Grou p In s u ra n c e Com m is s ion

FY20 20 GIC Fle xib le Sp e n d in g Ac c ou n t (FSA) Prog ra ms

Ma rc h 25-29 , 20 19

Ne w Plan Adm inis t ra t or

GIC conducted a procurement for services in the Fall of 2018

Procurement Strategic Priorities Enhanced member experience Improved communications/member education Increased member participation Sophisticated website and tools Meet the GIC’s current needs and adapt to the GIC’s future capabilities

2

GIC Commission approved the procurement team’s recommendation January 17, 2019 3 year contract with two one year options to renew

Transition Highlights Benefit Strategies ( BenStrat )

Effective July 1, 2019

Ta kin g o ve r FY20 19 g ra c e p e r io d a n d FY20 19 c la ims p ro c e s s in g

Im p r o vin g Bu s in e s s P r o c e s s fo r Co o r d in a t o r s

In t ro d u c in g e - fo rms fo r e n ro llme n t , s t a t u s c h a n g e s , p a yro ll e r ro r re fu n d re q u e s t s , e t c .

NEW

Ad min is t ra t ive Fe e → $2.0 0 p e r p a r t ic ip a n t / mo n t h

Contact Informat ion for Employees : Mo n → Th u r s : 8:0 0 a m – 6 :0 0 p m ET

Fr id a y: 8 :0 0 a m – 5:0 0 p m ET (Automated system available at all times)

Live Chat: benstrat.com/ gic - fsa

Text -To-Chat: 1-877-FlexGIC (1-877-353-9442)

Email: flexgic@benstrat.com

Toll Free: 1-877-FlexGIC (1-877-353-9442)

Language translation services available

Fax: 603 -232-8079

3

Sim plifie d Me m be r Expe rie nce One debit card and one login → for all programs.

Gr o u p In s u r a n c e Co m m is s io n ’s HCS A p r o g r a m • He a lt h Ca re Sa ving s Ac c oun t (HCSA) e n t ire e le c t ion a va ila b le Ju ly 1, 20 19 • De p e nd e n t Ca re As s is t a nc e Prog ra m (DCAP) a va ila b le a s d e p os it e d p e r

p a yro ll p e riod

Offic e o f t h e S t a t e Co m p t r o lle r , Co m m u t e r Ch o ic e * • Qua lifie d Pa rking a nd Tra ns it • Uns p e n t fund s a lre a d y on a c c oun t a va ila b le Ju ly 16 , 20 19 • Ju ly p a yro ll d e d uc t ions a va ila b le Ju ly 20 , 20 19

Wa t c h fo r e ma ils fro m fle xg ic @b e n s t ra t .c o m t o Co o rd in a t o rs a n d p a r t ic ip a n t s

NEW

4 * Ple a s e s e e b e ns t ra t .c om/c lie n t s / c o mmo nwe a lt h fo r Commut e r Choic e p rog ra m d e t a ils

It ’s All Online

Us e t h e lin k b e lo w a n d fo llo w in s t ru c t io n s fo r e n ro llme n t .

NEW

FS A En r o llm e n t Pa g e If the button doesn’t work, copy and paste this link into your browser: www.benstrat.com/gic - fs a

Portal for Re -Enrolling eForm for New Election

5

It ’s All Online

Be n e fit S t r a t e g ie s WEX S ys t e m • Current HCSA and/or DCAP participants re -enroll in WEX System • Coordinator portal access

e-Forms * • E-Enrollment (new participants / mid -year enrollments) • Status Change – Participants submit when there is a qualifying event • Change requests and enrollments emailed to coordinators

Payroll Error refund requests* • Within 60 days of the error • When possible by payroll reversal

NEW

* Full e- form capabilities coming July 1st 6

Ope n Enrollm e nt

No n e e d t o p r in t c o n firma t io n p a g e a n d s u b mit t o Be n e fit s o r Pa yro ll Co o rd in a t o r

Be n e fit St ra t e g ie s will s h a re e n ro llme n t in fo rma t io n e a c h Mo n d a y d u r in g Op e n En ro llme n t via s e c u re e ma il a lo n g wit h a fin a l c u mu la t ive re p o r t a t t h e e n d o f Op e n En ro llme n t

Co o rd in a t o r u s e s t h e s e re p o r t s t o re vie w a n d c o o rd in a t e c h a n g e s wit h Be n St ra t

NEW

Visit Be ns t ra t .c om/g ic - fs a t o e n ro ll

Co o rd in a t o r c o n firms t h a t e n ro lle e s ’ a re GIC b e n e fit e lig ib le .

