Transitioning an existing plan to a new administrator in the middle of a plan year can seem daunting. Lively will work with you every step of the way to ensure a smooth transition with minimal disruption to your employees and their benefits.
Table of Contents
Confirm Blackout Period
Speak to your departing provider to confirm if they require a “Blackout Period” to process pending claims and/or debit transactions prior to transitioning to Lively.
A Blackout Period is the time between the Service End Date with the prior provider and the new Service Start Date with your new provider.
This is standard practice during administrator transitions and may result in a short disruption to benefit availability.
Notify Your Employees
Notify your employees about the upcoming transition to Lively, informing them of the transition timeline and any temporary interruption of benefit availability. We advise that you clearly communicate:
The Service End Date with the previous provider
The duration of the Blackout Period
The Service Start Date with Lively
Review Employee Enrollment
Conduct a review to confirm that all employees are accurately enrolled in the plans and plan years that you wish to transition over.
Gather Historical Data
You will need to gather the year-to-date (YTD) Spending and Contributions for each employee, plan, and plan year. If this data is not readily available through your prior provider’s platform, you may need to request assistance from them directly.
Once collected, please share this information with Lively via Excel or CSV format. We will accept the information from any source you indicate is accurate.
For first-day funded plans: Indicate the amount already spent per employee, plan, and plan year.
Example: An employee elected a $1,000.00 contribution for the year with the departing provider and has spent $50.00 to date. Lively will account for the spend to date and display a remaining balance of $950.00 at the start of the plan with Lively.
For plans contributed to over time: Provide details on both past contributions and year-to-date spending for each employee, plan, and plan year.
Example: An employee contributed $500.00 to a plan and has spent $50.00 to date. The Lively account will show a balance of $450.00 at the start of the Lively plan.
Stay Connected
After Lively receives this information, we will take it from there! We kindly ask that you remain accessible for any questions from Lively throughout the takeover process. This will help us ensure a timely and frictionless transition for your organization.
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