How TPAs Can Help HR Teams Prepare Now for a Smoother Q4

Sep 8, 2025 | All, Benefits Administration

As Q4 approaches, HR teams are bracing for one of the busiest times of the year. Between open enrollment, compliance deadlines, and employee communications, the pressure is real. However, when you’re working with the right third-party administrator (TPA) partner, there are steps you can take to ensure your Q4 runs more smoothly, efficiently, and with less stress.

Whether you’re a benefits consultant supporting clients or an HR professional managing internal operations, here’s how you can work with a TPA, like EBC, to have a smoother Q4.

COBRA Transitions: Consider an Early Switch

If your organization is considering a COBRA administrator change, timing matters. Transitioning your COBRA administrator before open enrollment allows one team to manage the entire process—instead of having to coordinate open enrollment with two administrators. If you’re interested in switching your COBRA administrator, talk to your prospective TPA about their process for early transitions and avoid the confusion and inefficiency of a mid-season switch.

Tip: If you’re considering an administrator switch, ask your prospective TPA what additional tools and services they offer to support you through this transition. For example, at EBC, we offer COBRA open enrollment support for employers who wish to send qualified beneficiaries’ information on when they can make changes or add coverage. This is a convenient way to send open enrollment documents out and reduce the burdens on HR teams during their busiest time.

Stay Ahead of Compliance: What to Tackle Before Year-End

Q4 is packed with compliance deadlines—nondiscrimination testing, distributing required notices, and plan document updates, to name a few. TPAs can help HR teams stay ahead of these requirements by offering proactive support and timely reminders. Here are a few things to check in with your TPA about to help you get ready for Q4.

  • Nondiscrimination Testing: As you know, nondiscrimination testing is recommended for all employers that sponsor pre-tax benefits through a cafeteria plan. If you have a calendar-year plan, see if your TPA can run early testing to identify and correct any issues before the end of the plan year. Early testing can give you enough time to fix any issues you may have and avoid penalties.
  • Plan Document Updates: If you made substantial updates to your plan designs this year, you should ensure your updated plan documents are distributed and available to your participants. Check with your TPA to confirm that your plan documents are up-to-date and show your updated plan details.
  • COBRA Open Enrollment: If you have individuals enrolled in COBRA, make sure they’re included in your open enrollment process just like your active employees. This helps ensure you’re staying compliant with COBRA regulatory requirements.
  • Ensure HSA-Compatible Plan Design: Employers who offer a high-deductible health plan (HDHP) with an HSA will want to confirm that their plan meets IRS requirements. This includes the minimum deductible and maximum out-of-pocket limits for HSA compatibility. You can find the 2026 limits at www.ebcflex.com/planlimits.

By addressing these items now, HR teams can reduce last-minute stress and ensure a smooth close to the year.

Lean on Your Account Manager for Strategic Support

With all the to-dos of open enrollment, HR teams often have questions about what needs to be done—or should be done—before the end of the plan year. Some TPAs offer clients a dedicated Account Manager, who is the main point of contact for all items concerning the administration of their plans. Consider reaching out to your Account Manger with any questions you may have as Q4 approaches.

Employee Communications: Empower HR with Ready-to-Use Resources

Clear communication is essential to helping employees understand and engage with their benefits—and it can also increase enrollment and reduce costs.  Check with your TPA to see if they have any benefit resources to share with your plan participants.

At EBC, we provide our clients with educational and promotional resources such as flyers, videos, email templates, eligible expense lists, and customizable presentation slides. These materials are available in our clients’ online accounts and reduce the burden of having to create your own benefit materials.

Why Early Preparation Matters

The earlier HR teams engage with their TPA, the more proactive and strategic the support can be. From aligning timelines to customizing communication strategies, early planning helps avoid last-minute scrambles and ensures a smoother experience for everyone involved.

Want to learn more?
Contact us at sales@ebcflex.com or reach out to your Client Account Representative today.

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