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Plan Administrator’s Checklist

Before Hiring

Hiring

First Day of Hire

  1. Obtain a signed letter from each employee acknowledging that employee benefits are mandatory and allowing payroll deductions if the premium is shared. in most cases, total premium must be at least 50% paid for by the employer.
  2. Enrollment forms filled out and signed and dated by new employee(s)
  3. Enrollment forms signed and dated by the plan administrator
  4. Student Eligibility form filled out (if the new employee’s child is between 21 and 25 years old and a full-time student)Student Eligibility forms signed and dated by the plan administrator
  5. Attach enrollment forms and student eligibility forms together and send them to Beneplan by email, letter post, or fax
  6. When the employee’s drug card arrives, give it to them along with 1-3 out-of-country cards, depending up on their marital status, and 1 policy booklet
  7. Explain to them that out-of-country coverage exists for up to 90 days out of Canada and only pays for medical emergencies. Please also explain that the employee should never pay for an out-of-country hospital claim out-of-pocket, and instead, let the insurance company deal with the issue of payment by calling the phone number on the travel card at point of sale.
  8. Remind them to call the insurer IMMEDIATELY in the event of an out of province/country emergency. Warn them about per-existing medical conditions – Some group insurers have instituted health stability clauses and travel restrictions that can leave employees with NO coverage.

Changes of status

Please notify Beneplan as soon as possible when an employee’s status is changed so that their salary or class is up-to-date. The notice can be emailed or faxed to Beneplan.

  1. The full name of employee(s)
  2. The certificate number of employee(s)
  3. The change of salary
  4. The change of title
  5. If they are changing a class (for example, from All Employees to Executives)
  6. If they are moving from being part-time/temp/contract to full-time (please indicate hire date and date of switch)

Failure to do so may result in legal and financial risk to your company. Please contact Beneplan if you would like an explanation as to how this might happen.

Life stages

Please provide the change form if employee(s) are making the following changes:

–    A name change
–    An address change
–    A change in marital status
–    A change in dependents
–    A change of beneficiary
–    Application for benefits previously opted out of
–    Opt out of the benefits currently enrolled in
–    Loss of spousal coverage
–    Addition and removal of COB

  1. Change forms filled out and signed and dated by employee(s)
  2. Change forms signed and dated by the plan administrator
  3. Send the forms to Beneplan by email or fax first, and the original form must follow by mail

Termination

If the employee(s) is been terminated, please send the following information to Beneplan by emailing, faxing, or mailing the following information:

  1. Full name of the employee(s)
  2. Certificate number of the employee(s)
  3. The effective date of the termination – if the employee(s) quit or resign, it is the last day worked

Lay off

If the company lay off employee(s), the company can choose to suspend or extend the benefits for the employee(s) during the lay off period. If the company wants to extend the benefits of the benefits, please send the following information to Beneplan by emailing, faxing, or mailing the following information:

  1. Full name of the employee(s)
  2. Certificate number of the employee(s)
  3. The last day the employee(s) worked

Beneplan will prepare the Letter of Agreement (LOA) and mail it to the company. Please read and sign the LOA and mail it back to Beneplan so we can process from there.
If the company chooses to suspend the benefits, please inform Beneplan following the termination process.

Taking extended time off

If the employee(s) take voluntary leave of absence, the company can choose to suspend or extend the benefits for the employee(s) during the leave. If the company wants to extend the benefits of the benefits, please send the following information to Beneplan by emailing, faxing or mailing:

  1. Full name of the employee(s)
  2. Certificate number of the employee(s)
  3. Reasons for taking voluntary leave
  4. The last day the employee(s) worked
  5. The time the employee(s) is expected to come back to work

Beneplan will prepare the Letter of Agreement (LOA) and mail it to the company. Please read and sign the LOA and mail it back to Beneplan so we can process from there.
If the company chooses to suspend the benefits, please inform Beneplan following the termination process.

Sick leave

If the employee(s) take sick leave, please contact Steve Hammami at smh@beneplan.net

Contacting Beneplan

Please send all changes to:
admin@beneplan.net; or,
cnadon@beneplan.net
1-800-387-1670 x240 or x230