This will give you the ability to answer any lingering questions from employees and build in extra time for those who are apt to miss deadlines, without placing any extra burdens on your HR team.. ), Subject line: Lets get smarter about 401K savings. 4 in 10 employees who are able to save for retirement are now saving less as they continue to face financial hardships. Think of it as an invitation. 2. 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. What Is the Pregnant Workers Fairness Act (PWFA). Individuals who are in transition may qualify to register for a short-term insurance plan if offered in their state. 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. HR managers should be prepared to address the common employee question "What is a special enrollment period?" As you know, open enrollment is open now and closes [DATE]. Start reviewing your benefit information now so youre ready when the time is right. Heres what you need to do to get started now! Keep letters professional and to the point. As an employer, you may be faced with administrative burdens and unhappy or unproductive employees. When the economy is unstable, employers are faced with difficult decisions around staffing, pay and benefits. Sample 1: Excuse letter for work absence due to family matters. If you have questions, dont hesitate to contact your benefits specialist[insert specialist contact information or provide a link]. Here are a few tips to make OE emails engaging and drive participation. These are just a few quick tips. The call-to-action lets them know the open enrollment date, where they can find information, and when enrollment packets will become available. 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. Letter Template #1. 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. 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. 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. look at employees who received a W-2 and participated in the 403(b) plan. ACA Compliance, Medical Consulting "I'm sorry to hear you lost your job. Please log in as a SHRM member before saving bookmarks. Pointers to pass along as open enrollment gets underway. Effective communication to employees can sometimes be a moving target. Drafting an open enrollment email is not a daunting task. We can help you tackle business challenges like these. 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. ), Example #2: Dave, Who Has No Emergency Fund. * 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. Here are a few theme ideas to get you started: Rock Enroll - Music Theme Benny & The Benefits - Music Theme Think about it your employees are a unique set of people with their own needs, life circumstances and goals. Here's what can happen and how HR can help. By incorporating the mission of the university and the code of conduct, we believe strong communication will enhance understanding and foster positive work environments. This e-mail is the first step of a three-part process. Here's what to tell them. The good news is that were here for you every step of the way! document.getElementById( "ak_js_3" ).setAttribute( "value", ( new Date() ).getTime() ); Give us a ring, send an email, or fill out the form below. Bookmark () Riia O'Donnell on Nov 27, 2018 Careers, Terms of Use Never miss out get the latest content delivered straight to your inbox. This site is protected by reCAPTCHA and Google, Minimum of 1 special character ($%/()[]{}=? Changes in marital status - Getting married, divorced, separated, or if your spouse passes away. Have an upbeat message to let employees know this is a positive engagement. Bretton Chatham Privacy Policy allsynx Platform Agreement (Feel free to copy-pastewe won't tell.) The open enrollment announcement email should go out two weeks before your benefits packages are made available to employees. Highlight apps that put savings on autopilot. Every employee has his or her own preferences when it comes to receiving important information. Specifically, his 401(k)-related gains7%-9% annually, on averagewould most likely be less than the losses he would take on his credit card, lets say, 13%-17%. Deadlines are vital when it comes to open enrollment. He currently serves as the benefit consultant for several of the FBS Benefit Co-Operatives and many standalone school districts. Contractually, employers may not be able to accommodate employees who miss open enrollment, unless they qualify for a special enrollment period. money left over after basic living expenses are covered. And there is a tool that can make that happen. 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. 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. Like Every Letter, You Need To Start By Addressing Your Staff. Benefit terms would run from January 1st to December 31st. 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. Cathy has been in the insurance industry for 28 years. 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. Copyright The Regents of the University of California, Davis campus. Format for absence excuse letter. The open enrollment process is often confusing and time-consuming. 