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The Best Benefits Administration Software Companies of 2021
How We Chose the Best Benefits Administration Software
Many companies offer benefits administration software designed to take the guesswork out of open enrollment and other benefit-related administrative activities. With so many options available, it can be difficult to determine which one is the right fit for your company. We evaluated each software package based on what’s most important.
Types of Benefits
Although health insurance is one of the most common types of benefits offered to employees, it’s not the only one. Good benefits administration software should give HR staff the ability to manage life insurance, flexible spending accounts, retirement plans, health savings accounts, commuter benefits, and other benefit programs. This includes enrolling employees, making beneficiary and dependent changes, updating employee eligibility, and helping employees compare plans.
Integrations
Benefits administration software is helpful on its own, but it becomes even more powerful when combined with other HR and accounting systems. We recommend that you choose benefits administration software that integrates with your HRIS or payroll system to save time and prevent mistakes caused by having to enter the same data into multiple systems.
Reporting
Benefits administration activities generate large volumes of data. Handled correctly, this data is a valuable resource that can help administrators make better decisions. The best benefits administration software has robust reporting capabilities, enabling HR staff to identify key trends and determine if they need to adjust their offerings. For example, a good software package can help benefits administrators quickly determine how much a health plan costs the company each month or how many employees participate in each tier of the plan.
The 15 Best Benefits Administration Software Packages of 2021
ADP Workforce Now
ADP Workforce Now is designed to streamline benefits enrollment and help employers save money. With online open enrollment, it’s easy for employees to update their beneficiary information or notify HR of a qualifying life event. The software works with multiple benefit plans, giving employers more flexibility and ensuring that employees have a variety of options to suit their needs. ADP Workforce Now also offers a mobile app, giving employees on-the-go access to their benefits information.
For employers, ADP Workforce Now offers a variety of canned reports to make it easier to determine employee eligibility, generate plan summaries, and review enrollment activity. The comparison tool also makes it possible to identify additions, deletions, and other changes. Users also have access to custom reporting tools that are capable of creating plan calculators, plan comparison tools, and personalized plan rankings. ADP Workforce Now has a variety of compliance tools, such as automated COBRA notifications and ACA auditing support, to help employers comply with their legal obligations.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Custom Quote | Free Demo Only | >Health insurance administration >Life insurance administration >COBRA administration >More features at ADP Workforce Now |
Pros and Cons of ADP Workforce Now Benefits Administration Software
| Pros | Cons |
|---|---|
| >Integrates with accounting, ERP, recruiting, and attendance systems >Pre-population of data across all modules | >Benefits administration is an add-on |
Benefitfocus
Benefitfocus offers the Employer Total Solution, a software suite with tools designed to administer employee benefits, pay premiums on time, and gain useful insights from benefit-related data. The health insights tool gives users the information they need to improve employee health and control insurance costs, while a suite of communication and engagement tools makes it easier to keep employees informed about company benefit plans. Benefitfocus also frees up time by handling repetitive administrative tasks, giving HR staff more time to focus on strategic activities.
For companies looking to get a handle on their benefits data, Benefitfocus offers data-management tools designed to increase accuracy and interface with common payroll systems. The software also has tools to help simplify billing processes and ensure that insurance companies and other vendors receive the correct payment amounts each month. With Benefitfocus, employers can also offer a personalized enrollment experience to help employees create a benefits package that makes sense for their needs.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Custom Quote | Free Trial | >Reporting >Integrations >Health insurance administration >More features at Benefitfocus |
Pros and Cons of Benefitfocus Now Benefits Administration Software
| Pros | Cons |
|---|---|
| >Offers data-driven insights >Enables firms to pay premiums right from the software | >Doesn't have features for retirement plan management |
BerniePortal
BerniePortal offers several tools to help with recruiting, benefits administration, and employee onboarding. The benefits administration portal is designed to help employers offer better benefits and simplify the open enrollment process. When it’s time for employees to enroll, they’re guided through a five-step process that presents the options available and helps them understand how much those options cost. Employers can upload detailed plan descriptions or educational videos provided by benefits vendors to make the process even easier. Once an employee completes the enrollment process, the benefits administrator receives an email notification.
