Alternate Payroll Process Health Savings Account HSA Employer Payroll Funding Application

Transcription

1 Alternate Payroll Process Health Savings Account HSA Employer Payroll Funding Application August 2015 Version 2.2

2 Table of Contents Payroll Application Tab 3 Display 3 Contribution Information 5 Submitting Payroll Information 8 Confirmation & Exceptions 9 Printing 10 View Previous Submissions 11 Logout 11 Funding Your Payroll Contribution 11 Contacts & Holiday Schedule 12 FAQs 13 2

3 Payroll The Payroll tab houses three online Payroll applications: Payroll on the Web; Funding Text File and Alternate Payroll Processing. Select Alternate Payroll Processing from the link on the left side of the screen or within the text. Alternate Payroll Processing is designed specifically for the occasional submission of transactions for former employees; the resubmission of transactions for reopened accounts (without altering recurring POW!) and for the submission of administratively appropriate debits. Tip: Use this application to schedule contributions to be available on 1/1. Upon selecting Alternate Payroll Processing the above screen displays. This format provides for free form input of Payroll ID, which then converts behind the scenes to the text file without the hassle of downloading/saving/writing and uploading the text file. A maximum of 25 transactions 3

4 can be submitted at a time. NOTE: the input is not retained or saved for repeated submissions. Payroll on the Web or Funding Text File should be your primary payroll applications. Input Payroll Contribution Detail Input of payroll effective date, Payroll ID and contribution allocation instruction is readily accomplished in this section of the website. Payroll File Date At the top of the screen, indicate the effective payroll processing date for this submission. This is a required input. Note, contributions will not post to the accounts unless (1) the effective date has been reached, and (2) sufficient funds are available in the employer account. Indicate the effective date for the file to process. The format is MM/DD/YYYY. If the date entered is not a business processing date, the file will process on business processing date following that date. For example, September 26, 2015 is a Saturday. Input with that effective date will process on Monday, September 28, The effective date is a required input. If you do not complete this information the update feature will not process. Payroll Employee ID Input the payroll id for each employee. This information was provided as part of the enrollment processing for each employee. The Alternate Payroll Process is specifically designed to post funding for employees who have terminated and therefore no longer display under the Payroll on the Web screens. Be certain to populate this field consistent with the payroll id on record for each employee. You may verify that under Reports/Account Profile. This may include leading zero information. Make sure there are no spaces, dashes, hyphens, etc. in your input. If you are copying data from another source, make sure you select paste special / values only. This will ensure no calculations or formatting formulas are copied onto the template. Once the Paste Special feature is used, you will be able to see the physical contents of the cell and correct the format if necessary. 4

5 Funding Source Select a funding source for each transaction Employee or Employer. This is accomplished by selecting from the pull-down in this column as indicated in the image above. Transaction Type Select the transaction type (CR or DR) from the pull-down in this column. To post funds to the employee s account select CR. Select DR to deduct funds from an employee s account. NOTE: Health Savings Accounts are individually owned custodial accounts established by written agreement (i.e., the Deposit Agreement & Disclosure Statement) between the account holder and the HSA custodian. Other than as specifically provided in the Adjustments section of that Agreement, or in guidance issued by the Internal Revenue Service, the employer has no right to access HSA contributions once those funds have posted to the individual HSA. The debit process described in this document should only be used to correct the following administrative errors: 1) employer contributions made on behalf of ineligible individuals, payroll keying errors and other funding errors related to incorrect information provided to the custodian on the employers payroll file. The debit process should never be used to correct Excess Contributions or to recoup funds from terminated employees. BenefitWallet reserves the right to monitor employers use of the debit process to ensure such use does not violate the terms and conditions of the Agreement or the requirements of Section 223 of the Internal Revenue Code or any IRS guidance issued there under. Employers use of the debit process is an acknowledgement by the employer that it understands and agrees to the limitations imposed on its access to account holder funds by law and contract. The employer also acknowledges that its right to access account holder funds is solely at the discretion of the custodian and may be terminated at any time. 5

6 Contribution Information: Employee and Employer It is strongly recommended that you enter contribution information only for open employee accounts only. This is accomplished by entering a dollar and cent value in the Employee Contribution and/or Employer Contribution columns next to the employee name and payroll id number. Only numeric values will be accepted. Dollar amounts up to the annual maximum contribution may be input into each individual s row. The default is 00. The dollar and cents amount of the contribution to post should be input into the Amount field; separated by a decimal. Amounts input without a decimal will default to a whole dollar. For example, input of $75 will default to $ Input of alphabetical characters, symbols and spaces will result in a popup requiring adjustment to numeric values only. Note: system restrictions will advise and require adjustment to transaction(s) for an individual payroll id in excess of the current IRS maximum annual contribution. Effective Date The payroll file date input at the top of the page will apply to all transactions on this file unless a date is indicated in the effective date field. After completing your input, select UPDATE at the bottom of the screens. The total transactions (a count) as well as total credit (and debit if applicable) dollar amounts will populate as illustrated below. 6