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Ag e n c y p a yro ll d e p a r t me n t s mu s t e n t e r d e d u c t io n s in t o p a yro ll s ys t e m(n o c h a n g e )

He lp Em ploye e s Enroll Eligible Expense Samples:

Pre s c r ip t ion d ru g s

Us e o f g la s s e s o r c on t a c t s

Doc t o r vis it s

De n t a l vis it s

He a lt h in s u ra n c e c o -p a ym e n t s , c o -in s u ra n c e , a n d d e d u c t ib le s

Da y c a re , e ld e r c a re , b e fo re / a ft e r s c h oo l c a re , o r s u m m e r c a m p s

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The fo llowing s lid e s a re s a mp le s o f us e fu l re s ourc e s .

Dire c t e mp loye e s t o b e ns t ra t .c om/g ic -fs a fo r us e fu l t oo ls a nd re s ourc e s on t he FSA p rog ra m

He lp Em ploye e s Enroll Videos

If the buttons don’t work, copy and paste the URL’s

in t o your b rows e r.

Wh a t Is a Fle xib le S p e n d in g Ac c o u n t a n d Ho w Do e s It Wo r k? ( Co n d e n s e d Ve r s io n )

h t t p s :/ / yout u .b e /q _ -ZMPd _ ZI0

Pa r t ic ip a n t On lin e En r o llm e n t & Ac c o u n t De m o n s t r a t io n s

ht t p s :/ /www.b e ns t ra t .c om/ re s ourc e s -vid e os /

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Vid e os inc lud e c los e d c a p t ion ing

Hosted by Bill Stuart, recognized national expert in me d ic a l re imb urs e me nt

Ove r vie w o f FS A p r o g r a m p r o vid e d • Sa ving s fo r Emp loye e • How t o us e t he b e ne fit s t o t he fu lle s t

Co m in g S o o n :

Emp lo ye e s c a n re g is t e r in d ivid u a lly a n d / o r a g e n c ie s c a n h o s t g ro u p d a yt ime a n d e ve n in g s e s s io n s

Vis it Be n s t r a t .c o m / g ic - fs a t o r e g is t e r

Tu e s d a y 4 / 2/ 19 @ 10 :20 AM Tu e s d a y 4 / 9 / 19 @ 7:20 PM Sa t u rd a y 4 / 20 / 19 @ 1:20 PM We d n e s d a y 4 / 24 / 19 @ 7:20 PM

NEW

10

He lp Em ploye e s Enroll FSA 101 Webinars

He lp Em ploye e s Enroll Election Calculation Assistance Benefit Strategies provides materials to help you calculate your health care a nd d e p e nd e n t c a re re la t e d e xp e ns e s fo r t he ye a r. You’ll ne e d :

Exp la n a t io n o f Be n e fit s (EOBs ) fro m in s u re r (o r o n lin e p o r t a l vie w)

Pr in t o u t o f Rx c o p a ys fro m p h a rma c y

Ta x S a vin g s Ca lc u la t o r Exp e n s e Wo r ks h e e t

Wh a t yo u s p e n t in yo u r He a lt h Ca re FSA la s t ye a r

Da yc a re b ills ( in c lu d in g b e fo re / a ft e r s c h o o l c a re )

Co s t o f s u mme r d a y c a mp

Us e t h is in fo rma t ion wit h t he fo llowing t oo ls (c lic k t o vie w)

11

Payroll Coordina t or Packe t s

FY20 20 – p a p e rle s s e nro llme nt s ! • Curre n t FY20 19 Pa rt ic ip a n t s → mus t re -e n ro ll on line ; in s t ruc t ions e nc los e d . • Ne w FY20 20 → Enro llme n t via e -Form, s a mp le e nc los e d

• Ne w FSA Enro lle e s d u ring Op e n Enro llme n t • Mid -Ye a r Ne w Hire s o r Ne wly Elig ib le