BerniePortal also has built-in tools to improve communication between HR staff and employees. With these tools, it’s possible to customize email messages to employees who haven’t enrolled yet, eliminating the need to track people down when the deadline is about to pass. The portal was designed for use on mobile devices, so employees can view benefits information, download documents, and make changes from anywhere with an internet connection.
| Price | Free Trial/Demo | Features |
|---|---|---|
| $15 base fee + $5/employee/month | Free Demo Only | >HIPAA compliance >ACA reporting >Health insurance administration >More features at BerniePortal |
Pros and Cons of BerniePortal Benefits Administration Software
| Pros | Cons |
|---|---|
| >Lowest per-employee fee >Email notifications to help HR staff manage their time | >Monthly fee in addition to the per-employee fee |
Ceridian Dayforce
Ceridian Dayforce is a cloud-based software designed to streamline payroll processing, benefits administration and other HR functions. Once an admin sets up eligibility rules, the software presents each employee with benefit options tailored to their Dayforce profiles. The software also has support tools to help employees choose which benefits plan has the right combination of features and affordability. For example, a comparison tool makes it possible to compare the costs of multiple plans or determine which one offers a higher level of coverage.
Because Ceridian Dayforce links benefits administration with payroll and timekeeping, HR staff don’t have to enter the same information in multiple places, saving them time and increasing efficiency. When an employee makes a benefits selection, their payroll information is updated automatically, which also prevents data-entry errors. For employers that need help with ACA compliance, Ceridian Dayforce offers self-service enrollment and automatic eligibility calculations. Admin users can also generate auditing and compliance reports.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Starts at $11.50/employee/month | Free Demo Only | >Retirement plan management >Life insurance administration >Health insurance administration >More features at Ceridian Dayforce |
Pros and Cons of Ceridian Dayforce Benefits Administration Software
| Pros | Cons |
|---|---|
| >24/7 premium support available >Features to manage the entire employee life cycle | >Fewer integrations than other platforms |
Ease
Ease is specifically designed for small businesses with fewer than 250 employees, making it possible for firms with small HR departments to be more efficient and productive. What makes Ease different from other benefits software is that it’s broker-supported, which means an insurance broker can help set it up, manage it, and teach HR staff to use it for benefits administration. With Ease, employees can complete the enrollment process at their convenience, using a digital portal that accepts electronic signatures.
Ease has plan-comparison tools to help employees understand how much their selections cost and quickly compare details such as out-of-pocket maximums and deductibles. HR staff have access to an enrollment progress dashboard, which uses colorful icons to indicate each user’s status, from “Not started” to “Enrolled.” The dashboard also shows each employee’s hire date and employment status, which can be helpful for determining benefits eligibility. Employees can even access Ease with an iOS or Android app for added convenience.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Pro: $379/month Agency: $649/month Enterprise: Custom Quote | Free Demo Only | >COBRA administration >HIPAA compliance >Health insurance administration >More features at Ease |
Pros and Cons of Ease Benefits Administration Software
| Pros | Cons |
|---|---|
| >Uses videos to educate employees on their benefits options >Broker-supported software | >No features for administering life insurance |
GoCo
GoCo combines payroll, benefits administration, and onboarding into a single platform. The benefits portal works for health insurance administration, retirement plan management, HSA and FSA administration, life insurance administration, and management of commuter benefits, giving employees access to all the information they need in one place. The platform is completely paperless, helping employers save space and eliminating the need to track down missing files.
With a variety of self-service options, GoCo gives employees the freedom they need to view their coverage details, make changes, or even enroll in new benefits at their convenience, reducing the amount of time HR staff must spend answering questions. GoCo syncs with payroll and insurance systems to ensure that changes take effect immediately. Because HR staff don’t have to enter every change in multiple systems, there’s also a reduced risk of costly errors. By integrating directly with insurance companies, GoCo also helps ensure that benefit premiums are paid on time and delivered to the correct vendor.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Complete HR: $6/employee/month Premium HR: $10/employee/month | Free Demo Only | >Life insurance administration >Retirement plan administration >Health insurance administration >More features at GoCo |
Pros and Cons of GoCo Benefits Administration Software
| Pros | Cons |
|---|---|
| >Matches firms with trusted brokers >Integrates with Slack to enhance communication | >Doesn't offer iPhone, iPad, or Android apps |
Gusto Payroll
Gusto bills itself as an “all-in-one people platform” that has modernized payroll and benefits administration. The software gives employers access to a wide range of no-cost, low-cost, and premium features, making it easier to build custom benefits packages that attract talented employees without going over budget. With the Gusto Wallet app, employees can manage their paychecks, access cash in emergencies, and carry out other financial functions. The software also makes it possible to offer health reimbursement instead of traditional health insurance, giving employers more flexibility at a lower cost.
