Peoples Bank Benefit Manager. Employer User Guide. Member FDIC

Transcription

1 Peoples Bank Benefit Manager Employer User Guide Member FDIC

2 Contents Welcome... 3 Login to the Employer Portal... 4 First-time Use... 4 Login... 4 Forgot Your Password?... 4 Site Navigation... 5 Add & Enroll Employees... 6 Add Employees... 6 Add Employees Online Entry Method... 7 Employee Status... 8 Enroll Employees... 9 Enroll Employees Online Entry Method Plan Enrollment Status Make Contributions Contribution Timing Make One-time Contributions Online Entry Method Make Recurring Contributions Online Entry Method Weekly Frequency Options Monthly Frequency Options Maintenance Demographic Maintenance Employee Status Maintenance Update HDHP Coverage Level for HSA Maintain a One-Time or Recurring Contribution Delete a one-time or recurring contribution Update One-time or Recurring Calendar or Scheduled Start Date Update One-time or Recurring Contribution Amounts File Imports Add Employees File Import Method Demographics File Data Elements Enroll Employees File Import Method Enrollment File Data Elements Make One-Time Contributions File Import Method One-Time Contribution File Data Elements Make Recurring Contributions File Import Method Correct File Import Errors HSA Funding Collection Notification Peoples Bank Benefit Manager 9/2016

3 Welcome Welcome to the Peoples Bank Health Savings Account Solution. Peoples Bank Benefit Manager is convenient and easy to use with tools to support your HSA Solution. Employees enrolled in a qualified High Deductible Health Plan (HDHP) are eligible to enroll and contribute tax-free to a health savings account (HSA). Participants can use funds in an HSA to pay for qualified medical expenses today or save for future qualified medical expenses. HSAs have several important advantages and differences, compared to other account types: Triple tax savings Money can be invested in mutual funds (Not FDIC Insured) Substantiation of transactions is the responsibility of the account holder, not the employer/administrator Funds are portable they stay with the participant Owned by the employee, not by the employer With Peoples Bank Benefit Manager, you can: Access documents and resources Retrieve valuable account reports and notifications View, add and manage employee HSA participants Manage and maintain contributions Employer Support is available by contacting Peoples Bank Business Services at (844) or hsa.admin@peoplesbank-wa.com. Employee Support is available by contacting the Peoples Bank Customer Contact Center at (844) or customer.support@peoplesbank-wa.com. Peoples Bank Benefit Manager 3

4 First-time Use Login to the Employer Portal You will receive an from Peoples Bank containing login credentials for the Peoples Bank Benefit Manager employer portal. Login 1. Visit our homepage at 2. Click the link to login to the Benefit Manager Employer Portal in the Login to Online Banking section Bookmark this page or add it to your favorites for access later! 3. Enter your username and password provided in your welcome 4. Click Login to access the Peoples Bank Benefit Manager employer portal Forgot Your Password? The first time you logged in to the employer portal, you established a security question and answer. This gives you the ability to reset your password if you forget it. Click the I forgot my password link on the login page to the employer portal login screen and follow the simple steps to re-establish access. Peoples Bank Benefit Manager 4

5 Site Navigation 2 Tracy Tester Welcome Panel Displays your last login date and important news and updates. Quick access to recently created reports and links to the import queue and to create or maintain contribution calendars. Top Navigation Bar Access and run reports, employee profiles and plan enrollments, view plan information, access forms and other valuable tools to conduct, monitor, track and manage HSA activity. Footer Shortcut Links Alternate navigation links access the same functions that are available in the top navigation bar. Quick Access Links to quickly access Recently Viewed Reports and Recently Viewed Employee Records. Peoples Bank Benefit Manager 5

