1423 East 11 Mile Road Royal Oak, Michigan phone fax

Transcription

1 1423 East 11 Mile Road Royal Oak, Michigan phone fax

2 AdminPro, Inc. is a full service licensed Third Party Administrator and has been since 1989 when we specialized in the administration of COBRA and Flexible Spending Accounts. Today, our services have expanded to include HR and Benefits Management, Payroll, Tax Filing, Time and Labor Management, COBRA Administration, FSA Administration, Billing and Enrollment, Health Savings Accounts, Health Reimbursement Arrangements, and Dependent Audit Services. At AdminPro, our primary goal is to help employers make the most of their health and welfare benefit plans. We save employers time, money, and exposure by offering a comprehensive array of administrative services. Our first class service and technology has helped us retain more than 97% of our clients from year to year. The professional staff at AdminPro has more than 150 years of combined experience in HR BPO administration. Our clients are able to enhance benefits virtually without increasing costs. They save thousands of dollars in FICA savings year after year and their employees save even more in FICA, state, and federal income taxes. AdminPro s approach is to understand our clients needs and then develop solutions and personalized service strategies to meet them. Our staff of experts is ready to design a flexible benefit plan that meets your organization s goals and objectives. From named Account Managers, to easyto-use technology, to compliance expertise, AdminPro delivers.

3 COBRA Services for the employer Collect information on current benefit plans and current qualified beneficiaries. Notify any current qualified beneficiaries of new administrator for communication, questions and premiums. Provide your administrative contact with an online portal, forms, or data required to notify us of qualifying events. Ability to monitor status and payment activity online Collect and track monthly premium payments from qualified beneficiaries. Send premium change letters and new coupons for carrier rate increases or carrier changes. Produce premium disbursement reports and checks. Produce status, activity and remittance reports. Explain how compliance was handled for IRS audits. Provide updates on legislation and regulations relating to COBRA. Offer access to our COBRA specialists. Offer optional customized services. for the employee Initiate notification to qualified beneficiaries of benefit availability. Send benefit cost and monthly premium coupons to those that elect. Send underpayment letters Send removed no payment or removed insufficient payment letters. Send Medicare eligibility letters to qualified beneficiaries who will attain age 65 in six months. Send conversion availability letter when possible for a carrier to qualified beneficiaries whose eligibility will end in six months. Send certificates of creditable coverage (HIPAA) to participants upon request.

4 Activity Flow For COBRA Administration 1 Your company must make initial termination from benefit plans & notify AdminPro of qualifying events within thirty (30) days via web portal or QE Notification form. 2 AdminPro will enter the information into and produce and mail all letters to the COBRA continuant and family. 3 Elections (responses to initial Benefits Notification Letter) are received by AdminPro. AdminPro then bills the COBRA continuant and sends payment coupons. 4 On a continuing basis, premium payments are received by AdminPro and then are remitted to your company at month-end. 5 At month-end, in addition to the premium remittance check, AdminPro will produce letters, reports, & termination reports to notify you when continuants are to be removed from coverage. We will also charge the next months premium to each COBRA continuants account. 6 At your company s medical plan year-end, AdminPro will coordinate with the Qualified Beneficiaries (COBRA continuants) to notify them of the open enrollment period and new premium rates. 7 At the COBRA Administration plan year renewal, AdminPro will forward a service agreement for the upcoming service year.

