Benefits spend leaks for the same reason renewals leak everywhere else: no operating system.
This collection installs a beginner-safe system to:
- run benefits renewals early enough to create leverage
- prevent eligibility leakage (ineligible dependents and delayed terminations)
- audit vendor fees across the benefits stack (broker, admin, PBM, stop-loss)
- quantify savings potential with a simple estimator
This is value chain intelligence applied to HR:
- Finance: budget, forecasting, savings validation
- Procurement: vendor terms, renewals, fee structures
- Operations and HR: eligibility, communications, governance
Who this collection is for
- HR and People Ops teams who own benefits operations
- Finance and FP&A teams facing benefits cost volatility
- Procurement teams involved in broker and vendor negotiations
- Operators who need cost reduction without breaking employee trust
What you will install
By the end of this collection, you should have:
- a benefits renewal control calendar and data checklist
- an eligibility control playbook you can run quarterly
- a vendor fee audit kit to find and negotiate recurring leakage
- a simple savings estimator and memo format to align stakeholders
How to use this collection
- Start with renewal controls so you stop losing leverage to deadlines.
- Install eligibility controls to prevent recurring leakage.
- Audit vendor fees to reduce long-term structural cost.
- Use the estimator to size the opportunity and prioritize effort.
Beginner-safe definitions
Renewal: the annual reset point where rates and fees change.
Eligibility: who is allowed to be enrolled in benefits (employee, dependents).
Dependent eligibility: verification that enrolled dependents meet the plan’s rules.
PBM: pharmacy benefit manager (often a major cost driver in medical plans).
Stop-loss: insurance that caps catastrophic claims for self-funded plans.
What good looks like
- renewals start early (not inside the notice window)
- eligibility leakage is measured and trending down
- vendor fees are visible, comparable, and negotiated intentionally
- savings are validated by invoices and employer cost, not just assumptions
Common pitfalls to avoid
- starting renewals too late to create options
- treating eligibility as a one-time audit instead of a control
- paying vendor fees without a documented fee schedule
- estimating savings without defining “employer share” versus total premium