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3 TABLE OF CONTENTS INTRODUCTION... 1 Additional Section 125 Resources Available... 1 Other Resources Available... 1 DATA SUBMISSION OPTIONS... 2 Client Website... 2 Data File... 2 Enrollment Form... 2 WEBSITE ENROLLMENT OPTION... 3 Entering and Updating Participant Data... 3 New Plan Year Enrollment Entry... 3 Manage Employee Eligibility during the plan year... 7 Add Employee... 7 Change Employee Information Update Elections/Pay Cycle Terminate an Employee Manage your Debit Card Request Card Suspend Cards Reactivate a card Copay Matching Administration Insurance Plan Maintenance Copay Maintenance ELECTRONIC FILE SPECIFICATIONS OPTIONS Eligibility File Election File Contribution File IMPORTANT NOTES ON FILE SPECIFICATIONS DATA TRANSMISSION OPTIONS FOR FILES Secure File Transfer via Website Secure File Transfer Protocol SECURE WEBSITE INSTRUCTIONS Using the Website SECURE FTP INSTRUCTIONS Clients with existing SFTP capabilities IMPLEMENTING ELECTRONIC FILES Implementation Tasks APPENDIX A ELECTRONIC FILE SPECIFICATIONS - ELIGIBILITY DATA WageWorks, Inc. i
4 APPENDIX B ELECTRONIC FILE SPECIFICATIONS ELECTION DATA APPENDIX C ELECTRONIC FILE SPECIFICATIONS - CONTRIBUTION DATA FILE WageWorks, Inc. ii
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6 INTRODUCTION This Data Submission Guide is designed to provide steps to assist you with providing your initial participant enrollment data, as well as on-going new participants, status changes, terminations and payroll deposits to us throughout the year. The electronic data can be submitted by entering the information via the Client website and/or via a data file submitted to us. The following resources are also available to support the administrative and communication needs of your program administered by us. Additional Section 125 Resources Available Section 125 Administration Guide Provides details on on-going administration duties. Section 125 Client Communications and Reports Guide Provides details and example of available client communications and reports. Section 125 Participant Communications Guide Provides details and example of all communications and enrollment materials provided to participants. Other Resources Available HIPAA Summary Guide Provides details on HIPAA compliance WageWorks, Inc. 1
7 DATA SUBMISSION OPTIONS We offer you several different options for submitting your participant s enrollments, status changes and personal information updates (i.e. name changes, demographic changes, etc) to us for updating our system. The types available are: 1. Entry on our Client website. 2. Complete a data file and submit to us. 3. Participant completes an enrollment form. Client Website You can enter and update participants directly into our system via the our secure employer website. For more details on how to access this option, please see the section Enrollment via the Web. You can also offer a method for your participants to enroll online. If you are interested in this method, please contact your Client Service Team for additional details. Data File We offer you the option to complete or have your system export the applicable participant data into a file and submit to us for direct upload into our system. For more details of what file options are available, please see the section Electronic File Specification Options. Enrollment Form We offer an enrollment form for the participant to complete, sign and return to his/her HR office for submitting to us. A sample copy of this form is available in the Section 125 Participant Communications Guide. Special Note: In this case, it is imperative that you review all the data entry for accuracy, legibility and interpretation of participant s handwriting before submitting to US WageWorks, Inc. 2
8 WEBSITE ENROLLMENT OPTION We offer the ability to enter new participant enrollments, changes to participant s accounts (i.e. demographic and name changes, changes to elections etc), terminate of a participant s enrollment in a plan(s) or terminate a participant s employment. You can also view the participant s account statement online. Our secure employer website for client s access is For details on registering for this website and menu options, please see our Section 125 Administration Guide. Please be aware that when you enter a new participant, make changes to an existing participant s account or terminate a participant s information, you are entering information that will be transferred directly into our system. We do not need to receive the hard copy enrollment form or change notification. Entering and Updating Participant Data The employer web site is designed to the process of new plan year enrollment as well as during the plan year employee eligibility changes. New Plan Year Enrollment Entry 1. After you conduct your enrollment meetings and collect the signed enrollment forms, you re ready to start the enrollment process on the web site. Access the New Year Enrollment tab and select Start Enrollment. The New Year Enrollment process begins with step-bystep instructions to follow. This process consists of three steps: a. Verify the existing company information b. Input the new year enrollment from each enrollment form c. Print a Payroll Deduction List and submit the enrollment to us WageWorks, Inc. 3
