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Open Enrollment Checklist

Updated

Section 1: Overview

Overview of OE: Open enrollment is the annual period when employees review, enroll in, or make changes to their benefits elections (such as medical, FSA, HSA, commuter, and other benefit plans) for the upcoming plan year.

Year-End Reminders: Year-end deadlines focus on applicable run-out, grace period, and claim submission deadlines to members as well as carryover funds to the following plan year. Confirm your plan set-up on the Employer Portal under the Benefit Programs tab.

  • Run-out period claim deadline (if applicable): Example plans ending 12/31 with a 90-day run-out period allow members until 3/31 to submit claims for the prior plan year.
  • Grace period deadline (if applicable): Example plans ending 12/31 may have a grace period through 3/15 for members to incur eligible expenses. Plans can have either a grace period or carryover, not both.
  • Carryover (if applicable): Carryover allows eligible unused funds from one plan year to be rolled into the next plan year instead of being forfeited. Example plans ending in 12/31 can transfer up to the IRS maximum to the next plan year.

New Year Reminders: For Open Enrollment, the key deadlines typically center around finalizing plan details before the new plan year begins:

  • Plan setup review and validation: Complete all plan audits and setup reviews before the start of the new plan year to avoid retroactive changes.
  • Review the Open Enrollment Checklist below for details.

Section 2: Open Enrollment Checklist

Confirm Plan Changes: If you have plan changes, complete the confirmation form(s) for the appropriate plans and return the completed form to your account team at least 60 days prior to your plan start date.

Upload Open Enrollment Data: Send your open enrollment data no less than 30 days prior to your new plan start date. You can decide which method works best for you, either via the Employer Portal or FTP (if applicable).

  • Employer Portal
    • File: Log in to the Employer Portal and upload an PSF Enrollment template.
    • Express: Log in to the Employer Portal and add enrollments for existing members by selecting the "Enter Elections (Express)" link on the Participants tab.
    • Reminders:
      • The Express Enrollment feature is only available during your designated Open Enrollment period. Details are located on the Employer Portal under the Benefit Programs tab.
      • Do not enter any information for employees not enrolling for the new plan year.
  • File Transfer Protocol (FTP Site) (if applicable): Send your enrollment file with the new enrollment details.

Set Up Payroll Calendar: Update the payroll calendar before your new plan year begins.

If your FSA payroll contributions are posted using the Payroll Deduction Tool, be sure to update the Payroll Calendar in the Employer Portal. Go to the 'Benefits' tab, then 'Payroll,' and select the Payroll Group to view. This step is required whether contributions are updated manually or automatically.

If you manually post contributions using the Payroll Deduction Tool, the last payroll deductions for the current plan year MUST be entered by the last day of the plan year. The Payroll Deduction Tool does not allow posting for the prior plan year once the new plan year has begun.

Additional payroll calendar details are located in the Employer Site Guide.

Remind Members to Use Cards: Remind your employees that once your new plan year begins, the healthcare card should not be used for expenses incurred in the prior plan year.

Section 3: Resources

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