Open Enrollment Timeline: What to Do and When
August–September
Review current plan performance
Analyze utilization data, claims trends, and employee feedback
Get renewal quotes from carriers
Evaluate alternatives (group plan renewal vs ICHRA)
Set contribution strategy and budget
October
Finalize plan options and contribution levels
Prepare employee communication materials
Schedule benefits meetings or webinars
Set up enrollment platform (Thatch handles this automatically for ICHRA)
Test payroll deduction feeds
November (weeks 1–2)
Launch open enrollment
Send announcement emails with deadlines
Hold live Q&A sessions or office hours
Make plan comparison tools available
Ensure support is accessible for employee questions
November (weeks 3–4)
Send reminder emails to non-enrollees
Follow up individually with employees who haven't made elections
Process early enrollments
Address edge cases (new hires, terminations during OE)
December
Close enrollment window
Confirm all elections
Submit enrollments to carriers
Set up payroll deductions for January
Send confirmation notices to all employees
January
Verify coverage is active for all enrolled employees
Confirm first payroll deductions are accurate
Resolve any enrollment errors
Distribute insurance cards and plan documents
Open Enrollment Communication Plan
| Subject line | What to include | |
|---|---|---|
Email 1 (4 weeks before) | Open Enrollment Starts [Date] — Here's What's Changing | What's new this year, key dates, where to go to enroll, who to contact with questions |
Email 2 (1 week before) | Open Enrollment Opens [Day] — What You Need to Know | Step-by-step enrollment instructions, plan comparison highlights, reminder of deadline |
Email 3 (midway) | Reminder: Open Enrollment Ends [Date] | Progress update (X% of team enrolled), quick links, FAQ answers to common questions heard so far |
Email 4 (final 3 days) | Last Chance — Open Enrollment Closes [Date] | Urgency, what happens if you don't enroll (default election or no coverage), direct link to enroll now |
Email 5 (after close) | Open Enrollment Complete — Your Coverage Starts [Date] | Confirmation of elections, next steps, who to contact for issues, when cards arrive |
With Thatch, most of this communication is automated. Employees receive personalized enrollment invitations, plan recommendations, and deadline reminders — without HR lifting a finger.
Open Enrollment Compliance Requirements
ACA employer mandate
Applicable Large Employers (50+ FTEs) must offer affordable, minimum-value coverage or face penalties. During OE, ensure your offer meets affordability safe harbor requirements.
ERISA notices
Distribute Summary Plan Descriptions (SPDs) and Summary of Benefits and Coverage (SBCs) before or during open enrollment. Required for all ERISA-covered plans.
COBRA coordination
Notify qualifying beneficiaries of their COBRA rights. Coordinate COBRA continuation with any plan changes made during OE.
HIPAA special enrollment
Employees who declined coverage because they had other coverage must be allowed to enroll during OE — and must be notified of this right.
State mandates
Some states have additional requirements — posting requirements, specific benefit mandates, state-run exchange integration. Check your state.
ICHRA has its own compliance requirements: 90-day advance notice to employees, affordability determinations by employee class, opt-out documentation. Thatch handles 100% of ICHRA compliance automatically.
5 Open Enrollment Mistakes Employers Make
Starting too late. If you're scrambling in November, you're already behind. Start reviewing plans and setting budgets in August.
Sending one email and calling it done. Employees need multiple touchpoints. The average employee needs 3–5 reminders before they take action on benefits.
Not explaining what changed. Even if the plan names are the same, premiums, deductibles, and networks change every year. Spell it out.
Ignoring the uninsured. Some employees decline coverage every year. OE is your chance to re-engage them — especially if you've switched to ICHRA, which may offer more appealing options.
Doing it all manually. Spreadsheet-based enrollment, manual carrier submissions, and hand-keyed payroll deductions create errors that surface in January when employees need care. Platforms like Thatch automate the entire process.
How ICHRA Makes Open Enrollment Easier for Employers
| Traditional Group Plan | ICHRA with Thatch | |
|---|---|---|
Carrier negotiation | You negotiate renewals annually, often with limited leverage | No carrier negotiation. Employees choose their own plans. |
Employee enrollment | HR processes enrollment forms, resolves errors, chases stragglers | Thatch sends guided enrollment invitations. 85% complete without HR intervention. |
Payroll setup | Manual deduction setup or file feeds to payroll | Automated payroll integration via Finch, Merge, or direct API. |
Compliance | You manage ACA reporting, ERISA notices, SBCs | Thatch handles 100% of ICHRA compliance. |
Employee questions | HR fields questions about plan details, networks, costs | Thatch's licensed advisors answer employee questions directly. |
Time investment | 40–80+ hours of HR time per enrollment cycle | Under 10 hours. Set budget, invite employees, done. |
Ready to make your last painful open enrollment your last?
Open Enrollment for Employers FAQ
When should employers start planning open enrollment?
Start in August. Review current plan performance, get renewal quotes, and set your contribution strategy. Communication to employees should begin at least 4 weeks before enrollment opens.
How long should open enrollment last?
Most employers run a 2–4 week enrollment window. Shorter than 2 weeks doesn't give employees enough time. Longer than 4 weeks creates procrastination. With ICHRA through Thatch, enrollment can be rolling — no fixed window required.
What if an employee doesn't enroll during open enrollment?
It depends on your plan rules. Some employers default non-enrollees to their previous elections. Others require active enrollment — meaning employees who don't act lose coverage. Make your default-election policy clear in communications.
How does open enrollment work with ICHRA?
With ICHRA, employers set an employee health budget and employees choose their own individual health plans. Thatch handles the enrollment experience, plan recommendations, carrier payments, and compliance. Employees can enroll during marketplace open enrollment or, for new hires, at any time.
Can we switch from a group plan to ICHRA during open enrollment?
Yes. Many employers use open enrollment as the transition point from group plans to ICHRA. Thatch can run a parallel analysis showing cost comparisons before you make the switch, and handles the entire transition for both employer and employees.
