Is open enrollment season overwhelming your business every year? If you’re like most small and medium-sized businesses (SMBs), the pressure to meet compliance deadlines, manage complicated administrative tasks and communicate employee benefits can feel relentless.
PrestigePEO understands the complexities you face. That’s why we’ve created an open enrollment checklist. This step-by-step guide eliminates guesswork, streamlines compliance and frees your team from administrative overload, allowing you to focus on what matters most: your business and employees.
In this article, you'll learn:
- How to effectively prepare your business 6–8 weeks before open enrollment
- Best practices for clear employee communication and higher participation
- Strategies to proactively manage ACA compliance and required documentation
- Proven ways to address enrollment issues quickly with expert assistance
- How post-enrollment reporting and support drive ongoing improvements
By the end of this guide, you’ll have a clear understanding of how PrestigePEO helps SMBs take control of open enrollment, avoid costly mistakes and deliver lasting value for your organization.
The SMB Open Enrollment Checklist: PrestigePEO’s Proven Method
Navigating open enrollment requires careful planning and organization, especially for businesses with limited HR resources. PrestigePEO simplifies this process with a structured checklist that clearly outlines each essential step.
This checklist connects you with PrestigePEO’s technology, tools and dedicated specialists, reducing administrative burdens, streamlining compliance and driving employee engagement.
When you partner with PrestigePEO, this is how you can confidently manage your next open enrollment:
Pre-Enrollment Preparation (6–8 weeks before OE)
Proactive preparation is essential to avoid mistakes. PrestigePEO simplifies the planning phase with intuitive technology and expert guidance, so you can set the stage for successful enrollment.
- Review Benefit Plan Offerings
- Access current and prior-year medical, dental and vision rates through the Benefits Renewal Portal.
- Export side-by-side comparisons (PDF/Excel) showing deductibles, pricing tiers, carrier networks and detailed plan specifics.
- Model Employer Contribution Scenarios
- Instantly model up to three different contribution scenarios: percentage-based or fixed-dollar, by plan or employee class.
- View clear, real-time cost projections directly within the portal, simplifying budget forecasting.
- Collaborate with Experts
- Work directly in the Benefits Portal alongside your health insurance broker and PrestigePEO Benefits Specialist.
- Single-user editing avoids version conflicts, and specialist contact information is always easily accessible.
- Digitally Submit Final Contribution Models
- Submit approved contribution scenarios digitally within the Renewal Grid, eliminating the need for manual forms or spreadsheets.
- Clearly track status updates: Not Started → In Progress → Submitted → Published.
- Automatic Employee Invitations
- Automatically launch employee enrollment invitations through PrestigePRO Employee Portal upon plan approval.
- Reduce administrative effort and potential errors through automatic digital invitations.
By completing this thorough preparation with PrestigePEO’s dedicated team and technology, your business is now equipped for a smooth enrollment period.
Employee Communication and Engagement (4–6 weeks before OE)
Effective communication is critical for strong employee participation and satisfaction during open enrollment. PrestigePEO provides both tools and personalized strategies to enhance employee engagement.
- Streamlined Enrollment Education
- Use the PrestigePRO platform to offer intuitive, centralized enrollment resources for employees, including plan comparisons, quick-reference guides, videos, and FAQs.
- Customized Employee Communication Strategies
- Work directly with PrestigePEO’s Benefits Specialists to create multi-channel communications, including personalized email campaigns, webinars and FAQs, to inform employees about their employee benefits.
With clear, customized communication tools and strategies from PrestigePEO, your employees will confidently complete open enrollment.
Compliance and Documentation (2–4 weeks before OE)
Compliance mistakes during open enrollment are costly and disruptive. PrestigePEO proactively addresses compliance requirements, so your SMB remains fully prepared and protected.
- Regulatory Documentation Preparation
- PrestigePEO’s compliance team manages the preparation and accuracy of ACA documentation, including forms 1094-C and 1095-C, along with all other regulatory filings.
- Risk and Compliance Readiness Checks
- PrestigePEO’s compliance specialists thoroughly review your company’s compliance readiness, verifying alignment with current regulations and protecting your business from penalties and vulnerabilities.
