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      2025 benefitbay® Employer Renewal Guide

      ICHRA Renewal Process for Employers Using benefitbay®

      We are excited to provide a great renewal experience for your employees. The information below is an overview of the renewal process and will serve as a guide to ensure your company has a successful Open Enrollment season!

      September 2024:

      First Week:

      • IF YOU HAVE ANY MEDICARE-AGED EMPLOYEES, work with your agent to schedule employee education sessions.
      • Review your company profile and contacts in benefitbay for accuracy and make any necessary updates.

      If your company's pay frequency or waiting period needs to be changed, please contact your agent and benefitbay Customer Success Manager BEFORE making any changes. 

      Third Week:

      • Download your company census and begin updating any employee changes

      If your company utilizes the payroll integration, you may skip this step!

        • Here are the instructions to download the census
        • Please review and confirm all employee's personal and income information. You can make edits directly on the file. 
          • If you notice employees who have left the company but are still showing on the census, delete their information from the census and process their termination in benefitbay (here is the article to process a termination). 
          • Add any new employee's information to the bottom of the census. DO NOT ADD A BENEFITBAY ID#, as one will be assigned once the employee's information is added to the benefitbay platform. 
          • Update all current employee's information, especially salaries and personal addresses. This will ensure an accurate ICHRA affordability analysis can be completed. 
          • Once you have completed the updates, work with your agent to upload the census to your 2025 Coverage Period in the benefitbay platform.

      We encourage you to have your census updated and uploaded to benefitbay by October 11, 2024.

      Last Week:

      • Send the general 90-day ICHRA Notice to all employees. A personalized ICHRA Notice will be available to employees when the enrollment begins.

      For compliance purposes, this notice should be sent by October 1, 2024.

      October 2024:

      • Once the census is uploaded, work with your agent to determine the 2025 contribution amounts for your company.
      • Once the 2025 contribution amounts have been finalized and your agent has locked the model, the primary contact for your company must log in to benefitbay and sign the 2025 ICHRA Agreement.
      • Work with your agent to schedule employee Open Enrollment education for all employees.
      • We encourage your Human Resources team to provide employee communication prior to the start of Open Enrollment.

      During Open Enrollment:

      • You can monitor your company's enrollment progress for all employees. Here are the instructions for this option.
      • Redirect any employees who have plan questions or benefitbay enrollment questions to support@benefitbay.com.

      Congratulations! You've made it!