Employer Dashboard Guide

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1 Emplyer Dashbard Guide A step-by-step guide t the functinalities and capabilities f the Emplyer Dashbard We make it easy fr yu t manage yur plan using the Emplyer Dashbard. Each user assigned with an Administratr r Finance rle is able t access the Emplyer Dashbard. Based n yur rle, yu may r may nt have access t all f the Emplyer Dashbard functins. Yu may request access t additinal areas thrugh the persn at yur cmpany with the System Authrizatin rle. The Emplyer Dashbard is Yur Online Assistant fr Accunt Administratin Saves yu time with quick and easy access t infrmatin Makes it easy with intuitive design, helpful tls and useful tips Lets yu get back t yur business quickly - emplyee recrds updated in secnds and detailed accunt reprts accessed in just a few minutes. Accessing the Emplyer Dashbard T lg int the dashbard, simply lg int yur nline accunt as a participant wuld. Once lgged in, yu can alternate between the dashbard and yur persnal prtal. Or yu may have a separate user name fr yur dashbard access, an administrative nly prfile. If s, lg n using that infrmatin. The Emplyer Dashbard is divided int the fllwing sectins: Hme Reprts Emplyee Infrmatin Cmpany Prfile FAQs Quick Search n the Hme r Emplyee Infrmatin pages allws yu t easily lk up an emplyee. Yu may search by first r last name, SSN, and/r Emplyee ID if supplied t us. There is als an advanced search that prvides additinal criteria t be used t identify an emplyee, such as searching by address r claim number. This area als includes a My Recent Searches sectin, which gives yu a summary view f the last emplyees yu have selected, allwing yu t quickly g back t a recrd yu were recently updating. User Guide Tips Emplyer Dashbard access is based n user rle. If yu require additinal access, cntact the persn at yur cmpany with the System Authrizatin rle. Prcesses utlined in this dcument may nt apply fr: Grups that use an enrllment cmpany t submit health care accunt census and enrllment data Grups that use a payrll administratr t submit payrll cntributin infrmatin Fr technical issues r prblems with the site, please call the number at the bttm f each screen. CnnectYurCare 1

2 Reprts There are many reprts t help yu manage yur plan. Reprts are separated int three categries, and belw are a sample list f reprts included in each sectin. Accunt Balance and Administrative Reprts Participant Accunts - prvides emplyee level detail f savings accunt electins and utilizatin fr the selected plan year. Utilizatin and Frfeiture - presents emplyee level data n savings accunt utilizatin t determine amunts nt used by emplyees. Funding and Cntributins Reprts Cntributin Funding Details prvides a listing f cntributins successfully applied. Emplyee Cntributin displays a listing f cntributins fr a particular emplyee fr a given date range. Claims Reprts Paid Claims - identifies all paid claims fr a specific time perid. Claims Needing Dcumentatin prvides a listing f all claims that are still in need f apprpriate dcumentatin, either claims already paid using the payment card r reimbursement requests made nline r thrugh the mail. Rejected Claims Write Off presents a list f ineligible claims that have been updated t shw yu added them t emplyee s tax able incme. Emplyee Infrmatin Using the Emplyee Infrmatin pages, yu can quickly and easily update emplyee recrds, manage enrllment data and apprve cntributins. New Hires - enter a new emplyee recrd by clicking Add a new hire and entering their infrmatin. This prcess des nt enrll the emplyee in any accunts. T enrll the emplyee in an accunt(s), be sure t update that infrmatin, as well. Imprtant: Emplyer Dashbard and Enrllment Cmpany Services Emplyers that use an enrllment cmpany t submit data t us cannt use the Emplyer Dashbard fr the fllwing functins: Manage new hires and terminatins Make changes t addresses r plan electins Managing Emplyee Data - T make changes t emplyee data, use the Search tl t lcate the recrd f the emplyee yu wish t update. Once an emplyee recrd is selected, the emplyee s name will shw at the tp center f the screen and yu can make updates t the recrd. Uplad enrllment data Hwever, emplyers can use the search functin t review the data n file and then submit changes thrugh the enrllment cmpany. E103v kv 2

