At GOSA, we understand that a UKG Open Enrollment can be stressful for HR and benefits teams. Employees need to select the right benefits, deadlines are tight, and system errors can cause significant headaches. Fortunately, UKG (Ultimate Kronos Group) has the tools to streamline this process, but careful planning and expert support are key to truly maximizing its potential during the UKG Open Enrollment.

Our team specializes in making open enrollment easier. By optimizing UKG Open Enrollment configuration, ensuring data accuracy, and identifying challenges early, we help organizations avoid last-minute surprises and make the UKG Open Enrollment process as smooth as possible. Here’s how you can prepare for open enrollment and how we can support you every step of the way. Gosa can support all three of the UKG benefit platforms.

Preparing for UKG Open Enrollment

1. Getting the System Ready

A successful UKG Open Enrollment starts with thorough preparation. Key steps include:

• Starting Early: Start the selection process early to allow you time to make the best decisions for your organization.
• Reviewing benefit options: Ensure your offerings align with employee needs and company objectives.
• Get Several Quotes: Getting estimates from several vendors helps to see where you stand with benefit offerings.
• Auditing employee data: Clean up and verify records in UKG to prevent delays and errors during UKG Open Enrollment.
• Reviewing System Data: Analyzing employee records to correct outdated or incomplete information before enrollment begins.
• Checking UKG Configurations: Ensuring benefit plans, eligibility rules, and deduction settings are accurate and aligned with company policies.
• Identifying Interface Needs: Determining if new integrations or existing ones need adjustments to facilitate smooth data exchange with carriers and payroll. New vendors typically equate to new interfaces.
• Running Test Scenarios: Simulating enrollment transactions within UKG to identify and resolve potential errors before employees begin making selections.
• Developing a Communication Plan: Ensuring employees receive clear instructions on accessing and navigating the UKG system for enrollment.

How Gosa Group Helps: Our UKG consultants perform system assessments to understand what you have today and how it aligns with your future path. GOSA will also help by reviewing validated configurations and troubleshooting potential interface challenges before they create problems.

2. Managing Open Enrollment in Real Time

Once open enrollment is live, keeping everything on track requires ongoing monitoring and quick problem-solving:

• Tracking Employee Elections: Using UKG dashboards and reports to monitor progress and identify employees who haven’t completed their selections.
• Resolving System Errors Quickly: Addressing issues with eligibility, deductions, or missing data before they disrupt payroll or UKG processing.
• Timely & Accurate Reporting: Having reports available to compare current elections to the new elections allows you to analyze and guide employees to ensure the elections align with the benefit plans while employees are making elections.
• Providing Employee Support: Helping employees navigate the UKG system, answer questions, and troubleshoot real-time issues.
• Ensuring Accurate Data Transfers: Confirming that benefits selections are correctly transmitted to carriers, minimizing the risk of enrollment discrepancies.

How Gosa Group Helps: We provide hands-on support throughout the enrollment period, identifying and resolving issues as they arise to ensure a smooth experience for HR teams and employees.

3. Closing Out and Looking Ahead

Once UKG Open Enrollment ends, it’s crucial to finalize selections and prepare for the following steps:

• Auditing Benefit Elections: Verifying that all employee elections are correctly recorded and deductions are set up properly.
• Reporting: Reports to audit the data and identify gaps or challenges are critical to making corrections within a viable timeframe.
• Send Data to Vendors: Transmitting the file feeds to vendors is critical to ensuring they have the information to process cards and make employees eligible when applicable.
• Data Transfers Validate: Validating that benefit data sent to carriers is complete, accurate, and error-free.
• Reviewing the Enrollment Process: Analyzing system performance and employee feedback to identify areas for improvement next year.
• Employee Elections Off Schedule: You will have groups of employees who were not noted as part of the standard enrollment, either new hires, rehires, or newly eligible. These employees must be accounted for to ensure the company population is accounted for.
• Setting Up Ongoing Monitoring: Implementing year-round best practices to maintain data integrity and prevent enrollment issues in the future.

How Gosa Group Helps: Our team conducts post-enrollment audits, ensures data accuracy, and provides insights to enhance future enrollments, so you’re always one step ahead.

Why Work with Gosa Group?

As UKG experts, we understand the complexities of UKG Open Enrollment and how to optimize your system for success. We aim to take the stress out of the process by ensuring UKG is set up correctly, data is accurate, and potential roadblocks are addressed early.

When you partner with Gosa Group, you can:

• Reduce administrative burden
• Improve compliance and accuracy during UKG Open Enrollment
• Prevent costly system and data errors
• Optimize UKG to work for your specific needs
• Provide employees with a seamless enrollment experience
• Manage integration process to ensure vendors obtain accurate and timely information

Open enrollment doesn’t have to be overwhelming. Contact GOSA today and let our UKG experts help you navigate the UKG Open Enrollment process with confidence.