Tracking Enrollment and Releasing It When Open Enrollment Ends

Purpose

While open enrollment runs, you watch participation and chase the employees who have not finished, together with your client. When the window closes, you release the enrollment. Release is the step that confirms the package so enrollments can go to the carriers. This article covers the enrollment view, correcting an enrollment from the back office, and releasing enrollment.

Who can do this: the client's broker, their agency, and account managers linked to that broker.

Open the enrollment view

1. Click Proposals in the top menu. The list shows each package with its status and action icons.
2. Click the View Enrollment icon on the package. You can also open the client's page and click View Enrollment on the proposal.

Download (bottom right) exports the enrollment as a spreadsheet. Download All PDF downloads carrier enrollment forms for sharing with carriers, where PDF form templates are set up.

Your client sees the same progress on their own dashboard, with the statuses Submitted, In Progress, Not Started, and Declined All. See Tracking Open Enrollment and Completing an Enrollment for an Employee.

During open enrollment

• Check Enrollment Participation regularly and share the list of employees who have not finished with your client. The client chases them; you can also complete an enrollment on an employee's behalf.
• Before the window closes, UZIO emails you "Attention: client OEP is ending", with how many employees have enrolled and how many are pending. Use it as your prompt to review participation, and to extend the window if the client agrees. See Changing a Proposal After It Has Been Shared.
• Employees who elect life or disability cover above the guaranteed amount need evidence of insurability (EOI) approved by the carrier. UZIO reminds you about pending EOI. Make sure the EOI is filed with the carrier, and update the result in UZIO when the carrier decides.

Correct an enrollment from the back office

1. In the enrollment view, click the employee's link under Application Status.
2. Enrollment Summary and Enrollment Details open. Some fields can be edited here directly.
3. Save.

After open enrollment ends: release the enrollment

When the window closes, the package waits for your approval before enrollment is released. UZIO emails you "Attention: Employer's enrollment release is pending", listing the clients waiting.

1. Go to the Manage Approval page.
2. Review the client's enrollments. Check participation and look for anything unfinished that should not be.
3. Approve the package to release the enrollment.

After release:

• Employees who did nothing are handled by the package's rules. A new hire goes into the default plan if one is set, otherwise declined except for employer-paid plans. At renewal, your rollover rules apply. See Renewing a Client's Benefits.
• Set up carrier enrollment and release the enrollment package to the carriers. See Sending Enrollments to Carriers: Carrier Setup, Enrollment Files and EDI.
• If your client runs payroll in UZIO, submitted enrollments create the benefit deductions on each employee's payroll record. See the employer's side in How enrollments reach payroll.

Common problems

An employee's enrollment shows the wrong plan or cost. Check the employee's class and hire date in the census first. If they are wrong, the plans and costs offered were wrong too: correct the census, then reset the enrollment so the employee can choose again. If the census is right, correct the enrollment from Enrollment Details.

Download All PDF gives nothing. Carrier PDF form templates are not set up for the client. PDFs are optional; most carriers accept Excel or EDI files. See Sending Enrollments to Carriers.

I keep getting release-pending reminders. The window has closed and the package has not been approved on the Manage Approval page. Release it, or extend the window if the client still needs time.

Related articles

• Sending Enrollments to Carriers: Carrier Setup, Enrollment Files and EDI
• Changing a Proposal After It Has Been Shared
• Renewing a Client's Benefits: Rollover Rules and Replacement Plans
• Your client's view: Tracking Open Enrollment and Completing an Enrollment for an Employee
• Employee experience: Enrolling in Benefits