9 A. Verify company information. Review your benefits for the future plan year as well as the maximums for each type of benefit. B-1 Input the new year enrollment. Start the process by clicking on an existing employee, or entering a new employee via their social security number and clicking Next B-2 Add, change or delete the information shown on the employee demographic screen. Required fields are marked with an asteric. Note, you can add or verify the employee s direct deposit information during the enrollment. Then click Next WageWorks, Inc. 4
10 B-3 Enter the employee s elections. You can fill in the Amount Per Pay Period or the Annual Election amount. The system will calculate the blank field based on the employee s designated pay cycle. Then click Next. B-4 Select or decline the debit card for the employee. If selecting the card, you can also specify the name to be embossed on an additional card for the employee s spouse or dependent. Then click Next B-5 Review the confirmation page to make sure everything was entered correctly and click Next WageWorks, Inc. 5
11 B-6 Notice the employee s information has been updated with a Completed in the Enrolled? column. Now you re ready to enroll the next employee! C. After entering all the enrollment forms, print a Payroll Deduction List to verify the accuracy of annual elections and per paycheck deductions. From the main menu, select Enrollment Payroll Deduction from the Reports tab and click on the desired format. The last step is submit your completed enrollment information to us. You will receive an enrollment confirmation number for your records WageWorks, Inc. 6
12 Manage Employee Eligibility during the plan year This is where you make changes for the current plan year. You can add a new employee or change a current employee s demographic information or their election or pay cycle settings. You can also report an employee has terminated from one or all benefits. Add Employee To add an employee, click on Add Employee then enter their social security number of the employee and click Next WageWorks, Inc. 7
13 Select the date you want your changes to become effective, complete the fields and click Next. Select a pay cycle for the participant and select a reason for change from the drop down box. New Employee is the default. Continue the enrollment process by entering the Annual Election amount. The Current YTD Contributions field may be left blank if no employer pay check deductions have previously taken place for this employee. Also, select the insurance plan, if any, this employee is enrolled in. Click Next WageWorks, Inc. 8
14 If current year cards are available to order, you can select the debit card and also add the name for an extra card for the employee s spouse or dependent. Click Next. Review your changes. Click Submit. Then print for your records and click Submit to send the new employee data to us WageWorks, Inc. 9
15 Change Employee Information Click on Change Employee Info and choose the employee from the list or by entering their social security number. Select the effective date, make the needed changes and click Next. Confirm, print and click Submit WageWorks, Inc. 10
16 Update Elections/Pay Cycle Click on Update Elections/Pay Cycle to add, delete or change an employee s elections or pay cycle. Choose the employee from the list or input their social security number and click Next Enter the date of the first paycheck that will be affected by this change (whether that is a current, past or future date). If the date is in the past, have payroll deductions already taken place for this employee? If so, those will be input in Section four. Select the reason for the change Note the arrow pointing to a specific benefit. To advance the arrow to the next benefit, click Next Click the Terminate this benefit? box to indicate that the employee will still be employed by the company, but has dropped coverage for this portion of the plan. The current Maximum Plan Election Amount, The Employee s current Annual Election Amount, and The current total YTD withholdings made as we reflect it are populated from our system information. Enter the Employee s New Annual Election Amount. Do not enter what the employee expects to spend the remainder of the year. The new annual election should take into consideration participation (if any) prior to this change. Enter the employer portion of the annual election. This will be not be added to the annual election. This is only the part of the previous field that is employer flex credits (if any). Enter the total withholdings shown for this benefit from the employer s payroll system WageWorks, Inc. 11
