sample letter to employees who missed open enrollment

How Can HR Help an Employee Who Misses Open Enrollment? 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. Open enrollment begins [DATE] and closes [DATE]. So, for Joan, it makes sense to fund her 401K up to the company match and beyond, as much as she can afford. 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. 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. 4 out of 5 can find a marketplace plan for $10 or less a month with cost assistance! RE: 2022 Open Enrollment communications to employees on leave of absence. The good news is that were here for you every step of the way! Please log in as a SHRM member. 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. (For context, the average 401K contribution in 2020 was 13.5%. The information must get to vendors to ensure employees elections are accessible on day one of your companys benefits plan year. Sample 1: Excuse letter for work absence due to family matters. 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. What Happens If an Employee Misses Open Enrollment? How to Tell Someone They Didn't Get the Job - Template - Workstream The point of offering healthcare employee benefits for employees is to ensure that they are properly cared for. Here are a few tips to make OE emails engaging and drive participation. Use this opportunity to set your finances up for your best 2020. 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. Get ready to discuss all things benefits! G&A Partners is a leading professional employer organization (PEO) that offers world-class HR services and a team of experts who can help you navigate employment issues, safety initiatives, and moreduring (and after) the pandemic. 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. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. Thank them in advance for doing their part to make this a successful open enrollment. Cathy has been in the insurance industry for 28 years. Open enrollment can be an extremely stressful and overwhelming time for both you and your employees. Russ continues to support districts across the state with their risk management programs. Therefore, your open enrollment for the new year will take place in October. 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. So, if you find yourself surprised by a premium increase come January, you won't be able to change coverage. But it will show that you have their best interests in mindwhich, when it comes to creating change, is half the battle. Many companies find communications difficult to manage during this time and participation is frequently low. SHRM Online, October 2019, Simple Open-Enrollment Tips That Can Make a Big Difference, !.,-_*|+~#). 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. 2022 Open Enrollment communications to employees on leave of absence We encourage all employees and supervisors to treat others with equality and respect. Health Insurance Renewal Sample Letter to Employees In reviewing the following information, you are taking the first step toward securing your. Contractually, employers may not be able to accommodate employees who miss open enrollment, unless they qualify for a special enrollment period. The information below covers what open enrollment is and what you may do during this time. 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. Not all plans allow for mid-year changes, but you'll find that most do. Emails are essential for company-wide communication because every employee gets assigned a company email when hired. Sample 2: Excuse email for work absence due to sickness. (A version of this article appeared in Plan Sponsor magazine in February 2018.). Welcome to Open Enrollment! It starts valuable dialog on whats being offered and how to take advantage of it. The first step in achieving this is to provide as much information as possible in many different forms, such as flyers, posters, emails and videos. ), Example #2: Dave, Who Has No Emergency Fund. Even with weeks of communication in advance, employees may report that they missed open enrollment at work. Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. Pointers to pass along as open enrollment gets underway. ensure a successful open enrollment period. He would lose more money than hed gain if still carrying that debt. Sending out the open enrollment email to employees is just the first step. Why? She and her team will provide the district with monthly billing services. You can stay informed, educated, and up-to-date with open enrollment, benefits administration, and other important topics using BerniePortals comprehensive resources: Crafting and following a comprehensive onboarding checklist ensures a consistent, As the cost of living continues to rise around the country, many employeesespecially HR professionals play an indispensable role within an organization. ** 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 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 that time frame, announcements would go out in the middle of September. Mistakes During Open Enrollment Can You Change Elections? Surveying your employees will help you clarify their benefits options and the open enrollment process, and it can demonstrate that you are willing to set aside time to help answer employee questionspotentially reducing the number of employees that miss open enrollment. Heres what this kind of targeted advice might look like in an email you send to your workforce. 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. 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. 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. Notice to All Employees - Annual Open Enrollment Period Bonus tip: Dont just send all these links in a one-time email. As Billing Manager, she assists in the day to day accounting processing for her team and is available to handle any escalated billing matters. Benefit Cooperatives 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. Everything You Need Is Inside! 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. If you have questions, dont hesitate to contact your benefits specialist[insert specialist contact information or provide a link]. PDF From: Mary Beth Morgan Make Time for Employees Who Missed Open Enrollment. I apologize for the delay in sending last month's paychecks. Keep your health in check The call-to-action lets them know the open enrollment date, where they can find information, and when enrollment packets will become available. 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. Here's what to expect: 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. Financial Services Agreement The date coverage starts depends on when you lose coverage and the date a plan is selected. Communicating potential consequences to employees will encourage them to take the open enrollment deadline more seriously. Most companies operate on a calendar fiscal year. I missed open enrollment for my insurance and now I need to - Workest Your teams should start strategizing well before the announcement for open enrollment. New Jersey Secure Choice Savings Program on the Horizon for Private Employers, How to Use HR Metrics to Improve Your Bottom Line. You can also take an email communication and post it to the employee portal on your website. Members can get help with HR questions via phone, chat or email. Here are a few ideas: Also consider other help emails that explain the process in greater detail. Subject Line: Heads Up: Open Enrollment Details Coming Your Way. Here are a few tips to make OE emails engaging and drive participation. Therefore, its important employers be proactive in their approach to open enrollment. 