FSA 10 1 We b ina rs d uring Op e n Enro llme nt

FY20 20 Pa rt ic ip a n t Ha nd b ook (Ele c t ron ic c op ie s a va ila b le on line fo r e mp loye e s )

Tod a y’s p re s e n t a t ion

NEW

12

NEW

Transition to Benefit Strategies

AS IFle x is t h e FY2 0 19 p la n c o n t a c t u n t il J u n e 30 , 2 0 19 • There will be an account settling period prior to the transfer of FY2019 account balances to Benefit Strategies • ASIFlex HCSA debit cards will be shut off June 17, 2019 • FY2019 HCSA/DCAP claims will not be processed June 17 -30, 2019

BenStrat will administer FY2019 & FY2020 plans

St a r t in g Mo n d a y, Ju ly 1, 20 19 : • Be nSt ra t a c c e p t s a nd b e g ins p roc e s s ing FY20 19 a nd FY20 20 HCSA a nd DCAP s e rvic e s /p u rc ha s e s t ha t ha ve n’t b e e n s ub mit t e d fo r

re imb urs e me n t • Ne w Be nSt ra t De b it Ca rd will ha ve FY20 19 & FY20 20 HCSA Fund s • Me mb e rs c a n vie w t he ir a c c oun t in fo rma t ion us ing Be nSt ra t ’s mob ile a p p a nd me mb e r p o rt a l

NEW

13

GIC FY20 20 Plan Open Enrollment: April 3 – Ma y 1, 20 19

Pla n Ye a r : Ju ly 1, 20 19 – Ju n e 30 , 20 20

2 ½ Mo n t h Gr a c e Pe r io d : Se p t e mb e r 15 , 20 20

Cla im s Filin g De a d lin e : Oc t o b e r 15 , 20 20

HCSA $250 -$2,70 0

DCAP u p t o $5 ,0 0 0 p e r p la n ye a r*

*Ma ximums : $9 6 .15 We e kly ; $19 2.30 b iwe e kly

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Plan Ye ars FY2 0 19 ( AS IFle x) FY2 0 2 0 ( Be n S t r a t )

Number of Months 12 mon t hs 12 mon t hs

Pla n Ye a r Da t e s 7/1/20 18 – 6 /30 /20 19 7/1/20 19 – 6 /30 /20 20

HCSA Ma ximum $2,6 50 $2,70 0

HCSA Min imum $250 $250

DCAP Ma ximum $5,0 0 0 a nnua lly p e r hous e hold $5,0 0 0 a nnua lly p e r hous e hold

Be n S t r a t P la n Ad m in is t r a t io n J u ly 1, 2 0 19 J u ly 1, 2 0 19

Gra c e Pe riod 2.5 mon t hs 9 /15/20 19 9 /15/20 20

De a d line t o File Cla ims 10 /15/20 19 10 /15/20 20

Bi-we e kly De d uc t ions St a rt * 6 /24 /20 18 6 /23/20 19

Bi-we e kly De d uc t ions End * 0 6 /22/20 19 6 /20 /20 20

Numb e r o f Pa y Pe riod s BI-WEEKLY FSA 26

13 in CY18 a nd 13 in CY19 FSA 26

13 in CY19 a nd 13 in CY20

Numb e r o f Pa y Pe riod s WEEKLY FSA 52

26 in CY18 a nd 26 in CY19 FSA 52

26 in CY19 a nd 26 in CY20

NEW

*Ma y va ry if n o t o n HRCMS 15

Ne w Hire Be ne fit Effe c t ive Dat e s

Emp lo ye e c o mp le t e s e le c t io n / e n ro llme n t e - fo rm wit h in 10 c a le n d a r d a ys o f h ire d a t e .

A lin k fo r t h e e - fo rm will b e in c o rp o ra t e d in Ma s s Ca re e rs o n b o a rd in g p ro c e s s

6 0 -d a y wa it in g p e r io d fo r HCSA b e n e fit ; re fe r t o p a yro ll c a le n d a r o n n e xt p a g e fo r e ffe c t ive d a t e s o f n e w h ire s • See GIC’s enrollment calendar (next slide)

No waiting period for DCAP benefit; effective immediately from hire date • Example: Susan Smith hired on 6/15/2019 would have an HCSA effective date of 9/1/2019 and a DCAP effective date of 6/15/2019.

