Benefits Enrollment Services

The Vendor is required to provide Benefits Enrollment Services for eligible employees.
- Provide an automated employee benefits enrollment platform that interfaces with the South Carolina Public Employee Benefit Authority (PEBA) and the District’s payroll system, Infinite Visions.
- Conduct annual open enrollment, assist with new employee enrollment, provide employee benefit education and counseling, and support year-round benefits administration for approximately 2,500 benefit-eligible employees and 100 annual new hires.
- The District has one centralized payroll unit and all employees are paid on the same semi-monthly schedule.
- Voluntary Products
• Conduct an annual review of all District-approved supplemental and voluntary benefit products and provide recommendations regarding coverage options, plan design, and insurance carriers to support a competitive employee benefits program.
• Identify and describe the offeror's access to and relationships with multiple insurance carriers and benefit providers.
• Present and promote all District-approved benefit programs, products, and services in an objective and unbiased manner. No preferential treatment shall be given to any product, carrier, or service provider unless specifically directed by the District.
• Accurately process and reconcile voluntary benefit payroll deductions and ensure timely remittance to the appropriate carriers or vendors on the District's semi-monthly payroll schedule.
• Maintain Errors and Omissions (E&O) insurance coverage throughout the term of the contract in amounts acceptable to the District and provide proof of coverage upon request.
- Enrollment – New Employees – Ongoing
• Provide, at a minimum, one (1) qualified enrollment counselor on a year-round basis, as requested by the District's Benefits Department.
• Provide virtual enrollment and counseling services for employees.
• Provide additional qualified enrollment counselors during peak enrollment periods, including the June through August new-hire season and the annual open enrollment period.
• Provide a toll-free, bilingual (English/Spanish) customer service call center to assist employees with enrollment inquiries, claims assistance, benefit information, and general customer service needs.
• Provide employee training and enrollment support for the State's web-based benefits platform, MyBenefits, including guidance on system navigation and benefit elections.
- Enrollment/Training:
• Conduct new employee benefit orientation sessions and group enrollment meetings for eligible employees, as requested by the District.
• Meet individually with newly hired employees throughout the year to explain and facilitate enrollment in State-sponsored benefits, District-approved benefits, supplemental benefits, State retirement programs, and voluntary retirement savings options.
• Track and document participation of eligible new hires in orientation and enrollment activities and maintain records verifying completion of the enrollment process.
• Assist eligible employees with completing the electronic benefits enrollment process within thirty-one (31) days of hire, including enrollment through applicable State, District, carrier, and vendor systems. Included in the process will be a combination of EIPs, EBS system, and vendor system. Support the completion of paper enrollment forms when required.
• Provide the District with all enrollment confirmations, supporting documentation, and other records necessary to establish and maintain employee benefit files. (i.e. EBS confirmation statement and other enrollment forms)
• Conduct ongoing employee benefits education and outreach throughout the year, including individual worksite consultations to review current benefit elections and provide instruction on the State's MyBenefits platform, as coordinated with the District's Benefits Department.
• Support the District's Human Resources and Benefits Departments by assisting with employee benefit matters, including status changes, dependent verification and certification issues, retiree benefit inquiries, and other benefits-related concerns.
• Provide additional benefits administration and enrollment support services as reasonably requested by the District.