Ask ALEX: Benefit Document Checklist

Ideas on what documents to include

Note: Our suggested naming convention for documents is CompanyName-BenefitType-PlanName-Year.pdf

BENEFIT GUIDES & POLICIES

• Benefit Guide(s):

  • Your main current Plan Year Benefit Guide - Strongly Recommended

  • Other guides / materials you’ve authored for employees (e.g. FAQs, demographic-specific content, etc.)

• Benefit Policies:

  • Time off policies:

    • PTO policy

    • Leave of absence policies (parental, medical, bereavement, etc.)

    • Holidays / office closures

  • Other relevant benefit-related policies:

    • Disability accommodations

    • Employee Handbook

MEDICAL INSURANCE

Medical Plans: 

It can be helpful to include the following for each health plan you offer.

• Summary plan description (SPD) - Strongly Recommended

• Summary of benefits and coverage (SBC)  - Strongly Recommended

• Wellness program incentive(s)

  • Program information

  • Instructions on how to earn rewards / steps required

• Information about mobile app access / instructions for how to create an online account

• Flyer(s) about included programs within the medical plan, such as:

  • Virtual visits / telemedicine provider

  • Maturity programs

  • Gym membership discounts

  • Mental Health programs

  • Disease management programs

• Drug formulary documents:

  • Any special pharmacy benefit management programs / providers

  • Pharmacy savings programs

  • Drug coverage:

    • Specialty Drug Management List

    • Performance Drug List

    • No-Cost Preventive Drug List

• Fliers about free preventative care offerings / what’s included

• Health & Wellness Point Solutions:
  (Speciality care [MSK, Diabetes], Telemedicine, Nutrition, Mental Health, etc.)

  • Flyers / promotional materials explaining programs / how to enroll

  • Use-case specific guides highlighting program benefits / decreased costs / approach in more details

• Retiree Healthcare:
  (Retiree Health Savings Programs &/or Group Medicare plans)

  • Summary plan description (SPD) for each plan / account

  • Promotional flier / FAQ / educational materials explaining how plans work

SUPPLEMENTAL / VOLUNTARY BENEFITS

• Dental / Vision:
  it can be helpful to include the following for each Vision / Dental plan you offer

• Summary plan description (SPD) - Strongly Recommended

• Summary of benefits and coverage (SBC)

• Employee Benefit Booklet (if provided by carrier)

• Disability Insurance:
  (Short-term &/or Long-term)

  • Summary plan description (SPD) for each plan - Strongly Recommended

  • Instructions for how to file a claim / make an online account

  • Fliers for included perks / programs provided by the plan (e.g. Emergency Travel Assistance)

• Life insurance:
  (Term &/or Permanent)

  • Summary plan description (SPD) for each plan - Strongly Recommended

  • Instructions for how to file a claim / make an online account

  • Fliers for included perks / programs provided by the plan:

    • Travel Assistance

    • Hearing Discount Program

    • Will Prep Services

• Long Term Care / Hybrid Life & LTC Benefit

  • Summary plan description (SPD)

  • Instructions for when to enroll / enrollment eligibility

  • Promotional flier / FAQ / educational materials provided by carrier

• Supplemental Insurance:
  (Accident, Critical Illness, Hospital Indemnity, &/or Cancer Insurance)

  • Promotional flier(s) provided by carriers

  • Summary plan description (SPD) for each plan

• Voluntary Coverage:
  (Pet Insurance, Identity Theft, Legal Insurance, &/or other coverage)

  • Plan brochure(s) provided by carriers

  • Flyers / promotional materials explaining programs / coverage

FINANCIAL RESOURCES

• Retirement Savings:
  (401k, 403b, 457, &/or Pension Plan)

  • Summary plan description (SPD) for each plan - Strongly Recommended

  • Enrollment instructions / online account access

  • Fliers for included perks / programs provided by recordkeeper:

    • Included retirement planning / financial advisory services

    • Online retirement planning tools / educational resources

• Tax Advantaged Savings Accounts:
  (HSA, HRA, &/or FSAs [Heath / Dependent Care / Commuter])

  • Summary plan description (SPD) for each account

  • Promotional flier / FAQ / educational materials provided by account administrator

• Financial Wellness Programs:
  (Emergency Savings, 529 Plans, Financial Coaching, Student Loan Assistance, etc.)

  • Flyers / promotional materials explaining programs / how to enroll

• Lifestyle Spending Account (LSA):

  • Flyers / promotional materials explaining programs / how to get reimbursed

  • Eligible expense list / clear expense criteria 

EMPLOYEE SUPPORT RESOURCES

• Employee Assistance Programs (EAPs):

  • EAP overview, including scope of services, confidentially, & examples of how employees can use program

  • Flyer with info on accessing EAP services, including points of contact, hours, appointment scheduling

• Family Planning & Fertility Benefits:
  (Fertility Treatments, Maturity Care, Adoption Assistance, etc.)

  • Summary of what’s covered & how to use each benefit

  • Promotional flier / FAQ / educational materials given by providers (if relevant)

• Caregiving Support:
  (Childcare assistance [on-site daycare, backup care] &/or eldercare resources)

  • Flyers / promotional materials explaining programs / how to enroll

• Employee Perks & Lifestyle Benefits:
  (Discount programs, Commuter Benefits, Free Tickets, etc.)

  • Flyers / promotional materials explaining programs / how to access them

WORKPLACE PROGRAMS

• Workplace Programs:

  • Training / development program information

    • Continuing education

    • College grants or scholarships

    • Tuition reimbursement

  • Associate resource groups

  • Community support programs (e.g., employee support funds, support groups)

  • Volunteering / charitable programs (e.g., fundraisers / charitable matching programs)

  • Fitness center location / enrollment / classes or programs (across all locations)