ICHRA Renewal Process for Current Clients with benefitbay®
We are excited to help you provide a great renewal experience for your ICHRA clients. The information below is an overview of the renewal process. Your benefitbay Customer Success Manager will work with you every step of the way to ensure you have a successful renewal season!
September 2024:
First Week:
- FOR EMPLOYERS WITH MEDICARE-AGED EMPLOYEES: Confirm the selection of a Medicare enrollment partner; assist each employee with scheduling any employee education.
- For your reference, here is a list of approved benefitbay Medicare enrollment partners.
- Request each employer to review their company profile and contacts in benefitbay for accuracy and makde any necessary updates.
- Review the renewal process with each client.
Third Week:
- Instruct your employers to download their employee census and begin updating any employee changes
- Instruct your employers to have their census updated and uploaded to benefitbay by October 11, 2024
- Here are the employer's instructions on how to complete that task
- We recommend you start contacting your largest groups first as they have the potential for more updates
For any employer groups that utilize the payroll integration, they can skip this step!
Last Week:
- Remind employers to send a general 90-day ICHRA Notice to all employees. A personalized ICHRA Notice will be available to employees when the enrollment begins.
- Here is a template they can use.
For compliance purposes, this notice should be sent by October 1, 2024.
October 2024:
- Once your employer has updated their employee census, you or the employer can upload it to the 2025 Coverage Period in the benefitbay platform.
- Review the 2025 Coverage Period information to ensure your PEPM and enrollment dates are correct (click here for instructions located in the "New Enrollment Period"). If your employer's account does not show a new coverage period for 2025 in the drop-down list, please contact your Customer Success Manager.
- As a reminder, and to ensure your team has enough time to model the census data for all of your employers, instruct your employers to have their census updated and uploaded to benefitbay by October 11, 2024.
- Model all employer census data to determine the 2025 contribution amounts and to ensure the employer contributions meet ICHRA affordability requirements.
- Schedule employee education for Open Enrollment.
ALL EMPLOYEES WILL BE REQUIRED TO LOGIN TO BENEFITBAY AND COMPLETE ENROLLMENT, EVEN IF THEY WANT TO RENEW THE SAME PLAN
- Once your employer approves the 2025 contribution amounts, lock the model. Instruct the primary contact to log in to benefitbay and sign the 2025 ICHRA Agreement.
November and December 2024:
- Make sure all your employees are ready to go and all employee emails have been scheduled in benefitbay.
- Assist employers with monitoring their enrollment progress.
Congratulations! You've made it!