The Client

• Who is in attendance? CEO, HR Director, Supervisor, etc.?
• Exact Name of Client?
• Industry? Background? History (year business started)?
• Locations by state?
• Number of employees? Eligibles? Eligibles by location? Sales people?
• Union vs. non-union? Relationship with Union?
• Average salary? Hourly & salary? Overtime? (ask for census to simplify)
• Average age? Male vs. Female?
• Bilingual employees? Other languages?
• Shift work?
• Tone of the group? Layoffs? Hiring? Merger? Acquisitions?
• Turnover?
• Eligibility for employees? (How long do they have to wait to become benefit eligible?)

Inforce Benefits Medical plans? Renewal month?

• HSA, HRA, MERP, Traditional?
• Cost sharing? (Employer vs. employee) Single? Family? Recent employee contribution increases?
• Hospitalization Deductible?
• Emergency Room Deductible?
• Physician's Deductible?
• Dependent information? Updated & Audited?

Plan participation

• Dental plan; Vision plan; FSA; 401(k) or other investment/retirement option? Employee Assistance Program? Cost?
• Sick, vacation, or PTO plan/policies? Allowed to accrue?
• Self-funded maternity leave?
• STD? Self-insured, fully insured, voluntary, state plan, none? Carrier? Plan design? Claims?
• LTD? Self-insured, fully insured, voluntary, none? Carrier? Plan design? Claims?
• Life? Fully insured, voluntary, none? Carrier? Plan design? Claims?
• Executive Benefit Plans? Deferred Comp plans? Bonuses or commissions included? Any benefits classed out?
• Existing Voluntary Benefits inforce?
• Carriers? Direct or brokered?
• Payroll deducted or direct billed?
• Products?
• Participation?
• Are the employees asking for any additional benefits?
• Bill available?
• Pre-tax vs. post-tax? Plan year?
• How did they conduct their enrollment?
• Are you happy with the inforce carrier?
• What are their strengths? Weaknesses?
• How often do they re-enroll?

Existing Open Enrollment:

• When? Effective dates vs. actual starting time?
• How? Paper, electronic, web, etc.?
• Who conducts it?
• Are spouses invited?
• How do you follow up with stragglers?
• Expenses of print materials, fulfillment?

Systems and processes:

• Benefit Statements provided? Total Compensation statements provided?
• HRIS system? Broker provided administration platform (outsourcing)?
• Centralized billing? Payroll vender?
• Payroll frequency? Weekly, bi-weekly, etc?
• Direct deposit available? Participation?
• How do the workers receive their paychecks?
• If outside payroll vender, do the paychecks come sealed?
• Do employees have cell phones? Access to e-mail?

Next steps?

• Schedule a follow up meeting at this meeting.