Open Enrollment Management
Article on using the Enrollment Management screen to approve and reject enrollment elections, as well as other features
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This article is designed to guide a user through the Enrollment Management screen to manage employee eligibility, in-progress enrollments, approving/rejecting submitted benefits, Eligibility of Insurability (EOI) requests, and helpful reports generated from an enrollment. The following content will only apply to enrollments that have been set up and employees have begun making elections for benefit plans built in the system. To request setting up an open enrollment, please email email@example.com
Enrollment Management Screen
First, navigate to the Enrollment Management Screen under Employee Admin Tools >> Employee Administration >> Enrollment Management
This article will cover all the tabs in the Enrollment Management screen.
- Eligible to Enroll
- Enrollments - In Progress
- Enrollments - Pending Approval
- Managed Enrollments
- Pending EOI Requests
- Enrollments Reports
1. Eligible to Enroll
This tab generates a list of employees eligible to enroll in any particular enrollment. There is no functionality on this tab and is for information purposes only.
To preview which employees are eligible for a specific enrollment, select the enrollment and click the filter button (there may be only one enrollment present, but to see the list of eligible employees, the filter still needs to be applied)
Not only will this screen show which employees are eligible to enroll but will also show their enrollment status, how many days are left in their enrollment, and the date and time in which it was completed, if applicable.
2. Enrollments - In Progress
This tab will show any enrollments that have been started, but not completed. You can use the filter options on the left to select which enrollments and plans you would like to see in progress.
The only action you can take on this screen would be to reset and enrollment in progress. You cannot enroll employees into their elected benefits from this screen. To reset any incomplete enrollments, you have two options.
You can select which individual enrollments you would like to reset by checking the Reset box next to the enrollment, and then selecting Process Selected Transactions in the dropdown menu. then, click on the Process button
You can choose to reset all In Progress enrollments at once by selecting the Process All Transactions option in the dropdown menu, then clicking the Process button
3. Enrollments - Pending Approval
This tab will allow you to view, approve, and reject any completed enrollments employees have submitted.
On this screen, you can select a record by clicking on the name to see more details about the employee election and select "view list" to return back to the list view to the Pending Approval tab (You can also approve or reject the benefit election from this screen as well)
You can use the dropdown menu to approve or reject all transactions, or use the Process Selected Transactions option to process elections based on which box you selected on their record.
4. Managed Enrollments
Note: This step is not required for ongoing enrollments (new hires / life events / ACA hours met).
Note: To use this tab, the “Enrollments - Pending Approval” and “Enrollments - In Progress” tabs must be completely cleared out.
The “Managed Enrollment” tab is where to process any elections that are automatically generated by the enrollment. This section is most commonly used for Active Enrollments. Active Enrollments require participants to submit elections or have their coverage automatically waived (Passive Enrollments simply continue the employee's current elections if they do not participate in the enrollment).
Begin by selecting the filter options for the following fields and click the Filter button:
- Select the Enrollment Period
- Select a Benefit Plan Type
- Optional: Select specific Benefit Plans, Coverage Codes, and Other Options
Adjust the employee record as needed. Typically this workflow is used to generate waived coverage records for those who do not want to participate and are already enrolled in a benefit plan of the same type but the benefits administrator will be able to adjust the Benefit Plan, Coverage Level, or the Coverage Waived Reason from the employee record.
From there, transactions on the screen can be processed once the information on the record has been updated.
- Check the boxes of the elections you wish to process
- Verify the New Benefit Plan, New Coverage, and New Start Date
- Click Process
The employee's benefit record will be updated with the changes made on this screen.
Note: This process will have to be repeated for each benefit type. While you do not have to filter down to the individual plan, the system does require you to select at least one benefit type
5. Pending EOI Requests
Note: Pending EOI Requests only show up on this tab after the election has been approved on the “Enrollments - Pending Approval” and “Enrollments - In Progress” tabs.
The Pending EOI Requests tab is where to process any requested coverage amounts that are above the Guaranteed Issue amount for that plan.
For example, an employee elects $150,000 of coverage for a life insurance plan, but that plan has a Guaranteed Issue of $100,000. When this election is approved on the “Enrollments - Pending Approval” tab, the benefit will be added to the employee's record. There will be two coverage amounts on the employee's record, a Plan GI Amount and a Requested Coverage Amount. If deductions are calculated using the actual coverage amount an employee has, the system will use the “Plan GI Amount” until the “Requested Coverage Amount” has been approved.
Depending on your insurance carrier requirements, you can navigate to this tab and approve, reject, or alter any additional coverage amounts requested by employees.
You can check the box of the record you would like to process, or you can process all transactions at once.
6. Enrollment Reports
This tab has some useful reports pertaining to employee elections and enrollment status.
If you have multiple enrollments, you can select which enrollment you would like to pull reports for in the Enrollment Period dropdown menu.
Each report has a specific set of data it can pull and is available in PDF or Excel format. Below are the most commonly used reports:
- Approval Status: Check the approval status of employee elections from the enrollment
- Election Summary by Employee: A quick view to see elections sorted by employee
- Election Summary by Plan: A quick view to see elections sorted by plans
- Enrollment Status: A quick view to see the status of each employee's enrollment