3 System Authrizatin This functin allws yu t manage users Emplyer Dashbard permissins. There are three levels f access. A user may have any cmbinatin f rles. 1. Human Resurces r Administratr Rle allws user t view and edit all cmpany infrmatin and emplyee data, and run reprts. 2. Finance Rle allws user t view and edit the bank accunt infrmatin, apprve cntributins, and run financial reprts. 3. System Authrizatin Rle gives user the authrity t assign these rles t users. Uplad a Demgraphic and Enrllment Spreadsheet - This functin is useful when yu have a significant amunt f demgraphic and enrllment data t add t the system. There are help ntes and a tutrial which can be dwnladed with a step-by-step guide fr frmatting the data. Data is upladed using an excel spreadsheet that includes three easy-t-use wrksheets. The tw main wrksheet tabs are fr demgraphic and enrllment infrmatin; header rws and sample data n these tw sheets make it easy t fllw. The emplyee infrmatin can be cut and pasted int the excel template r can be manually entered fr each emplyee int the spreadsheet. The third wrksheet tab reprts the test results after clicking the validatin buttn. The spreadsheet lists any errrs, if applicable, like missing data, incrrect frmat, etc. Once the spreadsheet is ppulated, yu may uplad the file and review the infrmatin prir t submitting it t the system. Cntributin Management - This functin is extremely imprtant because fr mst accunts, yu must apprve emplyee payrll deductins and/r emplyer cntributins prir t every cntributin cycle, r accunts will nt be funded. Cntributin management tips: The payrll cntributin amunts shwn fr apprval are calculated frm annual enrllment and cntributin cycle data. Any changes made n an invice are nly changed fr that ne submissin; they d nt becme permanent in the emplyee recrd. Permanent enrllment changes must be made in the individual s recrd. Payrll cntributins are displayed in the Emplyer Dashbard fr apprval apprximately three days befre the cntributin cycle date. Online apprval is required fr bth initial and nging funding f emplyee accunts. Imprtant: Actin Required fr Accunt Funding Online apprval is required prir t each cntributin cycle fr Health Savings Accunts (HSAs), Dependent Care Plans (DCAPs), and many Health Reimbursement Arrangements. HRAs that have the full cntributin amunt available t emplyees n day ne f the plan year are exempt frm this requirement. Flexible Spending Accunt (FSA) cntributin apprval is als nt required but is recmmended fr mre accurate reprting If apprval fr required accunts is nt received n time, emplyees will nt have access t cntributins they made r were made n their behalf. E103v kv 3

4 Imprtant: Cntributin Management and Payrll Cmpanies Cntributin management prcesses may differ fr cmpanies that have payrll administered and reprted directly t us thrugh a payrll cmpany. Cmpany Prfile It is a gd idea t schedule a reminder t apprve each cycle. The fllwing sectins are available in Cmpany Prfile: Cmpany Infrmatin - allws yu t quickly and easily update yur cmpany s basic infrmatin including cntact details. Cpays allws yu t add/edit yur plan cpay amunts t reduce the need fr emplyees t submit receipts in certain situatins. Bank Accunt Infrmatin allws yu t edit the cmpany bank infrmatin. Only users with the Finance Rle have access t this functin. The cmpany bank infrmatin is used fr three financial functins: Cntributins Claims Reimbursements Payment f Administrative Fees Imprtant: Cmpany Prfile and Enrllment Cmpany Services Emplyers that use an enrllment cmpany t submit data t us shuld als submit any cmpany setup changes t the enrllment cmpany, t avid any chance f changes getting verwritten by data feeds. E103v kv 4