6 Add & Enroll Employees Employees who have elected to participate in the HSA benefit plan will need to be entered into Benefit Manager so you can manage employer contributions and payroll deductions. Entering employees into the employer portal is a two-step process; Add the employee and then Enroll the employee into a plan. There are two methods an employer user can use to add and enroll employees in the system; online entry or file import. Instructions here are for adding and enrolling a single employee, using the online entry method. Refer to the File Import section of this guide for information on using an Excel spreadsheet to import employees, complete enrollments and make contributions. Add Employees The first part of the process is to enter demographics and employment information for each participating employee. The following Demographic Information is required: Employee First & Last Name Primary Phone Number Birth Date Mailing Address SSN Address The following Employment Information is required: Employer Employee ID this is the employer s id number for each employee. *This is the Default Username for the employee to access the Benefit Manager Employee Portal.* Hire Date Hours Worked Per Week The following Login Information can be shared with your employees for first time access to the online Employee Portal. Username: Employer Employee ID (can be changed after successful login to the Employee Portal online or through the mobile app). Password: First Initial of their first name + full last name + last four digits of their SSN (required to change password on first login) After demographics and employment information has been entered for employees, their employment status will be displayed on the Employee Search panel. Employees can login to the portal after demographics have been entered, however they will not be presented with account Terms & Conditions to accept until they have been enrolled in a plan. Peoples Bank Benefit Manager 6

7 Add Employees Online Entry Method 1. Go to Employees > Add Employee 2. Enter Personal Information for the employee (*) indicates required entry 3. Enter Employment Information for the employee (*) indicates required entry 4. At the bottom of the page, click Add Employee Refer to the Demographics Data File Import section of this guide for details on each of the fields on the employee profile page. This is your employee s default username for online and mobile app access! You may choose to communicate login credentials to your employees however, once an employee has been enrolled into a plan (Part Two), an enrollment will be generated that provides login information to your employee. Peoples Bank Benefit Manager 7

8 Employee Status The Employee Status reflects the employment status of the individual in your organization. The employee status will be either active or inactive. Listed below are specific employment statuses that can be used to further categorize your employee s status in the organization. Employee Status Current Employment Status Debit Card Status Employee Portal Access Scheduled Contributions Available Status Changes Active Active Active Yes Active Terminated Leave of Absence Retired (LOA) Laid Off Cobra Active COBRA Active Yes Cancelled Active Terminated Retired Laid Off Inactive Terminated Active Yes Cancelled Active Retired COBRA Laid Off Closed Closed Closed Closed No Cancelled - None - See the employee status for an employee by clicking Employees on the top navigation bar and/or by reviewing the HSA Account Details Report. Refer to the Maintenance section of this document for detailed maintenance instructions. Peoples Bank Benefit Manager 8

9 Enroll Employees The second part of the process is to enroll participating employees into the HSA plan. In accordance with the US Patriot Act, the Bank Secrecy Act and Anti-Money Laundering regulations, all employees enrolled in an HSA plan must meet Customer Information Program (CIP) requirements in order for their account to be established. When enrollment is submitted, all employee demographic information that was entered into Benefit Manager is submitted to an Identity Verification and OFAC screening process. We may contact your company s designated primary contact or your participating employee to request validation or additional information as part of the CIP process. Examples of information that may be requested include a copy of the employee s current driver s license or other state issued ID, a copy of a utility bill, or a copy of their Passport. The following information is required for each employee s plan enrollment: Effective Date: Select the date the plan enrollment is effective Contribution Level: Select a contribution level recommend selecting the option for your employee that most closely matches their Coverage Level (this is a required field but does not impact/apply to HSA plan enrollment) Coverage Level: Select Individual or Family (this setting is what is used to apply annual contribution limits in the system) Once employees are enrolled into a plan, their plan enrollment status will be displayed as pending on the Employee Search panel. When a plan is in the pending status, contributions and distributions cannot be made to/from the HSA plan. The plan enrollment status will remain in pending until the following conditions have been met: All CIP requirements have been met Employees have logged into the Benefit Manager Employee Portal to electronically accept the Terms & Conditions Once these conditions have been met, the employee s plan enrollment status will be updated to active. Once a plan is in an active status, contributions and distributions can be made to/from the employee s HSA plan. See the Make Contributions section of this guide for more information. Two (2) Peoples Bank Visa Benefits Cards are issued to all employees via United States Postal Service (USPS) plan enrollment. Therefore, employees may receive their cards even if they have not met CIP requirements and/or before they have access to funds. Peoples Bank Benefit Manager 9

