Wellness Champion

What is a Benefits Administration System & How to do Administration for Wellness Benefits

Written by Ameer

Employee Benefits administration functionality is typically provided in human capital management (HCM) systems by HR technology companies, ranging from large software vendors like Oracle and SAP to HR tech vendors like Workday, Ultimate Software Group, and Ceridian HCM. These companies either use their own software modules or integrate with third-party systems. Benefits capabilities are also offered by HR technology outsourcing providers to small and medium-sized businesses. Other benefit software packages are made to operate with benefit brokers, who sell them to client firms and assist in creating unique systems that suit their requirements and employee preferences.

The software’s main function is to provide human resources administrators with a dashboard that details the benefits package, all of the types of benefits offered, and how often employees make use of it. Anonymized insurance claims data can also be analyzed by software to recommend the optimum benefits settings for each employee. Employee self-service functions allow workers to make changes to benefits and engage in communication with benefits administrators, and benefits administration systems can include mobile apps with social media-style user interfaces to streamline the annual open enrollment and benefits selection process. Some employee incentive programs offer insurance premium reductions or other rewards to workers who fulfill predetermined health and fitness benchmarks using wearable activity and health-tracking devices.

What should you look for in a benefits administration system?

You should look for the following components in a benefits administration system that you are considering.

Aids in ensuring compliance

Choose a system that is built to ensure compliance with all applicable rules, such as the Patient Protection and Affordable Care Act (ACA), the Consolidated Omnibus Budget Reconciliation Act (COBRA), and the Health Insurance Portability and Accountability Act (HIPAA).

The system needs to make it simple to tailor a benefits package without raising concerns about non-compliance. Errors in compliance should be avoided by built-in system checks, and it should be simple to modify plans to meet the needs of individual workers.

Eliminates Extraneous Tasks

When deciding on a benefits administration system, the HR perspective is more vital than that of the average worker. Human resources manage the system on a daily basis, but employees may only log in a number of times a year.

Oftentimes, an appealing interface “sells” a system that isn’t as valuable to HR experts. This is despite the fact that many solutions give a terrific interactive experience for employees. An excellent system streamlines HR processes including reporting and data management.

Human resource optimization, cost reduction in administration, and increased employee engagement will not be achieved through the employee user experience. The capacity to automate and streamline HR processes that formerly required a lot of time and effort as well as a large amount of data. Pick a computer that can do things like these:

  1. Robotic (automated) data entry service.
  2. Provide Beneficiary management to customers.
  3. Help compile and manage reports by using different resources.

Can proper administration of benefits help retain good employees?

Practices that contribute to employee retention originate in many areas of HR, and all positions within an organization will need to work together to develop and implement complex retention strategies. Different situations call for different approaches, and sometimes that means combining broad and specific approaches.


A company’s employee retention efforts can be greatly bolstered by the use of effective techniques in a variety of contexts.

Benefits Help retain great employees:

Providing benefits to employees is a tried and true method of boosting morale and reducing turnover. With so many options out there, it can be difficult for companies to decide which perks to provide to their employees. When trying to fill open positions, what perks do successful companies provide their employees?

Also, what perks are necessary for a company to retain and attract top talent?

  • Educational benefit and professional utilities
    • The proliferation of content curation platforms like YouTube and online course providers has made available a seemingly infinite supply of free educational resources.
    • In spite of this, higher education and the desire for lifelong learning are still essential. Getting an advanced degree to advance your career is still beneficial in today’s employment environment.
    • Tuition reimbursement programs and paid training on the job are two of the most popular educational benefits among employees. Harvard found that 40% of workers rated paid training as “extremely important” to their job satisfaction and that 90% of businesses offered some sort of tuition reimbursement or educational incentive to their employees.
    • Our SMB Employee Benefits Survey Report for 2022 also found that 61 percent of all employees value opportunities to advance their careers at work. Still, just about 60% of SMBs offer them.
  • Healthcare and Wellness
    • Employees are looking for companies that prioritize their mental health by providing resources (such as education, utilities, and programs) to help them cope and find help if they need it. According to the Mercer 2021 Health on Demand report, if an employee has access to mental health benefits, they are 42% more likely to remain with their present employer.
  • Retirement Benefits
    • Attracting and keeping talented workers is becoming increasingly dependent on retirement perks like a 401(k) or defined benefits plan.
      • Employee morale is boosted when retirement benefits, such as health insurance, are enhanced.
      • According to the Mercer survey results, 54% of businesses offer retirement benefits to their employees.
    • Nonetheless, retirement benefits share many of the same challenges as health care provisions. Profit margins becoming thinner, therefore businesses start looking for methods to save money. Both defined contribution plans and defined benefit plans have suffered as a result.
    • Workers are less likely to remain with a business until retirement if they are not offered a 401(k) match as part of the benefits package.

