Conveying Benefit Info to New Employees

Rockie

I'd be interested in knowing how you guys get benefit info to new employees. I am in the process of trying to streamline some of our procedures and this is a very cumbersome one. Do most of you send out the election form with the new hire paperwork or just wait until they come in to complete this part of the new hire process.

Thanks for your input!

LindaS

What I do, and have done in the past, is to provide employees with SPDs as well as the information they need to have to enroll in the various plans about one week in advance of meeting with them. They are also notified of the date and time we will be meeting. At the meeting I answer (or try to) any questions they have as well as complete the necessary enrollment forms. That way I have the completed information right away and do not have to "hunt them down" for the paperwork. Although I will admit that not every employee is prepared for the meeting, most are. I do not provide this information as soon as they are hired since there is a "waiting period" before they become eligible.

POPEYE

We have put together a packet with all benefit forms and enrollment information. We distribute this to the EEs 10-15 days before they become eligible for benefits. In this packet is detailed instructions on how to fill out the forms, when they must be returned, what waivers to sign if not electing to enroll...............

Out benefits coordinator keeps a database to alert her of when to distribute packets. Has seemed to work very well.

njjel

I meet with each employee their first day of work and go over all of our benefits with them face to face. I also provide them with their enrollment forms at that time. If they advise they do not wish our medical/dental insurance, I have them sign a waiver at that time. They are not required to fill out the enrollment on the spot unless they wish to. It makes for a bit of 'babysitting' on my part but so it goes in HR. I also provide each employee with a synopsis of our benefits for them to take with them as it is a lot of info to digest without backup.

Lola815

We are a small company (about 80 employees) and I do the same thing. I think that in the long run I save time because most people know that they want the insurance and I can answer all their questions right there and usually I have fewer problems in the long run.

I know that I do way too much handholding, but I also feel that it is my job to keep the employees happy.

HRQ

All new hires are required to attend orientation within first two weeks of employment. Orientation is conducted by me (HR), payroll and Ops Director at a central location every two weeks. (we have 16 locations as far as 45 miles apart)

I share a packet with the group, including:
- Enrollment Checklist
- Benefits at a Glance with recap of all bene's, not limited to insurance
- enrollment forms
- SPD's
- premium sheet, including company contribution

Because not all are eligible for or interested in the plans, I "whiz" through the packet, hand out addt'l materials to those interested, and explain that I'm available to stay late if they have questions.

I explain to employees that it is their responsibility to return paperwork by the deadlines, and the deadline is printed on just about every piece of paper I give them. I also try to send them reminders just before the deadline arrives, but they are clear (usually!) that it is their responsibility.

We also have all attendees complete an evaluation of the training session. About half say they wish we had more time to cover bene's and "how to enroll". Our orientation continually evolves. x:D