Employer Website Guide For Health Savings Accounts€¦ · 4048TCWW-HSA-WEBSITE-ER-GUIDE (Feb 2016)...

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Employer Website Guide For Health Savings Accounts

Managing Your

take care® by WageWorks Plan

takecareWageWorks.com

4048TCWW-HSA-WEBSITE-ER-GUIDE (Feb 2016) of 63

CONTENTS NEW USER ............................................................................................................................................ 3

Getting Started.................................................................................................................................... 3

EMPLOYER WEBSITE TABS ............................................................................................................... 5

Manage Eligibility Tab ............................................................................................................ 3

Manage Your Debit Cards Tab ................................................................................................ 5

Forms Tab ............................................................................................................................... 5

Reports Tab ............................................................................................................................ 5

Employer Information Tab ....................................................................................................... 6

GENERATING REPORTS ..................................................................................................................... 8

Step-by-Step instructions how to generate standard reports .............................................................. 8

Company Eligibility Report: Displays current participants and contribution amounts. ........... 13

Bank Reconciliation Report: Displays payment detail by date. ............................................. 14

Standard Contribution Report: Displays what is expected to post with the next contribution cycle. ................................................................................................................. 15

Check Register Report: Provides a listing of the check and ACH activity for a specific date range. ............................................................................................................... 16

Company Purchased Debit Card Report: Not used. ............................................................. 18

Balances ............................................................................................................................... 30

MANAGING YOUR DEBIT CARD ....................................................................................................... 33

MANAGING YOUR PLAN BENEFITS ................................................................................................. 33

MANAGING YOUR ELIGIBILITY ......................................................................................................... 35

Step-by-Step instructions how to manage eligibility for your Plan .................................................... 35

Customer Identification Program (CIP) ................................................................................. 35

Add Employee: Add new employee to the Plan .................................................................... 37

Change in Status Definition: Review valid change in status matrix ....................................... 42

Change in Employee Info: Update employee demographic information .............................. 43

Update Elections/Pay Cycle: Add, delete or change an employee’s elections or pay cycle ..................................................................................................................................... 47

Update Invalid DOB .............................................................................................................. 55

CONTRIBUTION OPTIONS ................................................................................................................ 56 DISBURSEMENTS .............................................................................................................................. 57 NEW YEAR ENROLLMENT ................................................................................................................ 56

Step-by-Step instructions how to enter new year enrollment for your Plan ...................................... 57

CONTACT INFORMATION ................................................................................................................. 67

Employers ......................................................................................................................................... 67

Mailing address:................................................................................................................................ 63

Participants ....................................................................................................................................... 67

Claims Information ............................................................................................................................ 67



Debit Card......................................................................................................................................... 67

New User The take care

® by WageWorks employer website is a secure site, designed to assist you in

managing your plan(s). The following is a guide detailing the functions of the website.

Getting Started

First time users will need to create an initial user id and password. Additional users can be set up by the initial user. Go to http://www.takecareWageWorks.com Click on Express Login: Employer Access link

Click on take care by WageWorks link

Click on New User located on the right-hand side of the web page

Enter in the requested information (all fields are required)

http://www.takecarewageworks.com/



Federal Identification Number – The plan sponsor’s tax ID number

Company Code – Provided in your welcome and enrollment confirmation email

Company Zip – Zip code we have on file for your company

E-mail address – Email address

User Name must be:

6-16 characters

Alpha Numeric characters only

Password – User generated password

Confirm Password – User generated password

Select a Hint Question – Question for the Forgot Password functionality

Answer – Answer to the Hint Question

Once User Name and Password are set up you will be taken back to the login screen and you may login at that time

Additional User IDs can be created by the Administrator after logging into the employer website



Employer Website Tabs

Once logged in you will be taken to the main page of the employer website. To access plan information you will use the tabs at the top of the web page.

Individual Tabs will be described in greater depth in subsequent sections.

Manage Eligibility Tab

Allows you to make eligibilty and demographic changes or terminate current participants and add new participants to your plan during the current plan year. See detailed instructions in the “Managing your Eligibilty” section of this guide.

Manage Your Debit Cards Tab

This tab will only be available if your company subscribes to debit cards.

New Year Enrollment Tab

This tab will be activated during your new year open enrollment period and allows you to enroll all participants online.

Information Tab

Contact Info:

Provides WageWorks Client Service team contact information

Provides the Claims fax number and mailing address

E-mail Us: Web form that allows you to email the WageWorks Client Service Team

Forms Tab

Claims Forms: Participant Health and Dependent Care Claim forms.

