Changing Employee Enrollments & Data

There are times when employees may miss their enrollment deadline in Zenefits as a new hire, during open enrollment, or for a qualifying life event. In the instance that this occurs, either administrators or brokers are able to open or update the employee enrollment window to accommodate any changes that need to be sent to a benefits carrier. 

New Hire Enrollment Window = Effective Date + 21 days 

Qualifying Life Event Enrollment Window = Event Date + 27 days 

Open Enrollment Window = Determined by Broker or Administrator in the renewals flow

Create Enrollment

Brokers or administrators can utilize this action in order to enable employees to go through the enrollment flow if they miss their enrollment deadline.
  1. Navigate to the Benefits Administration app
  2. Click into the Employees tab
  3. Select an employee
  4. Review eligibility status in the upper right corner (green font)
    step 4
    • Ineligible - please see Update Eligibility instructions
    • Eligible to Enroll - proceed to step 5
  5. In Enrollment - please see Change Enrollment instructions below
  6. Click drop-down for Eligible to Enroll
  7. Click to Create Enrollment
  8. Check the box for each needed line of coverage and complete fields
    • Effective date
    • Enrollment deadline
    • Enrollment type
  9. Click to Submit
Create Enrollment

Change Enrollment

Brokers or administrators should utilize this action in order to either alter the desired employee effective date or to change the enrollment window end date.
  1. Navigate to the Benefits Administration app
  2. Click into the Employees tab
  3. Select an employee
  4. Review eligibility status in the upper right corner (green font)
    step 4
    • Ineligible - please see Update Eligibility instructions
    • Eligible to Enroll - please see Create Enrollment instructions above
    • In Enrollment - proceed to step 5
  5. Click drop-down for In Enrollment
  6. Click to Cancel Enrollment
  7. Check the box for each needed line of coverage
  8. Click to Submit
change enrollment 2

Cancel Enrollment

Brokers or administrators should utilize this action in order to remove active employee enrollments. The cancellation date should be entered as the first day without coverage. For example, if the carrier terminated coverage as of 7 /31/ 2019, the coverage cancellation date should be entered in as 8 /01/2019.
  1. Navigate to the Benefits Administration app
  2. Click into the Employees tab
  3. Select an employee
  4. Review eligibility status in the upper right corner (green font)
    step 4
    • Ineligible - please see Update Eligibility instructions 
    • Eligible to Enroll - please see Create Enrollment instructions above
  5. In Enrollment - proceed to step 5
  6. Click drop-down for In Enrollment
  7. Click to Cancel Enrollment
  8. Check the box for each needed line of coverage
  9. Click to Submit
Cancel Enrollment

The Benefits Administration app enables you to dynamically manage your employee enrollment data, whether by creating a streamlined process for employees to manage their benefits on a day-to-day basis or by allowing you to update and edit employee information retroactively. There are a number of options that are available in order to keep employee data accurate and reflective of what is on file with a carrier.

All of these actions should be utilized only when a change was first made with a benefits carrier. Changes made in Zenefits using this methodology will not generate carrier fulfillment tasks or update COBRA Complete, if applicable. Admins and brokers should always update employee enrollment data if changes are made outside of the system to ensure deductions are accurate when pushing into payroll.

Edit Enrollment

Cancel Coverage

If an employee or administrator cancels coverage directly with the benefits carrier, the cancel coverage action allows you to cancel employee coverage for a future or past effective date. This will remove employee deductions for the effective date that you choose.

Cancel Coverage

Change Plan

If an employee or administrator changes the enrollees plan directly with a benefits carrier, the change plan workflow can be used in order to update the plan information for an employee.  

Change Plan

Change Event Effective Date

If a carrier processes an employee’s enrollment for something other than the effective date in Zenefits, you can utilize this action to ensure the employee’s effective in Zenefits matches the carrier’s files.

Change Event Effective Date

Change Dependent Coverage

If an employee or administrator updates a dependent’s coverage with a benefits carrier, they should utilize this action to reconcile with what is on file with the carrier.
 
Change Dep Coverage
If the dependent needs to be added to the Zenefits system, this can be done by navigating to the employees' Personal Details tab and clicking Add Dependents at the bottom

Add Coverage

This should be utilized by administrators or brokers when an employee’s enrollment is made directly with the carrier and it needs to be reconciled in Zenefits in order for deductions to populate appropriately.

Add Coverage

Decline Coverage

This should utilized in lieu of cancel coverage when an employee was never active on coverage. Cancel coverage should be utilized if the employee has active coverage. This should only be used if the employee’s benefits were already declined with the carrier directly.


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