Gusto Payroll has more than 3,000 benefit plans available through a network of 100 carriers, giving employers additional flexibility as they create customized benefit packages. These plans include traditional health insurance, dental coverage, and vision coverage. Gusto Payroll also has tools to streamline open enrollment, compare available plans, and comply with state workers’ compensation requirements.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Starts at $25/month | Free Demo Only | >Integrations >Reporting >Life insurance administration >More features at Gusto Payroll |
Pros and Cons of Gusto Payroll Benefits Administration Software
| Pros | Cons |
|---|---|
| >Offers budgeting tools for employees >Submits forms directly to insurance carriers | >Some benefits are only available with an active account |
iSolved
iSolved offers a human capital management platform that includes several functions related to benefits administration. During open enrollment, iSolved checks to see which employees still need to complete the enrollment process, eliminating the need for HR staff to check manually. The system also has a reporting tool, making it easy to determine which employees need to be reminded to make their benefit selections before the enrollment deadline. Life event wizards help employees make decisions based on changes in employment, marital status, and other life events.
The iSolved platform enables employees to compare multiple plans to determine which one offers the best coverage or the lowest out-of-pocket costs. For small firms with limited resources, iSolved also offers benefit management services to improve compliance without a significant increase in costs. These services include COBRA administration, flexible spending accounts, and health reimbursement arrangements. The team at iSolved works directly with benefits brokers to find plans that are affordable for small businesses.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Custom Quote | Free Demo Only | >Retirement plan management >Health insurance administration >Life insurance administration >More features at iSolved |
Pros and Cons of iSolved Benefits Administration Software
| Pros | Cons |
|---|---|
| >Offers subscription-based benefit services >Life event wizard to trigger plan changes | >No COBRA reporting |
Namely
Namely’s people operations platform includes several features designed to streamline the enrollment process and eliminate the need for HR staff to enter the same information in multiple databases. The enrollment wizard helps employees make appropriate benefit selections by making it easier to compare plans and understand what’s included in each package. Automated workflows eliminate some of the manual tasks associated with benefits administration, reducing the amount of time it takes to process enrollment forms.
Namely has intuitive configuration tools, giving firms some flexibility in how they use the platform. The software also has a reporting wizard that automates the ACA compliance process by automatically generating 1094 and 1095 forms for employees. Namely enables HR staff to set up embedded election rules and global enrollment maximums to ensure each firm stays compliant and manages its benefits-related costs effectively. The software can even be integrated with payroll systems to ensure benefits deductions are automatically entered into payroll.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Starts at $15/employee/month | Free Demo Only | >Reporting >Integrations >Retirement plan management >More features at Namely |
Pros and Cons of Namely Benefits Administration Software
| Pros | Cons |
|---|---|
| >Offers ACA reporting >Uses EDI feeds for automatic enrollment | >No accounting integrations |
Paychex Flex
Paychex Flex is a payroll system with additional features to enable firms of all sizes to better manage their employee benefits. The software makes it possible to manage benefits online, giving employees convenient access during open enrollment and allowing HR staff to access benefits information from any computer with an internet connection. Bringing benefits administration online eliminates the need to print forms or look through paper files every time an employee needs to make a change, saving firms a significant amount of time. Eliminating paper forms can also help small businesses save money.
When employees have online access to benefits administration, HR staff members spend less time answering questions, leaving them free to focus on hiring, payroll, and other aspects of human resources management. Online access also makes it possible for employees to update beneficiary information, add or remove dependents, and complete other activities without assistance from HR, leaving them feeling empowered.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Custom Quote | Free Trial | >HIPAA compliance >COBRA administration >Health insurance administration >More features at Paychex Flex |
Pros and Cons of Paychex Flex Benefits Administration Software
| Pros | Cons |
|---|---|
| >Dozens of finance and accounting integrations available >Main dashboard provides a visual display of important data | >Some features are only available at the enterprise level |
Paycor
Paycor offers several features to help employers automate their benefits administration activities. The platform aims to centralize all the data involved in benefits administration, eliminating the need to search multiple locations for important information. Employees use the same username and password to access the benefits portal as they do other features, streamlining access and reducing the amount of time spent providing technical assistance.
