Group Health Open Enrollment: Employer's Checklist
Annual open enrollment is the most complex administrative task in employee benefits. Running it well requires planning, communication, and attention to compliance details. This checklist walks through everything California employers need to do to execute a clean open enrollment — whether staying with your current carrier or switching.
60–90 Days Before Renewal
Start open enrollment planning when your renewal notice arrives. Steps: request competitive quotes from your broker (3–4 carrier alternatives minimum); evaluate plan design changes (deductible, out-of-pocket max, network); model the cost impact of any carrier switch or plan design change; identify any employees approaching deductible maximums or in active specialist treatment (a carrier switch could disrupt their care); decide whether you're staying or switching by Day 45 before renewal.
30–45 Days Before Renewal
Employee communication phase: send open enrollment announcement with effective dates, plan comparison (SBC for each option, premium contribution schedule), deadline for elections, instructions for how to enroll (paper forms, employer portal, or carrier portal). ERISA requires distributing Summary of Benefits and Coverage (SBC) to all eligible employees at least 60 days before a plan year change. Hold a 30-minute benefits meeting or webinar — employees make better decisions with an explanation than reading documents alone.
0–30 Days Before Renewal
Collect and process elections: follow up with employees who haven't submitted elections; enter elections in carrier portal or submit paper forms; verify dependent eligibility for any new dependents being added; collect evidence of insurability for employees requesting life insurance above guaranteed issue; confirm coverage effective dates with carrier; update payroll deductions for the new plan year; distribute new ID cards when received from carrier.
Day 1 of New Plan Year
Confirm all employees have coverage active. If switching carriers: submit COBRA notices for any employees on continuation coverage (new carrier, new plan means new COBRA notice); communicate new billing procedures; confirm new member ID cards have been distributed. Post-enrollment: update Section 125 plan document if plan design changed; file Form 5500 if your plan requires it (100+ participants); set a calendar reminder for mid-year review and next renewal planning.