AD HOC OE PROCESS FLOW#

Ad-Hoc events occur when a Benefit Administrator must create an Open Enrollment period for specific employees for reasons other than a life/work event and mass open enrollment. For example, corrections are needed to an employee's current enrollment.

Step 1: Create Open Enrollment Record#

The Benefit Administrator decides that an employee requires an Open Enrollment period be created to make corrections to their existing elections.

The Benefit Administrator would create the Open Enrollment record via the IBOE screen for the event that has an open enrollment type of 'AD HOC'.

The administrator may add additional plans to the employee’s open enrollment by pressing the green plus sign beneath the Enrollment Plans tab in IBOE.

A workflow trigger may be defined to send the employee an email indicating the open enrollment has been created.

For more information on creating the Open Enrollment period, please see Step 2 in Mass Open Enrollment Process Flow.

Step 2: Employees Review Their Elections via WEBOEE. #

The screen WEBOEE is a scroll view of the employee’s elections. Using this form the employee may review their benefit election options in the Open Enrollment. The employee may make changes to their current enrollments, elect new coverages, update or remove recipients and upload documentation.

Once the employee has submitted all of the required information, they are able to submit their elections.

Once submitted, a workflow trigger may be defined to send the Benefit Administrator an email notifying them that the elections have been submitted and are ready for validating/processing.

For more information on WEBOEE, please see Step 3 in Mass Open Enrollment Process Flow.

Step 3 - Process Open Enrollment #

The Benefit Administrator reviews the elections, ensuring the required information has been received.

If approvals have been defined for Open Enrollment, the approver would have to approve the open enrollment in IBPOE.

Once approved the Benefit Administrator would validate the data and then process the elections via IBPOE. For more information on processing the open enrollment, please see Step 5 in Mass Open Enrollment Process Flow.

Step 4 - Close Open Enrollment Period#

After the elections have been processed the Benefit Administrator must close the Open Enrollment period via IBOE.

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Notes #

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