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. Drafting A Sample Email Most employees receive a flood of work-related emails every single day. But most advisors suggest putting away 15-20% of your paycheck if you can. 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. Missing open enrollment means limited options, but here a few situations to consider: Qualifying Life Event: An employee may be in luck if they have a qualifying event coming up. Careers, Terms of Use Ensure they know exactly what theyre supposed to do next. Capture employees attention with benefits messages that stick. 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. If appropriate coverage is offered to employees (regardless of whether they enroll) these employers will not be subject to the penalty. This option is designed to provide temporary coverage in case of emergency health situations until the employee can regain permanent health insurance. Have an upbeat message to let employees know this is a positive engagement. Remote employment has become popular in the past few years, with more employers opting for this new way of doing things. In order to ensure that their businesses will not face any penalties, many ALEs should document that coverage has been offered. Employee satisfaction is one of the most important avenues toward greater productivity and business growth. Virtual & Washington, DC | February 26-28, 2023. 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. 7 Creative Ways to Announce and Promote Open Enrollment 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. 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. 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. Subject Line: Lets Talk Benefits! Effective communication to employees can sometimes be a moving target. Unless youre a financial expert or HR professional, figuring out retirement plans is no walk in the park. All Rights Reserved. Hopefully, we'll be able to restore your employment after this critical time. See attached flyer. Depending on who the healthcare plan provider is, there may be contractual agreements that do not allow for enrollment . We are looking forward to a successful enrollment season. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. Here are the key components of the email. 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. Announce your benefits portal and upcoming benefits fairs. 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. Don't leave your elections for the last minute as that can make you rush the process and leave you more susceptible to mistakes. Log-in Now! Now What? If youre offering new plans, however, passive enrollment isnt an option, so allow additional time and resources to communicate and follow up with employees. Copyright 2023 The Regents of the University of California. Sample 3: Letter of permission for missing work due to an important matter. Open Enrollment is your annual opportunity to review your benefit plan options and make . Letter Template #1. What's New 2023 Open Enrollment Announcement Health, Dental and Vision Plan Costs PPO Saver - High Deductible Health Plan Information Open . After open enrollment ends, you can only make changes to your elections if you've experienced a qualifying life event. 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. For employer-sponsored health coverage, special enrollment period rules are in the Code of Federal Regulations. Comprehensive coverage for your business, property, and employees. This is nothing new. Ready to spend? Flex-Ed: Mistakes During Open Enrollment Can You Change Elections? Include a benefits portal on your company website so employees can enroll online at their convenience. Your employer is not legally obligated to allow you to make changes to your elections after the open enrollment period has ended. Benefit terms would run from January 1st to December 31st. Earn FSA Perks Points, unlock member-only rewards, and speed up the checkout process. The answer to your question may depend on whose open enrollment you missed and why. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Some states, however, do have penalties for individuals without minimum essential coverage. 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. Not great for Dave! 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. Most companies operate on a calendar fiscal year. We've got great ideas for top health purchases before the Grace Period deadline. document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. How to Draft a Open Enrollment Email to Employees (With Template). Use a format that addresses the employee by name. 2. 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. How to Write an Employee Open Enrollment Email and Templates Heres what you need to do to get started now! Making your employees aware of these tools doesnt guarantee theyll use them, of course. 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. Its equally important to understand why they missed the deadline and help them avoid the same mistake in the future. , they can enroll at any time, all year long. * 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. 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. Access exclusive research and insights on the future of employee benefits. Why Send an Open Enrollment Email to Employees? Please log into our benefits portal to make elections, update your contact information, and make any status changes. Enrollment ends Jan 15th in most states. 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. Here's what to tell them. The more visibility you give them, the more likely your employees will dig in. Open with an engaging subject line and immediately set a positive tone. Human Resources - Sample Letters to Employees And there is a tool that can make that happen. And missing the deadline can have serious consequences for your employeesincluding loss of coverage or the inability to change coverage options. Example #3: Greg, Whos Got a Safety Net, But Whos Saddled With Lots of High-Interest Debt. Email is not the only way to reach employees. ", "Americans tend to miss the mark when they stick with what they were doing before without double-checking their assumptions," said Kelley Long, a member of the AICPA Consumer Financial Education Advocates panel. As a result, your employees can latch on to the situation closest to their own, and feel more confident in their choices. He currently serves as the benefit consultant for 15 of the 20 Educational Service Centers in the State of Texas. The email is simply an introduction. 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. To request permission for specific items, click on the reuse permissions button on the page where you find the item. The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. Writing a good job rejection letter is not as hard as you think it is! Employees digest information in different ways. 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. If employees do miss open enrollment, provide opportunities for them to meet with HR or attend informational meetings that discuss their options to obtain coverage for the next year. If you missed open enrollment through your employer, you've probably already asked for their help but there may be nothing they can do. Whenever someone loses their job, they want to hear that their loss is validated. 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. 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. Did the employee miss open enrollment because of. 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. Employees disseminate information differently, so you may need to consider other methods of engagement. Start reviewing your benefit information now so youre ready when the time is right. All rights reserved.