5 Frequently Asked Questins (FAQs) Why d I have access t sme f the Emplyer Dashbard features but nt all? The features that appear in yur Emplyer Dashbard are available based n the assigned authrizatin level, and yu may r may nt have all f these ptins depending n yur rle. Fr example, a user assigned with the Human Resurces rle may have access t different tls than smene assigned the Finance. If yu require additinal access, please cntact the persn at yur cmpany with the System Authrizatin rle. Hw d I assign Emplyer Dashbard access t a cwrker? T grant access t smene already existing in the system: Find the emplyee using the Search tl. Review their systems access frm their prfile and update as needed. If the administratr yu want t add is nt already in the system, add them by fllwing the directins in "Hw d I add a new emplyee?" Yu can als review everyne currently setup with dashbard access by selecting Review all with Admin Rights frm the Emplyee Infrmatin page. Hw d I add a new emplyee? T add a full emplyee recrd fr smene expected t be enrlled in a plan, Click n "Add a new hire" frm the Hme page r under Emplyee Infrmatin. Enter emplyee infrmatin in all required fields. Verify the emplyee infrmatin yu entered is accurate and cnfirm. Remember t als enter their enrllment. See Hw d I enrll an emplyee? fr mre infrmatin. T add an emplyee recrd wh will nly have dashbard access: Click n "Add an admin nly user" frm the Emplyee Infrmatin page. Enter emplyee infrmatin in all required fields including the types f dashbard access the emplyee shuld have. Verify the emplyee infrmatin yu entered is accurate and cnfirm. Hw d I enrll an emplyee? Find the emplyee using the Search tl. Review the existing enrllment infrmatin in their prfile and update r add new enrllment infrmatin as needed. Hw d I terminate an emplyee? Find the emplyee using the Search tl. Update and edit emplyment infrmatin. Select Terminated frm the Emplyment Status drp dwn and enter the terminatin date under New Status Effective Date. Verify the infrmatin and cnfirm. Hw d I change an emplyee s enrllment status t COBRA? Yu must first terminate the emplyee by fllwing the directins abve in Hw d I terminate an emplyee?. Once the emplyee is terminated, find the emplyee using the Search tl. Update and edit the enrllment infrmatin. Select COBRA Enrllment fr the accunt being cntinued. The COBRA Enrllment E103v kv 5

6 ptin nly shws fr thse emplyees whse status is Terminated. Verify the infrmatin and cnfirm. Hw d I change an emplyee s address, phne number, r ther infrmatin? Find the emplyee using the Search tl. Review the infrmatin frm their prfile, update and edit any sectin requiring changes. Verify the infrmatin yu entered and cnfirm. Hw d I rder a replacement payment card fr ne f my emplyees? Yu cannt rder a replacement payment card thrugh the Emplyer Dashbard, but yu shuld use this pprtunity t verify the emplyee s address and update it if needed. See the fllwing FAQ: Hw d I change an emplyee s address, phne number, r ther infrmatin? The emplyee has access t rder a replacement card easily nline. Or yu can cntact custmer service. Hw d I run a reprt? Select Reprts Menu frm the Emplyer Dashbard hme page Select the reprt yu wuld like t run, fr example Participant Accunts. Enter any selectin criteria. Depending n the reprt and the data resurces required, yur reprt may appear n screen, and may be exprted t CSV, Excel, r XML using the links at the bttm f the reprt. Or select the ptin t be ntified by when yur reprt is available. It will be securely delivered t yur Reprt Inbx, visible at the tp f yur Reprts page. What types f reprts may I run? Depending n yur assigned rle, yu may have access t sme f the fllwing reprts. If yu cannt see the reprts listed, see the fllwing FAQ: Why d I have access t sme f the Emplyer Dashbard features but nt all? The fllwing is a sample f reprts available. Participant Accunts: this reprt displays the fllwing infrmatin fr each emplyee. Emplyer and emplyee electins Emplyer and emplyee depsits Claims and fees Funds available Accunt balances Paid Claims: a listing f all paid claims supprting the weekly invices and ACH transfers r fr a specified date range. Claims Needing Dcumentatin: claims that are still in need f apprpriate dcumentatin. These can be either claims already paid using the payment card r reimbursement requests made nline r thrugh the mail. Rejected Claims Requiring Payback: claims that were paid and then were rejected r partially rejected. Since the payments were already made, the emplyee needs t refund the plan fr the rejected amunt. Reasns fr rejectin include lack f required dcumentatin, ineligible expenses and dates f service utside the plan year parameters. These claims require a refund t the plan. Hw d I see hw much is left in an emplyee s accunt? The Participants Accunts reprt prvides accunt balance infrmatin. E103v kv 6