7 Submitting Payroll Information for Processing After you have input the contribution information, press the Submit button at the lower rightof the screen. A summary total of the transactions input will display. You are asked to verify that you wish to proceed. You have the option to select OK to proceed or Cancel to return to the screen as completed for any modifications. You will have to reconfirm this as displayed below. Upon selecting Submit the credit total will display (as in the screen below) for your review and verification. To submit the funding instructions you will confirm and reconfirm the total of the payroll allocation that must be contributed to the employer account. You will reconfirm this submission. The file is not submitted for processing until you have re-confirmed it and receive the confirmation below. 7

8 Confirmation and Exceptions A confirmation will display for your records and information. If you do not receive a confirmation your file has not been submitted for processing. An exception processing screen (see second screen below) will display in this instance. Note, only ONE payroll allocation may be submitted per logon. If you wish to complete more than one payroll you need to logout and re-logon. 8

9 Alternate Payroll Processing is programmed to limit the credit amount to an individual payroll id from the submission to the maximum annual contribution for the calendar year. Input in excess of this ($7,650 for 2015; $7,750 for 2016) will result in the message in the image below. The amount of the credit transaction must be reentered at a lower value in order to process. (Note the second image is from two transactions to the same payroll id; the two transactions add to more than the annual maximum contribution for the year.) Printing Detail Once submitted, you may elect to print a record of this submission. To do so, click Print this Page in the upper right corner of the screen. 9

10 You may save the file as a web page, web archive or text file. Complete this by selecting File and Save As. You may also print the file through the print menu option. View Previous Submissions Upon using Payroll on the Web at least one time, the previous dollar amount submitted are retained and a maximum of five previous submissions are inventoried and may be displayed. See images below. Select Previous Submissions in the upper right hand corner of the screen to view the inventory of prior submissions. In addition, you can reopen the file to view the details. The Payroll File Date, Description and total employee and employer contribution amounts will display in the inventory listing. By selecting a file (click on the payroll file date) the details of the file will display. You may then elect to print the details. Note: processed files will also present within the REPORTS tab/file Status. 1 0

11 Logout Do not forget to logoff the Payroll application. Verification that you are logged out of the application will display. Note, for your security you will be logged out after 28 minutes of inactivity. Any input you have made to that point will be lost. You will need to re-input this information. 1 1

12 Funding Your Payroll Contribution The information submitted via Payroll On the Web will process only when (1) the effective date has been reached, and (2) sufficient funds are available in the employer account. File input will not post to accounts until funding equal to or greater than its total posts to the employer account. A lump sum transfer of funds sufficient to cover the Employee Contributions and the Employer Contributions should be remitted to Bank of New York Mellon via ACH or check. ACH Origination Employer Initiated Push Employers should direct ACH funding to: Receiving Bank: Bank of New York Mellon Receiving Bank Address: PO Box Pittsburgh, PA Bank Transit Routing Number: Receiving Bank Account: Bank of New York Mellon HSA Custodial Account Receiving Bank Account Number: XXXXXXX Addendum Information: (Provide Employer Name) ACH credits must be received one day before payroll effective date and should be directed to a checking (not savings) account. ACH Origination Employer Authorized Pull Employers may elect for BenefitWallet to PULL funds from a specified account. This is setup is completed online under the Payroll Processing tab. Check Employers should mail a check, payable to Bank of New York Mellon a/c XXXXXXX. Checks may be mailed to: BenefitWallet HSA BenefitWallet HSA Operations PO Box Ross Street Suite Pittsburgh, PA Pittsburgh, PA Checks must be received one day before payroll effective date. If you like, you may include an Employer Deposit Slip with your check. You may download one online under Employer Services/Downloadable Forms. Wire transfer Employers should wire funds directly to their HSA payroll sub-account as follows: Receiving Bank: Bank of New York Mellon Receiving Bank Address: PO Box Pittsburgh, PA Bank Transit Routing Number: Beneficiary Name: Employer Name (as established for HSA) Beneficiary Account Number: (INSERT 14 digit Employer Sub-Account number) Reference Information: N/A Wires must be received by 5:00 PM EST one day before payroll effective date for employers transmitting files. 1 2