2175 N. Glenville Drive Be sure to communicate the time period with employees. Let's use a fall open enrollment as an example. Members can get help with HR questions via phone, chat or email. We are looking forward to a successful enrollment season. Include a benefits portal on your company website so employees can enroll online at their convenience. In this second sample, look for employees who should have been excluded from participation. , G&A Partners. Pretty good! Now What? Put together educational materials when employees get a raise, and remind them that nows a good time to up their contribution if they can. Learn how ALEX makes benefits engagement a breeze for HR teams and consultants. You can get your own copy here. COBRA - If you lose your job and elect to continue receiving benefits from your employer. Make it easy on you and your team by taking advantage of our action plan and timeline. But how do you make sure your benefits communication strategy is up to par? Your session has expired. (800) 583-6908 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. Be sure to include these details in your letter. Bretton is an aPHR-certified member of the Marketing Team at Bernard Health. He writes about HR, compliance, and benefits solutions. 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. ensure a successful open enrollment period. 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. In. What makes the email essential is that you can send it to every employee through the companys email system. Stacia will assign and work with an FBS Billing Coordinator to work with the district on consolidated billing, discrepancies, and other billing matters. Some states, however, do have penalties for individuals without minimum essential coverage. Open Enrollment is your annual opportunity to review your benefit plan options and make . 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. Consider also whether or not your company should offer auto-enrollment to help employees avoid missing open enrollment. 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. 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. When open enrollment ends, we know you'll receive an influx of employee questions about their options to sign up for healthcare. $(document).ready(function () { If a company operates based on the fiscal year, the ideal open enrollment time frame would be in October. The email is simply an introduction. Track employee time and maximize payroll accuracy. 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. 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. Consider implementing the following strategies: Offering adequate benefits education to your employees prior to and during the open enrollment period can help alleviate much of the confusion that they may face. Stop the sniffles For you, when employees miss this deadline, it can result in additional administrative burdens and unhappy or unproductive employees. var temp_style = document.createElement('style'); Medicaid provides health insurance to low-income individuals, while CHIP provides health insurance to children of low-income families. 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. Sample 401K Communication to Employees. Following this time frame, your open enrollment email to employees would go out in mid-September. a global pandemic that's been hard to predict, improve or enhance open enrollment communication. 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. 1.) Information sessions and benefits fairs are among other steps to ensure every employee can decide their health benefits. Thank you for visiting theFSAstore.com Learning Center. document.write(new Date().getFullYear()); Earn FSA Perks Points, unlock member-only rewards, and speed up the checkout process. Missing open enrollment can be a costly mistake for employees, so employers should take adequate steps to help their employees through the enrollment process. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); document.getElementById( "ak_js_2" ).setAttribute( "value", ( new Date() ).getTime() ); I am aBrokerCarrierEmployerCOBRA Participant. In this article, we will focus on the importance of sending an open enrollment email to employees. Brian has spearheaded branding and media communications at FBS and leads the Marketing Department as the Marketing Manager. 1 NOTICE TO ALL EMPLOYEES - 2020 ANNUAL OPEN ENROLLMENT PERIOD FOR OPTION CHANGES IN HEALTH AND DENTAL INSURANCE PLAN COVERAGE. The point of offering healthcare employee benefits for employees is to ensure that they are properly cared for. Keep your health in check Make Time for Employees Who Missed Open Enrollment. Deadline to enroll for insurance to start Jan 1 is Dec 15. Dave lives paycheck to paycheck and doesnt yet have an emergency fund. Subject Line: Heads Up: Open Enrollment Details Coming Your Way. Accessibility and clarity of complex information give employees and employers a better experience and promote higher levels of participation. If an employee misses open enrollment, its important that HR first respond with empathy and understanding. Sample 4: Formal absent excuse letter due to an emergency. HR is still the caretaker of company culture, even when administering benefits. To get the ball rolling, a robust open enrollment email to employees is vital. Joan has a few thousand dollars saved for emergencies and no high-interest credit card debt. Open Enrollment begins on Tuesday, October 15, 2019 and runs through 5 pm, Thursday, October 31, 2019You may enroll online through Employee Self. 