7 Select Participant Accunts frm the Reprts page. Enter any selectin criteria. Depending n the size f the reprt, yur reprt will appear n screen, and may be exprted t CSV, Excel, r XML using the links at the bttm f the reprt. Or select the ptin t be ntified by when yur reprt is available. It will be securely delivered t yur Reprt Inbx, visible at the tp f yur Reprts page. Can I see an emplyee s claims detail? Due t privacy regulatins, emplyers may nt see emplyees claims details. Hw d I make permanent changes t emplyer cntributin r emplyee electin amunts? Find the emplyee using the Search tl. Review the enrllment infrmatin frm their prfile and update as needed. Verify the infrmatin yu entered and cnfirm. Hw d I enter Direct Depsit infrmatin fr my emplyees? Yu may enter direct depsit infrmatin nline using the Emplyer Dashbard, r yu may direct yur emplyees t enter the infrmatin using a similar prcess in their nline accunts. If yu chse t enter the infrmatin fr an emplyee, simply: Find the emplyee using the Search tl. Review the direct depsit infrmatin frm their prfile and update as needed. Change the Claim Reimbursement Prcess Methd t read Direct Depsit int this accunt. Verify the infrmatin yu entered and cnfirm. Hw d I update the cmpany s name, address, bank accunt r ther infrmatin? G t the Cmpany Prfile page. Review the cmpany infrmatin and update as needed. Verify the infrmatin yu entered and cnfirm. D I need t apprve cntributins t emplyee accunts? When d I need t apprve them? Emplyers must apprve emplyee cntributins fr Health Savings Accunts (HSAs) and Dependent Care Flexible Spending Accunts (DCAPs), and many Health Reimbursement Arrangements befre each cntributin payrll cycle t ensure that all infrmatin is accurate and up t date. Depending n yur plan design, yu shuld als apprve cntributins fr Flexible Spending Accunts and mst Health Reimbursement Arrangements. Cntributins can be entered directly int an nline frm r upladed via Excel spreadsheet. Each ptin can be selected frm the Emplyee Infrmatin page. Prcess grup cntributins nline by payrll cycle: A cntributin ntice is generated a few days befre each payrll cycle. Select the applicable pen invice. Expected cntributins based n each emplyee s enrllment will be displayed in an nline frm. Review the amunts and change as needed. Recalculate the ttals and apprve the cntributins t submit. Prcess ff-cycle grup cntributins nline: E103v kv 7

8 These cntributins will be entered utside a standard payrll perid. Enter any selectin criteria. Emplyees enrlled will be displayed in an nline frm but with n expected cntributins since this entry is ff-cycle. Enter any amunts needed. Calculate the ttals and apprve the cntributins t submit. Use a spreadsheet t submit cntributins: Instead f entering cntributins by typing nline, it may be easier t submit via spreadsheet. Enter any selectin criteria. Dwnlad the Excel template and enter all cntributins t be psted. Uplad the cmpleted spreadsheet and cmplete the prcess. Please nte: Any changes made t cntributins are fr the upcming cycle nly and are nt saved fr future cntributin cycles. See Hw d I make permanent changes t emplyer cntributins r emplyee electin amunts? fr making changes t the emplyee recrds. Keep in mind that if these cntributins are nt apprved, emplyees will nt see funds applied t their accunts, s yu may want t put a reminder in yur calendar! Cntributin reprting and apprval is necessary t pst accurate cntributins t emplyee accunts; hwever, except fr HSAs, funds nly mve frm yur designated bank accunt when claims are submitted. Hw is the Required Minimum Funding calculated fr HRAs and FSAs? HRAs and FSAs (including dependent care FSAs) are ntinal r recrdkeeping accunts. They are nt fully funded when cntributins are psted r when electins are made. Instead, we require emplyers t prvide an upfrnt depsit based n a percentage f their ttal annual electins, knwn as the Required Minimum Funding (RMF). The RMF cvers daily payment card transactins and reimbursement checks r direct depsits. A weekly prcess will then be fllwed t replenish back t the RMF fr claims paid t always maintain a depsit available t cver claim payments. The RMF will be autmatically re-calculated each mnth. If enrllment increases by mre than 25%, an adjustment will be required. RMF calculatin example: Assume the RMF level is 10% f the annual electins. 15 emplyees elect an FSA r dependent care FSA. All annual electins ttal $10,000. Additinally, 40 emplyees are enrlled in the HRA which ttals $40,000. Ttal annual electins fr all plans are $50,000. RMF is 10% f $50,000 r $5,000 and will be pulled via Electrnic Funds Transfer (EFT) prir t the start f the plan year. Wh d I cntact if I have questins abut the Emplyer Dashbard? We are available t assist yu with any questins at the number at the bttm f yur screen. E103v kv 8

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