HSA BANK. Table of Contents EMPLOYER GUIDE

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2 Table of Contents Introduction to Your New Benefits Program... 3 The Employer Administration Site Getting Started... 4 Logging In... 4 Managing Your Password... 4 Navigating... 5 Enrollment Options... 6 Group Online Enrollment (GOE)... 6 Enrollment File Upload via Employer Administration Site... 6 Electronic File Enrollment... 7 Customer Identification Process... 9 Viewing Employee Details Contributions Group Online Contribution One Time Contribution Recurring Contribution Alternate GOC Contribution File Import Option Notification Changing or Cancelling Contributions Prior Year Funding Contribution Reports Sample Contribution Timeline for GOC Employer Reporting HSA Reports Employee Forms and Guides Site Requirements

3 Introduction to Your New Benefits Program Thank you for selecting HSA Bank as your benefits administrator. We value the trust you ve placed in us to deliver a quality benefits program to you and your employees. As one of the leading Health Savings Account (HSA) administrators in the nation, we were among the first to offer HSAs to individuals and employers. Our reputation was built on making it easy for our customers to pay for and manage their healthcare expenses. And our expertise lies in providing a superior customer service experience that is unmatched by any other HSA administrator. How to Use This Employer Guide We look forward to partnering with you to design a successful benefit program around your benefit strategy and business needs. This comprehensive guide includes all the information you need to launch a successful benefit program for you and your employees. If you have questions, please call our Business Relations Representatives at , Monday Friday, 7:00 a.m. 7:00 p.m., Central Time, or us at businessrelations@hsabank.com. 3

4 The Employer Administration Site Getting Started Logging In To log into the Employer Administration Site: 1. Go to EmployerAccess.hsabank.com. 2. Enter your Username and Password. 3. Select Login. Note: Your Username and Password for initial login will be provided by HSA Bank. Logging Out To log out, select LOGOUT in the upper right corner of your page view. Managing Your Password A. Setting Your Password: Requirements The following requirements apply when creating a password: Minimum password length is eight characters. Password must contain both upper-case and lower-case letters, at least one number, and at least one special character (!@#$%&*). Password cannot be the same as previous 24 passwords. Maximum number of failed login attempts before your account is locked is five. To unlock your account, contact Business Relations at B. Forgot Your Password/Changing Your Password If you forgot your password, visit our website at EmployerAccess.hsabank.com and select the I forgot my password link. After entering your Username and answering a security question, your password will be ed to you. If you would like to reset your password or are locked out of your account, please contact Business Relations at

5 Navigating Once you have successfully logged in, you will be taken to the Employer Administration Site homepage. From here, you can select a tab to perform a variety of tasks or review information. HOME Access all functions associated with your program including: Reports Employees Plans Resources Imports Links 5

6 Enrollment Options Group Online Enrollment (GOE) HSA Bank offers online enrollment for employees choosing the HSA via a custom enrollment link that is provided to the employer during initial sign up. The link will be provided to you on the home page of the Employer Administration Site and can be distributed to employees as needed*. This link allows employees to complete their HSA enrollment online. Accounts generally open within one business day and employee information will show in the Employer Administration Site login at that time. *Please don t post your company s custom GOE URL to any unsecure, public websites. Make certain the website address is only made available behind a secure firewall, such as your company s secure intranet website where only current employees can access it. When a URL is added to a public website, it allows any individual to access it when using a search engine such as Google or Bing and you could end up having a nonemployee enroll in your HSA program. Enrollment File Upload via Employer Administration Site Enrollment files can be uploaded online to the Employer Administration Site. File formats are available under IMPORTS and IMPORT DATA. Simply download the file templates and fill in the employee information in the Excel file templates. Save the files to your computer as a.xlsx,.xls, or.csv file. Browse to the files and load them directly to the Employer Administration Site for processing. You will need to import two files; demographic and enrollment. Any troubleshooting of the files will be done right through the Employer Administration Site. You must load the demographic file first. 6

