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Renewals

Know what happens next

How the renewal runs, who owns each task, and every form you need to complete it.

How renewal works

01

You receive two documents

A renewal addendum to confirm plan changes, terminations, and renewals — plus the pre-tax mapping spreadsheet to validate plan IDs.

02

Send them back early

Completed renewal documents well before the plan year start give ThrivePass time to update configuration and validate enrollments.

03

Enrollments 30 days ahead

Getting enrollments in a month early lets us validate data, catch integration issues, and issue debit cards on time.

04

Audits after go-live

ThrivePass provides plan exports, validation reports, and a final COBRA enrollment report, then audits again about 30 days in.

Renewal timeline

One run, phase by phase — COBRA and pre-tax together, with who owns each task and how far ahead of the plan year it is due.

Download working tracker
Show
1Requirements Gathering14 tasks

  • Initiate the OE process and send PEO communication and request for information

    3 months out

    Renewal addendum, plus pre-tax mapping on the pre-tax side.

    COBRA + Pre-taxThrivePassRelationship Manager

  • Review service agreement

    3 months out
    COBRA + Pre-taxThrivePassRelationship Manager

  • Review requirements

    3 months out
    COBRAThrivePassRelationship Manager

  • Review Open Enrollment Campaign to increase adoption and education

    3 months out

    ThrivePass can send pre- and post-OE communications on the PEO's behalf if eligible participant lists are provided.

    Pre-taxThrivePassRelationship Manager

  • Renewal addendum received

    2 months out

    Include plan changes, active vs. passive preference, OE setup timing and communication plan.

    COBRA + Pre-taxPEO

  • Prepare OE Tracker

    2 months out

    Shared tracker showing which clients are ready for OE setup — keeps email volume down.

    COBRAThrivePassRelationship Manager

  • Email COBRA team with OE overview

    2 months out

    RM emails COBRA@thrivepass.com.

    COBRAThrivePassRelationship Manager

  • Share carrier contact report and update carriers with the COBRA eligibility contact email

    2 months out
    COBRAThrivePass + PEORelationship Manager

  • Run QB Plan Members report to determine COBRA client/division list

    1–2 months out

    Filter by division to find employer groups needing OE setup. Re-run one month out to catch changes.

    COBRAThrivePassAccount Manager / RM

  • Update OE Tracker when clients/divisions are ready for OE

    1–2 months out
    COBRAThrivePassAccount Manager / RM

  • SBCs received

    1 month out
    COBRAPEO

  • Request client terms

    1 month out

    Decide whether OE should be set up for terminated clients/divisions.

    COBRAThrivePass + PEORelationship Manager

  • Pre-tax Mapping received

    1 month out
    Pre-taxPEO

  • Send renewal addendum and mapping to files@thrivepass.com and TPA@thrivepass.com

    1 month out
    Pre-taxThrivePassRelationship Manager
2System Set-up8 tasks

  • New plans built in COBRA system if not imported via Plan Add/Update Parser

    Including terminated clients.

    COBRAThrivePassCOBRA Product Support Specialist

  • New rates added to COBRA system via the Plan Add/Update Parser weekly

    COBRAThrivePassFiles team

  • Pre-tax team renews plans and/or builds new plans as applicable

    1 month out
    Pre-taxThrivePassPre-tax Product Support Specialist

  • PEO validation of plans and rates

    RM sends the Plan Export filtered to plans and new rate periods; also viewable in the portal.

    COBRAPEO

  • PEO validation of active plans

    RM sends the PEO RF Report showing plans offered for each client/division OE.

    COBRAPEO

  • PEO validation of enrollments

    Prior to plan year start

    PEO can view in the portal. Aim to receive enrollments 30 days before the new plan year so data can be validated and debit cards issued on time.

    Pre-taxPEO

  • RM ensures PEO communicates all client renewals

    1 month out
    COBRAThrivePassRelationship Manager

  • Update divisions that are terming

    If applicable.

    COBRAThrivePassCOBRA Product Support Specialist
3Communications & Letter Customizations3 tasks

  • Provide standard OE letters for PEO review

    OE Notification, Plan Change Notice, and Enrollment Confirmation.

    COBRAThrivePassRelationship Manager

  • OE Notification edits due

    2 months out

    Customize the OE notification at the divisional level.