Tools such as Perform Learning Management and Ask Emma are available to help employees understand the benefits available to them, freeing up HR staff for other important duties. Paycor also has robust reporting capabilities, making it possible for HR staff and company executives to determine the true value of discretionary benefit programs. With Paycor, benefits administrators can transmit data directly to vendors by connecting the benefits platform to Paycor Carrier Connect. Paycor also has a mobile application, giving employees 24/7 access to plan information and the ability to make changes on the go.
| Price | Free Trial/Demo | Features |
|---|---|---|
| $11.15/employee/month | Free Trial | >Health insurance administration >Integrations >ACA reporting >More features at Paycor |
Pros and Cons of Paycor Benefits Administration Software
| Pros | Cons |
|---|---|
| >Automates activities to reduce admin effort >Offers access to Workforce Insights | >No features for managing retirement plans |
Paylocity
Paylocity gives businesses the flexibility they need to set customized enrollment rules, create multiple benefit groups, and do a better job controlling costs. The self-service portal puts employees in control of their benefits by enabling them to compare plans and make selections via any computer or mobile device. Paylocity is designed to help businesses be more competitive in the marketplace by offering mobile enrollment, in-app notifications, and mobile access to ID cards and other documents.
To give employers more flexibility, Paylocity integrates with several other software packages. These integrations make it possible for multiple systems to communicate, eliminating the need to enter data in multiple databases. Paylocity also has robust analytics capabilities, giving benefits administrators important insights into how much each plan costs, how many employees take advantage of each offering, and whether it makes sense to cut underutilized plans in favor of making increases elsewhere. The software also has visual dashboards to help administrators make better decisions.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Custom Quote | Free Demo Only | >Integrations >Life insurance administration >Health insurance administration >More features at Paylocity |
Pros and Cons of Paylocity Benefits Administration Software
| Pros | Cons |
|---|---|
| >Real-time access to spending accounts >Works with advanced benefits packages | >Transmittal of EDI files requires supervisor approval |
Rippling
Rippling offers a benefits administration solution that can be purchased on its own or as part of an all-in-one platform. The software is designed to bring all benefits into one system, streamlining the enrollment process and reducing the amount of time spent filing, processing forms, and answering questions. Rippling also automates many common HR activities, such as enrolling new employees, COBRA administration, and making changes when an employee has a qualifying life event.
The software works with a wide variety of benefits, including health insurance, dental and vision coverage, 401(k) plans, flexible spending accounts, and health savings accounts, giving firms the flexibility needed to offer attractive benefits packages. Built-in shopping tools also enable administrators to request quotes and enroll in plans offered by BlueCross Blue Shield, Aetna, and other major insurance carriers. For firms that already have their benefits in place, Rippling makes it possible to transfer current benefits to the new system within just a few minutes.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Starts at $35/month | Free Trial | >Health insurance administration >COBRA administration >ACA reporting >More features at Rippling |
Pros and Cons of Rippling Benefits Administration Software
| Pros | Cons |
|---|---|
| >Allows users to shop for benefits right from the software interface >Existing plans transfer within minutes | >Customer support not available by phone |
VBASoftware
Virtual Benefits Administrator is a cloud-based software package that can be used by employers or insurance vendors. Businesses have complete control over their VBA systems as the software has customizable security settings for protecting private data and ensuring each firm remains in compliance with relevant privacy regulations. Virtual Benefits Administrator can be configured according to the firm’s needs, giving HR staff the flexibility needed to manage multiple benefit options.
The VBA employer portal, known as VBAGateway Employer, serves as a centralized repository for all data relevant to benefits administrators. Using this portal, it’s possible to understand plan participation with just a few clicks. The software strips all protected health information from claim forms, allowing administrators to review claim information without violating HIPAA. Administrators can also use the portal to add new members, update employee demographic information, request additional ID cards, and track the status of self-service requests. Charts, graphs, and detailed breakdowns make it easier to make decisions.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Custom Quote | Free Trial | >Integrations >Health insurance administration >Life insurance administration >More features at VBASoftware |
Pros and Cons of VBASoftware Benefits Administration Software
| Pros | Cons |
|---|---|
| >Customizable security settings >Detailed claim statistics available | >No automated reporting tools |
Zenefits
Zenefits combines benefits administration features with employee self-service options, saving time and preventing errors caused by double data entry. For startups and firms offering benefits for the first time, Zenefits makes it possible to shop for coverage. Benefits administrators can compare plans, request quotes, and complete the enrollment process right in the software. Firms that already have benefits in place can add them to the system immediately, ensuring a smooth transition from an older system to the Zenefits portal.
