A clean handoff from
plan selection to enrollment.

For the owner, office manager and benefits broker. Assign a person and date to each handoff so a ten-person team knows what happens next.

Company / plan year (placeholder):

Target coverage date / carrier deadline:

Employer decision owner / broker contact:

Payroll / enrollment contact:

Before employees receive the offer

1. Owner → broker + office manager

Confirm selected plan(s), exact network, employer contributions and dependent contribution policy in writing.
Confirm employee eligibility, waiting-period design and participation requirements with the carrier.
Confirm quote assumptions, effective date, application deadline and any conditions still outstanding.
Confirm separate fees, employer account funding and the first payment process.
Resolve important provider/prescription questions through a private channel.

Owner / due date:

Before the enrollment deadline

Give employees plan summaries/SBCs, enrollment instructions, deadline and a contact for questions.
Show the employer contribution and employee deduction per paycheck for each applicable option.
Explain dependent enrollment, waivers, documents needed and how to request private help.
Confirm enrollment access works; arrange paper or assisted enrollment where needed.
Record elections or waivers for every eligible employee in the approved system.

Owner / due date:

Before coverage and deductions begin

Broker/carrier confirms the employer application and enrollment were accepted and the effective date is correct.
Reconcile accepted carrier enrollment with employee elections, waivers and dependent records.
Payroll checks individual employee rates and approved employer contributions; do not use workbook averages as payroll instructions.
Confirm the actual payroll calendar and deduction dates, including any 27th biweekly or 53rd weekly payday.
Confirm the first invoice, payment responsibility and correction route for discrepancies.
If replacing coverage, coordinate termination only after replacement acceptance and dates are confirmed.

Owner / due date:

After the effective date

Tell employees how to access ID cards, online accounts and the benefit booklet.
Check the first payroll deductions and first carrier invoice against accepted enrollment.
Resolve missing members, incorrect tiers, contribution errors or date mismatches.
Document the process for new hires, departures, dependent changes and qualifying events.
Schedule the next renewal review and keep the decision record with plan documents.

Owner / due date:

Scroll the table horizontally to read each column.

Issue / no personal employee details	Responsible person	Due date / resolution

Employer confirmed / date:

Broker confirmed / date:

Reading: Benefit Experts open enrollment checklist. Carrier requirements and actual deadlines control; this handoff sheet does not establish coverage.

Discuss medical benefits with Benefit Experts. Bring your business goals and questions to a benefits review. Keep employee medical details out of a general inquiry.

Benefit Experts · 206.556.2993 · benefit-experts.com/contact/