What Employers Need to Know About Open Enrollment (And How to Get It Right)
- Ahrise Consultant Team
- Sep 4
- 3 min read
Get your team ready for open enrollment season with this Open Enrollment Guide. Learn key deadlines, compliance tips, and how to optimize the employee experience during benefits selection.
Open enrollment is one of the most important times of the year for employers and their employees. It’s more than just filling out forms—it’s your opportunity to strengthen compliance, reinforce your company culture, and enhance employee satisfaction through clear communication and thoughtful benefit offerings.
Here’s what employers need to know to navigate this season smoothly.
What is Open Enrollment?
Open enrollment is the designated period each year when employees can:
Elect new benefit plans
Modify existing benefits
Add or remove dependents
Decline coverage
For most employers with calendar-year plans, open enrollment typically happens between October and December for coverage beginning January 1.
Why It Matters
The open enrollment period is the only time employees can make benefit changes—unless they experience a Qualified Life Event (QLE) during the year.
From an HR perspective, it’s a critical compliance moment. It’s also an opportunity to:
Educate employees on available options
Ensure benefit elections align with company offerings
Demonstrate your organization's investment in employee well-being
Avoid costly errors, late enrollments, or coverage gaps
Legal & Compliance Considerations
Employers are required to distribute legally mandated documents and disclosures during open enrollment, such as:
Summary Plan Descriptions (SPDs)
Summary of Benefits and Coverage (SBC)
HIPAA privacy notices
ACA notices (such as coverage affordability)
COBRA continuation notices (if applicable)
Failure to provide these notices on time can result in penalties from the IRS, DOL, or HHS.
Best Practices for a Smooth Open Enrollment
Start Early
Begin planning 60–90 days before enrollment starts. Work with brokers or providers to finalize plan designs and rates.
Educate Your Employees
Use digital guides, comparison charts, live Q&As, and recorded webinars to help employees understand their choices.
Simplify the Process
Use a centralized HRIS or benefits portal to collect and track elections. Avoid manual paperwork whenever possible.
Communicate Often
Send multiple reminders across different channels—email, Slack, company intranet, or printed flyers.
Offer Support
Provide access to HR or benefits reps who can answer questions during the enrollment window.
Common Pitfalls to Avoid
Mistake | Impact |
Late distribution of notices | Triggers compliance penalties |
Incomplete elections | Leads to coverage delays or lack of coverage |
Failing to confirm elections | Results in inaccurate payroll deductions |
Lack of employee education | Causes frustration, confusion, or dissatisfaction |
Measuring Success
To improve open enrollment year over year, track key metrics such as:
Enrollment completion rates
Time to process elections
Number of QLE corrections post-enrollment
Benefits-related help desk tickets
Employee satisfaction (via quick surveys)
Downloadable Resource
📄 Download our Open Enrollment Checklist
Ensure you're meeting federal requirements and optimizing your benefits program. 👇
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Is your organization prepared for open enrollment season?
Let Ahrise Consultant Group help you build a legally compliant, employee-centered open enrollment strategy.
👉 Schedule a 15-minute HR compliance consultation today
📚 And read our full HR Pillars Series to ensure every corner of your people strategy is compliant and aligned.
Watch: What Employers Need to know about Open Enrollment| Ahrise Consultant Group
Disclaimer: This content is for informational purposes and does not replace legal guidance
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