10 Enroll Employees Online Entry Method 1. Click the Employees tab 2. Search for the specific employee Note: If multiple results are returned, narrow search or select employee you are searching for from the list of employees in the results grid 3. Click Enrollments 4. Click Add Enrollment 5. Click the Enroll button 6. Effective Date: Select the date the plan enrollment is effective 7. Contribution Level: Select a contribution level Note: this is required but does not impact/apply to HSA plans) 8. Coverage Level: Select Individual or Family Note: this setting is what is used to apply annual contribution limits to keep plans from having excess contributions 9. Click Add Enrollment(s) Peoples Bank Benefit Manager 10

11 Plan Enrollment Status The Enrollment Status reflects the status of an employee s enrollment into an available plan. Enrollment Status Debit Card Status Scheduled Contributions Employee Portal Access Transactions Allowed in Employee Portal Active Active Active Yes Yes Pending Active Held Until Active Yes No Blank (employee has not been enrolled in a plan) Closed Not Available Yes No Closed/Inactive Closed Not Available No No As soon as plan enrollment has been completed, it will be in a pending status for overnight processing and will remain in pending until: all Customer Information Program (CIP) requirements have been met the employee has accepted the terms and conditions of the HSA Note: Account Terms and Conditions cannot be accepted by logging in to the app on a mobile device Contributions and distributions cannot be funded when plan enrollment is in the pending status. Once the enrollment status is active, all held contributions previously made to the employee s plan will process. The total of the held contribution(s) will post to the employee s HSA and the funds will be debited from the employer s funding account on the 2 nd business day after the plan enrollment status has been updated to active. Review the HSA Funding Collection Notification to verify the Funds on Hold and the Funds to Be Collected. Peoples Bank Benefit Manager 11

12 Make Contributions Employees can make contributions themselves through the employee portal by linking their external bank account(s) and initiating account-to-account transfers. Employee initiated contributions made through the Benefit Manager Employee Portal are considered Current Year, Post-Tax Contributions. Employers can facilitate contribution to an employee's HSA through the Benefit Manager Employer Portal. Typically, employer-facilitated contributions have two components: Employer Contributions and Payroll Deductions. Employer Contributions are made to the HSA when an employer elects to deposit funds into their employee's HSA as a way to pass on the savings of HDHPs over other, traditional health care plans. Payroll Deductions are additional funds that an employee can elect to contribute to their HSA. These contributions are typically made pre-tax and are excluded from the employee s gross income. In Benefit Manager, all Payroll Deductions are considered Pre-Tax Contributions for tax year reporting purposes and should be excluded from the employee's gross income. When electing to contribute funds on behalf of employees, employers are able to process those contributions on a one-time basis or a recurring basis by using the contribution calendar. All contributions, one-time or recurring, that are scheduled to occur on a weekend or a bank holiday will be processed on the next business day. Funds will be deposited to the employee s HSA Cash Account and withdrawn from the employer s funding account two (2) business days after the occurrence start date or the recurring date as specified. There are two methods an employer user can use to make contributions; online entry or file import. Instructions here are for completing online entry to make contributions. Refer to the File Import section of this guide for information on using an Excel spreadsheet to import contribution amounts for recurring or one-time contributions. Online entry of employee payroll deduction and employer contribution amounts is only available through the contribution calendar. Peoples Bank Benefit Manager 12

13 Contribution Timing All contributions established through the Benefit Manager employer portal require two (2) days of processing before the funds are made available in an employee s HSA Cash Account. Today (Day 0): New contributions and/or changes to contribution amount(s) can be made until 10:00 pm Pacific Time, Monday Friday (excluding holidays). For Recurring contributions, this is the Start On Date or the Next Posting Date. For One-Time file imports, this is the Contribution Date on the contribution template. Day 1: The day that the ACH file is transmitted to your bank. Contributions are displayed as pending in your employee s HSA Cash Account. The Employer Funding Contributions Report is generated and available for you in the Employer Portal. Day 2: The day that the funds are available to your employees and the day that the funds are withdrawn from the contribution funding account. Peoples Bank Benefit Manager 13