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. The portal can also include a count-down counter to encourage employees to enroll. Legally, no. Personalized enrollment support, available virtually 24/7, Save time while supporting employees with Chat, Smart Tips, and Reminders. Build specialized knowledge and expand your influence by earning a SHRM Specialty Credential. 2023 Open Enrollment Obamacare Health Plans Find 2023 health plans. Learn more, Money Girls Quick and Dirty Tips for a Richer Life. Also, remember the source of information. Still, missing open enrollment can make a bad situation worse. (A version of this article appeared in Plan Sponsor magazine in February 2018.). SHRM Online, September 2016. 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. Employees disseminate information differently, so you may need to consider other methods of engagement. 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. The information below covers what open enrollment is and what you may do during this time. Making your employees aware of these tools doesnt guarantee theyll use them, of course. Open enrollment consumes a large amount of HR's time and energy, making it nearly impossible to forget about. Get benefits strategy and communication tips that will make you even better at your job. Writing a Good Job Rejection Letter. To learn more, schedule a consultation with one of our knowledgeable business advisors. Mr. James holds many different licenses in the insurance industry including the Insurance Counselors License through the Texas Department of Insurance. Ensure they know exactly what theyre supposed to do next. To help employees meet open enrollment deadlines, consider implementing internal company deadlines that build in a safety net. 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. He just cant beat a 100% return on his money. ACA open enrollment is through Dec. 15th. It starts valuable dialog on whats being offered and how to take advantage of it. If an employee misses open enrollment, he or she may understandably be panicked and unhappy. Access exclusive research and insights on the future of employee benefits. Please enable scripts and reload this page. 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. Pay employees your way and automate tax payments. Business Associate Agreement The information must get to vendors to ensure employees elections are accessible on day one of your companys benefits plan year. Use this opportunity to set your finances up for your best 2020. You have successfully saved this page as a bookmark. Most employees receive a flood of work-related emails every single day. Help employees save for retirement and reduce taxable income. This can cause important ones like open enrollment to fall through the cracks or simply be skimmed so they can move on to the next thing. 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.". 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. ** 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 During open enrollment, HR representatives often block off hours in their calendars to respond to employee questions about coverage, requirements, and deadlines. 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. Jellyvision acquires Picwell to simplify the employee benefits puzzle! 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. 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). Subject line: Let's get smarter about 401K savings. Her short-term financial situation is secure, so shes in a position to focus on her long-term goals. - Workest Your Employee Missed Open Enrollment for Health Insurance. This is nothing new. Keep in mind, though, that employees must make changes to their flexible spending accounts or health savings accounts each year. 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. TO: Department Benefit Representatives (DBR's), FR:Tami Schmittgen, HR Leave Administration, Supervisor, RE: 2022 Open Enrollment communications to employees on leave of absence. Were one day away from open enrollment! Employees are befuddled by their health care coverage. Kyle was hired by FBS as one of our first benefit consultants in 2001 and became the President of the company in 2005. So offering smart 401K advice for employees is an especially important part of helping your employees recover from a challenging year. 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. Welcome to Open Enrollment! 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. Coby joined FBS in 2007 as a Benefit Consultant and then rose to Vice President of Sales in 2013. 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. Were two weeks from open enrollment. Here are the key components of the email. It often brings many questions and can be stressful on both sides of the communication flow. We encourage all employees and supervisors to treat others with equality and respect. 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. The official dates are [DATE] to [DATE]. var currentLocation = getCookie("SHRM_Core_CurrentUser_LocationID"); As part of the open enrollment process, employers should help make employees aware of what happens if they missed open enrollment. Financial Services Agreement Get the cold and allergy relief you deserve. The better employees understand open enrollment and the benefits they receive from participating, the higher engagement employers will see from their team. You can buy your own insurance if you want. Learn how Jellyvision can help you solve your clients toughest challenges. document.head.append(temp_style); You may be trying to access this site from a secured browser on the server. We are available 24 hours a day / 7 days a week. There are simple steps employers can take to ensure a successful open enrollment period. 