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Frequently Asked Questions for Plan Administrators

By: Benefits by Design | Wednesday January 4, 2017

Updated : Tuesday June 11, 2024

As the Plan Administrator for your group insurance plan, you have an essential role! You manage the employee benefits plan on behalf of your employer and serve as the main point of contact between Benefits by Design (BBD), your group insurance Advisor, and your employer. In addition, you are the main point of contact for employees with questions about the plan and are responsible for the accuracy of employee information on file.

As the Plan Administrator you are an important contact for employees and responsible for the smooth operation of your group benefits plan.

Do you have questions about your benefits plan? We can help! Below, you will find the answers to some of our frequently asked questions. If something is missing, just let us know!

Download the complete Plan Administrator FAQ (PDF 22.1 MB) here.


How do I enroll or re-enroll employees?

To enroll or re-enroll an employee, they need to complete and sign the Enrollment form. You can find all of our forms on Nomad, BBD’s online administration portal. 

Does an employee need to sign the enrollment form?

Yes, the employee’s signature is required on the Employee Enrollment Form and the Beneficiary Designation Form. Electronic signatures are also acceptable.

When do I need to send in new employee enrollment forms?

New employee enrollment forms should be sent to BBD within 31 days of the employee becoming eligible for benefits. The eligibility date is determined by the waiting period. The employee must continuously be working the eligible hours to satisfy the waiting period. If an eligible employee is not enrolled in the benefits plan within 31 days of becoming eligible to enroll, they could be considered a late applicant, which can negatively impact their coverage.

When is health or medical evidence required?

Health evidence (sometimes known as medical evidence) is required when an eligible employee is applying for excess coverage beyond the No Evidence Maximum (NEM) for Life Insurance and/or Long-Term Disability Insurance.

In addition, health evidence will be required for employees who are enrolling as a late applicant.

Can I fax enrollment or change forms to Benefits by Design (BBD)?

Yes, these forms can be faxed for processing, but we’ll require the original for our files. You can find our fax number on our Contact Page.

Once an enrollment or change form is submitted, how long does it take before my plan members receive their new wallet card?

Employees can download the GreenShield+ smartphone application to submit claims, find healthcare providers near them, view benefits coverage, and more. They can also use it to check whether updates have been processed – such as the addition or removal of a dependent. This should take between 2-4 business days. Once processed, the employee can print a copy of their wallet card if needed. However, BBD and GreenShield encourage employees to use the mobile app instead of printing. In an effort to be as green as we can, wallet cards are no longer sent to plan members.

How do I make changes to employee’s personal information?

Updates and changes to employee information, such as salary, marital status, or employee status, can be made through Nomad, our online benefits administration portal. If you need assistance logging into Nomad or navigating the platform, reach out to your BBD Client Manager, and they will be glad to assist you.

How do I report an employee termination?

You can terminate an employee no longer on the plan directly from Nomad, our online benefits administration portal, at the click of a button. Navigate to the “Employees” tab and select the employee to terminate from the list.

Is there coverage for dependents of a deceased employee?

Yes, 24-month Survivor Benefits are available for Extended Health Care (EHC) and Dental Insurance. Get in touch with your BBD Client Manager for more details.

What should I do if an employee dies, becomes disabled or seriously ill?

In the event of a Life, Accidental Death and Dismemberment (AD&D) , Short Term Disability, Long Term Disability, or Critical Illness Insurance claim, please contact your BBD Client Manager for next steps.

Do I need to sign employee’s Extended Health Care or Dental claims forms?

No, we don’t require a signature for these forms.

Plan members should register with GreenShield+ to access personal claims information. They’ll also be able to submit the majority of their claims online from this portal, rather than worrying about paperwork.


Can I use pre-authorized payments to pay my monthly bill?

Yes, and we encourage it! It’s the fastest, easiest, and safest way to pay and benefits both parties. To set this up, complete our Pre-Authorized Payment Plan Form to sign up for pre-authorized payments.

When are invoices issued?

Invoices are available for download through Nomad, our online administration portal around mid-month. Your payment is due on the first of the following month.

Where can I find my invoices?

You can find a downloadable copy of your invoice on Nomad. 

Online Administration

How do I get more employee benefit plan booklets if I need them?

We aim to be environmentally responsible and have ramped up our green initiatives and introduced electronic (e-booklets) for you and your plan members. You can download your benefits booklet directly from Nomad, our online benefits administration portal. Alternatively, you can speak with your BBD Client Manager and they’ll gladly help you out.

Where can I access forms?

You can download all forms from Nomad, our online benefits administration portal. If you require assistance logging into Nomad, please contact your BBD Client Manager.

Other Questions

Who can I speak to if I need more help?

Our BBD Client Service team is happy to help wherever they can. Give them a call or an email, and they’ll assist you promptly. Alternatively, you can reach out to us from our Contact Page, and we’ll direct you to the appropriate contact.

Find the tips, tools, and resources you need as a Plan Administrator.

Plan Administrator Guide