5 Cafeteria Plans premium-only plan Set up and administer Section 125 plans Provide all materials needed to educate employees on premium only account Perform Key Person Discrimination testing and provide results to employer Provide a Summary Plan Description, an employee version Summary Plan Description and any amendments Provide employees with Salary Reduction Agreement and a Summary Plan Description Provide customized employee election forms Provide employee deduction and coverage report to verify employee elections Provide status change forms for changes in employee election amounts Provide employees with AdminPro, Inc. contact for questions and answers Provide IRS form 5500 information full flex plan Includes all of the services described above, and also: Provide full consulting on plan design Employee meetings (optional) Provide medical and dependent care reimbursement claim forms with filing instructions Online claim submission Online enrollment 24/7 Online employee portal provides access to account information including enrollment, claim filing, claim history and forms 24/7 Online employer portal provides access to monthly report history and support requests Provide employer monthly reporting and disbursement detail Choice of reimbursement methods including Debit Card, Direct Deposit, Checks and Check Register Many Reimbursement Schedules Available Monthly account statements provided to employees via

6 The cost of living is rising even higher, and the challenge for everyone is staying ahead of it all. Medical expenses tend to appear at the most inopportune moments and mess up household budgets. A Flexible Spending Account (FSA) is an employer-sponsored benefit that allows you to pay for certain out-of-pocket medical expenses (i.e. copays, prescription co-pays, etc.) with your pre-tax income. It s designed to save on the costs of living like aspirin, cough syrup, day care, and even insurance deductibles. Administering a FSA plan can be overwhelming. It s no wonder that the trend has been for plan sponsors to outsource this important function to experts like AdminPro. Our FSA administration delivers the protection, systematic approach, and expertise so your team can focus on business. AdminPro and your employer enable you to use this program to pay for essential expenses. We help you set aside pre-tax money each month from your paycheck into a tax advantaged account. You can then spend the money from there for eligible expenses, and you end up using less of your household budget. Combine FSA administration with a top-of-the-line web-based system, and you have a powerful tool to provide and communicate important benefits while cutting down the administrative tasks of HR personnel.

7 FSA Eligible Expenses Sample Health Care Expenses ELIGIBLE for Reimbursement Under the Flexible Spending Account - Medical Reimbursement Account Acupuncture Services Alcoholism & Drug Abuse Treatment Ambulance Hire Artificial Limbs Birth Control Pills & Devices Braces Braille-Books & Magazines Breast Reconstructive Surgery Following a Mastectomy Car Controls for the Handicapped Childbirth Classes for mother only Chiropractors Christian Science Practitioners Fees Co-insurance Amounts You Pay Contact Lenses for Medical Reasons Cost of Operations and Related Treatment Crutches Day Care Expenses for Eligible Dependents as Necessary for Employment (DCA Account) Deductibles for Medical Coverage Amount You Pay Dental Fees Dentures Diagnostic Fees Drug and Medical Supplies Eyeglasses, including Exam Fee Handicapped Persons' Special Schools Health Club Dues (To treat a specific illness) Hearing Devices and Batteries Home Improvements for Medical Considerations Hypnosis for Treatment of an Illness Insulin Laboratory Fees Laetrile by Prescription Lasik Eye Surgery Lead-base Paint Remover (For children with lead poisoning) Leader Dog and its Upkeep Life Fee to Retirement Homes for Medical Expenses Membership Fees in Association furnishing Medical Services Hospitalization and Clinical Care Mileage to Doctor's office ($.15/mile) Naturopathy Treatment if Prescribed by M.D. Obstetrical Expenses Operations Organ Transplants Orthopedic Shoes Over the Counter Medications that treat an ailment or medical condition such as a cold, allergy, antihistamine, antacids, etc. Oxygen and Oxygen Equipment Physician Fees Practical Nurse Fee Psychiatric Care Psychologist Fees Radial Keratotomy Routine physical and other Non-Diagnostic Services/ spe- Treatment Smoking Cessation Programs Specialty foods to alleviate an illness or condition Special Education for the Handicapped Sterilization Fees Surgical Fees Telephone, Special for Deaf Television Audio Display Equipment for the Deaf Therapeutic Care for Drug & Alcohol Addiction/ Therapy Treatments Transportation Expenses primarily in the Rendering of Medical Services (Limits apply) Tuition at Special School for Handicapped Tuition Fee (Part), If College or Private School furnishes breakdown of Medical Services Vaccinations Vasectomy Vitamins by Prescription Weight loss programs (prescribed by a doctor for treatment of a cific illness) Wheelchair Sample Medical Expenses INELIGIBLE for Reimbursement Under The Flexible Spending Account Babysitting Cost of Operating a Specially designed Equipped Car Cosmetic Surgery (Elective) Dancing Lessons Diaper Service unless to relieve the effects of a particular disease Funeral Expenses Household Help, even if recommended by Doctor Illegal Operations or Treatment Marriage Counseling Maternity Clothes Medical Insurance Premiums Over the Counter Pregnancy Test Over the Counter Medications not listed under eligible expenses Over the Counter Medical (Supplies & Pharmaceutical, including vitamins and drugs available without a prescription) Personal Use Items Retin-A Rogaine Swimming Lessons Swimming Pools, Saunas Teeth Whitening Trips *The Internal Revenue Service has indicated that a "Medical Necessity" test is being applied to determine the eligibility for reimbursement. This list is intended to be representative of the types of expenses which may or may not be reimbursed. It is not intended to be complete as other expenses may NOT be reimbursed under Federal tax law.

