HEALTH SAVINGS ACCOUNT EMPLOYER WEBSITE GUIDE

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1 REGISTERING YOUR ACCOUNT FOR ONLINE ACCESS HEALTH SAVINGS ACCOUNT EMPLOYER WEBSITE GUIDE A note to accountholders with multiple account types with Sterling HSA: We now support a single login for all of your accounts with Sterling. If you have already registered another account type under the same social security number with Sterling, you do not need to register again. If you enrolled through our office with a paper application, you will need to register your management account online in order to access the web portal. If you enrolled your company through our website, you are already registered for access and may skip this step. 1. Go to and click the blue Register for online access button on the right hand side. 2. Click the Employer tab. 3. Fill in the form with your account number (this will be on the Welcome Letter that you receive in the mail) and company zip code. Choose a user name and password and also create a password reminder question and answer, in case you ever forget your password. Enter the address that you would like to use with your account, affirm that you have read the Electronic Access Agreement and click Submit Form. 4. You will receive a message that your registration was submitted successfully. 5. Check your for a message from Sterling Health Services and click the link provided to confirm your address. 6. Once confirmed, you may log in with your user name and password at Page 1 of 7

2 YOUR ACCOUNT PAGES ACCOUNT SUMMARY This is your account overview. It briefly displays your contribution activity by month for the year. CONTRIBUTIONS You may view pending, processed and cancelled contributions here. If the contribution was made online for a future date, it may be edited until the day before the ACH transaction is scheduled. See Online Contributions for more information on how to schedule contributions through the website. EMPLOYEES This page displays all of the employees that are enrolled in your HSA plan, their effective date, their account number and their account status. Employees that have been terminated will no longer appear here. To terminate an employee, check the box in that row and click save. You will need to confirm your selection. Note: This will not close the employee s HSA account but will remove them from your employee list. Even though employer funding may stop, the employee can keep their HSA account with Sterling and continue to use the funds for qualified healthcare expenses. ADD/UPDATE BANK ACCOUNTS You may have multiple bank accounts associated with your HSA plan. When making a contribution online, you will select from one of these accounts. You may add, remove or edit accounts as necessary. See the section entitled Managing Bank Accounts for more details. ENROLL EMPLOYEES If you have new employees to add to your HSA plan, you may do so here. See the section title Enrolling Employees for more details on the different methods available. ACTIVITY STATEMENT Your Activity Statement is a detailed view of your plan activity for the period you select. You may choose your desired time period from the drop-down list at the top of the page and the information will automatically load. You may view detailed (by date) activity statements by going to Activity Statement and clicking on the link for detailed statements. EMPLOYER TOOLKIT The toolkit contains the most commonly used forms and documents for all of the plans Sterling Health Services offers. Click on the title to download the item to your computer. Most of these forms and documents are in either PDF or Excel format. USER PROFILE Here you may change the or password for your management account. Page 2 of 7

3 COMPANY PROFILE You may update your company s address and contact information. Also listed here is your health plan and broker information. ENROLLING EMPLOYEES Employers have their choice of four different enrollment methods. The first is to send a paper application to our office. The other three methods are via the website and are outlined below. Note: Online enrollment methods require that the employee have an accessible address that can be used to confirm and complete enrollment. WEB FORM METHOD 1. Choose the Web Form Method of enrollment from the Enroll Employees page. 2. Fill out the form with employee information all information is required in order to be processed. 3. Click the Submit button. 4. Employees will receive an with a link to complete their enrollment and create their own login user name and password. EXCEL SPREADSHEET METHOD 1. Choose the Excel Enrollment method of enrollment from the Enroll Employees page. 2. Download the Excel template and save it to your computer. 3. Fill out the spreadsheet with the required information and save it to your computer as a.csv (comma delimited) file type. (You may be asked if you are sure this is the format you wish to save in, as it does not support typical Excel formatting. If asked, click Yes.) 4. Return to the Excel Enrollment page, click Browse and find the.csv file on your computer. Click Upload to submit the file to our secure servers. 5. Employees will receive an with a link to create their own login user name and password. Page 3 of 7

4 ENROLLMENT LOGIN 1. Choose the Enrollment Login method of enrollment from the Enroll Employees page. 2. Create a user name and password. This should be different from the management account password that you used to log in. 3. Distributed this user name and password to employees that need to enroll. 4. The employee will enter this user name and password on the front page ( and complete the enrollment form. Once enrolled, they will be asked to check their for a confirmation link. 5. If you wish to change the enrollment password, you may return to this page and click on Change Password to do so. Note: If you wish to change the enrollment username, you will need to call customer service. ONLINE CONTRIBUTIONS There are two options for submitting contributions to your employees accounts. ENTER A CONTRIBUTION 1. After logging in, go to the Contributions page. 2. Click on Create New Contribution 3. Choose the bank account that you would like to use, the type of contribution (most commonly this will be Regular Contribution ) and the date that you would like the transaction to take place. Page 4 of 7

5 4. For each employee, indicate how much you would like to contribute, if the amounts were from the employee or employer or for fee contributions. You will see the totals at the bottom update as you enter information. 5. Click Save and you will be directed back to the Contributions page. You will see the new contribution under Pending Contributions until the following day (or the date that you scheduled it for, if it is in the future), when it will be processed. Until then, you may make changes as needed by clicking on the orange transaction number. Note: If you regularly make the same contributions, you may find it easier to click the Copy button on a previously entered contribution. This will take you to step 4 above with the majority of the information copied from the previous transaction. UPLOAD A CONTRIBUTION 1. After logging in, go to the Contributions page. 2. Click on Create New Contribution 3. If you don t already have the template, you may download it by clicking on Download Template. You will fill out information such as the employee s social security number and the amounts to be contributed in each category and save the file to your computer as CSV (Comma delimited). 4. Once the file has been saved, click Choose File or Browse (this may vary depending on your browser) and find where you saved the file and select it. 5. Click Submit. Your file will go through an initial validation to check that data exists in all the required fields (see the template instructions for these) and that the file is safe to enter our servers. Page 5 of 7

6 6. If the file is accepted, you will be shown the upload results. Any error messages will float to the top of the list. You will need to go back and correct the errors in the file before proceeding. If the results appear as you intended and you see OK on each line, you may click Complete Contribution to finalize the transaction. Note: If there are any error entries remaining when you click Complete Contribution, these entries will not be included in the transaction. WHAT IS THE FEE BUCKET? The Fee Bucket was introduced in 2010 to allow accountholders to keep their monthly administration fees separated from their HSA contributions. You may make contributions to this account that will not be reported to the IRS. These funds will only be used to pay your employees initial set up fees and monthly administration fees. Funds in the Fee Bucket cannot be transferred to the HSA account to be used for medical expenses. Page 6 of 7

7 MANAGING BANK ACCOUNTS You may have multiple bank accounts associated with your HSA management account. These are accounts that you will instruct Sterling to debit in order to contribute to your employees HSA accounts. TO ADD A NEW ACCOUNT 1. Go to Add/Edit Bank Accounts 2. Click Add New Bank Account 3. A form will appear on the page. Fill this out with your banking information and click Save. TO REMOVE AN EXISTING ACCOUNT 1. Go to Add/Edit Bank Accounts 2. Check the box in the row of the account you would like to remove and click Save TO EDIT AN EXISTING ACCOUNT 1. Go to Add/Edit Bank Accounts 2. Click the Edit icon in the row of the account you would like to edit. 3. A form will appear below with the account information. 4. Make the necessary changes and click Save. Page 7 of 7