Employee Benefits Enrolment Checklist

Enrolment mistakes usually happen because a deadline slips or a form is missed. This checklist walks employers and new hires through each step so coverage starts on time and nothing gets overlooked.

Before Enrolment Starts

• Confirm the employee's eligibility date under your plan's rules
• Check the waiting period that applies before coverage can begin
• Note the enrolment deadline (many plans require sign-up within a set number of days from the hire date)
• Gather the enrolment forms or online access details from your carrier
• Prepare a plain-language summary of what the plan covers
• Have your benefits booklet ready to share with the new hire

Collecting Employee Information

• Full legal name, date of birth, and address
• Start date and job classification if coverage tiers apply
• Spouse and dependent details for any family coverage
• Beneficiary designations for life and AD&D benefits
• Confirmation of any other coverage (for coordination of benefits)
• Banking or payroll details if employee-paid premiums apply

Choosing Coverage

• Review available coverage levels and any opt-out option
• Explain what happens if the deadline is missed (usually a wait until the next enrolment window or a qualifying life event)
• Discuss any Health Spending Account element if your plan includes one
• Point the employee to their own booklet for exact amounts and maximums, since every plan differs
• Have the employee complete and sign the selected coverage
• Answer questions or book a short call with your advisor for anything unclear

Submitting and Confirming

• Submit enrolment to the carrier before the deadline
• Verify the effective date of coverage
• Ask the employee to review their confirmation statement for accuracy
• Flag any errors right away, before the next pay cycle if possible
• Save a copy of the completed enrolment for your records
• Confirm premiums are set up correctly in payroll

After Enrolment

• Give the employee their card, member ID, or claims portal login
• Show them how to submit a claim and where to check coverage details
• Remind them to report life events (marriage, new dependent, status change) that may allow coverage updates
• Note the annual renewal or open enrolment window on your calendar
• Schedule a plan review with your advisor before renewal to check fit and cost
• Keep contact details handy for questions: alfredo@aitrustadvisory.ca or +1 (780) 977-3155