Seasonal Workforce Premium Billing for Offshore Aviation Employer

Client Situation

The employer managed a highly seasonal offshore aviation workforce operating on rotating schedules. Employees worked 13 weeks on and 13 weeks off, creating a continuous cycle of transitions between active employment and leave status throughout the calendar year.

This rotation structure made it difficult to determine when employees should be billed, how much they owed at any given time, and how to maintain uninterrupted benefits coverage across the off-rotation periods without administrative failure.

Operational Challenge

Standard leave of absence billing processes assume predictable, linear employment patterns. A 13-week rotating schedule produces neither. The employer required an approach that could calculate prorated premiums accurately for partial billing periods, collect premiums annualized across the rotation, and ensure employees maintained coverage without gaps during off-rotation weeks.

Additionally, the irregular billing cycles did not align with standard payroll cadences, requiring a custom coupon-based collection process.

What BAS Implemented

BAS developed a prorated billing and coupon process specifically tailored to the employer's 13-week rotation model. Annualized premium collection was structured to ensure employees maintained continuous coverage while employers maintained premium consistency.

• Custom prorated billing calculations for each rotation cycle
• Coupon-based premium collection process for off-rotation employees
• Annualized premium structuring to prevent coverage gaps
• Billing automation aligned to the employer's non-standard payroll model

Results and Outcomes

• Improved billing accuracy across the rotating workforce
• Consistent premium collection management throughout rotation cycles
• Reduced administrative burden on the employer's HR team
• Increased operational efficiency for a highly non-standard employment model
• Uninterrupted employee coverage throughout on and off rotation periods

Employer and Broker Impact

The broker gained confidence selling and supporting a highly complex account without worrying about administrative limitations. The employer's unique workforce model no longer presented a barrier to consistent benefits administration.