16

Enrollm e nt Ca le ndar

Date of Employment is From HCSA Coverage Begin On

Apr 3 – May 2 1 – Jul

May 3 – Jun 2 1 – Aug

Jun 3 – Jul 3 1 – Sep

Jul 4 – Aug 2 1 – Oct

Aug 3 – Sep 2 1 – Nov

Sep 3 – Oct 2 1 – Dec

Oct 3 – Nov 2 1 – Jan

Nov 3 – Dec 3 1 – Feb

Dec 4 – Jan 1 1 – Mar

Jan 2 – Feb 1 1 – Apr

Feb 2 – Mar 2 1 – May

Mar 3 – Apr 2 1 – Jun 17

Mid-Plan Ye ar Ele c t ion Change s Can change election during plan year only with qualified status change. A d e a c t iva t e d HCSA c a rd is NOT a q ua lifying s t a t us c ha ng e .

6 0 c a le n d a r d a ys t o ma ke c h a n g e s , s a me a s o t h e r GIC Be n e fit s

Ad d it io n a l q u a lifyin g e ve n t s fo r DCAP

Le a ve o f Ab s e n c e – Us e t h e St a t u s Ch a n g e fo rm

Emp lo ye e b e g in s t h e p ro c e s s wit h e - fo rm • e -Form will b e rou t e d t o a g e nc y c oord ina t o r fo r ve rific a t ion / a p p rova l • Se e p a rt ic ip a n t ha nd b ook fo r a d d it iona l in fo rma t ion

Re fe r t o h a n d b o o k fo r mo re d e t a il o n a c c e p t a b le q u a lifyin g e ve n t s

18

Qualifying Change in Status

Ch a n g e in le g a l ma r it a l s t a t u s

Enroll in either plan, change contribution or terminate election during the Plan Year if you have :

Change in number of dependents

Change in employee’s or spouse’s employment status

Change in work schedule which changes eligibility for the program

Dependent satisfies or ceases to satisfy eligibility requirements

Judgment, decree or order pertaining to child or spouse

Employees must notify Benefit Strategies within 60 calendar days of the change 19

How Grace Period Claims Are Processed

If a participant has an available prior plan year account

balance and is also participating in the current year plan:

Exp e n s e s a re p a id fro m t h e p r io r p la n ye a r fir s t fo r d e b it c a rd o r ma n u a l c la im s u b mis s io n (c la im will a u t o s p lit b e t we e n p la n ye a r if a mo u n t is h ig h e r t h a n p r io r ye a r a va ila b le b a la n c e )

Ba s e d o n wh a t d e b it c a rd / c la im t ra n s a c t io n is re c o rd e d fir s t (n o t wh a t t h e e a r lie s t Da t e o f Se rvic e is )

Not a p p lic a b le t o p a rt ic ip a n t s wit h a $0 p rio r p la n ye a r a c c ount b a la nc e o r if p a rt ic ip a n t d id no t ha ve a p rio r p la n ye a r a c c ount

20

Remaining Balances from FY2019

Beginning July 1, 2019 , if employees have remaining FY2019 FSA balance:

Su b mit c la ims b e g in n in g Ju ly 1 ( re g a rd le s s o f d a t e o f s e rvic e o r p u rc h a s e ) t o Be n St ra t u s in g t h e Be n St ra t c la im fo rm

Emp lo ye e s wh o re -e n ro ll in b e n e fit s fo r FY20 20 c a n u s e n e w Be n St ra t d e b it c a rd fo r b o t h p la n ye a rs

FY20 19 b a la n c e s will b e s p e n t d o wn b e fo re FY20 20 e le c t io n fu n d s a re u s e d

If a n e mp lo ye e is n o t re -e n ro llin g t h e y will o n ly re c e ive a c a rd if t h e ir FY20 19 b a la n c e is g re a t e r t h a n $10

21

HCSA De bit Card

Fre e s e t o f 2 c a rd s t o a ll e n ro lle d p a r t ic ip a n t s - d o n o t d e s t ro y g o o d fo r t h re e ye a rs ($5 .0 0 p e r a d d it io n a l s e t o f c a rd s )

