Last Updated on September 3, 2026 by MyHRConcierge

Open enrollment is one of the most important annual HR processes for employers. It gives employees an opportunity to review their benefits, make elections, add or remove dependents, and make changes to their coverage for the upcoming plan year. For HR teams, however, open enrollment involves much more than sending employees an enrollment form. Employers must coordinate with benefits providers, review plan changes, communicate important information, ensure applicable notices are provided and verify that enrollment and payroll systems are ready.

A well-planned open enrollment process can help employers reduce administrative errors, improve employee understanding of their benefits and support compliance with applicable benefits requirements. Preparing early is one of the best ways HR professionals can make the process more efficient for both the organization and its employees.

What Is Open Enrollment?

Open enrollment is a designated period during which eligible employees can enroll in employer-sponsored benefits or make changes to their existing elections. Depending on the employer and benefit plans offered, employees may be able to enroll in medical, dental, vision, life and disability insurance, as well as health flexible spending accounts (FSAs), dependent care FSAs, health savings accounts (HSAs) and other voluntary benefits.

The timing of open enrollment varies by employer and plan year. While many employers conduct open enrollment toward the end of the calendar year for coverage beginning January 1, employers with different plan years may have enrollment periods at other times. HR should work with its benefits broker, carriers and third-party administrators to establish enrollment dates and ensure employees have the information they need to make informed elections.

Start Preparing for Open Enrollment Early

One of the biggest mistakes employers can make is waiting until open enrollment begins to start preparing. Because the process involves multiple vendors, systems and employee communications, last-minute preparation can increase the risk of inaccurate information, missed deadlines and enrollment errors.

Ideally, employers should begin preparing several months before the enrollment period. This gives HR time to review the current benefits package, evaluate renewal information, confirm plan changes and determine what employees need to know before making their elections. Starting early also provides an opportunity to identify and correct problems before employees begin enrolling.

Review Your Current Benefits Package

Before communicating with employees, employers should conduct a thorough review of their existing benefits package. This includes evaluating current medical, dental and vision plans, employee contribution amounts, deductibles, out-of-pocket maximums and other plan features.

Employers should also consider employee participation and feedback from the previous enrollment period. If employees have consistently raised concerns about certain benefits or have difficulty understanding their options, open enrollment can be an opportunity to improve both the benefits offered and the way those benefits are communicated. Any changes to plan costs, coverage, eligibility or available benefits should be identified as early as possible. HR can then incorporate those changes into employee communications and enrollment materials.

Employers should also use open enrollment as an opportunity to review their benefits documentation. If the employer maintains a Premium Only Plan (POP) under Section 125, the plan document should be reviewed and updated to ensure it accurately reflects the benefits, eligibility provisions and election procedures currently being offered. Section 125 includes nondiscrimination requirements relating to eligibility, contributions and benefits, so testing can help employers identify potential issues with how the plan is designed or operating. Because a cafeteria plan must be maintained and operated according to its written terms, employers should make sure their documentation matches their actual benefits administration.

It is important for employers to review their Wrap Documents to ensure they accurately reflect the current benefit plans and plan design. Any changes to carriers, benefits, eligibility provisions or other plan terms should be evaluated to determine whether updates to the plan documentation are needed.

Confirm Renewal Information and Plan Changes

Employers should work closely with their benefits broker, insurance carriers and other benefits providers to confirm renewal information before enrollment begins. Premium rates, employee contribution amounts, deductibles, copayments, coinsurance, provider networks and prescription drug coverage can all change from one plan year to the next.

HR should carefully review the final plan information rather than relying on information from the previous year. Even a small change in a premium or plan feature can affect an employee’s benefits decision. Having accurate information before enrollment opens also gives HR time to prepare clear explanations of what is changing and what employees need to do.

Verify Employee and Dependent Eligibility

Employee eligibility should also be reviewed before open enrollment begins. HR should make sure its records accurately reflect employees’ current employment status and eligibility for each benefit.

This review should account for new hires, employees who have changed employment classifications, employees who have recently experienced qualifying life events, employees on leave and eligible dependents. Keeping eligibility information current can help prevent employees from being incorrectly enrolled or excluded from coverage.

Employers should also review their procedures for handling dependent eligibility documentation. If employees are required to provide documentation when adding a spouse or dependent, those requirements should be clearly communicated before or during enrollment.

Review Benefits Notices and Plan Documents

Open enrollment is an important time for employers to review their benefits notices and plan documents. Depending on the benefits offered and the employer’s circumstances, employees may need to receive or have access to documents and notices such as Summary of Benefits and Coverage (SBC) materials, Summary Plan Descriptions (SPDs), Medicare Part D notices, COBRA information, CHIP notices, HIPAA-related information and other required federal or state notices.