17 .The Payroll withholdings left for the current plan year is: Employee s New Annual Election Amount minus YTD withholding from your Payroll System entries. The number of remaining payroll periods left in the plan year should include the first payroll date affected by this change. Select or remove the participant from the applicable insurance plans. When finished, click the Next button until the system has rotated through all the benefits and the user is advanced to the next screen. Review your changes for accuracy Click Print and Submit to complete the process Terminate an Employee Click Terminate Employee and select an employee from the list or enter their social security number WageWorks, Inc. 12
18 Enter the effective date, YTD payroll amount and the deduction from the employee s last paycheck. The system will calculate the balance to add or subtract from the participant s current balance for each benefit. Clicking Next advances the arrow to the next benefit. Enter the information for all benefits and click Next until all benefits have been updated. Verify your changes are correct and click Submit Click Print and Submit to complete the process. Manage your Debit Card WageWorks, Inc. 13
19 You can view general information about a participant s debit, request cards for one or more participants and suspend and reactivate debit cards. Request Card Click on Request Cards. Click the Selected box next to a participant s name, fill in the name for an extra card for the employee s spouse or dependent and click Submit Card Requests Other options include Select All Participants or Select all on this page instead of selecting individual participants. Note, the Show Employees with $0.00 Elections option will list participants with no elections for the plan year. Cards can be ordered for participants in anticipation of entering elections at a later date. Review the card request confirmation for each card ordered. Suspend Cards Use this option if the participant has elected not to use the debit card or if they have not provided receipts and/or plan repayments as required WageWorks, Inc. 14
20 Select Suspend Cards, then select one or more participants by clicking the box next to their name or use the Select all option. Enter a reason in the Reason field and click Suspend selected cards. Review the card suspension confirmation information. Reactivate a card Use reactivate a card to restore a previously suspended card to active status. This would be used after a participant has cleared up the issues which caused their card to be suspended, such as providing missing receipts, etc. Click Reactivate Cards, then select one or more participants by clicking the box next to their name or use the Select all option. Enter a reason in the Reason field and click Suspend selected cards WageWorks, Inc. 15
21 Copay Matching Administration Establishing your insurance plans and the associated copayment amounts allows the system to autosubstantiate debit card copay transactions and improve the experience for your employees. Insurance Plan Maintenance Select the Insurance Product Selection option under the Employer Information tab. Enter the name of the insurance plan and select the type of plan from the drop down menu to add a plan. Click on delete to delete an insurance plan. Copay Maintenance Select the Copay option under the Employer Information tab. Select an insurance plan from the drop down list. Add a new copay to the insurance plan by selecting a claim type from the drop down list and entering the copay amount, then click Submit. Repeat for more copay amounts WageWorks, Inc. 16
22 ELECTRONIC FILE SPECIFICATIONS OPTIONS We offer you the ability to provide your participant s enrollments, changes to participant s accounts (i.e. demographic and name changes, changes to elections, etc.), terminate a participant s enrollment in a plan(s) or terminate employment via electronic data files. We provide our electronic file specifications that outline how the participant data needs to be formatted in order to be automatically uploaded into our systems. We offer the following file specifications for submitting the required information to us for uploading: 1. Eligibility File 2. Election File 3. Contribution File By submitting your participant information via an electronic file, it upholds the integrity of the participant data uploaded into our system. US will not need to interpret a participant s handwriting on an enrollment form or review an unreadable fax. Eligibility File This file provides us with all your participants demographic information, election and deposit amounts, status changes and notification of participant terminations. For specific file specifications, please see the Appendix. Election File This file provides us with all your participant s benefit election and per pay amounts. For specific file specifications, please see the Appendix. Contribution File This file would be used if you want to send us your actual payroll contributions to post instead of posting contributions automatically based on the payroll schedule and employee status. For specific file specifications, please see the Appendix WageWorks, Inc. 17