7 Electronic File Enrollment The Electronic File Enrollment method allows you, or a third party, to submit an electronic data file to HSA Bank s FTP server to enroll employees in your benefit programs. HSA Bank requires all files to be submitted in our file format; this will be provided to you during implementation. Required fields and information in the file will be reviewed with the employer or third party. After the file has been successfully tested, you will be able to upload your file to HSA Bank s secure FTP server. After sending each file, you will receive an confirming receipt of the file and the results of the file processing. All information must be complete and accurate or files will be rejected; rejected files will need to be resubmitted once the information has been corrected. Typically, set up including testing is completed within 2-3 weeks. FTP/SFTP Setup All files will be sent to HSA Bank s FTP or SFTP server; HSA Bank will require the following information to begin FTP/SFTP setup: Technical Contact Name Technical Contact 7

8 Technical Contact Phone IP Address can have up to three different static IP Addresses (only static IP addresses can be used) SSH Key (for SFTP only) Login credentials and PGP keys will be communicated to the Technical Contact once the server is ready to be used. Connectivity and file decryption testing will begin after that; the enrollment file will also need to be tested and the format approved. Within the FTP/SFTP site there will be two directories; one for INBOUND files and one for OUTBOUND files. Within the INBOUND file directory, there will be two additional directories; one for ENROLLMENTS and one for CONTRIBUTIONS. Enrollment files are to be placed in the ENROLLMENT folder and contribution files within the CONTRIBUTION folder. The OUTBOUND folder is reserved for any files that HSA Bank may return to the employer; this directory may not be used. File Testing Procedures Enrollment files and contribution files will need to be tested and approved prior to going live with HSA Bank. HSA Bank requests test files containing test data be sent to the FTP/SFTP with naming convention TEST_ERID_FileType_MMDDYYYY. Files will be reviewed and tested and results will be communicated to the employer via the implementation team (approval within 24 hours). Once the file format is approved, HSA Bank is ready to receive live files. Live Enrollment Files Enrollment files can be sent to HSA Bank as often as is necessary to complete enrollment in the HSA throughout the year. The enrollment file format is reviewed with the employer during implementation. correspondence will be sent to the employer following each file submission indicating the status/result of the file. Once the file is processed, additional s will be sent to the employer to confirm receipt and complete processing of the file. Enrollment File Validations Files containing enrollment records that are missing required data will be processed; however, the records missing data will be sent to our enrollment tracker tool. HSA Bank will reach out to the employer or employee to gather the necessary information to complete the enrollment and open the account. If there are issues with the file format, a corrected file will be requested from the employer. 8

9 Customer Identification Process HSA Bank, in compliance with the USA PATRIOT Act, is required to obtain, verify, and record information that identifies each person or entity that wishes to open an account. The USA PATRIOT Act helps the government fight the funding of terrorism and money laundering activities. Therefore, when your employees enroll in an HSA, HSA Bank requests their name, street address, date of birth, Social Security Number, citizenship status, and employment details in order to validate the employees identity. In the case that the automated system is unable to verify the identity of an employee, HSA Bank will attempt to collect additional forms of identification from your employee. The employee will be asked to complete a form and provide the required documentation necessary to confirm his or her identity. The information can be faxed to Accountholder Services at or scanned IDs can be uploaded to the following secure site: The site will accept PDF, JPG, TIFF, and Word file formats. Once the documentation has been received, verified, and validated, the account will not close. Important Note: If the employee does not provide information needed to verify their identity within 60 days, we will return any contributed funds and close the account. An HSA is unable to be established for a non-resident alien or individual who does not have a valid Social Security Number. 9

10 Viewing Employee Details You have access to view employee demographic information in relation to your HSA program. Under the EMPLOYEES tab at the top of the page, you can search for employees using first name, last name, or you can select an employee from a list of all employees. Once an employee s account has been set up, you can view the following: Profile The employee s demographic information such as name, address, phone number, and date of birth. 10

11 Enrollments Similarly to your employees, you can review the summary of an employee s current and historical enrollments including the effective date, employer contribution, and contributions-to-date that have been sent by the employer. HSA deposits made directly to HSA Bank by the employee will not show in the Employer Administration Site. HDHP Coverage Level for HSA You also have the ability to view and edit the HDHP Coverage level of an employee on the Enrollments tab. Click on the Update HDHP Coverage Level for HSA link and select Individual or Family and the tax year the coverage change is applicable to. Note, the HDHP Coverage Level is not prorated and is assumed for the entire tax year; it is the consumer s responsibility to determine any contribution proration that may apply. 11

12 Contributions You can view all posted employer contributions to the accounts. This enables you to verify the monthly contribution amounts. Status-The status tab allows you to see a history of an employee s status, as well as make updates to the status. To update an employee s status, click Add New Status. Update examples include terminating an employee or placing the employee on LOA. 12