With PrestigePEO’s meticulous compliance management, your SMB can confidently approach open enrollment knowing all documentation and regulatory obligations are addressed.
Enrollment Execution and Troubleshooting (Enrollment Period)
Even careful planning can’t prevent every enrollment issue. PrestigePEO provides dedicated human support precisely when needed, eliminating employee confusion and enrollment delays.
- Real-Time Enrollment Support
- Provide employees immediate access to PrestigePEO Benefits Specialists via direct phone and email.
- Rapidly resolve eligibility questions, plan selection issues and enrollment troubleshooting with personalized, expert support.
PrestigePEO’s responsive, human-centered approach ensures quick issue resolution, reduces employee frustration and allows seamless enrollment execution for your business.
Post-Enrollment Follow-Up and Reporting
The open enrollment process doesn’t end after employee selections. PrestigePEO continues to add value by providing clear reporting, ongoing support and actionable employee feedback to drive continuous improvement.
- Clear Employee Benefit Summaries
- Employees automatically receive comprehensive benefits summaries through PrestigePRO, outlining selected plans, premiums and effective dates.
- Detailed Administrative Reporting
- Administrators gain instant access to PrestigePRO’s Report Center for customizable reports, including payroll deduction summaries, benefit allocation breakdowns, and cost-saving metrics.
- Continued Expert Support
- PrestigePEO’s dedicated team remains readily accessible post-enrollment for rapid resolution of employee inquiries or administrative questions.
- Actionable Employee Feedback
- PrestigePEO conducts post-enrollment employee surveys to gather actionable insights for future open enrollment improvements, refining communication and increasing overall satisfaction.
With clear reporting, expert support and employee insights, PrestigePEO ensures your open enrollment process continues to deliver long-term value.
Avoid These Common Open Enrollment Mistakes (And How PrestigePEO Solves Them)
Navigating open enrollment can be challenging, and businesses often face common challenges that can lead to costly errors. Without adequate resources, compliance expertise, and clear communication strategies, businesses risk missed deadlines, administrative overload, and employee confusion. PrestigePEO has clear solutions to address these issues, helping SMBs achieve a seamless open enrollment experience.
MISTAKE 1
Missing Compliance Deadlines and Regulatory Updates
The Issue
Many SMBs struggle to keep up with evolving ACA regulations, IRS reporting requirements and state compliance deadlines. Missed filings or late notifications can trigger fines and penalties.
PrestigePEO's Solution:
Our compliance team proactively monitors regulatory changes at federal and state levels. We ensure all ACA documentation and required filings are accurately prepared, submitted on time and fully compliant. This proactive approach significantly reduces your compliance risk and frees internal resources for strategic initiatives.
MISTAKE 2
Administrative Overload and Data Errors
The Issue
Managing multiple spreadsheets, tracking employee elections manually and handling different versions of benefits documentation can overwhelm administrative staff, leading to costly mistakes and delays.
PrestigePEO's Solution:
PrestigePEO replaces fragmented processes with streamlined technology solutions. Through the Benefits Renewal Portal within PrestigePRO, administrators easily manage rate comparisons, model contributions, and track enrollment statuses from a single, centralized platform. Plus, our dedicated Benefits Specialists help alleviate administrative burden, ensuring accurate data and reducing errors.
MISTAKE 3
Poor Communication Leading to Employee Confusion
The Issue
Unclear or inconsistent communications can leave employees confused about their benefit options, leading to poor participation rates and frustration.
PrestigePEO's Solution:
Our team crafts customized, clear and timely communication strategies tailored to your workforce. Using resources such as the PrestigePRO platform and our comprehensive Open Enrollment Resource Center, we provide multi-channel communication (email campaigns, webinars, FAQs, and video tutorials) that enhance employee understanding and boost participation rates.
By addressing these common mistakes directly, PrestigePEO ensures your business navigates open enrollment confidently, effectively, and in full compliance, delivering a smoother experience for your organization and employees alike.
Real SMBs, Real Results: PrestigePEO Success Stories
Open enrollment challenges affect real businesses every day. Here are two examples highlighting how PrestigePEO’s unique approach provided tangible results, significant cost savings and a smoother open enrollment experience.
