Combined Benefits Group Learning Center
Getting Ready for Open Enrollment
Step 1
Benefit Review (New Plans & Renewals)
District Responsibilities (District)
District reviews the upcoming year’s benefit offerings to understand changes in medical, dental, vision, and supplemental plans. This ensures District can answer employee questions and communicate updates accurately. District confirms any district‑specific decisions such as employer contributions or optional benefits.
CBG Responsibilities (TPA)
CBG receives all renewal information, validates plan changes, and prepares configuration requirements for bswift. The TPA ensures all rate files, plan designs, and eligibility rules are accurate before system setup begins. This prevents downstream issues during enrollment.
Step 2
Submit Plan Changes & Approvals
District Responsibilities (District)
District reviews and approves all plan changes, employer contributions, and district‑specific benefit decisions. District ensures leadership is aligned before changes are submitted to CBG.
CBG Responsibilities (TPA)
CBG collects all plan updates, SBCs, and compliance notices and prepares them for upload into bswift. The TPA validates formatting, accuracy, and compliance before configuration.
Step 3
Final Sign‑Off on Plan Documents & SBCs
District Responsibilities (District)
District reviews and approves final SBCs, plan summaries, and employee‑facing materials. This ensures all documents reflect district decisions and are ready for distribution.
CBG Responsibilities (TPA)
CBG uploads SBCs, plan summaries, and required notices into bswift. The TPA ensures documents are properly labeled, accessible, and compliant with federal and state requirements.
Step 4
Confirm Enrollment Dates & Scheduling
District Responsibilities (District)
District coordinates with campuses and departments to schedule orientations and enrollment sessions. District ensures employees know when and how to attend sessions.
CBG Responsibilities (TPA)
CBG coordinates with enrollment counselors to finalize schedules and staffing. The TPA enters dates into internal systems and prepares communication templates for district approval.
Step 5
Implement Emma Enrollment Pro (If Applicable)
District Responsibilities (District)
District informs employees about Emma Pro and ensures they understand how to access the virtual enrollment counselor. District supports employees who need assistance navigating the tool.
CBG Responsibilities (TPA)
CBG activates Emma Pro, configures scripts, and tests the employee experience. The TPA ensures mandatory enrollment settings and plan rules are correctly applied.
Step 6
Update Employee Data (New Hires, Salary, Email, Campus)
District Responsibilities (District)
District ensures all employee data is accurate, including new hires, salary updates, email addresses, and campus assignments. Clean data ensures employees receive correct eligibility and communications.
CBG Responsibilities (TPA)
CBG processes data files, validates formatting, and uploads updates into bswift. The TPA checks for duplicates, errors, and eligibility alignment before finalizing uploads.
Step 7
Validate bswift System Configuration
District Responsibilities (District)
District tests the employee experience by walking through sample enrollments and reviewing plan descriptions. District reports any discrepancies to CBG.
CBG Responsibilities (TPA)
CBG performs full QA on plans, rates, eligibility rules, payroll mapping, and enrollment paths. The TPA corrects issues before the system is released to employees.
Step 8
Distribute Benefit Guides & OE Communications
District Responsibilities (District)
District distributes benefit guides, flyers, and reminders through district communication channels. District ensures employees receive materials in a timely manner.
CBG Responsibilities (TPA)
CBG prepares district‑branded guides and OE communication templates. The TPA uploads materials to bswift’s Resource Center and provides digital copies to District.
Step 9
Send Open Enrollment Announcements
District Responsibilities (District)
District sends OE announcements via email, campus postings, and district newsletters. District reinforces deadlines and enrollment instructions.
CBG Responsibilities (TPA)
CBG provides announcement templates and system messages for bswift. The TPA ensures messaging aligns with enrollment dates and system configuration.
Step 10
Train District, Payroll & Campus Contacts
District Responsibilities (District)
District attends training sessions and ensures campus contacts understand OE procedures. District prepares to support employees during enrollment.
CBG Responsibilities (TPA)
CBG provides training on bswift updates, new benefits, and escalation procedures. The TPA equips District with tools and resources to assist employees.
Step 11
Monitor Enrollment Progress
District Responsibilities (District)
District reviews participation reports and follows up with employees who have not enrolled. District ensures compliance with district requirements.
CBG Responsibilities (TPA)
CBG monitors enrollment activity through bswift reporting and provides daily progress updates to District. The TPA identifies issues early and escalates as needed.
Step 12
Post‑Enrollment Reconciliation
District Responsibilities (District)
District reviews final elections and confirms accuracy before payroll deductions begin. District reports discrepancies to CBG.
CBG Responsibilities (TPA)
CBG reconciles elections with payroll deductions and carrier requirements. The TPA resolves discrepancies and prepares files for transmission.
Step 13
Payroll Uploads (bswift → District Payroll System)
District Responsibilities (District/Payroll)
Payroll imports deduction files into the district’s payroll system and verifies accuracy. District ensures deductions align with employee elections.
CBG Responsibilities (TPA)
CBG generates payroll deduction files from bswift and validates mapping, codes, and formatting. The TPA delivers files to payroll and supports troubleshooting.
Step 14
Confirmation Statements (bswift Auto‑Email)
District Responsibilities (District)
District informs employees that confirmation statements are emailed automatically once enrollment is completed. District assists employees who need help reviewing their elections.
CBG Responsibilities (TPA)
CBG ensures confirmation statements are configured correctly in bswift. The system automatically emails statements immediately after employees complete enrollment.
Step 15
Finalize Carrier Files & Transmissions
District Responsibilities (District)
District reviews final eligibility lists and confirms accuracy. District notifies CBG of any last‑minute changes.
CBG Responsibilities (TPA)
CBG transmits carrier files, confirms receipt, and resolves carrier errors. The TPA ensures coverage is active on day one of the new plan year.
Step 16
Close Out OE & Launch New Plan Year
District Responsibilities (District)
District communicates new plan year details to employees and ensures they understand their benefits. District supports employees with questions during the transition.
CBG Responsibilities (TPA)
CBG archives OE materials, updates the benefits portal, and performs final QA. The TPA ensures all employees have correct coverage and payroll deductions.