13 - Select the new employee status and effective date. If you are entering a termination, also enter the last payroll deduction date. Contributions Contributions to the accounts can be made in several convenient ways. Each option is outlined below with instructions on how to complete contributions and items needed to set up each process. Group Online Contribution Contributions can be made via the Employer Administration Site through Group Online Contribution (GOC). This option allows employers to set one-time or recurring contributions based on the schedule specified in the system. Contribution amounts can either be manually entered into the site or imported via a file. Once the contribution amounts are submitted, there is an automated ACH pull of funds from the external company account you designate. Please go to to view an on-demand, audio/visual presentation that overviews our Group Online Contribution system. The presentation provides a full-featured walkthrough on how to use GOC. To sign up for the Group Online Contribution process, download the Group Online Contribution Form from the Employer Resource Center or call HSA Bank to obtain the form. Once the funding agreement and forms are reviewed, completed, and signed, return them to HSA Bank. The system will be enabled in 3-5 business days. You will receive an when the setup has been completed. GOC Timing There is a three-day process for scheduling contributions via Group Online Contribution. Day one is either the effective date elected for a one-time schedule, or the frequency day of the week or month elected for recurring schedules. On day two, HSA Bank creates the ACH. On day three, the funds will pull from the external company account and post to the employees accounts. For example, if you want the contributions to post to the employees HSAs every Friday, then set your frequency day of the week to Wednesday because that is the day the system will pull the data to create the contribution, or Day 1. Please note, funds will not be pulled for contributions that cannot be posted to an employee account and you will be notified via the system as to which accounts were unable to be funded. 13

14 Day 1 Day 2 Day 3 Effective date chosen for one-time schedule; day of the week or month elected for recurring schedule; day the system pulls contribution data. HSA Bank creates the ACH. Funds debited from external company account; funds credited to employees accounts. Getting Started To initiate scheduling an online transfer, place your mouse over the IMPORTS tab of the tool bar and choose Set Up Contributions from the drop down menu. On the next screen, click on the link Set Up New Schedule. One Time Contribution If One-Time is chosen, then select Health Savings Account as the plan for which contributions are being scheduled. Then choose the Effective Date (or Day 1 of the process). For example, if you want the contributions to post to the employees HSAs every Friday, then set your frequency day of the week to 14

15 Wednesday. Finally, select either Enter Manually to enter the contribution data directly into the system or Import a File to load the contribution data via file. Recurring Contribution If Recurring is chosen, then select the plan for which contributions are being scheduled. Choose the Start On date when the recurrence should begin and choose a frequency for the recurrence via the Monthly or Weekly radio buttons. The weekly frequency can be changed to every 2 weeks for a biweekly payroll. The monthly frequency can be set by day of the month, such as the first Wednesday or weekday of each month or by the date of the month, such as the 15 th of each month, remembering that the Frequency Day or date elected is Day 1 of the three-day process (for example, if you want the contributions to post to the employees HSAs every Friday, then set your frequency day of the week to Wednesday). Then select an End On date or No End Date. Finally select either Enter Manually to enter the contribution data directly into the system or Import a File to load the contribution data via file. 15

16 Manually Enter Contributions After electing to enter contribution amounts manually, click the Enter Contributions button. The system will bring up a screen listing all employees enrolled in the selected plan. Here you can enter the contribution amounts for either payroll deductions, employer funding, or both. Then click the Save button. A Missing Amounts notification may pop up if there were employees without contribution amounts entered for them. Click Continue if it was intended to not enter contribution amounts for those individuals or Cancel to go back and enter the missed amounts. 16

17 Import a File After electing to enter contributions amounts by Import a File, the system will enable the ability to both download the file template as well as browse for the saved file. Remember, the file should not include a contribution date, as the date was elected via the one-time or recurring set-up screen. Once the file has been chosen, click Save Contributions. File Template Leave Blank Enter the employees Social Security Numbers as the Employee Identifier, choose payroll or employer for the Contribution Description, enter the Contribution Amount (may include decimal point, but not a dollar sign). You may leave the Contribution Date, Plan Name, and Prior Tax Year columns blank. 17