14 Make One-Time Contributions Online Entry Method One-time contributions can be made for specific employees or all employees using the built in contribution calendar. 1. Go to Imports > Set Up Contributions 2. Click the Set Up New Schedule link 3. Select the radio button for One-Time 4. Select Open Ended HSA from the dropdown 5. Effective Date: Select a date that is two days before the date you expect funds to be available in the employee s HSA. 6. In the Contributions section, select the radio button to Enter Manually 7. Click the Enter Contributions button 8. Enter Payroll Deduction and/or Employer Contribution amounts for applicable employees 9. Click Save Click the Calculate Totals link to calculate the total of each column of contributions 10. If there were any fields left blank, a Missing Amounts warning box will pop up Click Continue to accept the entries Click Cancel to return the online entry screen (see step 8) Peoples Bank Benefit Manager 14

15 Make Recurring Contributions Online Entry Method Recurring contributions can be made for specific employees or all employees. When establishing a recurring contribution schedule complete Steps 1 and 2 and select the Recurring radio button in Step 3. Use the information below to establish a recurring contribution frequency to meet your contribution funding expectations. Weekly Frequency Options Monthly Frequency Options Multiple recurring contributions can be established for a single employee or multiple employees. Peoples Bank Benefit Manager 15

16 Maintenance Demographic Maintenance Maintaining employee demographic information through the Employer Portal ensures important communications about the employee s HSA can be delivered successfully per the preferred delivery preference of each employee. Employees can also maintain their demographic information through the Employee Portal. 1. Click the Employees tab 2. Search for the specific employee 3. Click View 4. Click Update Profile 5. Update the applicable Personal and Employment Information Some changes made on the employee s profile will impact other system events and/or employee access to the online portal. Changes to the employee s Social Security Number will initiate an Identity Verification (IDV) check to verify the employee s demographic information. If the IDV check fails, contributions and distributions will be put on hold until the Identify Verification issue has been resolved. Updates to the Employer Employee ID will change the employee s default username for online/ mobile app access for their initial signon only. 6. Click the Update Employee button at the bottom of the page to save changes Peoples Bank Benefit Manager 16

17 Employee Status Maintenance Maintaining the employee status is important to ensure plan participation and transactional capabilities are limited through both the employer and the employee portals. This is especially true when employees leave your organization, whether voluntarily or involuntarily. The current status of your employee determines what new statuses are available. For example, if an employee is currently in an active status they can be put into any other status except closed. 1. Click the Employees tab 2. Search for the specific employee 3. Click View 4. Click the Status link 5. Click Add New Status a. Select the new status b. Status Effective As Of: Enter the first day the new status takes effect. For example, if an employee s last day is 10/1, the effective date of the termination would be 10/2. c. Last Employer Contribution Date: Select the final employer contribution date (for terminations) d. Click Add Status Peoples Bank Benefit Manager 17

18 Update HDHP Coverage Level for HSA 1. Click the Employees tab 2. Search for the specific employee 3. Click View 4. Click the Enrollments tab 5. Click the Update HDHP Coverage Level for HSA link 6. In the Update HDHP Coverage Level for HSA pop up window: a. Select the new HDHP Coverage Level b. Select Tax Year the change in coverage is for c. Click Continue to save changes Peoples Bank Benefit Manager 18

19 Maintain a One-Time or Recurring Contribution Delete a One-Time or Recurring Contribution 1. Go to Imports > Set Up Contributions 2. Click Delete next to the applicable contribution calendar 3. Click OK to confirm Peoples Bank Benefit Manager 19