Change in Status Form: Participant Change in Status form.

Change in Personal Information Form: Participant Change in Personal Information form.

COBRA Form: COBRA form used to offer COBRA to a participant after termination of employment or other COBRA qualifying event.

Employee Electronic Funds Transfer: Participants direct deposit form.

Request Additional Materials: Form used to request additional enrollment information or Compliance documents.

Reports Tab

Year to Date: Displays all employee Elections, Contributions, Payments & Balance for a plan year or for a specified time period. You should review this report periodically to ensure all eligibility changes and contributions are accurately reflected and reconcile to your payroll records.

Company Eligibility Report: Lists all eligible participants in each benefit plan (excluding HSA).

Bank Reconciliation Report: Report provides the entire employer account activity for bank reconciliation through a 90-day period; detailed reporting available up to a 30-day period. This report should be used for employers selecting the “Client Bank Account” option to assist in bank account reconciliation. The “Check Register”, “Debit Card Settlement” and “Contribution Batch reports (described below) provide the breakdown of the amounts displayed on this report.



Standard Contribution Report: Displays projected per pay contribution for each active enrolled/eligible employee. This report should be reviewed prior to each payroll date to ensure it reconciles with your upcoming payroll deductions.

Check Register: List of Checks and Direct Deposit made for a specified time period.

Enrollment Payroll Deduction Report: List of enrolled employees for a new Plan Year; report is only available during Open Enrollment.

Company Purchased Debit Cards: Report that will display primary debit cards for participants.

Participants with Balance Due: Displays all employees with balance due (Non-Qualified Expense balance due – NQE) on accounts which occurs when the flex card is used incorrectly.

NQE Amounts Repaid Online: Report shows Balance Due (NQE) paid back into participant accounts [if applicable].

Debit Card Settlement: List of debit card transactions made for a specified time period.

Statement of Accounts: Individual participant account information with no PHI; this report is also available on the participant website.

Contribution Batch: Displays contribution deductions by date and amounts posted to the participant accounts; also displays participant contributions made to an HSA outside of the employer plan as well as HSA payments.

HSA Contribution Batch: Displays HSA contribution deductions made through the employer’s plan and contribution amount; individual contributions made on behalf of the employee will display automatically.

Debit Card Listing Detail: Report that provides a comprehensive view of all cards ordered for a plan; Primary and Secondary cards.

Post Disbursement Funding Transactions: a summary batch listing of payments made, invoices generated and deposits received.

Transactions: list of transactions.

Balances: a report showing the total balance for the cash funding.

Invoice Detail: displays a list of all disbursement batches being included with the funding invoices.

Invoice Employee Detail: displays individual employee detailed disbursement transactions that appear on a Post Disbursement Funding Invoice.

Invoice Summary: a report of all the invoices produced.

Employer Information Tab

Contact Info: Employer’s contact information as noted in our system.

Benefits Available: List of your benefit(s).

Change Login Info: Employer users can update the login credentials for other users such as change a password or update a user id.

Benefit Claim Linkage: The order in which benefits pay out based on your plan design; setup by WageWorks.

User Maintenance: Ability for Administrator to add or remove user access to the employer website.

Insurance Product Selection: Currently not in use.

Co-pay: Lists the co-pay amounts set up for your company; only used if you subscribe to debit cards.

Review Legal/Compliance: Legal and compliance requirements for a flexible spending account.

Select Marketing Plan: Assigned by WageWorks if you subscribe to debit cards.

Post Disbursement Funding Transactions: On-screen review of ACH Debit funding activity.

File Exchanger, Upload: Tool used to upload files to WageWorks.

File Exchanger, Viewer: Tool used to view files that were uploaded by WageWorks to you.



Generating Reports

Step-by-Step instructions how to generate standard reports

Year to Date Report: Displays year-to-date activity for one or all plans

Select Year to Date report from the Reports Tab

The report defaults to the current plan year however the previous and future plan years can be selected.

NOTE: Future Plan Year information is only available during open enrollment and after your enrollments are entered into our system.

Click on Next



Select the benefits to be included in this report



Select a Date Range

NOTE: For the most comprehensive results, select the “All Dates for Selected Groups” box to display data for all participants.



Select Sort Option

The report defaults to Dept/Employee Name

Other Sort Options: Dept/Employee Number, Employee Name, and Employee Number



Click on View Report to open the report as a PDF

Place your cursor over the View Report button to select either Word or Excel formats



Company Eligibility Report: Displays current participants and contribution amounts.

