Manage Open Enrollment When Using Benefits Tracking
How do I manage open enrollment in BambooHR when using Benefits Tracking?
Purpose: To provide you with some easy steps to help you understand the process of making the open enrollment period more productive by using the tools available in Benefits Tracking. You have already done all the hard work in selecting and securing great benefits for your employees, so let BambooHR help you make the dreaded open enrollment period a breeze!
Did you know BambooHR offers a benefits administration add-on? With BambooHR® Benefits Administration, you can set up open enrollment windows for your employees to select which plans they want to enroll in. You can then approve the enrollments and export the enrollment data to send to your carriers. Click here to learn more!
With our e-signature feature in BambooHR, you can scan a benefit enrollment form and convert it into a signature template, which makes it easier for your employees to fill out their benefit elections during open enrollment and submit them by the due date. You can then send the signed forms to your benefit provider.
- Go to the Files tab to start creating a signature template.
- Add e-signature placeholders to have most of your employee information autofilled on the form. Those placeholders make it quick and easy for your employees to determine their benefit elections and submit them by the due date.
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Send the forms to your employees and then watch the magic happen!
- By using our Signed Documents report, you can keep track of who has signed the required forms and send reminders to those who have not signed their forms yet.
- *When the enrollment period is over, compile the signed forms and submit them to your benefit provider.
*Due to benefit enrollment forms typically including private data, we recommend that you work with your benefit provider on determining the best way to securely transmit electronic signatures.
When preparing for open enrollment, be sure to review your current benefit plans. If continuing with the same benefit provider, you can extend the end date of your current plans by editing the plan's end date. If you have chosen new benefit offerings, you will need to set up new benefit plans.
If you do not extend a plan's end date, the plan will expire, and the system will automatically remove your employees from the plan. Dates for the new plan and the expiring plan should coincide. The expired plan will show as inactive in Settings > Benefits > Plans.
You can delete a benefit plan if it does not have payroll history. Deleting a plan before its expiration date will also remove your employees from that plan. If you have payroll history tied to a plan, you will be able to end the plan by changing its end date. When deleting or ending a plan, it is a "soft delete," which means all history associated with the plan will remain in the Benefit History table on the employee profile.
If you use Payroll, you will have additional options to maintain a benefit plan year over year for open enrollment. Click here to learn more about the changes to Benefits Tracking with Payroll.
After receiving your employees' completed forms, you can update and save new enrollment information under each plan by using the bulk enrollment feature. You can even future date an employee's enrollment to have the update occur on a specified date.
Employees with access to their Benefits tab will also be able to view the future-dated update.
Use the Benefit Summary report to filter data by benefit plan and other helpful filters. In this way, you can quickly verify the changes you have made in BambooHR.