Aurora Workplace Solutions is based in Saskatchewan and continues to grow and adjust to changing “skies.” We are knowledgeable and up-to-date with the latest industry changes and forecasts. The Aurora Workplace Solutions team is passionate about helping organizations and their employees. Each month, Collin explores a different aspect of group benefits. This series is to help business owners and HR professionals make informed decisions about their employee benefits programs. This month, for Collins Corner, he shares some helpful information about how to avoid late applicants and why this is important.

Collins Corner – How to Avoid Late Applicants

Welcome to another edition of Collins Corner, where we provide valuable insights into group benefits and how businesses can optimize their plans. This month, we’re tackling a common but often overlooked challenge in benefits administration—Late Applicants.

What is a Late Applicant?

A Late Applicant is an employee (or their dependent) who does not enroll in their company’s group benefits plan within the designated eligibility period, typically 90 days from their hire date. Missing this window can lead to delays, coverage restrictions, and even outright denials of benefits, creating unnecessary headaches for both the employer and the employee.

Why is Avoiding Late Applicants Important?

Having late applicants in your group benefits plan can lead to several issues, including:

Coverage Delays or Denials

Employees who enroll late may be subject to medical underwriting, meaning insurers require proof of good health before approving coverage. This could result in limited benefits, exclusions, or even denied coverage.

Increased Administrative Work

Late enrollments create additional paperwork, back-and-forth with insurers, and more work for HR teams. Avoiding late applicants means a smoother, more efficient benefits administration process.

Employee Dissatisfaction

When employees realize they can’t access the coverage they thought they were entitled to, it can lead to frustration and decreased morale. A proactive approach ensures that employees fully understand their benefits and enrollment deadlines.

Legal Liability

If an employee is a late applicant due to an administrative oversight from the employer, this could open the employer to potential legal liability. This is especially true if the employee has been declined for disability coverage and subsequently becomes disabled and experiences a loss of income.

How Can Businesses Prevent Late Applicants?

Preventing late applicants doesn’t have to be complicated. Here are some best practices to help ensure all employees enroll on time:

Clear Communication from Day One

Make benefits enrollment a standard part of the onboarding process. Provide new hires with clear instructions on deadlines, coverage options, and the consequences of late enrollment.

Automate Reminders

Set up automated email reminders or use HR software to notify employees of their enrollment deadline. A simple email or text reminder can make a huge difference.

Make Enrollment Easy

Ensure employees have a straightforward, user-friendly way to enroll. Online platforms with e-signatures can streamline the process and encourage immediate action.

Train Managers and HR Staff

Ensure that your HR team and managers understand the importance of timely enrollment and can help guide employees through the process.

Create a Sense of Urgency

Emphasize that missing the enrollment deadline can mean losing guaranteed access to coverage and requiring proof of insurability later. Highlighting potential risks encourages employees to act promptly.

What to Do if You Have Late Applicants

Despite your best efforts, there may still be cases of late applicants. Here’s what you can do:

– Encourage Employees to Apply Anyway – Some insurers may still approve coverage, especially if there are valid reasons for the late application.

– Be Transparent with Employees – Explain the potential impact of late enrollment and the next steps.

– Consult with Your Benefits Advisor – Your advisor can provide guidance on insurer policies and possible exceptions.

Late applicants can be a hassle, but with clear communication, proactive planning, and efficient processes, businesses can significantly reduce the risk. By helping employees enroll on time, you’re not just avoiding administrative headaches—you’re ensuring they receive the benefits they deserve without unnecessary obstacles.

Need help refining your group benefits strategy? Aurora Workplace Solutions is here to help! Let’s work together to ensure your benefits program runs smoothly for you and your employees.

Interested in learning more? Contact our office, and we can direct you to the best person to assist you.

–Collin Willms

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Collin Willms

Group Benefits Expert, Aurora Workplace Solutions

More about Collin

Collin Willms is a seasoned expert in group benefits and retirement solutions, specializing in helping business owners and their employees build comprehensive plans that attract and retain top talent. With over 20 years of experience managing employee benefits and group retirement programs for organizations ranging from self-employed individuals to companies with over 500 employees; Collin has earned a reputation for delivering tailored solutions with precision and care.

Holding a Professional Financial Planning (PFP) designation, Collin is known for his thorough, informative, and approachable style. As a business owner, he understands organizations’ challenges and takes pride in crafting strategies that meet their unique needs.