18 Confirmation and Viewing Scheduled Transfers Upon completion of scheduling the contribution, a green bar confirming success of creating the scheduled transfer appears and the new schedule can be seen under the listing of scheduled contributions. The schedules will order themselves with the next posting date on top for easy reference of when the next contribution is set to process. You can navigate back to Imports, then Set Up Contributions to review, update, or cancel a schedule. Cancelling a Scheduled Transfer Click the Delete link next to the schedule to be cancelled. See the Changing or Cancelling Contributions section of this guide for information regarding cut off times. A pop-up window will request confirmation to delete that schedule. By clicking OK, the green confirmation bar will show above your list of scheduled transfers. Editing a Scheduled Transfer Click the Update link next to the schedule to be edited. The set-up screen will appear allowing you to make changes to the effective date, frequency, or end date. To correct, add, or delete contribution amounts, choose to either Enter Manually or Import a File. Upon saving the update, a green confirmation bar will show above the listing of scheduled transfers. 18

19 Alternate GOC Contribution File Import Option There is an additional option to load contribution files through the Employer Administration Site. This option should be used to make prior year contributions, although it can be used for current year as well. To navigate to this alternative option, click on Import Data from the IMPORTS tab, then select Contribution from the Data to Import drop down menu. Download the file template (or browse and find your file) and fill in the employees SSNs, contribution date, type of contribution (employer or payroll), amounts, plan name (Health Savings Account), and prior tax year (if applicable). Save the file to your computer as an.xls file. Browse and upload your file. The system will validate that all records contained on the file have an open account or will outline that invalid information is in the file and the file will need to be corrected and reloaded. File Template Date required through this method Again, the process takes 3 business days. If you would like your contribution to post on the 15th of the month, files must be loaded on the 13th, as an example, and have a contribution date in the file no later than the 14th. The day the contribution file is loaded is considered Day 1. Day 2 is the day funds are requested via ACH, and on Day 3, the funds are posted to the accounts. Day 1 Day 2 Day 3 Schedule the contribution transfer in Employer Administration Site. Contribution Date listed in the file and day that ACH is created. Funds debited from company account, funds credited to employees accounts. 19

20 Please note, the Synchronize check box should only be used if you encounter an error with the file processing. If re-uploading a file, clicking on the Synchronize box will reload all data in the file versus changes only. Notification The notification will generate once the import of your contribution file is complete. While the file is processing, it will show up under Pending Files in the Import Queue with a status of Pending Validation. The will indicate the total number of records, and how many have failed. To view the failed contributions, log into the Employer Administration Site and view the Contribution Reports. Changing or Cancelling Contributions If a correction needs to be made to the scheduled transfer, please reference the cut off times indicated below. You can contact Business Relations if you need assistance changing or cancelling contributions. 20

21 One Time Contribution Day File Uploaded Contribution Date Cut Off Time for Edits or Cancellations Today Today 1 p.m. CT today Today Tomorrow 8 p.m. CT today Today Future Date 8 p.m. CT the day before the contribution date (date in the file or effective date when using set up contribution wizard) Recurring Schedule If you set up a recurring contribution schedule, you have until 1p.m. Central Time on the frequency day you selected to make changes or cancellations. The processing of a correction is automated and dependent upon the accurate and timely submission of the correction request. HSA Bank shall incur no liability if the correction is not effected. Prior Year Funding The IRS allows contributions to be posted for the prior tax year until the tax filing deadline of the current year, so contributions can be scheduled via the Alternate Import File process for a prior tax year between January 1 st and April 15 th. There are two distinct choices when creating your file for a prior year contribution. You can either utilize a prior year date in the Contribution Date column and leave the PriorTaxYear column blank, OR use a current year contribution date and enter Prior in the PriorTaxYear column. You may not enter a prior year date in the Contribution Date column AND enter Prior in the PriorTaxYear column or you will receive an error. 21

22 Contribution Reports Contribution reports can be viewed within the Import Queue which is accessible under the IMPORTS tab within the Employer Administration Site. Select the Expand arrow button to the left of the Date Received column to see a summary. If any records failed on the flie, click the Exception Report link to open an Excel spreadsheet that details why each record failed. Open Ended HSA Imported Contribution Report This report displays a count of all contributions in a file for HSA accounts, the number of contributions processed, and any errors or warnings that occurred. The report also includes all unrecognizable records received on a file. The report has three pages and displays under the Completed/Cancelled queue with a processed contribution file. Sheet 1 Summary Displays the total contribution records in a file minus any unrecognized records Processed contributions appear in the summary in total and a summary by payroll deductions and employer contributions 22