Us e fo r c o -p a ys , d e d u c t ib le s , c o - in s u ra n c e a n d o t h e r it e ms n o t c o ve re d b y in s u ra n c e a n d o ve r- t h e -c o u n t e r me d ic a t io n s

Fu n d s a re d e d u c t e d imme d ia t e ly fro m yo u r HCSA a n d u p d a t e s yo u r a c c o u n t b a la n c e a n d t ra n s a c t io n h is t o ry

Easy access to HCSA account funds

No n e e d t o file c la ims – re t a in a ll re c e ip t s ( IRS ma n d a t e )

Us e fo r GIC’s HCSA & Co mmu t e r Ch o ic e * Tra n s it & Pa rkin g

Th e c a rd s a re in t h e e mp lo ye e ’s n a me , b u t a d e p e n d e n t c a n s ig n t h e b a c k o f t h e s e c o n d c a rd

22 * Ple a s e s e e b e ns t ra t .c om/c lie n t s / c o mmo nwe a lt h fo r Commut e r Choic e p rog ra m d e t a ils

Subs t ant ia t ion Re que s t s

Aft e r yo u s wip e yo u r c a rd

if it d o e s n o t a u t o -

s u b s t a n t ia t e a fir s t re c e ip t

re min d e r will g e n e ra t e

A s e c o n d re c e ip t re min d e r

will g e n e ra t e if yo u h a ve n ’t

p ro vid e d p ro p e r

d o c u me n t a t io n .

An o ve rd u e n o t ic e will

g e n e ra t e a n d yo u r c a rd will

b e s h u t o ff if yo u h a ve n ’t

p ro vid e d p ro p e r

d o c u me n t a t io n .

If yo u h a ve n o t s u b mit t e d

p ro p e r d o c u me n t a t io n t h e

c la im will b e d e n ie d a n d a

d e n ia l n o t ic e re q u e s t in g

re p a yme n t will b e s e n t

At any point in the process if the documentation you submitted is not sufficient (i.e. credit card re c e ip t ) you will b e s e n t a Re q ue s t fo r More In fo rma t ion

Alt houg h IRS re g u la t ions a llow c e rt a in e xp e ns e s t o b e a u t o a p p rove d , you ma y b e a s ke d t o p rovid e d oc ume nt a t ion t h roug h t h is p roc e s s a nd you will b e c on t a c t e d mult ip le t ime s b e fore your c a rd is p u t on a t e mp ora ry fre e z e

S t e p 1

23

S t e p 2 S t e p 3 S t e p 4

Day 2 Day 16 Day 36 Day 55

NEW CHANGE

Form s of Subs t an t ia t ion

ACCEPTABLE

A detailed receipt that s h o ws a ll o f t he s e :

• Da t e t he e xp e ns e wa s inc u rre d

• Na me o f p rovid e r a nd a d d re s s

• De s c rip t ion o f e xp e ns e s e rvic e / s up p ly

• Amount o f t he e xp e ns e

• Pa t ie n t ’s na me

UNACCEPTABLE

• Ca nc e lle d c he c ks

• Cre d it c a rd re c e ip t s o r s t a t e me n t s

• A “b a la nc e fo rwa rd ” s t a t e me n t

It ’s e a s y t o s ub mit s ub s t a n t ia t ion fo r a c la im rig h t t h roug h our Mo b ile Ap p , On lin e Po r t a l, Fa x, o r Se c u re Em a il!

Offline Agencies Payroll file transmission, funding requirements, and instructions for

setting up secure portal for communication

Yo u h a ve t o s e n d a p a yro ll re p o r t t o BSL e a c h p a y p e r io d a lo n g wit h t h e fu n d s .

Yo u will re c e ive a d is c re p a n c y re p o r t t h a t yo u mu s t wo rk t o re s o lve .