Select the benefit and plan to include in the report





Bank Reconciliation Report: Displays payment detail by date.

Select the date range you want included in the report



If you check the box for “Include Details?” the report will include the participant name information for the transactions. If you do not include details the report will show the transactions.



Standard Contribution Report: Displays what is expected to post with the next contribution cycle.

Select the benefit to be included in the report and the preferred sort option: Employee Name or Number


Place your cursor over the View Report to select either Word or Excel formats



Check Register Report: Provides a listing of the check and ACH activity for a specific date range.

Select the Date Range,

Select ACH, Check, or Both

Summary or Detail View



There are two different view types for this report; summary view and detail view. If you chose the detailed view the report will include participant information for the checks.



Enrollment Payroll Deduction Report: Available prior to the new plan year once enrollments have been processed. This report displays the annual election and per payroll amounts received for the new plan year enrollment.



Company Purchased Debit Card Report: Not used. Participants with Balance Due Report: Provides a listing of participants that have a Non-Qualified Expense and balance due.

Select number of days past due and click on view report





NQE (Non-Qualified Expense) Repaid Online Report: Displays the Non-Qualified Expenses that were repaid online by the participant for a specified date range.

Select the date range





Debit Card Settlement Report: Please note: This report is not compatible with the HSA Product. If you run the report you will see a “$0” transaction on a settlement date. Displays detail of the debit card activity for a specified date range.

Select the date range





Statement of Accounts Report: This report is not compatible with HSA Product. You will be able to locate the HSA participating employee on the list of participant names but if you try and pull the report it will state, “The report did not return any results”. Provides details specific to a participant account. Select Plan Year and Participant Note: Participants can be selected by using the Filter Options or selecting the employee from the list on the right-hand side of the page


Contribution Batch Report: Displays posted payroll contributions for a specified date range.

Select the date range based on contribution date and click on next



Select Batch by clicking on down arrow and click on Next

Select Sorting Options

Select Page Breaks if applicable



Click on View Report





HSA Contribution Batch Report: Displays posted HSA payroll contributions for a specified date range.

Please note: this report is only for clients that post HSA contributions directly through WageWorks. If you use GOC, Direct ACH, send a check and spreadsheet to HSA Bank and/or have your vendor post HSA contributions directly into the HSA Bank portal you will not see HSA contribution batches in this Batch Report.

Select the date range based on HSA contribution date and click on next

Select Batch by clicking on down arrow and click on Next

Select Sorting Options



Select Page Breaks if applicable



Please your cursor over the View Report to select either Word or Excel formats



Debit Card Listing Report: Provides comprehensive information of all cards ordered for a plan. There are two options for this report: Account Expiration Date and Card Order Date. If you chose Account Expiration date the report will show you a list of terminated and expired cards. If you chose Card Order Date the report will show you a list of all active cards ordered.

Select the report filter and click Next

Select a date range

Select Date Range for mail date



Select Additional Filter Options

Select whether or not to mask employee numbers



Post Disbursement Funding Report: Provides detail of disbursement funding. Note: Report should be used for employers that use ACH Debit Funding options.

Select which report to run

Select how you would like to filter the transactions

Date within the last XX days

Date Range

Invoice Number

All Transactions




Balances Report


Select how you would like to filter the transactions for the Invoice Detail

o Date within the last XX days

o Date Range

o Invoice Number

o All Transactions

Select how you would like to filter the transactions for the Invoice Employee Detail

o Date within the last XX days



o Date Range

o Invoice Number

o All Transactions



Click on View Report to view the Invoice Summary



Managing Your Debit Cards

Debit Card Info: Search for a participant by the last 4 digits of the debit card number, by SSN or by employee name.

Select Debit Card Info from the Manage Your Debit Card tab

Request Cards: To request a debit card for a participant enrolled in a plan that offers the debit card.

Select Request Cards from the Manage Your Debit Card tab

Select to either order debit cards for all employees or to select specific cards to order.

Note: WageWorks will automatically order cards for all participants in the plan(s). Therefore, you should not need to access this option. You can only request cards for new participants after the enrollment has been entered into the WageWorks system. There are additional fields available for a secondary debit card (the option to order any other additional cards will also be available to the participant through the participant website) Suspend Cards: You have the ability to suspend a participant debit card. Standard practice should be to suspend the debit card for any participant terminating employment immediately upon termination date. Entering a termination date or leave of absence date under the manage eligibility tab will suspend the card. Reactivate Cards: You can reactivate cards that you have previously suspended. If a card is suspended by WageWorks, then WageWorks will need to reactivate the card.



