Processing enrollments

Run the Process Enrollment task when you are ready to notify employees that an open enrollment period is about to begin. You will be able to review which employees are eligible to participate in the open enrollment and then send a notification to each one to let them know when they can begin enrolling. When you run the process, an open enrollment record is created for the employee.

You can also use this process to notify specific employees after the open enrollment period has started. For example, run the process when existing employees become eligible or if new employees are hired while the enrollment period is in progress.

If you want to roll out open enrollment to a few employees at a time, use the Search filter to define the group of employees by last name or organization level, and run the process. The first set of employees will be notified that they can start enrolling. When you are ready to roll out to the next set, select the appropriate employees and run the process. The next set of employees will be notified that they can start enrolling. Note that the only employees available for processing are those who have not yet started enrolling (no enrollment record has been created for them).

To process open enrollment

1. On the Administrator menu, select Benefit Updates > Process Enrollment.
2. On the Process Enrollment page, select the Enrollment Period you want to start processing. All periods with the status of either In Progress or Not Started are included in the list. The Begin and End dates for the period automatically display.
3. Search for employees who are eligible to enroll during the selected open enrollment period. Only employees who have not yet started to enroll will be found.
   • To find and process all eligible employees, select All.
   • To find and process a specific employee, select Employee Last Name and enter the last name.
   • To find and process a group of employees in a particular organization, select Organization Level, select the type of organization level set up in Sage HRMS, and then select the name of the particular organization at that level.
4. (Optional) Click the Show Processed check box to display previously processed open enrollments and their respective rollout dates.

5. Click Go to display or update the list of employees.

   Note: The search results are limited to the first set of 250 employees who are eligible to be processed and meet the search criteria. After you process the first set of 250, use the search again to return the next set of eligible employees. Continue searching until you have processed all eligible employees.

6. Review the list. All employees with the Add check box selected will be able to enroll during the selected period (Add is the default).

   Clear the check box for any employees who should not be permitted to enroll.

7. For Specify an open enrollment rollout date for the selected employees, enter the date (or use the calendar) to specify the rollout date —the date when the employees can begin their open enrollment. The date must fall within the enrollment period begin and end dates.

   Important! Employees cannot enroll in benefits prior to this rollout date.

8. When you are ready to start the process, click Save. More...

   The system creates an enrollment record for each eligible employee and the open enrollment announcement notification is sent to their Message Center. The notification is what was entered for the Announcement Notification Text during open enrollment setup.

   During the process, the system verifies that the number of eligible employees in the open enrollment period does not exceed the number of user licenses. If the number of eligible employees does exceed the number of user licenses available, the process will continue to run until completion. However, some employees who are eligible may be unable to create a logon for HRMS Employee Self Service. In this case, the employee will receive a message that the number of user licenses has reached the maximum, and to contact the HR department.

   Tip: You can contact Customer Service to purchase additional employee user licenses.

9. When the employee logs on to HRMS Employee Self Service, they will see the open enrollment announcement and the rollout date.

   Note: When an employee starts an open enrollment or life event, HRMS Employee Self Service notifies Sage HRMS that a life event or open enrollment is now active for that employee. When you approve the open enrollment or life event for that employee, Sage HRMS is notified that the employee has completed the event.