This page will provide you with instructions for how to set up Open Enrollment (OE) for your employees.
Once OE is set up, the system will automatically trigger an open enrollment period for all employees based on the OE date.
| Note that for new hires, newly eligible, or for a Qualifying Life Event (QLE) window for a specific employee, you will need to manually open the window for that employee. |
To set up a new Open Enrollment, or to view or edit any past OE, using the left navigation menu, go to Benefits – Open Enrollment.
Select the Add Open Enrollment button.
Enter the Open Enrollment Title and the effective date for when the open enrollment will begin. Choose whether all eligible employees can participate in this enrollment. If you choose “No,” set the conditions by which employees can participate, and choose the reason from the drop-down.
below:
You may choose any number of conditions for this process. For example, if you only want to allow non-smokers to be able to enroll, you may choose tobacco status.
Below, set the dates for which you wish to unlock employee enrollment, the time of day, and the time zone. You will also need to set the end time for enrollment to lock.
Select the Next: Plans button at the bottom of the screen, and then choose the plans for which you wish to open enrollment. You may open enrollment for all plans on this date by selecting the checkbox on the upper left of the screen.
If you are editing an already active Open Enrollment to add additional plans, you will be presented two new questions at the bottom of this page. You may choose whether you want to unset enrollment for employees who have already submitted their elections, and if you wish to notify employees about new plans that have been added to their options. Save your changes and select the Next: Passive Enrollment button.
On the Passive Enrollment page, you can review plans that have been set up for Passive Enrollment. If this is enabled, employees will be able retain their existing enrollments without making any changes.
However, If there are any plans that have been enabled, employees can actively login and change their elections during this enrollment period.
If you wish to enable participants with a plan to be passively enrolled, select the Enable checkbox, and select the new plan where they will be automatically enrolled:
If everything is good, select Next: Review & Activate.
On the next screen you will be able to view details about the OE you have just set up. You will see all plans that have been enabled and all passive enrollments you have enabled.
You can select Save & Activate Later or Save & Activate. Note, that passive enrollments will automatically be pushed as soon as you Activate this OE.
Once activated, it may take a little while for the entire process to complete. You can see the status on the main screen.
If you select the current enrollment, you will be able to see a broad overview of this enrollment, including the numbers of employees who have completed the enrollment, are in progress, or who have not started. If everyone has participated and is complete during the enrollment period, you can select Finalize Early to end the enrollment period.
From this page, you can also send or schedule an email to employees regarding the open enrollment to remind them to complete the process, or to notify those who have completed it. You may create an email from scratch or use an existing template to customize it to your employees.
When constructing your message, you may use System Attributes to automatically populate information, such as as the name of the employee, the enrollment end date, etc.
You may also attach files, save the existing email as a template for future use, and/or schedule the time and date you wish to have the message sent.