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October 29, 2009
Open Enrollment Process
 
Many of you received a compliance reminder from Compliancedashboard regarding open enrollment.  The purpose of this email is to clarify your responsibilities during this process, as well as describe the materials that will be available to you.
Open Enrollment Materials
 
Material Provided by Principal
As in past years, Principal will send a rate sheet to each co-op.  This rate sheet will provide the rate for employee, family and retiree coverage (if applicable).
 
After enrollment, Principal will send you information related to plan changes and updates.    
 
Material Available through the SBC Web Site
The SBC web site contains all of the information and forms related to your health plan. 
  • Benefit Overview and Summary Plan Description (SPD)
    Click on the Benefit Administrator tab, then Benefit Overview and SPDs
  • Enrollment Kits, Enrollment Forms and Plan Information
    Click on the Benefit Administrator tab, then Forms and Information
Your Responsibilities
 
In general, all employees should be made aware of their opportunity to enroll and the terms of coverage.

Current Enrollees
Most co-ops will keep a participant enrolled in their plan until the participant asks to be removed.  During open enrollment, these participants should be notified of the amount of their new premium contribution (if there is a change). 

Eligible Employees Not Enrolled in the Plan
Co-ops should pay special attention to employees who are eligible to participate in their health plan, but choose not to enroll.  These employees must be made aware of their opportunity to enroll and given the information they need to make a decision.  Generally, this information will include the amount of the premium contribution and a benefit summary.
Distribution Methods 
 
Co-ops should distribute open enrollment information to employees through the following methods:

Email: This may be used for all employees with work-related email access, or employees without work-related access who have indicated they wish to receive information via email and have provided an email address.

Hand Delivery: Materials must be given to the employee, and may not simply be left in a break room or lunch area.

Post on Intranet Site: If materials are posted on your intranet site, you must notify the employees via email or paper notice that the material is available and how to access it.

Mail: If you do not use one of the distribution methods listed above, you should mail material to eligible employees.  This is commonly used for retirees, employees on leave or COBRA participants. First Class postage should be used.
 
You may use different distribution methods for different employees.  For example, you may email information to active employees and mail information to retirees.
Links

Please Note: 

All employees who are eligible for your health plan should have completed an enrollment form. 

This form gives them the opportunity to decline coverage. 
 
Although it doesn't need to be completed each year, you should have a copy of this form for all eligible employees that declined coverage. 
Post Enrollment
 
Material related to plan changes should generally be distributed according to the distribution methods described in this email.
 
You will receive additional information when you receive this material.
Questions?

If you have any questions, please use the contact information below. 
 
Carol Jobe
800-331-3287
ext. 43812