Renewing your plans

3 Types of enrollment records exist in Employee Navigator Prior An enrollment record which has been replaced by another record Current The most recent record. (Note: a terminated employee will still have a “current” record) Open Enrollment Records which are created during open enrollment, but not yet active

The Open Enrollment Process Create the new plans Select OE plans & dates Manage ending plans Renewing & Reporting Activation

Create the new plans What are my options to create new plans? Renew existing plans (this can only be done once) Create a new plan from scratch Important reminders Voluntary plans: These plans generally have a “Plan Year End” of 12/31/2050 and you do not need a new plan unless you are changing carriers or changing the rates Do not extend plan dates: You should never extend the “Plan Year End” or change the rates; the system was not designed to work that way.

Set the effective date & Open Enrollment dates and plans Enrollment can start after this is completed Effective date This is the date the new plans will become effective You can only have 1 active open enrollment at a time Open enrollment period These are the dates employees can enroll An Open Enrollment link will appear on their home page HR can access employee enrollment and make changes until the effective date Open season plans Based on the effective date, you can select plans to show up for employees if OE effective date falls between the “Plan Start” and “Plan End date”

Open season starts and employees can make benefit elections HR can send out an email to their staff to begin Open Season HR can modify Open Enrollment elections from the employee management tab Access is allowed before the employee window Modification can be made by HR up until the effective date. OE reporting status allows you to manage employee progress

Ending Plans: Maps existing enrollment to new plans This step maps what will happen on the next step. No records will be changed at this point. Passive Enroll Maps employees enrolled in the “prior” plan to the “new” plan The “new” plan can be the same carrier or a new carrier Maps the creation of an open enrollment record for employees who did not complete open enrollment Passive Terminate Terminates employees in this plan who did not elect new coverage End All Elections Use this option only if you are no longer offering the benefit. For example if you have a dental plan and will no longer offer ANY dental insurance.

The “Renew” button IMPORTANT Only proceed when all employee elections are completed What does this function do? Creates open enrollment records for all employees who did not log on to OE based on the “Ending Plans” mapping. Allows you to report the complete enrollment to the carrier

Activating plans: The final step What is activating? This process changes all of the employees “Current” elections to “prior” and all of the “Open Season” elections to “Current” Our system is designed to have the open enrollment elections become active on the effective date If the effective date has passed, you should activate the plans if all enrollment is complete Proceed to demo