saving less as they continue to face financial hardships. 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. Cathy has been in the insurance industry for 28 years. To learn more, schedule a consultation with one of our knowledgeable business advisors. Be sure to communicate the time period with employees. 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. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); He currently serves as the benefit consultant for several of the FBS Benefit Co-Operatives and many standalone school districts. 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. Drafting A Sample Email Most employees receive a flood of work-related emails every single day. Sample 401K Communication to Employees. Web here is the sample letter of the annual bonus letter to the employees. Missed Enrollment at Work, What do I Do? - obamacarefacts.com 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. *All Shipping prices displayed are for the lower 48 states only. New Jersey Secure Choice Savings Program on the Horizon for Private Employers, How to Use HR Metrics to Improve Your Bottom Line. Miss open enrollment? You've got options. - health insurance Now What? 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). Open enrollment consumes a large amount of HR's time and energy, making it nearly impossible to forget about. Managing Organizational Communication]. All rights reserved. If youre offering new plans, however, passive enrollment isnt an option, so allow additional time and resources to communicate and follow up with employees. Richardson, TX. The good news is that were here for you every step of the way! In order to ensure that their businesses will not face any penalties, many ALEs should document that coverage has been offered. You can get your own copy here. [Instructions or refer to additional resources]. } Like Every Letter, You Need To Start By Addressing Your Staff. (Let employees know if plans are changing or if new plans were added). Health Insurance Renewal Sample Letter to Employees There are simple steps employers can take to ensure a successful open enrollment period. 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. 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.