The software has built-in educational tools to help employees understand their options and make decisions based on their life circumstances. Zenefits also automates open enrollment, eliminating the need to track down completed forms or spend time figuring out which employees have enrolled and which have not. With the Zenefits mobile app, employees can easily access information about their plans and claims, reducing the number of questions fielded by HR staff each day.
| Price | Free Trial/Demo | Features |
|---|---|---|
| Essentials: $8/employee/month Growth: $14/employee/month Zen: $21/employee/month | Free Trial | >Reporting >Retirement plan management >HIPAA compliance >More features at Zenefits |
Pros and Cons of Zenefits Benefits Administration Software
| Pros | Cons |
|---|---|
| >Offers broker add-on >Integrates with CRM and communication tools | >Telephone support not available |
What Is Benefits Administration Software?
Benefits administration software helps HR professionals take care of everything involved in managing employee benefits, from automating the enrollment process to tracking program costs. Without software to automate and streamline certain activities, benefits administration would take a tremendous amount of time and generate reams of paperwork to file after every enrollment period.
HR professionals use benefits administration software to complete enrollment forms, collect electronic signatures from employees, and share plan documents with other staff members. Some of the most robust systems integrate with payroll software or full-featured human resources information systems, putting all HR data in a central location. Employees can also use benefits administration software to do things like make their plan selections during open enrollment, add or remove dependents after a qualifying life event, change their beneficiary information, and compare benefits packages. This gives employees more control over their benefits and frees up HR staff for other activities.
Most software packages also have built-in reporting tools to help benefits administrators make sense of all the data generated throughout the year. HR staff use this type of software to determine how many employees are enrolled in each plan, how much costs have increased or decreased, and whether some benefits are underutilized compared to others.
Perks of Benefits Administration Software
Benefits administration software has many benefits for small businesses, including the following:
- Save time: Benefits administration software eliminates the need for HR staff to engage in time-consuming manual processes. With this type of software, benefits administrators spend less time filling out forms and chasing down employees to remind them of upcoming enrollment deadlines.
- Increase employee satisfaction: Time-consuming manual processes are just as frustrating for employees as they are for benefits administrators. With benefits administration software, employees have the flexibility they need to update their own profiles, add dependents, and complete other tasks without having to call HR. Many packages even have mobile applications, giving employees anytime access to plan documents, claim forms, and other details.
- Reduce administrative costs: For a small business, benefits administration software can help reduce costs by eliminating the need for HR staff to spend so much time on answering benefits-related questions and processing enrollment paperwork.
- Gain valuable insights. Built-in reporting tools help you identify trends that would be hard to spot if you had to page through hundreds of enrollment forms by hand. These reporting tools can help you make better decisions. Some packages even have visual dashboards to help benefits administrators understand the status of each benefits program with just a glance.
Must-Have Features for Benefits Administration Software
Benefits administration software has a variety of features, but three of them are essential for small businesses: the ability to manage multiple benefit types, the availability of integrations, and robust reporting capabilities. When many people think of benefits, they think of employer-provided health insurance. Many employers offer much more than health coverage, however, such as commuter benefits, parking benefits, life insurance, short-term and long-term disability, retirement plans, and flexible spending accounts. For best results, benefits administration software should work with multiple benefit types to give employers the flexibility needed to offer comprehensive benefits packages in a competitive market.
On their own, benefits administration systems have many benefits. They become even more powerful when connected to other payroll systems or human resource management platforms. That’s why it’s important to look for benefits administration software that offers integrations with third-party applications. By integrating systems together, it’s possible to eliminate the problem of double data entry, helping HR staff avoid clerical mistakes and ensure all benefits information is available in one location.
Benefits administration software should also help you make sense of benefit-related data, which can help you make better decisions. For example, utilization reports can quickly help you determine how many employees are using each plan, which can be helpful for determining which benefits to keep and which to eliminate if you’re tasked with cutting costs.
The Cost of Benefits Administration Software
Many vendors offer custom solutions, so they don’t have one-size-fits-all pricing. Instead, you have to contact each vendor for a quote based on the number of employees in your firm and the features you want in your software package. For the companies that do publish their fees, price can vary significantly from one vendor to the next, from as little as $8 per employee per month all the way up to $679 per month for an unlimited number of employees. Per-employee pricing makes sense for a small firm that has just a few employees and doesn’t want to spend several hundred dollars per month on benefits administration software. For larger firms, it may make more sense to sign up with a vendor that charges a flat monthly fee.
The number of employees you have isn’t the only factor that affects the price of benefits administration software. Pricing also depends on whether you’re purchasing a stand-alone benefits solution or an all-in-one HR platform that includes benefits administration features. Another factor that can affect pricing is the level of customization required. If you’re willing to use a software package right out of the box, the price is likely to be lower than it would be if you asked a vendor to give you API access or customize the software for you.