20 Update One-Time or Recurring Calendar or Scheduled Start Date 1. Go to Imports > Set Up Contributions 2. Click Update next to the applicable contribution calendar to update 3. On the Set Up Contributions page, update one or all of the following: Start On: Select a new date that is two days before the date you expect funds to be available in the employee s HSA. Frequency: Select Weekly or Monthly End Recurrence On: Set no end date or set or change an existing End By date 4. Click the Enter Contributions button 5. Click Save 6. If there were any fields left blank, a Missing Amounts warning box will pop up Click Continue to accept the entries Click Cancel to return the online entry screen Peoples Bank Benefit Manager 20

21 Update One-Time or Recurring Contribution Amounts 1. Go to Imports > Set Up Contributions 2. Click Update next to the applicable contribution calendar to update 3. Click the Enter Contributions button 4. Add, Edit or Delete the Payroll Deduction or Employer Contribution amounts 5. Click Save 6. If there were any fields left blank, a Missing Amounts warning box will pop up Click Continue to accept the entries Click Cancel to return the online entry screen Peoples Bank Benefit Manager 21

22 File Imports The Import Data feature in Benefit Manager allows you to upload multiple records into the system at one time using an Excel spreadsheet. While importing data saves the time it would take to perform various tasks one employee at a time, there are some important components of using the Data Import feature that should be taken into consideration prior to use. Demographic and Enrollment file imports are helpful when numerous employees need to be added to Benefit Manager or when making multiple employee employment and/or enrollment status changes. Demographic imports are typically used during the initial setup of the HSA plan or during open enrollment. It s important to note that the Demographic import file is considered the Source of Truth for data entered into the system. This means an imported file will overwrite data that is already there. This is beneficial when a master demographic spreadsheet has been established and that is the spreadsheet where all address, phone, , employment status and employment status changes are maintained. However, if employer users access the system and make individual changes on an employee s profile or enrollment that are not also made on the source file, the next time that file is imported into Benefit Manager, those changes that were entered directly into the system will be overwritten with whatever was in the file. Additionally, employees are allowed to make demographic, dependent and beneficiary changes through the employee portal. If those changes aren t also made in the source file, they will be overwritten the next time a file import is completed. If you would like to restrict the data that can be overwritten when a file is imported or if you would like to limit the demographic or enrollment information that an employee can maintain through the Employee Portal, please contact Peoples Bank Business Services at (844) or hsa.admin@peoplesbank-wa.com. Contribution file imports can be used when there are a large number of employees to make contributions to and/or when new contribution amounts need to be established. Contribution file imports can be used for one-time or recurring contributions. If you click in each cell in any of the templates, you will see a pop up note explaining what information to enter into each column. Peoples Bank Benefit Manager 22

23 Add Employees File Import Method 1. Go to Imports > Import Data 2. On the Import Data From File screen: a. Data to Import: Select Demographic b. Click on the Open Template link Step 3 on the Import Data From File screen contains a link to View Setup Data that will provide you with values for some of the fields in the spreadsheet that you may be unfamiliar with. 3. Complete the spreadsheet: a. Click Save if you see a pop up message across the bottom of your screen asking what you want to do with the file b. Click Open if you see a second pop up message across the bottom of your screen. c. Click Enable Editing once the spreadsheet opens d. Complete columns A W on the spreadsheet for each employee as necessary (see next page for required information for each employee) e. Save a copy of the file as.xlsx,.xls or.csv on your computer 4. On the Import Data From File screen: a. Click Browse to locate the saved file and upload it b. Click the Import Data button After each file import, go to Imports > Import Queue to ensure the file is successfully uploaded. If errors are present, follow the instructions in the Correct File Import Errors section of this guide. Peoples Bank Benefit Manager 23