8 Benefits Debit Card Benefits Debit Card The AdminPro Benefits Card is a debit card that simplifies and enhances the health care purchasing power of individuals holding funds in Flexible Spending Accounts (FSAs) and Dependent Care Accounts (DCAs). It may also be used to access some Health Reimbursement Arrangements (HRAs). It significantly reduces the time, costs and administrative burdens on employees, employers and their plan administrators who provide these cards as a benefit option to their employees. how it works... Currently, many employees set aside pretax income from their paychecks in an FSA, DCA and/ or HRA account, managed by a plan administrator. They must then use after-tax money for medical expenditures and mail necessary claim forms and receipts for reimbursement from the FSA, DCA or HRA trust account. Essentially, they must spend twice to save once. The Benefits Card streamlines the claims process by allowing employees to access their FSA, DCA or HRA, much like a debit card allows one to access a bank account. The debit card system screens all transactions by eligibility of the merchant, cardholder, and account fund balances. The system authorizes transactions that meet all criteria and then allows plan administrators to review the purchases using our on-line real-time system. Card holders eliminate the hassles of claim submission and waiting for a check. The card reduces paper claim forms, check writing and wait time for reimbursement. our services... Set up and administer reimbursement accounts Daily claim review and adjudication Prepare and send letters to enrollees requesting claim documentation. Prepare and send monthly electronic account statements indicating balances and pending claims requiring documentation Prepare and sent monthly disbursement detail report to assist employers in reconciling flex accounts Provide employees with AdminPro contact for questions and answers

9 The rising cost of health care may be forcing you to make different decisions about your employees medical coverage. It s why we offer creative solutions designed to provide cost-saving alternatives to help employers offer cost-effective coverage without cutting benefits. Health Reimbursement Arrangements (HRA) empower employees to control how their benefit dollars are spent and help them save on premium costs. It is an IRS-approved (Section 105), employerfunded plan where employers may reimburse employees for eligible healthcare expenses, like deductibles or prescriptions. AdminPro has three key elements for the HRA program: 1. High Deductible Health Plan - Saves the employer money by reducing premium costs up to 50% 2. Health Reimbursement Arrangement - Reimburses the employee s out-of-pocket expenses associated with the higher deductible plan 3. Communication, Education, & Support - Provide employees with the information and resources to make informed health care decisions Of course, not all HRA plans are created equal. Please refer to your Summary Plan Description (SPD) for your plan s specific allowable expenses. AdminPro provides: Employer assistance in HRA plan design and parameters HRA Plan Document and SPDs Employee Communication Material Enrollment Services Ongoing Employee Education & Resources Online Account Access 24/7 Dedicated Account Representative