Managing Your Plan Benefits

Please contact us for any requests for changes to your company or plan level changes such as:

Address/Phone number

Bank Account

Insurance Summaries (debit card subscribers only)

Benefits Offered

Plan Year Dates

Grace Periods or 2-1/2 Month Extension

Plan Year Maximums (within IRS guidelines)

Changes to company contact and authorized requestor information.



Managing Your Eligibility

Step-by-Step instructions how to manage eligibility for your Plan

Due to HIPAA and other privacy regulations, eligibility and enrollment should not be sent via email. Use this tab on the website to make changes to eligibility or see file specs at http://www.takecarewageworks.com/lc/lc_df.html) to send eligibility via a secure file. You may also fax your eligibility changes to 877-220-3251. Note: For HSA accounts you can add the participant in the system online, however we will still need the HSA application form in order to open the bank account with HSA Bank. This is a very important step to complete. HSA Bank will not accept paper enrollment forms sent to them directly. An HSA can only be requested electronically through our internal system at WageWorks.

Customer Identification Program (CIP):

1. Due to the USA Patriot Act, all banks are required by federal regulation to implement Customer Identification Programs (CIPs) to prevent financing of terrorist operations and money laundering. HSA Bank’s CIP process takes the necessary steps to ensure the bank is able to verify customer’s identity. The following information is required and collected by HSA Bank for our Customer Identification Program (CIP):

First Name

Last Name

Residential Address

Date of Birth

Social Security Number

Home or Business Phone

2. This information is entered into WinFlexOne at the time of an HSA request. The information above is used to validate the HSA participant’s identity and will be sent to HSA Bank’s vendor to validate against their data system. The HSA participant passes the CIP process when certain combinations of the information above match. The following is a list of scenarios which may prevent an individual from passing the CIP Process:

Name matches OFAC registry listing.

SSN was issued prior to date of birth.

SSN registered as deceased.

Day, year or month of birth does not coincide with SSN.

SSN does not coincide with name and address.

State of Nevada does not provide SSN listings for credit/ID verifications.

3. During the enrollment process, HSA Bank may be required to collect additional forms of identification from an HSA participant. HSA Bank will reach out to an HSA participant up to three times by mail, email or phone when additional CIP information is needed to verify identity. Accounts will remain open and fully functional during the identify verification process. However, HSA Bank will close the account if the accountholder is unable to supply the proper forms of requested identification within 60 days of the account request. Any account balance remaining in the closed account will be mailed back to the participant at their address of record. If additional CIP information is requested, the HSA participant must submit two legible copies of valid forms of identification to HSA Bank. 4. Valid forms of ID include:

• US Military ID

http://www.takecarewageworks.com/lc/lc_df.html



• Alien Registration Receipt Card

• Employment Authorization Card Form I-766

• Permanent Resident Card

• Valid US Driver's License

• Valid US Probationary Driver's License

• Valid US Learner’s Permit

• Valid US State Non-Driver ID card

• Temporary Resident Card

• Green Card

• Non-Resident Alien Card

• Immigrant or Non-Immigrant Visa

• Credit Card or Complete Credit Card Statement

• Most Recent Property Tax Bill

• Valid US Passport

• Valid US Passport Card

• Social Security Card

• Social Security Letter

• ITIN Card

• ITIN Letter

5. Copies of identification forms can be faxed to HSA Bank at 1-877-851-7041 or by emailing them to [email protected]. Please indicate the HSA account holder’s name and their employer on all correspondence. All copies must be legible and must have the same name on each ID or they will not be accepted. Expired forms of ID will also not be accepted.



Add Employee: Add new employee to the Plan.

Select Add Employee from the Manage Eligibility Tab

Enter employee Social Security Number and click on Next



Fill in the fields, making sure to include all information and to complete the *Required Fields entries.

The date for the changes will always show today’s date. Please ensure that you back date if you are entering eligibility for a participant who should be eligible prior to today’s date.

Click on Next



Select a pay cycle for the participant and select a reason for change from the dropdown box. “New Employee” is the default

Continue with the enrollment process by entering the “Annual Election” amount. The “Current YTD Contributions” field may be left blank if no employer pay check deductions have previously taken place for this employee.

Select the insurance product, if any, that this employee is enrolled in.