Finally, it is important to note that each of the aforementioned perks has the potential to boost employee happiness and loyalty. Wage raises and gift cards are convenient ways to show appreciation for employees, but they are rarely viewed as true benefits.

A well-designed benefits package can do wonders for recruiting, retention, and morale.

Benefits like retirement plans and health insurance are crucial for keeping employees happy and fostering a productive work environment. Similarly, wellness perks can have a positive impact on employee engagement and productivity while being simple to administer on the part of HR.

These days, many employers require (or at least welcome) their employees’ availability to work remotely. The ability to work remotely and reimbursement for time spent doing so will set your company apart from the competition in the hiring process.

To employees, health insurance is the most valuable perk. While standard group health plans are a viable choice for some, HRAs provide a more cost-effective alternative that gives businesses more leeway in their benefit allocations.

What is the role of a benefits administrator?

Some of the job responsibilities of a benefits administrator are as follows:

Job Responsibilities:

  • Compare various employee benefit programs and providers to determine which offers the greatest value to the company.
  • Create, suggest, and launch innovative welfare initiatives. Plan designs and adjustments to the cost of benefits should be investigated.
  • Get the greatest plans, alternatives, and costs by haggling with providers and managers.
  • Facilitate communication with the plan’s suppliers and outside administrators.
  • Manage the flow of information to third parties who are involved in the delivery of services, collection of premiums, and management of the plan.
  • Reduce expenses and boost productivity by analyzing and improving internal procedures.
  • It is important to record and keep track of administrative operations related to awarded benefits.
  • Make sure you’re following the rules set by the government.
  • Accurately and on-time filing of reports and payments must be maintained.
  • Manage the day-to-day administrative tasks involved in processing benefits. Take care of new hires, firings, changes, beneficiaries, insurance claims (such as for disability or death), rollovers, QDROs, QMCSOs, distributions, loans, hardships, and compliance checks.
  • Oversee the upkeep of employee benefit records, including payroll updates and the group benefits database.
  • Collect information from employees, then manage monthly invoicing and voucher production for all group plan administrative fees.
  • Schedule a review of health and dental claims for the group once every three months.
  • Verify that the benefits team is providing accurate and efficient service.
  • Employee Wellness Administration
  • Offering a wide variety of employee health benefits might give you a leg up on the competition when it comes to attracting and maintaining high-performing staff.

Functions of a Benefits Administrator in a Company

The benefits administrator at an organization oversees and organizes all of the day-to-day workings of your company’s group benefits programs. As a member of the HR team, he or she is responsible for assisting employees with any questions or concerns they may have about benefits, as well as designing and researching new benefits, enhancing current programs, and overseeing and monitoring benefits administration.

  1. Decide which benefit to offer: In light of the perks and freedom they afford them and their families, employees today place a higher value on benefits than on compensation. Common benefit packages combine mandatory and elective benefits, giving workers multiple ways to cover their medical expenses.
  2. Manage Benefit Costs: Look for a work-based plan that meets your needs while remaining affordable. The typical percentage that an employer pays toward a health care plan is 70%. Picking a package could help you save money. According to the Society for Human Resource Management SHRM, “bundled payments” are a type of contracting that integrates pre- and post-procedural care into one negotiated fee that can save money and make billing easier for businesses and their employees.
  3. Be effective in your benefits administration: Keeping all the moving parts of benefits management organized is no easy feat. When it comes to open enrollment, it’s important to keep the lines of communication open, comply with all regulations, and notify the relevant insurance providers of your choices. Your organization could be in for some severe problems if all of these responsibilities are handled through manual operations.

How to do administration for Wellness Benefits?

When it comes to attracting and keeping talented workers, nothing beats competitive employee benefits packages. Your company’s benefits package has the potential to both retain current staff and entice job-seekers. That’s why it’s crucial that your HR team has a firm grasp of benefits administration and can efficiently oversee its management.

The health and productivity of employees, as well as the total cost of employer-provided health care, can all benefit from a properly designed and managed employee wellness program. There are many ways in which wellness initiatives can help businesses.