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. 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. Remind your employees about these resources regularly by highlighting a single resource every month. Many companies find communications difficult to manage during this time and participation is frequently low. Making changes to how open enrollment is presented and discussed with a strategic plan can alleviate much of the frustration. Here we have provided you with a template for your open enrollment email to employees. Please let us know if you have questions by replying to this email! But why stop there? 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. Close the email out by reminding employees of the importance of benefits enrollment. Members may download one copy of our sample forms and templates for your personal use within your organization. Plans like, short-term coverage and critical illness allow year-round enrollment but are not regulated by the. About Us Center for Advocacy, Resources & Education (CARE), 2022 Salary Program for Non-Represented Staff, Resources for Trans and Non-Binary Employees. Category. But if youre looking to get started now, you can still significantly improve the usefulness of your 401K communications by highlighting a few different employee personas, and giving financial advice for each one. But it will show that you have their best interests in mindwhich, when it comes to creating change, is half the battle. Purchasing Cooperatives, Speak to Consultant Please log in as a SHRM member. Copyright 2023 Financial Benefit Services: Employee Benefit Solutions. As an Account Executive, she was a key team member on the TRS-ActiveCare account from its inception through the duration of the contract. Paychex tiene el compromiso de brindar recursos para la comunidad hispanohablante. 1. if(currentUrl.indexOf("/about-shrm/pages/shrm-china.aspx") > -1) { 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. I know how much you loved working there.". As HR representatives address open. The To prevent these issues, its important to communicate to your employeesahead of timethe consequences of missing the open enrollment deadline. 2023 FSA Store Inc. All Rights Reserved. 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. Why? Stacia has been with Financial Benefit Services since 2014 bringing with her 5 years in insurance billing and accounting and a Bachelor of Science in Business Administration from UT Dallas. 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. The date coverage starts depends on when you lose coverage and the date a plan is selected. 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. Not great for Dave! Open enrollment is a predetermined time frame employers establish for making changes to health care plans and benefits. 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. 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. $('.container-footer').first().hide(); Here's what this kind of targeted advice might look like in an email you send to your workforce. Written by Virtual & Washington, DC | February 26-28, 2023. In your hook, you want to get employees ready for open enrollment. We've got great ideas for top health purchases before the Grace Period deadline. 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. HR processes need to be in place as a standard business practice. var currentUrl = window.location.href.toLowerCase(); This option is designed to provide temporary coverage in case of emergency health situations until the employee can regain permanent health insurance. How to Draft a Open Enrollment Email to Employees (With Template). SHRM Online, September 2019, 10 Questions for Employees Choosing a Health Plan, } So, for Joan, it makes sense to fund her 401K up to the company match and beyond, as much as she can afford. Tips for writing a professional excuse email. RE: 2022 Open Enrollment communications to employees on leave of absence. An announcement is made via email to ensure employees are informed about open enrollment dates and benefits being offered. See attached flyer. We endeavor to answer all inquiries within 24 hours on business days. 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. Join 22,000+ HR pros who receive monthly employee benefits insights, straight to their inbox. Provide instructions on how to log in. 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. So, open enrollment can easily pass some by. To request permission for specific items, click on the reuse permissions button on the page where you find the item. Your Employee Missed Open Enrollment for Health Insurance. Web spread the word about your company's open enrollment with these 30 short reminders. , they can enroll at any time, all year long. 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. Hopefully, we'll be able to restore your employment after this critical time. Here are some points you can (and should) include: Be Concise, and Swift. He would lose more money than hed gain if still carrying that debt. Ingenious Ways to Keep Remote Employees Engaged, What Youre Not Doing (But Should Be) to Improve Employee Satisfaction, A Guide to Workers Compensation When Working From Home, Employee benefits specialist contact info.