23 IMPORTANT NOTES ON FILE SPECIFICATIONS The items below detail some very important comments and issues raised with other files received. Please review the list and let us know if you have any questions. 1. Column headings (labeled Field Names ) must be displayed in the order given and names must be identical to the field names in the specifications. 2. Column headings are required to be the first row of data in either Excel or ASCII file formats. 3. Do not include carriage returns, line feeds, commas or tabs inside any field. 4. Do not drag and drop information from one field to another. If you need to move the information, use copy and paste functions. 5. The file needs to contain one record for every participant s election and sub-account. For example, if a participant has Health Care, Dependent Care, Transit, Parking then there need to be four records, one for each benefit. 6. All applicable fields need to be completed for each record in the file. If a participant has more than one record in the file, every applicable field needs to be completed for each record. 7. Any information that is submitted in the file will be uploaded into our systems. If there is incorrect information, it will need to be corrected on all subsequent files, as the upload procedure will overwrite the current data in our systems. If a participant terminates employment, or ends one or more of his elections, he still needs to be included in at least one file that will show the termination information. We will never systematically terminate employment or elections due to the fact that a participant, or their election, is not on a file. 8. Separate records need to be used for any information or updates on different plan years WageWorks, Inc. 18
24 DATA TRANSMISSION OPTIONS FOR FILES Once you have established the type of data submission option that best fits your needs, you will then need to determine how you will provide this information to US. The methods that US offers for sending in your data files are: 1. Via Secure employer web site 2. Via Secure File Transfer Protocol (SFTP) Secure File Transfer via Website We offer a HIPAA compliant function on the secure employer web site which provides a very simple easy way to transmit your data files to us. Please see the section Secure Employer Website Instructions for details for submitting your data using this method. Secure File Transfer Protocol SFTP is a commonly used method for exchanging files over the internet. Once you conect to our FTP file server, you are able to upload your files directly to us. Once the files are uploaded, we can access and process your file. Prior to being able to send us your data files, you must first establish the software and capability of FTP. Please see the section Secure FTP Instructions for details on establishing and submitting your data using this method with PGP Encryption. SECURE WEBSITE INSTRUCTIONS The uploading of data files via the secure employer website is a simple method of transmitting your data directly to us. It does not require any special files or programs to be installed before you are able to submit your data. Using the Website To transfer files to us. Login to the secure employer web site and select file exchanger: Upload under the employer information tab: WageWorks, Inc. 19
25 Upload pages from website indicating the type of file from the drop-down box, Category, to identify the type of file being sent. The choices are: Eligibility, Enrollment, Claims, Contributions, Other. A Description field is also available to assist in identifying the type of file. The Description field is not required. The size limit for each file sent through the File Exchanger is 10 MB. Files that are not downloaded within 3 days will be automatically purged. After selecting the Category, entering a Description, and selecting the current location of the file to be sent, clicking will transmit the file to the File Exchanger. The file will be held in the File Exchanger until the PSP forwards, deletes, or downloads it. To receive files from us, login to the secure employer website and select file exchange viewer from the employer information tab WageWorks, Inc. 20
26 Any files sent to you from us will be visible in the File Exchanger: Viewer. You have the option to delete the file without downloading or downloading the file. Downloading the file will delete it from the File Exchanger. To delete the file without downloading it, click on the icon on the row of the file to delete. A confirmation dialog box will be displayed and clicking OK will permanently delete the file. To download the file, click the icon on the row of the file to download. The File Exchanger will begin a brief wizard to guide the user through the download process: Click to continue. The download wizard will display: In addition to the above screen, the File Download dialog box will also come up: Select or to download the file. Clicking Cancel will abort the process and result in the file being deleted. After the file has been opened or saved, it will be deleted. The recommended action is to save the file WageWorks, Inc. 21