24 Demographics File Data Elements Column Employee Identifier Last Name First Name Date Of Birth AddressLine1 AddressLine2 (optional) City, State, Zip Code Country (optional) Username Password Address Home Phone Employee Number Employer Employee ID SSN Division Class Payroll Payroll Effective Date Employment Status Status Effective Date Input Employee s Social Security Number without dashes. *Be sure to include leading zeros when necessary. Employee s Last Name Employee s First Name Employee s Date of Birth Employee s mailing address. *If PO Box, spell out Post Office Box otherwise the employee will not be able to enroll in the HSA plan. Employee s mailing address line 2 if necessary. City, State and 5 digit Zip Code for employee s mailing address Leave blank Leave blank the system automatically assigns the value in the Employer Employee ID column as the default username for the employee portal. Employees can change it the first time they login. Leave blank the system automatically assigns the temporary password for the employee portal which is the first initial of the employee s first name + the employee s last name + the last 4 digits of the employee s SSN. Employees are required to change it the first time they login. A valid employee address is required to avoid fees associated with monthly paper statement delivery Employee s primary phone number Leave blank the system will automatically assign an employee number Enter your organization s employee ID for each employee this will be their default username Employee s Social Security Number without dashes. *Be sure to include leading zeros when necessary. Leave blank unless you have previously established employment divisions for funding and reporting purposes. Contact Peoples Bank if you do not have divisions but would like to establish them. Enter all this is case sensitive so be sure to use all lower case letters Enter payroll this is case sensitive so be sure to use all lower case letters Leave Blank the system will use the employee s hire date If left blank Active will be used If left blank the employee s hire date will be used Peoples Bank Benefit Manager 24

25 Enroll Employees File Import Method 1. Go to Imports > Import Data 2. On the Import Data From File screen: a. Data to Import: Select Enrollment b. Click on the Open Template link Step 3 on the Import Data From File screen contains a link to View Setup Data that will provide you with values for some of the fields in the spreadsheet that you may be unfamiliar with. 3. Complete the spreadsheet: a. Click Save if you see a pop up message across the bottom of your screen asking what you want to do with the file b. Click Open if you see a second pop up message across the bottom of your screen. c. Click Enable Editing once the spreadsheet opens d. Complete columns A J on the spreadsheet for each employee as necessary (see next page for required information for each employee enrollment) e. Save a copy of the file as.xlsx,.xls or.csv on your computer 4. On the Import Data From File screen: a. Click Browse to locate the saved file and upload it b. Click the Import Data button After each file import, go to Imports > Import Queue to ensure the file is successfully uploaded. If errors are present, follow the instructions in the Correct File Import Errors section of this guide. Peoples Bank Benefit Manager 25

26 Enrollment File Data Elements Column Employee Identifier Input Annual Election Enter 0.00 Plan Name Enrollment Effective Date Employee s Social Security Number without dashes. *Be sure to include leading zeros when necessary. Enter HSA Leave blank Employer Contribution Enter 0.00 Enrollment Term Date Primary Reimbursement HSA Election Indicator HDHP Coverage Level Enrolled In Claims Exchange Leave blank Leave blank Enter or select PlanYear Enter or select Single or Family. *VERY IMPORTANT* This setting is used to establish annual contribution limits for your employees. Leave blank Peoples Bank Benefit Manager 26

27 Make One-Time Contributions File Import Method 1. Go to Imports > Import Data 2. On the Import Data From File screen: a. Data to Import: Select Contribution b. Click on the Open Template link Step 3 on the Import Data From File screen contains a link to View Setup Data that will provide you with values for some of the fields in the spreadsheet that you may be unfamiliar with. 3. Complete the spreadsheet: a. Click Save if you see a pop up message across the bottom of your screen asking what you want to do with the file b. Click Open if you see a second pop up message across the bottom of your screen. c. Click Enable Editing once the spreadsheet opens d. Complete columns A E on the spreadsheet for each employee as necessary (see next page for required information for each employee contribution) e. Save a copy of the file as.xlsx,.xls or.csv on your computer 4. On the Import Data From File screen: a. Click Browse to locate the saved file and upload it b. Click the Import Data button After each file import, go to Imports > Import Queue to ensure the file is successfully uploaded. If errors are present, follow the instructions in the Correct File Import Errors section of this guide. Peoples Bank Benefit Manager 27