Click on Next



You will receive confirmation of the new participant information.

Click on Submit to submit this employee’s information

Click on Add To List if more employees are to be added and submitted at the same time

You must select to submit enrollments either one at a time or in a group before the changes will be accepted and updated in our system.



If current year debit cards are available to order, you are given the option of ordering a debit card and second card for this participant.

Click on Next

After the information is submitted to us the Submitted flag should be displayed as Yes.



Change in Status Definition: Review valid change in status matrix

Select Change in Status Definition from the Manage Eligibility Tab

This can be printed for future reference.



Change Employee Info: Update employee demographic information

Select Change Employee Info from the Manage Eligibility Tab

Choose the employee from the list or by inputting their Social Security Number



Make the required changes and click on Next



You will receive a confirmation page. If the information is correct

Click on Submit



After the information is submitted to us, the Submitted flag should be displayed as Yes.



Update Elections/Pay Cycle: Add, delete or change an employee’s elections or pay cycle

Select Update Elections/Pay Cycle from the Manage Your Debit Card tab

Once you have completed the change request on the TakeCare website make sure to adjust the contribution on the HSA website as well, if you are making HSA contributions through the GOC portal at HSA Bank.

Choose the employee from the list or by inputting their Social Security Number



Enter the information requested in each of the fields:

Pay Cycle: Select the employee’s pay cycle from the drop down list.

Changes will be made to the Employee Record on this date: Input the date of the first paycheck that will be affected by this change. Whether that is a current, past or a future date.

Note: If the date is in the past, have payroll deductions already taken place for this employee? If so, those will be input under in the “Enter the YTD withholding from your Payroll System” field and will create an adjusting contribution to the employee’s account.

Reason for change: Select a change reason from the dropdown list.

Benefits: Make note of the arrow pointing at the different benefits. If no changes are necessary for the benefit selected, click the “Next” button to advance to the next benefit.

Terminate this benefit: Check this box to indicate that the employee will still be employed by the company, but has dropped coverage for the benefit selected.

1. Important Note Regarding Terminations: In addition to entering the terminations online for an HSA participant please send us an e-mail to notify us of the termination so that we can notify



HSA Bank. Please include your group’s tax id, name of the participant and termination date. The e-mail should be sent to [email protected]. Please Note: We only need notice regarding terminations for HSA participants and not for participants enrolled in a non-HSA plan. HSA Bank will not terminate an account that is linked through our system via notification from the employer group directly. In the case where an employer group notifies HSA Bank directly of a termination without also notifying us, HSA Bank will contact us to verify this termination is correct, and we will have to confirm it. The bank will only follow through with the termination process when the participant is included on a weekly HSA Bank termination file that we send to them. The HSA termination files are sent to HSA Bank each Friday morning. Upon receipt of the HSA termination file, HSA Bank will freeze the account in an “Inactive” status for one additional week (five business days). This will allow final debit card transactions that may have already been initiated to settle, as well as any account adjustments to be applied to the account. Five business days after a termination file is sent to HSA Bank, the HSA for the terminated participant(s) will be detached from the WageWorks linkage at the bank level. Once an HSA has terminated, any remaining balances from that account are transferred to an individual HSA direct with HSA Bank. The account number remains the same on the individual account. Welcome information, including a new debit card, is sent directly to the participant explaining the individual HSA functionality and fees associated with the individual account. This information is usually sent two weeks after the account was included on a termination file to HSA Bank, however, during peak season in late December and January this process can take longer due to high volumes. The HSA participant can transfer/rollover the individual HSA to another custodian or cash out their individual HSA through HSA Bank (with tax penalties) if they do not want to keep the individual account direct with HSA Bank. A fee applies in most cases when closing the individual HSA. Once the group coding for the HSA has been removed and the HSA has gone direct with HSA Bank the participant can directly contact HSA Bank at this point by dialing 1-800-357-6246 or [email protected]. For specific account related questions, HSA Bank asks that they call in lieu of sending an email.

The current Maximum Plan Election Amount and The current total YTD withholdings made as we reflect it: are automatically populated from our records.

Enter the Employee’s New Annual Election Amount: The new annual election should be the total expected for the entire plan year. For example: The employee had elected $2,000 at the beginning of the plan year. Due to the birth of a child, the employee would like to set aside an additional $500 for the remainder of the year. The annual election should be set to $2,500.

Enter the Employer Portion of the Above Amount. This will be not be added to the annual election. This is simply the portion of the total annual election that is employer flex credits (if any).

