A common question for HR teams is: “How do we handle open enrollment for an employee who’s out on leave?”

Employees on leave deserve the same opportunity to review benefits and make selections as everyone else. Clear communication and consistent processes are key to ensuring compliance and smooth enrollment.

Q: How should we handle open enrollment for an employee on leave?

Here are our recommended steps to make the process straightforward and fair:

1. Confirm Contact Information

• Ensure the employee’s contact details are up to date so they can receive open enrollment notifications.

2. Send Enrollment Materials

• Provide clear instructions, links to enrollment platforms, and deadlines.

• If the leave is unpaid, explain how premiums will be collected during the leave.

3. Follow Up with Reminders

• Use multiple contact methods if needed.

• Ensure the employee knows deadlines and expectations.

4. Address Missed Enrollment

• If the employee does not complete enrollment on time, treat them like other employees who missed deadlines.

• Send appropriate notices and explain next steps.

Key Tip: Communication is critical. Make sure employees know what to expect, what deadlines apply, and the consequences of missing deadlines. When in doubt, check with your carrier, broker, or plan documents.

Employees on leave must have equal access to benefits enrollment. Clear communication, reminders, and a structured process help HR teams maintain compliance and support all employees effectively.

For more guidance on HR compliance and benefits management, see:

• The 10-Minute HR Audit: What Every Small Business Should Review This Quarter

• Employee Mental Health Is Your Business — Even If You’re Not a Therapist

For assistance managing open enrollment and employee benefits, contact Consult HR Services.