10 AdminPro s Health Savings Account (HSA) is a software-as-aservice solution designed to provide you and your employees with the functionality and reliability you need for a worryfree health care account. An HSA is a consumer-oriented, tax-advantaged savings account that is always combined with a high deductible health plan (HDHP). It provides financial control over how you spend your health care dollars and can be used to pay for your outof-pocket medical expenses. The earnings from an HSA grow tax-deferred, and qualified withdrawals are tax-free without the use it or lose it provisions found within a Flexible Spending Account (FSA); the money in your HSA can be rolled over to the following year. Their funds can be used for all qualifying medical expenses. This includes medical services, eye glasses, dental procedures, prescription drug coverage, over-the-counter medications, etc. You own and control the money in your HSA and make the decisions on how to spend the money without relying on a third party or a health insurer. You also get to decide what times of investments to make with the money in order to make it grow. Contribution Limits The 2011 and 2012 contribution limits are $3,100 for self-only coverage and $6,250 for family coverage. These amounts are set by law and will be increased for inflation in future years. Individuals 55 and older who are covered by a HDHP can make additional catch-up contributions each year until they enroll in Medicare. The 2010 and 2011 catch-up contribution amount is $1,000.

11 AdminPro s HR Advantage HR and Benefits Management software helps employers save time and money by centralizing and automating the administrative process and managing the day-to-day information flow of employee data. We provide selfservice enrollment and administration and it s all online. You receive the benefits of integration, flexibility, and expertise. Employers can now manage all aspects of employee HR and benefit information in one centralized, easy-to-use location. Designed and implemented to integrate with AdminPro s other HR, benefit, and payroll services, it dramatically reduces your workload. With our HR & Benefits Management online process, small and mid-sized employers can afford the convenience and savings of online benefits enrollment, communication, and administration. Some of HR & Benefits Management s features include: AdminPro s HR & Benefits Management brings you a powerful full-service solution to your HR Administration needs. Customized, company branded internal web page Rules-based paperless benefit enrollment Automatic notifications and alerts Full applicant tracking Administrator controls Time and attendance Surveys PTO tracking Premium reconciliation 24/7 web access for employees and their families Employee self-service Workflow management Vendor communication to all welfare benefit vendors Employee benefit and census reports Total compensation statements HR and Benefits Management support

12 We provide unparalleled service and administration, which makes us a reliable provider of your billing and enrollment services. We make sure to analyze every situation individually, use our proven processes, and communicate directly with you throughout the process. Our billing and enrollment administration gives you a lot of opportunities and options for the busywork that comes with these two tasks. Some highlights include: Receive and consolidate all monthly premium bills into one easy-to-read summary Prepare and send monthly premium summary in electronic format to employer for payment Prepare and disperse monthly premium payments to respective insurance companies Process new additions, changes, and terminations with all respective insurance carriers Forward termination notices to COBRA department for processing (if applicable) Offer access to our billing specialists Offer optional customized services upon request

13 At AdminPro, we don t believe in the one-size-fits-all solution to payroll. Every company needs a payroll system that fits the way they do business. AdminPro s Advantage Payroll solution will streamline payroll processes, improve productivity, and simplify administration for businesses. We give the individualized attention and quick responses people need for any given situation. Whether your client is small, mid-sized, or large, we can input, acknowledge, and receive payroll however suits them best. Payroll processing is not unique, but AdminPro s service is unmatched. We give you multiple ways to enter payroll data: QuickPay TM - Complete payroll processing in three easy steps Comprehensive Pay - Multiple employees in pay grid format for high speed and efficient data entry, allowing for more complex payrolls with allocations, varying codes, costing, and more. Single Pay - Includes auto calculation of payroll on-screen with all deductions/taxes to view, with editable fields for in -depth details one employee at a time Import Time Data - Import from Time & Attendance Our customers depend on individualized attention and quick responses to special requests, including: Custom reports Automatic transfers Electronic tax filings Direct deposit Same-day processing Submit hours or changes via phone, fax, or Workers compensation, audits, internal analysis, mailing lists, or company logo/signature The greatest benefit to AdminPro s online system is the ability for employers and their employees to view thirteen months of payroll history and reports.