28 One-Time Contribution File Data Elements Column Employee Identifier Input Employee s Social Security Number without dashes. *Be sure to include leading zeros when necessary. Contribution Date* The earliest contribution date is TODAY (Day 0). Plan Name Enrollment Effective Date Plan Name *Leave this column blank if using a contribution file template for contribution calendars. Enter or select Employer or Payroll Enter contribution amount with 2 decimal places but without commas or a dollar sign. For example, 5.00 is acceptable but $5 is not; is acceptable but $1, is not. Leave blank Peoples Bank Benefit Manager 28

29 Make Recurring Contributions File Import Method 1. Go to Imports > Set Up Contributions 2. Click the Set Up New Schedule link 3. Select the radio button for Recurring and select Open Ended HSA from the dropdown 4. Enter the contribution details: Start On: Select a date that is two days before the date you expect funds to be available in the employee s HSA. Frequency: Select Monthly or Weekly End On: Select an End By date or select No End Date 5. Select the radio button to Import a File with contribution amounts Click the Download Template link 5. Complete the spreadsheet: a. Click Save if you see a pop up message across the bottom of your screen asking what you want to do with the file b. Click Open if you see a second pop up message across the bottom of your screen. c. Click Enable Editing once the spreadsheet opens d. Complete columns A E on the spreadsheet for each employee as necessary except, LEAVE THE CONTRIBUTION DATE COLUMN BLANK (see previous page for required information for each employee contribution) e. Save a copy of the file as.xlsx,.xls or.csv on your computer 6. On the Set Up Contributions screen: a. Click Browse to locate the saved file and upload it b. Click the Save Contributions button After each file import, go to Imports > Import Queue to ensure the file is successfully uploaded. If errors are present, follow the instructions in the Correct File Import Errors section of this guide. Peoples Bank Benefit Manager 29

30 Correct File Import Errors The Import Queue page allows you to monitor all file import activity that is Pending, Failed/On Hold, In Process or Completed. Once a file is imported, you will see a notification banner at the top of the screen indicating the file has been successfully submitted. The file will progress through the following statuses after it has been uploaded. Pending: Once the file is imported, the pending status indicates the file is in queue to be processed. Files in this section of the screen can be Canceled or put on Hold in this status. In Process: The file is being processed. Files in this section of the screen can be Canceled or put on Hold in this status. Failed/On Hold: Any file that has been manually put on hold will be displayed in this section of the screen. Files that fail due to data file issues will automatically be displayed here if more than 50% of the file has errors. Files in this status will keep other files from processing so it is important to process failures in a timely manner. Files in this section of the screen can be Canceled or you can Force Import in this status. Completed/Canceled: Files in this status have successfully processed at least 50% of the file. The number of records that failed will be displayed and there will be an option to View Errors for the failed records. Peoples Bank Benefit Manager 30

31 1. Go to Imports > Import Queue 2. Click View Errors 3. On the Exceptions Log page : a. Red triangles along the far left indicate an error b. Click the number in the Record column to update the error 4. On the Exception Log: Update Record page a. Make necessary corrections b. Click Queue Record 5. Review the Exception Log page If a green triangle appears, the error has been corrected If the red triangle remains, repeat steps 3 and 4 6. On the Exceptions Log page: a. Click Resubmit File after all errors have been corrected b. Review the Import Queue once the resubmitted file has processed c. If additional errors exist after the file has processed, repeat steps 1-6 Peoples Bank Benefit Manager 31

32 HSA Funding Collection Notification The HSA Funding Collection Notification will populate on Day 1 of the contribution funding process and every day thereafter when there are Funds on Hold. Employees listed under Funds On Hold are those in a Pending status that have either not successfully passed Identity Verification (IDV) or electronically accepted the Terms & Conditions of the account. It is a best practice to review the HSA Funding Collection Notification as often as it is available to ensure all employees listed under Funds On Hold are aware that they will not be able to receive or distribute funds until their enrollment status is active. When reviewing the notifications, the contribution file has processed completely, but the funds for the pending employees will remain on hold until action has been taken to release the hold. This means that contributions in the Funds on Hold section of the report have not been withdrawn from your funding account yet. Once the hold is cleared, funds will deduct from your funding account and post to the employee s HSA cash account. Peoples Bank Benefit Manager 32