  • Reducing the expense of medical care.
  • Bringing down absentee rates.
  • Increasing output by staff members.
  • Bringing down the price of workers’ comp and disability benefits.
  • We’re saving lives by cutting down on injuries.
  • Boosting the enthusiasm and commitment of workers.

Employers should think about developing a well-thought-out wellness program that improves both employees’ health and the company’s bottom line because of the rising expenses of health insurance and the importance of employees’ health.

Here are the suggested ways to implement a wellness administration program:

Step 1. Perform an Assessment: The first stage in creating a workforce wellness program is collecting data on employee health and the company’s readiness to implement change based on those findings. Employers can use this data to provide employees with better services and programs as a result.

Step 2. Get Help from the Management: Building a successful health program requires the backing of management. Funding, organization-wide buy-in, and the approval of policies and practices linked to the program all require management buy-in, as with any endeavor. Wellness can be positioned as an integral element of the enterprise if management provides further support by assisting to relate health promotion goals to business outcomes.

Step 3. Set up a Health and Safety Group: After assessing the company’s needs and receiving approval from upper management, an employer can establish an employee-led committee to promote and maintain a healthy work environment. The committee’s work will strengthen the wellness program’s foundation of support across the organization. These tasks may fall under the purview of the wellness committee:

  • Assessing the effectiveness of existing organizational initiatives
  • Taking a look at what the workers want and need.
  • Creating a health promotion strategy that lays out the organization’s long-term vision, priorities, and tactics.
  • Aiding in the planning, execution, and assessment of health programs.

Step 4. Create Aims and Targets: Companies can use the results of the workforce evaluation to direct the program and make it a success. In order to cut down on medical expenses, several businesses have made employee wellness a top priority. Absenteeism, productivity, and employee retention are three other targets. Goals and objectives for a wellness program are declarations of the overarching, long-term achievements that can be expected from the program. One or more objectives are associated with each goal to guarantee that the goal will be reached.

Step 5. Make a financial plan: The development of the wellness program cannot proceed without first establishing a financial plan. The project cannot move forward without adequate funds.

A company’s wellness budget should account for the price of incentives, promotion, and program design. The costs of a screening vendor or other provider, participation incentives, advertising materials, meeting provisions, pedometers or fitness trackers, the time of a human resources representative or committee member, etc., are all examples of line items that can appear in a budget.

Step 6. Parts of Wellness Program: The wellness program’s structure is completely up to the employer. The needs and resources of any organization dictate that no single program can adequately address their problems. The wellness program might be as simple as one element or as complex as several.

Some typical examples of software are as follows:

  • Interventions designed to alleviate stress.
  • Interventions for shedding extra pounds.
  • Treatment plans for quitting smoking.
  • Analyses of potential dangers to human health.
  • Exams to determine your health status.
  • Activities and schedules for physical fitness.

Step 7. Choose Rewards for your Program: If you want people to stop doing something bad or start doing something good, or if you want more people to participate in or finish a program, offering incentives or rewards is a great way to do all of those things. The idea that paying employees for taking part in a wellness program is grounded in the fundamental principles of behavioral psychology, which state that people are motivated to act by the positive consequences they expect from those activities. Motivation can be increased by including a rewards system in a wellness program. Point systems that may be redeemed for merchandise, tokens of appreciation, and monetary payments are just a few examples of the various types of rewards that exist. Rewards are initially motivated by an external incentive, but ultimately, the motivation comes from within.

Step 8. Share your Plan: The following phase entails formalizing and disseminating the company’s wellness policy. The goals of the company, its degree of participation, and the wellness-related incentives and rewards system should all be spelled out in this policy statement. When explaining the bonus structure to workers, it can be useful to use a “John Doe” as an example so that they can put the plan into context.

Marketing the program and getting people to sign up requires effective communication. Communicating the importance of a healthy lifestyle can help shape a community that supports it. There are a variety of tried-and-true marketing and behavioral modification strategies that can be employed to achieve this goal.

Step 9. Consider the Impact of Program: Evaluating the wellness program’s success is crucial for keeping management and staff on board, making adjustments to existing programs, and developing whole new ones. When launching a wellness program, employers should have measures and baselines in place; these will be unique to each program. Employers may track how many workers enroll, how many finish the program, how much money they save on healthcare, and how many of them successfully quit smoking or gain control of their weight.