Employers should determine which requirements apply to their plans and ensure materials are current. Benefits communications should also be consistent with the actual terms of the plan documents. If there have been significant changes to a plan, HR should make sure the appropriate documentation and employee communications reflect those changes.

Create Clear Open Enrollment Communications

Effective communication is one of the most important parts of open enrollment. Employees need to understand their available options, the cost of coverage, important changes and the action they need to take.

Benefits terminology can be confusing, particularly when employees are comparing plans with different deductibles, copayments, coinsurance and out-of-pocket maximums. Employers should explain these concepts in straightforward language and focus on how changes may affect employees. Rather than simply telling employees that a deductible or premium has changed, HR should explain what that change means. A benefits guide, comparison chart, FAQ or informational presentation can help employees evaluate their options and make informed decisions.

Communication should also clearly state the open enrollment deadline, when new coverage will become effective and whether employees must actively make an election. Employers should consider using multiple reminders throughout the enrollment period instead of relying on one announcement.

Review Your Enrollment and Payroll Systems

Employers should verify that their benefits administration, HRIS and payroll systems are ready before open enrollment begins. Plan information, employee contribution amounts, eligibility rules, deduction codes and effective dates should all be reviewed for accuracy.

Testing the enrollment process before employees begin making elections can help identify technical problems. Employers should also confirm that elections will transfer correctly to carriers and that payroll deductions will reflect the employees’ final selections.

These checks are particularly important when an employer has changed benefit providers, introduced a new plan or implemented a new enrollment platform.

What Employers Should Do During Open Enrollment

Once enrollment begins, HR should monitor participation and remain available to employees who need assistance. Employers should track which employees have completed their elections and send reminders to those who have not yet taken action.

HR should also pay attention to recurring questions or problems. If several employees are confused about the same benefit or enrollment requirement, that may indicate that additional communication is necessary. Providing clarification to the entire workforce can help reduce confusion and prevent avoidable enrollment errors.

What Employers Should Do After Open Enrollment

The process does not end when the enrollment deadline passes.

After open enrollment closes, HR should:

1. Review employee elections.
2. Verify dependent information.
3. Identify incomplete or rejected elections.
4. Confirm waivers where applicable.
5. Reconcile enrollment information with carriers.
6. Verify payroll deductions.
7. Confirm effective dates.
8. Provide employees with confirmation of elections.
9. Distribute or make available applicable plan documents.
10. Resolve discrepancies before the new plan year begins..

The employer’s work does not end when the open enrollment deadline passes. A post-enrollment audit is an important final step in the process. Employees should receive confirmation of their elections and be provided with information about when their new coverage becomes effective.

Common Open Enrollment Mistakes to Avoid

Employers can prevent many open enrollment problems by avoiding a few common mistakes. Starting too late can leave insufficient time to correct errors or communicate changes. Using outdated benefits materials can result in employees receiving incorrect information about premiums, coverage or deadlines.

Employers should also avoid assuming that employees automatically understand their benefit options. Even employees who have participated in open enrollment for years may need help understanding changes to plan costs, deductibles, networks or account-based benefits.

Finally, employers should avoid treating open enrollment as an isolated annual event. The information collected and issues identified during enrollment can provide valuable insight for improving benefits administration throughout the following year.

A Practical Open Enrollment Timeline

Employers can use the following general timeline as a starting point:

90–120 Days Before Enrollment

• Review current benefits
• Meet with broker or benefits advisor
• Review renewal information
• Evaluate potential plan changes
• Establish an enrollment strategy

60–90 Days Before Enrollment

• Confirm benefit offerings
• Finalize plan changes
• Review eligibility
• Review and update POP Plan documents
• Review and update Wrap Documents
• Update enrollment systems
• Begin preparing employee communications

30–60 Days Before Enrollment

• Finalize benefits guides
• Review required notices
• Prepare FAQs and presentations
• Test enrollment systems
• Train HR staff

During Open Enrollment

• Communicate deadlines
• Answer employee questions
• Monitor participation
• Send reminders
• Address enrollment issues

After Enrollment

• Audit elections
• Reconcile carrier information
• Verify payroll deductions
• Confirm coverage effective dates
• Provide employees with confirmation
• Perform applicable POP Plan nondiscrimination testing
• Retain appropriate records

Prepare for a Successful Open Enrollment

Open enrollment is more than an annual benefits election period- it is an opportunity for employers to review their benefits strategy, improve employee communication and identify potential administrative or compliance issues before the new plan year begins.

By starting early, confirming plan information, providing clear employee education and reviewing elections after enrollment, HR teams can create a more efficient and effective employee benefits enrollment process. Employers should also work with their benefits professionals and legal counsel as appropriate to address requirements specific to their benefit plans and workforce.

For more information on how to enhance your organization’s compliance efforts, contact MyHRConcierge at 855-538-6947, sales@myhrconcierge.com. Or, schedule a convenient consultation below: