Must-have benefits administration software RFP template in 2025

Benefits administration is one of the most complex and time-consuming parts of HR. It’s also one of the most expensive — and one of the most critical for attracting and retaining top talent. 

Yet many teams are stuck with outdated, disconnected systems that make every step harder: onboarding new hires, running open enrollment, syncing with carriers, handling compliance requirements like COBRA and ACA, and answering endless employee questions.

The right benefits administration software eliminates busywork by unifying benefits with HR and payroll, automating compliance, and giving employees a modern, intuitive experience. The wrong choice leaves HR buried in spreadsheets and employees confused by clunky systems. 

To evaluate providers consistently, many enterprises issue a Request for Proposal (RFP). Below, we outline the most important areas to include in your RFP, why they matter, and sample questions to ask. Plus, you’ll get a free downloadable template so you can start evaluating vendors ASAP.

1. Benefits setup and enrollment

Configuring benefits should be fast and seamless. It shouldn’t require months of manual setup and chasing employees during open enrollment. Employers need confidence that new hires are prompted to enroll automatically, payroll deductions update in real time, and contribution changes don’t require manual work.

Rippling automates the full enrollment lifecycle: new hires are invited to enroll in eligible benefits immediately, payroll deductions update automatically for QLEs, and admins can track enrollment progress against deadlines from one dashboard.

Questions to include in your RFP:

• How are new hires automatically invited to enroll in benefits?

• Do payroll deductions update instantly when elections change?

• Can employees compare plan options and costs during enrollment?

• What tools do you provide for managing open enrollment campaigns?

• How can admins track employee enrollment progress in real time?

• Do employees have access to enrollment via mobile as well as desktop?

• How do you handle mid-year qualifying life events (QLEs)?

2. Carrier connectivity and integrations

Most benefits errors come from bad carrier integrations — file feeds breaking, data not syncing, or missing enrollments. A modern platform needs reliable, transparent integrations with the majority of carriers.

Rippling connects with 95% of carriers using in-house EDI and API integrations, giving admins and brokers real-time visibility into transmission history and file status. This reduces errors and provides confidence that data is accurate.

Questions to include in your RFP:

• Which carriers do you integrate with directly?

• Do you support both EDI and API connections?

• How can admins or brokers track the status of file transmissions?

• What visibility do you provide into setup progress and file history?

• How do you prevent missed or duplicate enrollments?

• What tools exist to reconcile discrepancies with carriers?

• Do you provide alerts when carrier files fail or need intervention?

3. Compliance automation

COBRA, ACA, and state-level filings are high-stakes compliance areas. Manual processes or separate vendors create risks of penalties and lapses in coverage. Look for benefits administration software that automates compliance to help you stay ahead — whether that’s handling state-specific requirements when you hire an employee in a new state or flagging when a policy is out of line.

Rippling automates COBRA and ACA compliance end-to-end. The system detects QLEs like terminations or hours changes, sends required notices automatically, handles COBRA premium payments, and generates ACA filings without manual work. Because everything lives in one system, payroll, eligibility, and benefits stay in sync.

Questions to include in your RFP:

• How do you automate COBRA notifications and premium collection?

• Do you support ACA compliance and end-of-year filings?

• How are qualifying life events detected and processed automatically?

• Can COBRA and ACA notices be tracked in one dashboard?

• What audit-ready compliance reports do you provide?

• Do you handle state-specific filings (e.g., California Pay Data Report)?

• How do you ensure benefits data stays in sync with payroll for compliance?

4. Flex benefits (HSA, FSA, commuter)

Flex benefits are often siloed into separate systems, requiring manual payroll updates every pay period. This can frustrate both admins and employees when everything is in a different place and feels impossible to keep track of.

Rippling integrates HSA, FSA, and commuter benefits directly with payroll and HR. Deductions sync automatically, enrollments are self-serve, and employees can manage their contributions and expenses from one app.

Questions to include in your RFP:

• How do flex benefit elections sync with payroll?

• Do you support both employee and employer contributions?

• Can employees manage HSA, FSA, and commuter accounts in the same platform as medical and dental?

• Do you provide a single card for all pre-tax flex benefits?

• How are claims submitted and tracked?

• What guardrails exist to prevent conflicting elections (e.g., HSA and general FSA)?

• How quickly are reimbursements processed?

5. Broker flexibility

Companies want choice in how they manage benefits — whether that’s through a PEO, Rippling’s own brokerage, or an existing broker relationship. Many legacy systems force a rip-and-replace approach.

Rippling is flexible by design. Employers can start on the Rippling PEO, use Rippling as a broker, or bring their own broker onto the platform. No matter the model, admins and employees get the same seamless experience.

Questions to include in your RFP:

• Do you require customers to use your broker, or can we bring our own?

• What benefits does your brokerage provide beyond carrier connections?

• Can third-party brokers manage plans directly in your platform?

• Do you provide transparency into broker commissions and renewals?

• How do you handle renewals and contribution changes with external brokers?

• If we start on your PEO, can we move off without disrupting our benefits system?

• Do you support broker collaboration in open enrollment setup and reporting?

6. Reporting and insights

Benefits represent a huge financial investment, but many teams struggle to get clear, consolidated insights into costs and utilization. Without visibility, it’s impossible to make data-driven benefits decisions.

Rippling consolidates benefits data with payroll and HR, making it easy to run reports on enrollment trends, plan usage, contribution breakdowns, and costs by entity or department. Reports update in real time, without exporting to spreadsheets.

Questions to include in your RFP:

• What reporting do you provide on benefits enrollment and utilization?

• Can we view costs broken down by employer vs. employee contributions?

• Do reports support segmentation by department, entity, or geography?

• How often are reports updated?

• Can data be exported to BI or finance systems?

• Do you provide dashboards for executives to view high-level metrics?

• Can reports track benefits engagement and participation over time?

7. Employee experience

Benefits can be confusing and overwhelming — which is even more stressful when they’re providing fundamental services for employees. When they have more questions for HR, it can be a frustrating and difficult process for all. A modern benefits administration software must make enrollment intuitive and ongoing benefits access seamless.

Rippling delivers a consumer-grade experience: employees can compare plans, enroll with cost breakdowns, view ID cards, update contributions, and manage QLEs all from desktop or mobile. Everything is in one login, reducing confusion and boosting engagement.

Questions to include in your RFP:

• How do employees view and compare benefit plan options?

• Do employees get digital ID cards in the app?

• Can employees update contributions and coverage during QLEs without admin intervention?

• What mobile features are available for benefits access?

• How do you support employees in making smarter benefits decisions?

• Can employees track deductions and balances in real time?

• What self-service tools exist to reduce benefits-related HR questions?

How Rippling helps enterprises

Rippling makes benefits administration seamless by unifying HR, payroll, and benefits into one platform. Unlike legacy systems with clunky interfaces and fragile integrations, Rippling’s benefits administration software automates enrollment, carrier connections, compliance, and reporting — while giving employees a modern, intuitive experience.

With Rippling, enterprises can:

• Automate new hire enrollment, open enrollment, and payroll sync

• Connect directly with 95% of carriers via in-house EDI and API integrations

• Stay compliant with built-in COBRA and ACA automation

• Run real-time reports on costs, usage, and employee engagement

• Offer HSA, FSA, and commuter benefits directly in the same system

• Work flexibly with Rippling’s PEO, brokerage, or your own broker

• Deliver a seamless employee experience on desktop and mobile

By consolidating benefits administration in one system, Rippling helps businesses save time, avoid compliance risks, and deliver benefits that employees actually use and love.

Rippling RFP for benefits administration software example

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This blog is based on information available to Rippling as of September 18, 2025.