Enter the YTD Withholding from Your payroll system. If the YTD withholding from your payroll system differs from “The employee’s current YTD withholding made as we reflect it” field above, an adjusting contribution will be created, if needed, to balance our system to the employer’s payroll system.

Note: The adjusting contribution will be posted by WageWorks after the change has been accepted in our system.

Payroll withholdings left for the current plan year: This field will automatically calculate based on the entered above.

Enter the number of remaining payroll periods left in the plan year: This field will automatically calculate based on the entered above and can be adjusted as necessary. Both the calculated amount for the per payroll deduction and the employer portion are automatically populated based on the above entries.

Insurance Product: Select or remove the participant from the applicable insurance plans.

When finished, click on Next until the system has rotated through all the benefits and you are advanced to the summary screen.

mailto:[email protected]




A verification page will display listing all changes.

Click on Submit Confirmation

The display changed to Yes.

Terminate Employee: Terminate an active employee from the plan or a specific benefit

1. Important Note Regarding Terminations: In addition to entering the terminations online for an HSA participant please send us an e-mail to notify us of the termination so that we can notify HSA Bank. Please include your group’s tax id, name of the participant and termination date. The e-mail should be sent to [email protected]. Please Note: We only need notice regarding terminations for HSA participants and not for participants enrolled in a non-HSA plan. HSA Bank will not terminate an account that is linked through our system via notification from the employer group directly. In the case where an employer group notifies HSA Bank directly of a termination without also notifying us, HSA Bank will contact us to verify this termination is correct, and we will have to confirm it. The bank will only follow through with the termination process when the participant is included on a weekly HSA Bank termination file that we send to them. The HSA termination files are sent to HSA Bank each Friday morning. Upon receipt of the HSA termination file, HSA Bank will freeze the account in an “Inactive” status for one additional week (five business days). This will allow final debit card transactions that may have already been



initiated to settle, as well as any account adjustments to be applied to the account. Five business days after a termination file is sent to HSA Bank, the HSA for the terminated participant(s) will be detached from the WageWorks linkage at the bank level. Once an HSA has terminated, any remaining balances from that account are transferred to an individual HSA direct with HSA Bank. The account number remains the same on the individual account. Welcome information, including a new debit card, is sent directly to the participant explaining the individual HSA functionality and fees associated with the individual account. This information is usually sent two weeks after the account was included on a termination file to HSA Bank, however, during peak season in late December and January this process can take longer due to high volumes. The HSA participant can transfer/rollover the individual HSA to another custodian or cash out their individual HSA through HSA Bank (with tax penalties) if they do not want to keep the individual account direct with HSA Bank. A fee applies in most cases when closing the individual HSA. Once the group coding for the HSA has been removed and the HSA has gone direct with HSA Bank the participant can directly contact HSA Bank at this point by dialing 1-800-357-6246 or [email protected]. For specific account related questions, HSA Bank asks that they call in lieu of sending an email.

Select Terminate Employee from the Manage Eligibility tab

Important Note Regarding Terminations: In addition to entering the termination online please send us an e-mail to notify us of the termination so that we can notify HSA Bank. Please include your group’s tax id, name of the participant and termination date. The e-mail should be sent to [email protected]. Please reference page 47 for detailed instructions regarding HSA participant terminations.




Select an employee from the list or enter a Social Security Number



Complete the Effective Date, YTD payroll amount and the deduction from the employee’s last paycheck.

Note: The system will calculate the balance to add or subtract from the participant’s current balance for each benefit.

Clicking the “Next” button will advance the arrow to the next benefit.

Enter the applicable information for all the benefits

Click on Next until all benefits have been reconciled and the user is advanced to the verification page

Review all the information.

Click on Submit

Confirmation



The Submitted field has changed to Yes.



Update Invalid DOB:

Update Invalid Zip

The “Update Invalid DOB” and “Update Invalid Zip” menu items are used to quickly access employees with missing information. If the information is invalid or missing from our system, the participant will not be able to create a login for the Participant Website. Since the date of birth and zip code fields within our system are required fields, these options are rarely needed.



Contribution Options

There are multiple options available for submitting contributions to the HSA Plan. Please note that unlike an FSA and/or HRA plan, HSA contributions are not made through WinFlexOne. Considerations such as the frequency and the types of contributions that will be administered including employee pre-tax, employee after-tax or employer contributions may factor into the decision of which contribution method to choose.