13 Contacts Employer Support Team (employer contacts only) Phone: Hours of Operation: 8:00 am 8:00 pm Eastern Time, Monday Friday 9:00 am 6:00 pm Eastern Time, Saturday & Sunday BenefitWallet Member Customer Service Numbers Phone: TDD: Hours of Operation: 8:00 am 11:00 pm Eastern Time, Monday Friday Additional Hours 9:00 am 6:00 pm Eastern Time, Saturday & Sunday Holiday Schedule Employer Support hours of operation are Monday Friday 8:00 a.m. to 8:00 p.m. EST and 9:00 am 6:00 pm Eastern Time, Saturday and Sunday. Member Customer Service hours of operation are Monday Friday 8:00 a.m. to 11:00 p.m. EST and 9:00 am 6:00 pm Eastern Time, Saturday and Sunday. 1 3

14 The following are Bank and/or Market Holidays for the remainder of 2015 and for For a bank holiday, no payroll will post on these days. For a market holiday, no investment transaction (Investment, Redemption) will post on these days. For a day that is both a bank and market holiday, neither the payroll nor investment transactions will post. Day Date Holiday BenefitWallet Holiday Bank Holiday Market Holiday Monday 10/12/2015 Columbus Day x Monday 11/11/2015 Veteran's Day x Thursday 11/26/2015 Thanksgiving Day x x x Friday 11/26/2015 Day After Thanksgiving Thursday 12/24/2015 Christmas Eve Close 6pm eastern market closes 1pm eastern market closes 1pm eastern Friday 12/25/2015 Christmas Day x x x Thursday 12/31/2015 New Year's Eve Close 6pm eastern Friday 1/1/2016 New Year's Day Open 9am-6pm eastern x x Monday 1/18/2016 Martin Luther King Day x x Monday 2/15/2016 President's Day x x Friday 3/25/2016 Good Friday x Monday 5/30/2016 Memorial Day x x x Monday 7/4/2016 Fourth of July x x x Monday 9/5/2016 Labor Day x x x Thursday 11/24/2016 Thanksgiving Day x x x Friday 11/25/2016 Day After Thanksgiving market closes 1pm eastern Sunday 12/25/2016 Christmas Day x x x Monday 12/26/2016 Christmas Day Observed x x x 1 4

15 FAQs Why isn t of my employees displaying on the POW! screen? Only employees currently on the BenefitWallet recordkeeping system with your Employer ID with open or frozen account status will display. If an enrollment has not been received or successfully processed, the name and payroll information will not display. Accounts in closed status also do not display. If we have been advised an employee has terminated (either employment or coverage under the HDHP) the employer code associated to that account has been changed. As it is no longer the employer code assigned to your company, the information will not display. Accounts in closed status or of terminated employees are included in the account profile report listing under the Report tab. What do I do with funds withheld for a former employee (no longer displaying on POW!)? If the account is in open status you may use the Alternate Payroll Process link on the Payroll on the Web tab to submit these transactions and distribute the funds to the HSA account. If the account has not been opened or is closed, you may distribute the funds to the employee as taxable wages. The member may then contribute the funds to the account on an after-tax basis using the deposit slip found in the back of the checkbook or available on the member website under downloadable forms. How do I submit information previously saved? You may view previous Alternate Payroll Process submissions by selecting the link and click the view previous submissions link. After a submission processed, you may also view File Status reports under the Reports tab. 1 5

16 What are the maximum contribution limits for 2015? For 2016? The 2015 and 2016 limits with respect to maximum contribution, catch-up contribution, minimum deductible, and maximum out of pocket are listed below: IRS HSA Limits Change from 2015 HSA Contribution Limits: Individual Coverage $3,350* $3,350* 0 Family Coverage $6,650* $6,750* + $100 HDHP Minimum Required Deductibles: Individual Coverage $1,300 $1,300 0 Family Coverage $2,600 $2,600 0 HDHP Out-of-Pocket Maximum: Individual Coverage $6,450 $6,550 + $100 Family Coverage $12,900 $13,100 + $200 * Persons age 55 or older may make additional "catch-up" contributions of up to $1,000. Members are responsible for ensuring that they do not contribute more than they are allowed under IRS rules. As the HSA custodian it is our responsibility ensure that contributions do not exceed the statutory maximum contribution ($7,650 in 2015 and $7,750 in 2016). This includes the funding from all sources (employee payroll, employer payroll contributions as well as individual account holder personal contributions). 1 6