Administering Open Enrollments

During Open Enrollment, you have the ability to view the status of each employee that is eligible for open enrollment. You may see which employees have submitted their open enrollment changes, as well as view the progress other employees have made.

 

1.   Use the scroll bars on your browser to view the list of employees.

Note: The current statusstatus of each eligible employee's enrollment is listed next to the respective employee name.

 

In reviewing the Open Enrollment Status report, you want to see what an employee has elected as coverage for their plans. By viewing the "Report" for each employee in question, you may review the same confirmation report that the employee received during their submission of open enrollment.

1.   To view the details of any employee's enrollment, click the Report icon () in the employee's row of the Employee Open Enrollment table.

Result: The [Next Plan Year] Benefits Enrollment Confirmation page for the employee displays, showing all the employee's current benefits enrollments. You may print this page, if necessary.

 

One of your employees calls you and has a question about what they have submitted during Open Enrollment.  After reviewing the information on the Open Enrollment Status report with the employee, they would like to change their FSA election to a lesser amount. You may update the election for this area, rather than the employee having to re-open their elections and make the change for themselves.

1.   Click the Re-Open button in the employee's row of the Employee Open Enrollment table, then click the OK button.

2.   To edit any employee's benefits enrollment, click the Details icon () in the employee's row of the Employee Open Enrollment table.

The Open EnrollmentOpen Enrollment page for the employee displays.

3.   Select the Edit Enrollment radio button.

4.   Change the employee's benefits enrollments, as necessary (see Related Help Topics for more information).

5.   Click the BackBack button.

Result: The Employee Open Enrollment page displays. Your changes to the employee's benefits enrollment are saved, with a status of Pending. Click the Submit button to submit the changes.

 

The end of the time frame for Open Enrollment has been reached and there are several employees who have not yet completed the open enrollment through ExponentHR. You may submit elections for each employee according to the company policies during Open Enrollment.

1.   Click the Submit button in the employee's row in the Employee Open Enrollment table.

The [Next Plan Year] Benefits Enrollment Confirmation page displays.

2.   Click the Approve button.

Result: The Employee Open Enrollment page displays, and the employee's benefits enrollment status changes to Submitted.

Note: After you submit the employee's benefits enrollments, the Submit button will be replaced with a Re-Open button.

 

Managers may send notifications to the work e-mail addresses of groups of employees eligible for the open enrollment process, if necessary. The system will automatically include your email name/address in the 'Sender' field within the email.

Though you are nearing the end of your Open Enrollment process, over 50% of your employee base has still not completed open enrollment though ExponentHR. To ensure that all employees complete their enrollment prior to the deadline, you may create a notification addressed to employees who have an open or pending status only. These employees will receive a notification reminding them of the deadline for Open Enrollment.

Note: Employees with missing or invalid email addresses in their ExponentHR account will not be included in the notification.

1.   To send benefits notifications to any employee, click the Email NotificationsEmail Notifications button.

The Open Enrollment NotificationsOpen Enrollment Notifications page for the employee displays.

2.   Check the RecipientsRecipients check boxes to specify the group(s) of employees to which you want to send the notification.

Notes:

• You may send the notification to all employees in a specific benefit statusstatus by checking the appropriate check boxes.

  • Open status indicates that the employee has not yet begun the enrollment process.

  • Pending status indicates that the employee has viewed or edited his/her Open Enrollment elections, but has not completed enrollment.

  • Submitted status means the employee has successfully completed benefits enrollment.

• If you used filters in the employee list on the Open Enrollment Status page, the notification gets sent only to those employees in the filtered list.

3.   Enter the subject of the notification in the Subject text box.

4.   Enter the text of the notification in the Message Contents text box.

The text you enter will appear in the body of the e-mail the group(s) of employees you selected receive.

Note: Typing <link> anywhere in the Message Contents text box will display a hyperlink to open the Open Enrollment Page from the e-mail.

5.   Click the SendSend button.

Result: All employees in the group(s) you selected receive the notification e-mail you just created.