Note: The IRS provides annual HSA contribution limits. If the employer decides to contribute to employees’ HSAs, be sure they communicate the yearly indexed limits to employees.

1. Group Online Contribution System (GOC)

Set-up time: Six business days Contributions available: On selected business day - Can be as soon as next business day if scheduled before 2 p.m., CST, or two business days if after 2 p.m., CST. The Group Online Contribution (GOC) System is by far the most popular method for HSA contributions. HSA Bank's GOC system features a fresh design, faster load times and easier-to-use navigation - it's a convenient way to contribute to employees’ HSAs. To access GOC and make contributions, the employer will log into the online Employer Administration Area. They will then pull the contribution amount from the external bank account and distribute it into employees HSAs. An HSA must be established in order for a contribution to be posted. Benefits of GOC include:

One-time or recurring contributions. The employer can even contribute by uploading a Microsoft Excel (CSV) file rather than manually entering each contribution amount.

Various contribution-frequency options (weekly, bi-weekly, monthly, etc.).

View pending and prior contributions.

Download current- or prior-year contribution reports, which include summaries of all contributions from any source.

Schedule contributions for future dated accounts.

Receive email confirmations.

To sign up for GOC, the employer will complete the Group Online Contribution Form, Company Main Administrator Form and ACH Agreement and submit it along with a voided check from the external business checking account to HSA Bank.

2. Electronic Contribution File with Wire/ACH

Set-up time: 10 business days

Contributions available: Same business day if received before 11 a.m., CST, next business day thereafter. This option enables the employer to wire or ACH funds from their account to a clearing account with HSA Bank. The bank will distribute the funds to the employees’ HSAs based on the information provided in an electronic Transaction File or HSA Bank-approved Excel Contribution Format. Each ACH or wire must be accompanied by an electronic transaction File.

There are two types of online clearing accounts:

Clearing account with online file submission: HSA Bank can hold in the client’s clearing account unprocessed contributions for up to 90 days, however, the online file submission method pre-validates the information supplied in the file and will not allow the client to upload contributions for a participant (based on SSN) that is not in the system. The system will error out the entire file and not accept it, meaning the records with errors would need to be removed to allow the remainder of the file to upload and process. The pre-validation only looks to see if HSA Bank has the supplied SSN on file; it does not



validate the account status, so it would accept contributions for closed accounts, which, obviously couldn’t be posted and would be held. This would only be if they were attempting to send for an account that has not yet been opened. Clearing account with FTP submission: The file transfer process has no pre-validation processing, and thus would be able to hold unprocessed contributions from the file up to 90 days, regardless of the reason the contribution could not be processed.

To begin using this option the employer must call HSA Bank Business Relations at

1-866-357-5232 or email [email protected].

Disbursements

Participants in an HSA have access to their account in the following ways:

1. Debit Card-The Take Care Visa Debit card features a single card that is integrated with access to all benefit accounts in the WinFlexOne platform, including the HSA. All employees who have an HSA will need to be issued a Take Care Visa debit card. The debit cards are ordered via WinFlexOne for all benefit accounts including the HSA. The debit card will not work at ATM’s. When the card settlements occur, the required funds are automatically transferred from the employee’s HSA to fund the card purchase without requiring an intermediary account to manage and balance. Debit card swipes that are entirely settled from an HSA are all auto-substantiated.

2. Online Transfer - Online Transfers between a separate account and an HSA can be completed via the iBanking portal at HSA Bank through MyFlexOnline.com. 3. Online Cash Withdrawal - Cash withdrawals from an HSA can be made by filling out the Cash Withdrawal form and returning it directly to HSA Bank. Keep in mind: there is an additional fee for cash withdrawals and cash withdrawals have tax implications. Participants should contact their tax advisor for details.

* Please note, unlike with an FSA and/or HRA, turning in a manual claim form with receipts is not an available disbursement option for participants enrolled in an HSA.

New Year Enrollment

Step-by-Step instructions how to enter New Year enrollment for your Plan

Due to HIPAA and other privacy regulations, eligibility and enrollment should not be sent via email. Use this tab on the website to make submit New Year enrollment or see our file specs at http://www.takecarewageworks.com/lc/lc_df.html) to send enrollment via a secure file. You may also fax your enrollment to 877-220-3251.

Note: For HSA accounts you can add the participant in the system online but we will still need the HSA application form in order to open the bank account with HSA Bank. This is a very important step to complete. Please reference page 35 for specific instructions regarding new HSA enrollments.

