As the Benefits Plan Administrator within your organization, you shoulder additional responsibilities beyond merely liaising with the employee benefits provider. Your role extends to the meticulous day-to-day upkeep of your company’s benefits plan.

#1 Communicate Effectively with Employees:

Clear and transparent communication is vital for ensuring that employees understand their benefits package and how to make the most of it. You can plan and host some information sessions about the benefits plan to provide comprehensive information about available benefits. They include eligibility criteria, coverage options, enrollment procedures, and any changes to the plans.

Effective Strategies for Conducting Informative Benefits Sessions:

  • Simplify the Content: Ensure clarity in your explanations. If employees struggle to understand their coverage, they won’t be able to maximize its benefits effectively.
  • Foster Participation: Engage employees actively by encouraging questions and sharing experiences. Participation enhances learning and understanding.
  • Keep it Concise and Casual: Acknowledge the less-than-exciting nature of benefits discussions by keeping sessions short and informal, ideally no longer than an hour. Conclude by reassuring employees that you’re available for further inquiries.

In all communication about your benefits plan, maintain consistency to avoid confusion.

#2. Review and Update Employee Information

Though it’s preferable to maintain this process continuously, occasional oversights occur. The start of a new year presents an opportune moment to review and update employee information for accuracy.

Key areas to scrutinize include:

  • Legal Names: Marital status changes, like marriage, may result in name alterations. Utilize the Employee Change Form to update legal names promptly.
  • Dependents: Various life events can alter dependent status, such as childbirth, a dependent aging out of coverage eligibility, or marital dissolution. Be vigilant for any changes in dependent status.

#3: Get Acquainted with Your Plan Administrator Systems

Employee benefits companies typically offer Plan Administrators access to dedicated systems to facilitate their responsibilities. Within these systems, you can:

  • Onboard new employees onto the plan seamlessly.
  • Ensure the accuracy of employee information to maintain up-to-date records.
  • View and manage invoices, as well as pay premiums for the benefits plan.

By addressing these key tasks, you can effectively manage and maintain the health of your benefits plan.