Open enrollment is one of the busiest times of the year for HR and payroll teams, but with the right planning, it doesn't have to be stressful. Starting early, communicating often and partnering with B2E Solutions can help ensure a smooth enrollment experience for both employees and administrators.
Our UKG Ready Open Enrollment Solution streamlines the enrollment process by reducing paperwork, improving accuracy and giving employees an easy, self-service way to review and elect their benefits. Whether this is your first year using our Open Enrollment solution, you've used it for years or you’re considering it for the first time, there are best practices that’ll keep your project on schedule and set your team up for success.
1. Start planning early
One of the best ways to reduce last-minute stress is to begin planning several months before open enrollment begins.
- Meet with your broker 3–4 months before your anticipated open enrollment period.
- Discuss benefit changes, carrier updates, rate increases and plan design changes as early as possible.
2. Complete your B2E Open Enrollment Survey promptly
The Open Enrollment Survey we send you gives us the information needed to begin building your open enrollment project.
- Complete the survey as soon as possible.
- If you are waiting on information from your broker or carrier, let your B2E Analyst know and provide an estimated delivery date so we can keep your project moving.
3. Notify B2E of benefit changes as soon as they're available
Benefit information isn’t always available to you at the exact same time, but sharing updates with us as soon as you receive them helps keep your timeline on track and minimizes surprises during implementation.
Be prepared to provide:
- Updated employee and employer contribution rates
- Summary of Benefits and Coverage (SBCs) or plan summaries
- Eligibility rule changes
- New or discontinued benefit plans
4. Meet the 30-day submission timeline
To allow adequate time for setup, testing and review, submit all final open enrollment information to B2E at least 30 days before enrollment begins.
Submitting information after this timeframe may delay implementation and could require expedited services.
5. Review employee eligibility
Before enrollment opens, verify that the following employee information is accurate and up to date:
- Employee eligibility
- Employee and dependent information
- Benefit classes
- Waiting periods
6. Verify payroll deductions
Before launch, confirm that payroll deductions are ready for the new plan year, including:
- Deduction amounts
- Deduction frequencies
- Premium rates
- Employer contribution changes
7. Plan ahead for carrier connections
If you use our Carrier Connectivity solution to send data directly to insurance providers from UKG Ready, notify B2E immediately of:
- New carriers
- Carrier implementation contacts
Keep in mind that new carriers and file structure changes often require additional implementation time and testing.
8. Communicate early and often with employees
Clear communication helps employees make informed benefit decisions and reduces questions during enrollment.
Be sure to communicate:
- Enrollment dates
- Benefit changes
- Active vs. passive enrollment requirements
- Where employees can go for assistance
9. Test before you launch
Before opening enrollment to employees, take time to review details.
- Verify plans and rates
- Confirm employee eligibility
- Test enrollment scenarios
- Resolve questions before employees begin making elections
10. Partner with the B2E Solutions team
Your Client Success Manager and B2E Analysts are here to help. The earlier we know about your open enrollment plans, the smoother the implementation process will be.
If you're not using B2E’s UKG Ready Online Enrollment solution yet, we'd love to show you how it can simplify your annual benefits process, improve the employee experience and reduce administrative work for your team. Simply request a demo today!