Start Enrollment: This page displays the dates for the new plan year, the open enrollment period, and general information about the enrollment process.

Note: This option will not be available (grayed out) until your new year enrollment begins for your flexible benefits plan.


http://www.takecarewageworks.com/lc/lc_df.html



Select Start Enrollment from the New Year Enrollment Tab

The New Year enrollment process begins with step-by-step instructions for you follow. After conducting enrollment meetings and collecting the signed enrollment forms, you will take that information and start the enrollment process on eFlexOnline. This consists of three steps:



1. Verify the existing company information 2. Input the new year enrollment from each enrollment form 3. Print a Payroll Deduction List and submit the enrollment

Caution: A. Enrollment must be submitted in order for us to view and download into our system.

B. Once enrollment is submitted, the option will no longer be available to you. Any changes will have to be submitted to us via e-mail or some other mutually agreed upon method.

Click on Start at the bottom of the page, or click on Company Info from the New Year Enrollment tab.

First, you are asked to review your benefits for the future plan year. You are also reminded of the current plan year benefits. At the bottom of the page is more information on setting maximums for each type of benefit under your flexible benefits plan.

Click on Next or Employee Info from the New Year Enrollment tab.

This begins the enrollment process. The listing shows employees with information already in our system. You may also add employees by entering the SSN and clicking Next.

You may click on the employee’s SSN, Employee # or Name to enroll the employee

Click one of the headings to resort the employee listing.



Add, delete or change the information shown on the employee demographics screen. Note that required fields are marked with an asterisk.

Click on Next to continue with the enrollment process



You may fill in the “Amount Per Pay Period” or the “Annual Election” amount. The system will calculate the blank field based on the employee’s designated pay cycle.

When finished with the elections, click on Next

A confirmation page will display. Click on Previous to return to previous pages for corrections or on Cancel to cancel all the information input.

Click on Next to accept the enrollment information.



If your plan offers the debit and the employee does not currently have a debit card, this page will ask you to select or decline a debit card for the employee. If the debit card option is selected, a second set of fields will display to order a secondary card for a spouse or dependent.

Click on Next



You are returned to the employee listing page

You will notice that the employee’s information has been updated with a “Completed” in the “Enrolled?” column.

At the top of the screen, you also receive information about the number of employees enrolled, employee savings and employer savings associated with the enrollments entered.

After entering all enrollment forms, print a Payroll Deduction List to verify the accuracy of annual elections and per paycheck deductions

From the main menu click ”Enrollment Payroll Deduction from the “Reports” tab. Hover over the “View Report” button and click on the desired format.



The last step in the New Year enrollment process is to submit the information to WageWorks and close enrollment.

Caution: 1. Enrollment must be submitted in order for WageWorks to view and download into our system.



2. Once enrollment is submitted, the option will no longer be available to the employer. Any changes will have to be submitted to WageWorks via fax.

From the “New Year Enrollment” tab click on Submit Enrollment

WageWorks is notified that you have completed your enrollment. This prompts us to download the enrollment information into our system for the new plan year.

Click on Submit. A warning appears. Click OK if the New Year enrollment is complete. You will then receive a confirmation that your enrollment has been submitted and closed. You should make a note of the date, time and confirmation number if questions arise concerning your enrollment.

Once enrollment is submitted, the “New Year Enrollment” tab is no longer available.

Note: You do not have to complete all your enrollments in the same session. If you have entered enrollment information and have not yet submitted to us, you will receive the message below each time you enter the website.



CONTACT INFORMATION

Employers

Hours of Operation: Weekdays, 8 a.m. – 7 p.m. Central Time

Phone: 888-342-3532

Fax: 877-220-3251

Website: takecareWageWorks.com 24 hours a day log in to your plan(s) through the “Employer Access” button

Participants

Hours of Operation: Weekdays, 7 a.m. – 7 p.m. Central Time

Phone: 800-950-0105

Website: takecareWageWorks.com 24 hours a day participants can log in to their account(s) through the “Express Login” button

Account Balance Information via Phone: 800-950-0105 24 hours a day

Claims Information

Claims Fax: 877-782-8889

Claims Mailing Address: Attention: Flex Claims Group P. O. Box 14054 Lexington, KY 40512

Debit Card

Report a lost/stolen debit card: 866-679-7649 – Weekdays, 8 a.m. – 7 p.m. Central time



Employer Website Guide For Health Savings Accounts€¦ · 4048TCWW-HSA-WEBSITE-ER-GUIDE (Feb 2016)...

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