The Zenefits renewals management tool allows benefits administrators to create plans, contributions, and launch renewals in Zenefits to employees in order to gather election and participation data for delivery to benefits carriers. Customers and/or their broker are responsible for building Open Enrollment in Zenefits; customers should work with their broker to verify who will build Open Enrollment in Zenefits.
Main company administrators & benefits administrators with permissions to manage renewals. Alternatively, if your company is utilizing a Certified Broker Partner (CBP), CBP users will be able to access and manage your group’s renewal data.
Best practice is typically to begin building out plans so employees can make elections at least 45 days from the effective date of your Open Enrollment or Initial Enrollment if switching carriers. This allows for time to collect all enrollment information and submit it to the carrier in question for processing.
In order to process Open Enrollment you will need the following information:
Overview: In Zenefits, a "Passive Renewal" is when you intend to have employees automatically enrolled into their carrier mapped plan(s) and do not offer employees a period wherin they select their benefits in the insurance enrollment flow. Passive renewals should only be utilized when you do not want employees to elect their plans for renewal.
How to Process a Passive Renewal: Once you've completed the "Plans & Carriers" step in the Open Enrollment flow, complete the "Open Enrollment." Zenefits will ask you if you want to invite your employees to Open Enrollment:
If plan mapping is set to “Do not auto-renew”, we will not roll over the previous year's elections and employees will be required to participate in Open Enrollment to enroll in coverage.
Cigna PPO A -> Cigna PPO B
In this example, the PPO plan from the previous plan year maps to the new plan year’s PPO plan . All employees that do not make elections for the new plan year that were enrolled for the previous plan year, will be automatically enrolled for the new plan, unless they decline coverage.
Benefits carriers will provide what your carrier plan mapping should look like in your renewal packet; if you are unsure what your plan mapping is, please verify with your benefits carrier.
Key: **denotes steps that both Admin users with renewals management permissions and Benefits Administrators without renewals management will see.
Once Open Enrollment is launched, you can view employee progress by clicking on View Progress from the Benefits Administration app.
From here, the following tools are also available:
Zenefits automatically generates and sends Open Enrollment reminders 90days prior to your renewal date as listed in the system. Reminders are sent via email 90 days from the renewal date for your benefits. If you have multiple lines of coverage with disparate renewal dates, Zenefits will send separate reminders for those unique renewal dates.
Zenefits sends reminders to the Benefits Administrators & Full Company Administrators.