25

Be n St ra t will b e in t o u c h o n me t h o d s e t u p a ft e r o p e n e n ro llme n t is c o mp le t e

Final FY20 20 Re concilia t ion Be fore May 10 - All Age ncie s

Fin a l e n ro llme n t ro s t e r will b e s e n t b y Be n St ra t t o Pa yro ll Co o rd in a t o rs o n Ma y 3, 20 19

If yo u h a ve s o me o n e o n yo u r re p o r t t h a t is n o t e lig ib le o r n o t p a r t o f yo u r a g e n c ie s s t a ff, n o t ify Be n St ra t ASAP:

d a t a s e rvic e s @b e n s t ra t .c om

Yo u will re c e ive re p o r t o f e mp lo ye e s wh o d id n ’t re -e n ro ll fo r 20 20 – c o n firm FSA d e d u c t io n s s t o p p e d

26

Yo u will re c e ive a re p o r t e a c h Mo n d a y d u r in g OE o f p e o p le wh o e n ro lle d

Co o rd in a t o r c o n firms t h a t e n ro lle e s ’ a re GIC b e n e fit e lig ib le .

Re funds Eform s Avo id r e fu n d r e q u e s t s : enter the correct deduction code(s), deduction amount(s) and end date deduction(s).

To request a payroll refund:

Co mp le t e d t h e o n lin e e fo rm within 60 calendar days

Coord ina t o rs will ne e d t o p rovid e t he fo llowing In forma t ion : • Emp loye e Na me : • Emp loye e ID: • If HRCMS, Inc lud e Re c ord # : • Da t e s o f Pa yro ll e rro rs : • De d uc t ion c od e (s ) a nd a mount (s ) o f re fund ; e .g . DCAP $50 , HCSAF $2.0 0 : • Re a s on fo r re fund ; e .g . t e rmina t e d s t a t e s e rvic e , d e d uc t ion t a ke n in e rro r: • FSA Pla n ye a r; e .g . FY20 19 , FY20 20 :

Re fund s fo r a c t ive e mp loye e s , p a id t h roug h HRCMS/UMa s s , will b e p roc e s s e d a s a p a yro ll re ve rs a l in c oord ina t ion wit h OSC a nd UMa s s If ne c e s s a ry, re fund c he c ks will b e ma d e p a ya b le t o t he Commonwe a lt h o f Ma s s a c hus e t t s . The a g e nc y will b e re s p ons ib le fo r re fund ing t he e mp loye e .

Th e GIC mu s t a p p ro ve t h e re fu n d re q u e s t a n d will wo rk wit h Be n St ra t t o re s e a rc h .

NEW

Payroll Error Re funds

Re fu n d s a re ma d e wit h p o s t t a x fu n d s a n d c a n c re a t e t a x p ro b le ms fo r t h e me mb e r a n d t h e Co mmo n we a lt h

Re fu n d s ma y o n ly b e ma d e wit h in 6 0 c a le n d a r d a ys o f t h e mis t a ke n d e d u c t io n (GIC p o lic y s in c e 7/ 1/ 16 )

Aft e r 6 0 d a ys , it is u p t o t h e e mp lo ye r / a g e n c y t o re p a y t h e e mp lo ye e – n o re fu n d s will b e ma d e fro m t h e FSA a c c o u n t

Time ly re c o n c ilia t io n s will a vo id p ro b le ms

28

20 20 Payroll Audit Proce s s – All Age ncie s

Any participant not on each payroll file will immediately have their HCSA d e b it c a rd a nd a c c ount p la c e d on ho ld un t il t he is s ue is re s o lve d

Wh e n is s u e h a s b e e n re s o lve d , He a lt h Ca re Sp e n d in g Ac c o u n t (HCSA) d e b it c a rd will b e re a c t iva t e d a n d t h e re wo n ’t b e a g a p in c o ve ra g e

29

Jasmine Shamer Ma il: js h a m e r @b e n s t r a t .c o m Ph o n e : 1 ( 8 8 8 ) 4 0 1.3539 x1159

30

BenStrat Account Executive

Ha ve Qu e s t ion s ? We ’ve g o t yo u c o ve re d .

Cont act Inform at ion for Em ploye e s : Mo n → Th u r s : 8:00am – 6 :0 0 p m ET

Fr id a y: 8 :0 0 a m – 5:0 0 p m ET (Automated system available at all times)

Live Chat: benstrat.com/ gic - fsa

Text -To-Chat: 1-877-FlexGIC (1-877-353-9442)

Email: flexgic@benstrat.com

Toll Free: 1-877-FlexGIC (1-877-353-9442)

Language translation services available

Fax: 603 -232-8079