Updated April 2026 · Florida Plan Finder · Licensed Florida Health Insurance Producer

Health Insurance Renewal Checklist for Florida Small Business

Florida small business health insurance renewal season is a 120-day project, not a single-day decision. Done well, the renewal process produces a defensible plan choice, lower-than-projected cost, and a smooth employee transition. Done last-minute, it produces panicked decisions, missed savings opportunities, and confused employees. This checklist breaks the renewal process into 120, 90, 60, 30, and 0-day milestones with specific actions for each.

120 Days Before Renewal

• Confirm renewal date with current carrier
• Gather current census (employees, ages, dependents, coverage tier elected)
• Review claims experience (level-funded plans only — fully insured rates don't reflect group experience)
• Identify benefit-design opportunities for adjustment (deductible, OOP max, network)
• Engage broker; begin RFP to alternative carriers

90 Days Before Renewal

• Receive carrier renewal package (rate increase, plan changes)
• Receive alternative carrier quotes from broker
• Compare options: current renewal vs alternatives vs ICHRA conversion
• Decide on plan, contribution strategy, and any plan-design changes
• Lock in carrier choice 60-75 days before effective date (most carriers require 30+ days)

60 Days Before Renewal

• Distribute open enrollment communication kit (SBC, plan summary, election forms)
• Schedule employee meetings (in-person and virtual options)
• Update Section 125 plan document if needed
• Coordinate with payroll provider for new contribution amounts

30 Days Before Renewal

• Hold employee meetings; collect questions
• Finalize elections from employees
• Submit enrollment data to carrier
• Prepare ID card distribution plan
• Communicate any plan-design changes (new deductible, network, etc.)

Renewal Day and First Week

• Confirm carrier received all enrollments
• Distribute new ID cards
• Verify payroll deductions started correctly
• Send welcome message reminding employees of plan resources

Post-Renewal Audit (30 Days After)

• Audit first month's premium invoice — is it what was quoted?
• Audit first payroll deductions for accuracy
• Check carrier portal for enrollment confirmations
• Address any employee complaints or coverage gaps immediately
• Document the renewal process for next year's project plan

Renewal Decision Comparison Template