    COBRAPEO

  • Update production with finalized letters

    2 months out
    COBRAThrivePassRelationship Manager
4Annual Enrollment6 tasks

  • Ensure OE Settings plan year start date is populated

    COBRAThrivePassCOBRA Product Support Specialist

  • Refer to Risk Factor report when setting up new plan year plans and risk factors

    Report runs weekly.

    COBRAThrivePassCOBRA Product Support Specialist

  • Enable all divisions for the OE Utility

    OE Notification queued.

    COBRAThrivePassCOBRA Product Support Specialist

  • Ensure all divisions have been set up for OE

    Re-run the QB Plan Members report to catch new divisions.

    COBRAThrivePassAM / RM / COBRA Product Support Specialist

  • Ensure plan has a stop date if going away

    Stop date must be applied before the first day of the new plan year.

    COBRAThrivePassCOBRA Product Support Specialist

  • Confirm ACH was not turned off for QBs moving plans

    COBRAThrivePassCOBRA Product Support Specialist
5Education4 tasks

  • PEO Playbook

    COBRA + Pre-taxThrivePassRelationship Manager

  • Review COBRA Processed Report

    COBRAThrivePassRelationship Manager

  • OE Resources

    Pre-taxThrivePassRelationship Manager

  • Monitor Prism warning and error reports

    Especially important through the renewal period — one warning fails the whole employer group.

    Pre-taxPEO
6Post-OE Activity5 tasks

  • Post-OE Audit #1

    Around plan year effective date

    Review new enrollments for anyone who should be offered OE.

    COBRAThrivePassCOBRA Product Support Specialist

  • Post-OE Audit #2

    1 month post plan year

    Catches COBRA participants who enrolled after the first audit.

    COBRAThrivePassCOBRA Product Support Specialist

  • Audit for risk factor updates and active plans that may have been missed

    Use the Risk Factor Report.

    COBRAThrivePassCOBRA Product Support Specialist

  • Provide QB Plan Members report showing enrollments and terminations

    COBRAThrivePassRelationship Manager

  • Provide PEO with metrics reporting

    1 month post OE
    COBRA + Pre-taxThrivePassAccount Manager / RM
7Processes & Documentation2 tasks

  • Document applicable processes for post-renewal handoff

    COBRAThrivePassCOBRA Product Support Specialist

  • Update COBRA Manual with vendor and PEO information

    COBRAThrivePassCOBRA Product Support Specialist

Your renewal forms

These two documents are what you complete and sign each year.

COBRA Renewal Addendum

Passive or active open enrollment, how you'll tell us clients are ready, and any plan structure changes.

Reminder: check the COBRA-electable box last, create new plan IDs instead of editing descriptions, and send plan and rate info for terminated clients — that doesn't stream through the API.

Download formPDF · 286 KB

Pre-tax Renewal Addendum

Keep, term, or update each plan, IRS maximum and carryover choices, and your enrollment and API pull dates.

Confirm your bank has the ThrivePass debit filter IDs before you sign — denied ACH transactions carry a $75 fee each.

Download formPDF · 252 KB

Special renewal paths

These two run a little differently from the main cycle.

HRA renewal

Mapping-driven, and it has to be rebuilt every plan year.

  1. 1Send updated mapping to your Relationship Manager at least 30 days ahead, flagging any funding or configuration changes.
  2. 2Say clearly which plans are renewing.
  3. 3Avoid mid-year HRA changes — use a short plan year to line up with medical instead.
  4. 4Build the HRA for each plan year with ThrivePass in the PayeeID, and re-enroll employees every year.
  5. 5Check the Enrolled Participant Report once your RM closes the loop.
HRA Renewal Process Overview16 KB

Client Sponsored Plan renewal

Runs through a support ticket, not your Relationship Manager.

  1. 1Fill in the CSP renewal template 30 days before the plan renewal.
  2. 2Submit a ticket at client.thrivepass.com/support/login.
  3. 3Paste the completed template into the ticket with SBCs attached.
  4. 4If a COBRA open enrollment is needed, ThrivePass builds it within 10 business days.
CSP Plan Renewal Process71 KB

Everything else

The written overview and the working tracker, both downloadable here.

Available here

Renewal Overview

PEO Renewal Overview: COBRA and Pre-tax 2026

The written summary of the whole renewal — what you receive, why documents are due early, and the two post-OE audits.

Document16 KBDownload
Available here

Sample Project Plan

Prism PEO 2026 Renewal / OE Project Plan

The working tracker behind the renewal timeline above — fill in dates and status.

Workbook17 KBDownload