27 SECURE FTP INSTRUCTIONS We have the ability to provide secure (encrypted) FTP sessions. Obtaining and configuring an FTP client that is also compliant is necessary in order to make use of this feature. Clients with existing SFTP capabilities If you would like to set up an SFTP account with us for file transmission, please contact your service team for detailed instructions WageWorks, Inc. 22
28 IMPLEMENTING ELECTRONIC FILES In order to ensure the accuracy and integrity of the data being sent and received, US requires that an implementation process be followed. The following tasks that must be completed are: Completed Implementation Tasks Client reviews electronic file specifications found in the Appendix. We have a conference call with Client and Third Party, such as eligibility/payroll administrator (To review file specifications, processes and testing schedule if applicable). Client produces an initial test file and submits to us. When file is sent, please send an notification to us that the file is available. Once initial test file is received, we will provide file results within two (2) business days via . If necessary, client produces a second test file and submits to us. When file is sent, please send an notification to us that the file is available. If necessary, once second test file is received, we will provide file results within two (2) business days via . Client provides live participant data file to us. When file is sent, please send an notification to US that the file is available. Important Note: US will not accept a live participant data file, until the test file(s) have been certified as completed and correct WageWorks, Inc. 23
29 APPENDIX A ELECTRONIC FILE SPECIFICATIONS - ELIGIBILITY DATA Field Name Type Notes Format Accepted Values A Company Code Text Required We will provide to you Value must match file B Employee Text Required XXXXXXXXX Any Number (no dashes) C First Name Text Required Any D Middle Name Text Optional Any leave blank field if not used E Last Name Text Required Any F Address 1 Text Required Any G Address 2 Text Optional Any leave blank field if not used H City Text Required Any I State Text Required Any J Zip Text Required XXXXX or Any XXXXX-XXXX K Phone Text Optional (XXX) XXX-XXXX Any leave blank field if not used or XXX-XXX-XXXX L SSN Text Required XXXXXXXXX Any (no dashes) M N Department Text Optional Leave blank field if not used Value must match file if used Pay Code Text Required Value must match file O Date of Birth Date Required MM/DD/YYYY Any P Hire Date Date Required MM/DD/YYYY Any Q R S T U V Employee Term Date Date Optional leave blank field if not used MM/DD/YYYY Coordinate values with us We will provide Address Text Optional leave blank field if not used Any Plan Year Integer Required Year that the current PlanYear started. Benefit Code Text Required Value must match file Benefit Term Date Per Pay Election Amount Date Optional Leave blank field if not used MM/DD/YYYY Money Required XXXX.XX (no $ before amount. Use Any MEDFSA, DCBFSA Coordinate any additional benefits with us Any Any WageWorks, Inc.
30 W X Y Employer Portion Money Required Use 0.00 if not applicable Annual Election Amount decimal for cents) XXXX.XX (no $ before amount. Use decimal for cents) Money Required XXXX.XX (no $ before amount. Use decimal for cents) Eligible Date Date Required Date eligible for benefits *Changing the eligible date mid-year will effect payment of claims with service dates prior to new date. MM/DD/YYYY Any Any Any WageWorks, Inc.
31 APPENDIX B ELECTRONIC FILE SPECIFICATIONS ELECTION DATA A B C D E F G H Field Name Type Notes Format Accepted Values Company Code Text Required We will provide Value must match file Plan Year Integer Required Year that the current PlanYear started. Benefit Code Text Required Value must match file Employee Number Text Required XXXXXXXXX (no dashes) Per Pay Amount Money Required XXXX.XX (no $ before amount. No comma delimiters. Use decimal for cents) Employer Portion Money Required Use 0.00 if not applicable Annual Election Amount XXXX.XX (no $ before amount. No comma delimiters. Use decimal for cents)) Money Required XXXX.XX (no $ before amount. No comma delimiters. Use decimal for cents) Eligible Date Date Required Date eligible for benefits *Changing the eligible date mid-year will effect payment of claims with service dates prior to new date. MM/DD/YYYY MEDFSA, DCBFSA Coordinate any additional benefits with us. Any Any Any Any Any WageWorks, Inc.
32 APPENDIX C ELECTRONIC FILE SPECIFICATIONS - CONTRIBUTION DATA FILE Field Name Type Notes (format) A Company Code Text Required we will provide B Plan Year Integer Required (XXXX) Value is the year that the current Plan Year started. C Employee Number Text Required D Benefit Code Text Required Coordinate values with us MEDFSA DCBFSA PARKING TRANSIT E Transaction Date Date Required (MM/DD/YYYY) F Contribution Amount Money Required (XXXX.XX) G Employer Portion Money Required if not applicable put WageWorks, Inc.
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