As summer approaches, many HR teams are gearing up for open enrollment, a critical time when employees review and select their benefits. Managing this process effectively ensures employees make informed decisions while reducing administrative burdens. Fortunately, UKG offers powerful tools to streamline open enrollment, making it more efficient and user-friendly for both employees and HR professionals.
1. Start Planning Early
Open enrollment can be a complex process, and early preparation is essential. Develop a timeline that includes key milestones such as:
- Reviewing benefit offerings and making necessary updates
- Coordinating with benefit providers for any changes
- Setting up and testing the UKG open enrollment module
- Creating a communication plan to inform employees of key dates and plan details
Early planning prevents last-minute issues and ensures a smooth process for all involved.
2. Review Benefit Vendor Integrations
A successful open enrollment isn’t just about employee selections, it’s also about ensuring smooth data flow between UKG and your benefit providers. Proper integration and maintenance of benefit vendor connections help avoid costly errors, delays, and compliance risks.
Key considerations for benefit vendor integrations:
- New Benefit Providers: If you’re switching providers, ensure that integrations are set up and tested well in advance to avoid disruptions.
- File Feeds & API Connections: Verify that electronic data interchange (EDI) file feeds or API integrations between UKG and benefit vendors are accurate and up to date.
- Ongoing Maintenance: Regularly review and maintain integrations to ensure benefits data syncs correctly, preventing coverage issues or payroll deduction errors.
- UKG Ready: Flat file maintenance and builds.
Start new integrations and maintenance early, ensuring your benefit vendor connections remain seamless and error-free.
2. Communicate Clearly and Often
Employees need clear and timely communication to make informed choices about their benefits. Use multiple communication channels such as:
- Emails outlining key deadlines and changes
- Webinars or in-person meetings to explain benefits
- FAQs and guides to address common concerns
Consider sending reminders leading up to the deadline to ensure everyone completes their enrollment on time.
3. Leverage Technology for Efficiency
UKG simplifies open enrollment with automation and self-service features, allowing HR teams to manage enrollment effortlessly. Key benefits include:
- Employee Self-Service Portal – Employees can review benefit options, compare plans, and make selections at their convenience, reducing the need for HR intervention.
- Automated Benefits Tracking & Reporting – UKG keeps track of employee selections, ensuring accuracy in payroll deductions and compliance with company policies.
- Streamlined Compliance Management – The system helps ensure benefit elections align with company policies and regulatory requirements, reducing errors and liability risks.
By utilizing UKG’s robust open enrollment tools, organizations eliminate manual paperwork and reduce administrative time, allowing HR teams to focus on more strategic initiatives.
4. Offer Decision Support Tools
To help employees navigate their benefits, UKG offers decision-support features such as:
- Cost Estimators – Interactive tools help employees project healthcare expenses based on different plan options.
- Plan Comparisons – Employees can easily compare coverage levels, costs, and employer contributions side by side.
- Educational resources to explain key terms and coverage differences
By helping employees navigate their choices, you can increase engagement and satisfaction with their benefits.
5. Conduct a Post-Enrollment Review
Once open enrollment ends, take time to analyze the results:
- Enrollment Completion Reports – Track participation rates and identify employees who may need follow-ups.
- Were there frequent questions or concerns?
- What feedback can help improve next year’s process?
Gathering insights and making adjustments will help improve future open enrollment periods and ensure a better experience for everyone.
Make This Summer’s Open Enrollment Seamless with CORE HCM!
By leveraging UKG’s comprehensive self-service tools, automation features, and analytics, HR teams can streamline open enrollment and empower employees to make informed benefit choices with ease.
Need help optimizing your UKG open enrollment process? CORE HCM specializes in UKG consulting and implementation to help businesses maximize their HR technology investments. Contact us today to learn how we can support your HR team!