Benefits open enrollment season can be a hectic time for any company. New employees need to enroll to avoid penalties and all of the employees have the option to switch plans. If these tasks are done manually by the HR department, it can be burdensome and error-ridden.
Using a HRIS to assist with benefits open enrollment allows employees to relieve some of the burden on HR by giving them the option to perform certain tasks on their own, at their leisure. Some HR guidance is still advisable during open enrollment, but a HRIS can save HR professionals a lot of time and trouble. The following are a few ways that HRIS can be used for open enrollment.
Allow Employees to Research Plans
Many employers and even carriers offer several different plans, with different premium price points and offerings. In some cases, the premiums may vary based on age and health factors. Looking through a brochure or at a table that displays the different offerings and prices can become confusing. A HRIS can simplify research by showing employees only what is applicable to them based on information that is already in the system.
Offer More Ways to Enroll
Using online resources can help mitigate some of the paperwork that comes with enrolling in benefits manually. Employees that don’t feel comfortable using the HRIS to enroll still have the option to enroll manually, however. Adding HRIS options will open up new ways to enroll, so employees have options and aren’t simply forced to do things one way.
Assist with Filling in Fields
Benefits enrollment can be confusing, even for the most seasoned employee. It’s easy to miss a field or forget to make changes when there is a new dependent or a dependent ages out of a plan. A HRIS can be set to automatically fill in fields based on information that already exists in the system, saving employees time and helping to mitigate errors.
Create Reports to Assist with Compliance
Compliance reporting can be difficult when done manually. A HRIS captures information as it is entered and changed, so there is no need to rifle through paperwork to figure out who is enrolled or to manually enter data into a chart for reporting. Most HRIS solutions come with standardized reporting capabilities, so compliance reporting can be achieved with just a few clicks.
If an error ever occurs or is suspected, HRIS can make it easy to perform an audit. Reporting functionality can be used to bring up all enrollment information in an easily viewable format. Errors can be more readily identified when all of the information is in one place.
Manage Benefits throughout the Year
Even after open enrollment season, a HRIS can be a valuable tool for managing benefits throughout the year. Employees can make changes as their household changes and can review their plan as they use it for greater understanding. This empowers employees while preventing HR professionals from wasting time answering basic and common questions.
If you feel that a HRIS could help make your benefits open enrollment season smoother, we can help. Visit our vendor match page today to find out how we can help you find your perfect solution.