Discussion Regarding Implementing Online Benefits

The purpose of this discussion is to seek approval to move ahead to the next step in automating HR processes related to employee benefits.   

Last June, the City Council authorized staff to add several NeoGov products, including CORE HR, E-Forms, Onboard and Perform.    All of those additions have been implemented.  However, these additions do not include the benefits' module which staff feels is the last step in the process.  Staff is eager to bring benefits online and would like to begin online benefits now, so that it is in place for the upcoming annual open enrollment process.   Online benefits administration is faster, cheaper, more accurate, and far easier for both HR and employees than paper forms, such as:

• Less risk of error
• Instant updates
• Automated workflows
• 24/7 access — Employees can enroll or update information from home, on mobile, or during open enrollment without scheduling time with HR.
• Clearer information — Online portals include plan comparisons, cost calculators, and FAQs that help employees make better decisions.
• Faster confirmation — Employees get immediate verification that their elections were submitted.
• Better data protection — Digital systems use encryption and access controls
• Audit trails — Every change is timestamped, which simplifies audits and compliance Real-time analytics — HR can see enrollment progress, participation rates, and cost projections instantly.
• Cleaner data — Standardized digital inputs make it easier to integrate with payroll, HRIS, and insurance carriers.

The cost of NeoGov Benefits, with implementation in year one would be $9,810.87 and $6351.45 in year two.  NeoGov Benefits is labor-intensive.  The set-up is solely handled in-house and staff has concerns about implementing that specific module.  Staff's research, demos and references that have been conducted have pointed to Integrity Benefits as the clear choice. The ongoing trusted and exceptional service provided by Integrity Benefits has lead staff to a strong recommendation to discontinue any plans for NeoGov Benefits and instead, staff recommends expanding the professional relationship with Integrity Benefits, the City's vendor for ancillary benefits, to include online benefits through PlanSource.   The annual fee for online benefits with Integrity Benefits is $5760.

Ramsey's HR staff also manage ACA 1095 processing. Another advantage of working with Integrity Benefits is their ability to take over that function, for virtually the same cost, which is currently done by BASIC Compliance, out of Madison, Wisconsin. That cost is currently $1440 per year.  While not a significant time savior, switching to Integrity Benefits for this function eliminates HR's role in overseeing that function.

 

Up to 10 minutes

New revenue, brought in as a result of Ramsey's role in conducting the QCTV Executive Director recruitment, is $10,000. Staff immediately recognized the opportunity for those funds to be used toward the next phase of online human resources functions -- online benefits.  This revenue more than covers the 2026 fee of $5760.  On going annual costs would be included in the operating budget.

Staff recommends updating to online benefits, including ACA reporting with Integrity Benefits. 

 

To receive City Council approval to move ahead with online benefits through Integrity Benefits, including ACA reporting.