23 Sheet 2 Processed Contributions Displays all contributions successfully loaded along with employee ID, contribution type, date, amount, and row number in contribution file Sheet 3 Errors and Warnings Will display contributions not processed and provide error description Sample Contribution Timeline for GOC Day 1 Day 2 Day 2 Day 3 Day 3 Employer transmits Contribution File. The file is processed by HSA Bank. Funding Collection Notification is ed to the primary Payroll Contact. The Funding Collection notification is posted on the Employer Administration Site. Employees can view the contributions as pending. Contribution funding amount is debited from the designated employer bank account. Funds are posted to the account and available to the employee. 23

24 Employer Reporting HSA Bank generates a number of reports for you and posts them to the Employer Administration Site. Please reference the Report Guide located on the Employer Resource Center for more details on requesting and using these reports. The REPORTS tab in the Employer Administration Site will show a complete list of summaries related to your program. The following pages will describe the standard reports available to you. Additional reports are available based on your group s specific needs. Please contact a Business Relations Representative for these options. HSA Reports A. HSA Plan Funding Collection Notification Reflects the funds for recently posted payroll and employer contributions and the date the funds will be posted Posts to Employer Administration Site under REPORTS one business day before funds are pulled from employer account If divisional funding is used, the report will be set up by division Note: When a hold status is removed from an employee s account, the transactions listed in the Funds on Hold section will be moved to the Funds to be Collected section, and a new notification will be generated the next business day. 24

25 B. HSA Employer Summary Report Provides aggregate monthly HSA statistics and balances Includes average account balance, distributions, and contributions for the entire employee population over the month s period Available 1 st business day after month end 25

26 C. HSA Account Detail Report (Detail) Provides the contribution detail for the requested time period Will only report employees that have had a contribution for the requested time period D. HSA Account Detail Report (Summary) Provides aggregate contributions for prior and current tax year Provides overview of each employee s HSA, including their employment status, account status, and HDHP coverage level. 26

27 E. Fee Funding Notification Reflects the employer fees assessed for the prior month and serves as your program s invoice. Note: fees are calculated on the 1 st business day of the month. Includes a list of all active employees for which fees were assessed (either posted or waived). Posts to Employer Administration Site under REPORTS on the day fees are assessed. Funds are pulled from employer account on the fee collection date that is shown in the . All 23 Active Employees show in list 27

28 F. Customer Identification Process (CIP) Report Provides a list of employees who have passed or have yet to pass the Customer Identification Process. - Reports employees who have not yet passed the Customer Identification Process and who will have their account closed if proper documentation is not sent in within the required timeframe. - Reports employees who passed the Customer Identification Process during the week prior to the report generation (employees who previously passed will not show up on the report). - Posts to Employer Administration Site under REPORTS weekly. 28

29 Employee Forms and Guides RESOURCES Download current forms Most account management functions are self-service and accessible online by the employee. We encourage you to direct your employees to log into their account to review information and interact with their account. This will promote further engagement with their healthcare spending decision-making and make for a better HSA experience. We also provide forms for many of the functions that can be performed online for those without access to a computer. These forms are available for viewing and/or download within the Member Website and the Employer Administration Site. 29

30 Site Requirements A. System Requirements To run the site properly, your system must meet these requirements: Internet Explorer 7.0 or higher (see below for browser requirements) High-speed Internet connection (Dial-up is not recommended) Adobe Reader 7.0 or greater Monitor screen resolution of 1024 X 786 for optimal viewing B. Browser Requirements The chart below summarizes popular web browsers and the minimum versions required to ensure optimal performance in both the Member Website and Employer Administration Site: Browser Software Minimum Version Required Microsoft Internet Explorer (IE) IE 11 or greater (as of January 2017) Mozilla FireFox Google Chrome Apple Safari Most current and prior 2 versions Most current and prior 2 versions 5.x or greater If using Internet Explorer (versions 7, 8, 9, and 10), a warning message will appear on the home page. You will only receive this warning once. Getting Help If you need assistance after implementation, or with any day-to-day administration questions, contact: HSA Bank Business Relations Representatives Phone: , 7:00 a.m.-7:00 p.m., Central Time businessrelations@hsabank.com Fax: New Chat Link You can also chat with us live through the Employer Administration Site! 30