Morey Creative (Syosset, NY)
Challenge:
Morey Creative faced steadily rising health insurance premiums and growing administrative complexity during renewal periods. With limited internal HR resources, managing renewals had become an annual headache.
PrestigePEO's Solution:
By partnering with PrestigePEO, Morey Creative tapped into PrestigePEO’s pooled buying power and leveraged expert guidance throughout the renewal process.
Results:
Morey Creative achieved a 30% reduction in their health insurance premiums. The streamlined process and significant cost savings delivered immediate relief from administrative frustration.
"We saw a 30% decrease in health insurance rates as the buying power of a PEO is so much stronger than what you can get on the open market as a small business."
Jamie Castagna, Morey Creative
Apricot Law (Hawthorne, NY)
Challenge:
Apricot Law needed reliable, quick responses to employee inquiries during enrollment. Without dedicated HR staff internally, even small delays could escalate quickly, causing frustration and confusion among employees.
PrestigePEO's Solution:
PrestigePEO provided a dedicated Benefits Specialist team, offering real-time guidance and rapid issue resolution during open enrollment and beyond. Employees had direct and immediate access to support when questions arose.
Results:
Employees experienced increased satisfaction, clearer communication, and quicker resolutions, significantly enhancing internal confidence in the benefits process.
"The support I have with PrestigePEO allows me to do my job better daily. Their quick response time keeps things moving forward and allows me to get the answers our employees need. I breathe a sigh of relief knowing I have the people at PrestigePEO in our corner."
Megan Castellucci, Apricot Law
Why Choose PrestigePEO for Your Next Open Enrollment
Having the right partner for open enrollment influences your business’s financial health, compliance and employee experience. PrestigePEO offers clear, measurable advantages tailored specifically to streamline the enrollment process, manage costs and drive better outcomes for your organization, all while saving you money.
Guaranteed Compliance Assurance
PrestigePEO proactively handles compliance obligations. Our dedicated compliance team ensures your ACA and other regulatory documentation remains accurate, timely, and audit-ready, protecting your business from costly fines and compliance risks.
Simplified Administration
With PrestigePEO’s Renewal Portal and the integrated PrestigePRO platform, we simplify the administrative complexity associated with open enrollment. Our centralized technology eliminates the need for manual data entry, reduces errors, and streamlines collaboration, freeing your internal teams to focus on strategic initiatives.
Significant Cost Savings Through National Carrier Access
PrestigePEO leverages pooled purchasing power, allowing SMBs access to premium benefit plans typically unavailable independently to smaller employers. Clients, such as Morey Creative, have realized health insurance premium reductions of up to 30%, significantly reducing costs while maintaining high-quality employee benefits. This purchasing advantage translates into meaningful savings, predictable expenses, and enhanced financial stability.
Increased Employee Satisfaction and Engagement
PrestigePEO delivers customized, clear communication and comprehensive educational resources to simplify employee enrollment. Supported by dedicated Benefits Specialists, employees receive timely answers and guidance, enhancing their understanding, improving participation and boosting overall satisfaction.
Risks of Not Choosing PrestigePEO
Without PrestigePEO’s expertise and tools, your organization could face significant risks:
- Costly compliance penalties resulting from missed deadlines or inaccurate filings
- Administrative inefficiencies and errors due to outdated or manual processes
- Employee confusion and dissatisfaction negatively impacting morale and retention
By partnering with PrestigePEO, your business benefits from decades of proven expertise, cost-effective access to top-tier employee benefits, streamlined enrollment technology and proactive compliance support. With PrestigePEO, you can confidently approach open enrollment year after year.
Take Control of Your Next Open Enrollment
Don’t let another open enrollment season threaten your compliance, disrupt your business operations, or leave your employees dissatisfied. With PrestigePEO’s decades of proven expertise, simplified administrative processes, and powerful pooled purchasing power, your open enrollment can be efficient, compliant and cost-effective.
Trust the proven partner in open enrollment management. PrestigePEO has consistently delivered tangible results for SMBs for more than two decades, providing peace of mind, reduced costs, and increased employee engagement year after year.
Don’t risk your open enrollment. Schedule your free PrestigePEO consultation now to ensure a smooth, compliant, and successful enrollment season.
