IMPLEMENTATION GUIDE HEALTH REIMBURSEMENT ARRANGEMENT (HRA)
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1 RemoveRemove IMPLEMENTATION GUIDE HEALTH REIMBURSEMENT ARRANGEMENT (HRA)
2 WELCOME Welcome to Alerus Retirement and Benefits (Alerus). We appreciate the opportunity to provide employee benefit services for you and your employees. This information will provide you with an outline of the documentation and information necessary to implement your company s Health Reimbursement Arrangement (HRA) with Alerus. Certain portions of this guide should be completed prior to the initial submission to Alerus. We will continue to use this guide as a reference tool throughout the setup and implementation process. BEGINNING THE SETUP PROCESS Note: Prior to the beginning of the HRA setup process with Alerus, you or your broker must secure an HRA proposal from Roger Jorgensen. The HRA proposal stipulates which HRA design features are (and are not) supported by Alerus, as well as pricing based on your HRA design. In order to begin the setup process, we ask that you first review and complete Section II of this document, as well as the Adoption Agreement. Once you have completed the above, please return both of them to Stacie Ravenhorst at hwsetup@alerus.com. Participant enrollment data should be entered on the enrollment spreadsheet template and returned via our secure connection as explained in Section IV. Need help? We would be happy to assist you in completing page four (4) of this handbook and/or the Adoption Agreement. Simply complete what you are able to and then contact Stacie Ravenhorst at or hwsetup@alerus.com. Once Alerus receives the completed setup pages from this document we will begin the setup process for your plan. At that time, you will be contacted by our implementation specialist to discuss the following: Plan design and setup details. Submission of enrollment data to Alerus. Funding options for HRA reimbursement payments. Processing schedule for HRA claims. Welcome communication for participants. Ongoing administrative matters, (i.e., new enrollees, mid-year changes, terminations, etc.). Any questions you have at that time. Important. The plan document must be completed and adopted before your HRA becomes effective. In order to accomplish this, Alerus must receive the completed Adoption Agreement three (3) weeks prior to your plan s effective date. Please make sure that you complete all setup documents carefully and completely in order to ensure that your HRA is properly set up with Alerus. If you have questions when completing these documents, please call our office at and ask to speak with your implementation specialist. We look forward to working with you! 2
3 I. ALERUS SERVICE DIRECTORY CONSULTING/SETUP ASSISTANCE Please contact your broker or agent, as applicable. ROGER JORGENSEN, RHU, REBC Health and Wellness Sales Consultant HSA/FSA/HRA/COBRA/VEBA Hwy. 7, Shorewood, MN RITA COOPER Health and Wellness Account Executive HSA/FSA/HRA/COBRA/VEBA Hwy. 7, Shorewood, MN IMPLEMENTATION/SETUP STACIE RAVENHORST, CFC Implementation Specialist FSA/HRA/HSA/VEBA 201 E. Clark St., Albert Lea, MN ADMINISTRATION MICHELLE HINTZ, CFC Health and Welfare Services Manager 201 E. Clark St., Albert Lea, MN APRIL VAN HOVE Supervisor FSA/HRA/VEBA 201 E. Clark St., Albert Lea, MN Your plan will be assigned an administrator by the implementation specialist; you will receive this administrator s contact information once setup is complete. ALERUS CUSTOMER SERVICE Monday Friday, 7 a.m. 6 p.m. CT Toll-Free Phone Toll-Free Fax healthbenefits@alerus.com 3
4 II. EMPLOYER AND HRA PLAN INFORMATION Please complete this portion. The setup process cannot begin until the completed form is received by Alerus. Employer Name Today s Date HRA Effective Date Street Address City State ZIP Federal Tax ID State of Incorporation Nature of Business Type of Employer Entity (please check one) C Corporation S Corporation Partnership Sole Proprietorship Limited Liability Company Non-Profit Organization Government Church CONTACT INFORMATION Primary Contact Title Phone Fax Billing Contact Title Phone Fax Payroll Contact Phone Payroll Frequency (Please Select) Date of 1 st Payroll Deductions If Bi-Weekly: Is COBRA outsourced? Yes No If yes, please identify vendor: Broker (Agent) Name Agency Name Broker Phone Broker Additional Contact(s) for Broker Name: Phone: HEALTH PLAN INFORMATION Insurance Carrier Annual Renewal Date Deductible Plan Year Begin End Health Plan Deductible Coinsurance After Deductible Out of Pocket Maximum Single $ Family $ Other $ Yes No Single $ Family $ Other $ 4 th Quarter Deductible Carryover Embedded (Per Person) Deductible RX Drug Co-Pay in Health Plan Yes No Yes No Yes No If yes, explain Is health plan HSA-eligible? Is there an HSA in place? Yes No Yes No 4
5 HRA INFORMATION HRA Plan Year Is first year a short plan year? Mid-Year Takeover Start-Up (New) HRA Begin End Yes No Yes No Yes No HRA Annual Benefit Amount Deductible That Must Be Met Before HRA Pays Single $ Family $ Other $ NA Single $ Family $ Other $ Applies Per Family Member (embedded) HRA Claims Paid 100% to Annual HRA Amount % to Annual HRA Amount Other Estimated Number of HRA Enrollees Claims Processing Weekly On Monday Tuesday Wednesday Thursday Friday Year-End Claim Run-Out Period 30 Days 60 Days 90 Days Other Additional Comments HRA Carry Forward Yes No Maximum Carry Forward ($ or %) Maximum Accumulation $ Prorate HRA Benefit Amount for Mid-Year Enrollees Yes No If yes: Monthly Quarterly Claim Funding Options Option 1: Run on Alerus account and ACH pull total back from employer Option 2: Run on employer s account Employer Signature Date Broker Signature Date IMPORTANT RESTRICTIONS *Daily Claim Processing: This option is only available for HRA plans: With 50 or more participants, and That use Funding Option 2 (described in Section IV). Additional administrative fees may apply see your HRA proposal for details. Complete this Employer and HRA Plan Information (Section II) and return to Stacie Ravenhorst at hwsetup@alerus.com to begin HRA setup. Alerus cannot begin setting up your HRA until these pages have been signed and submitted. 5
6 III. PARTICIPANT CENSUS DATA The census data is required for the setup of your participants. This data needs to be submitted to Alerus in an Excel spreadsheet that has been provided. The template captures the employee information on Tab 1 and covered dependent information on Tab 2, both tabs will need to be completed to capture the enrollment information. IV. PLAN FUNDING FUND OPTIONS FOR HRA The HRA employee contributions will remain in the employer s bank account until they are needed for the reimbursement of claims. Following are the options available for funding claims payments for HRA. Please select the option you prefer. OPTION 1 ALERUS ACCOUNT AND ACH PULL Reimbursement payments are drawn on Alerus bank account. The employer is sent a payment detail report via . Alerus then pulls the total amount reflected on the payment report from the employer s bank account. Checks and/or direct deposit notices are immediately mailed to the participants homes and the funds are withdrawn from the employer s account one business day following the day they receive the payment report. OPTION 2 EMPLOYER ACCOUNT Reimbursement payments are drawn on the employer s bank account using check stock provided by Alerus. Checks can be printed with employer s choice of: 1) a signature electronically provided by the employer, or 2) no signature so employer can personally sign and distribute. The employer is sent a payment detail report via . Checks and/or direct deposit notices are immediately mailed to the participants homes or directly to the employer if a signature is required. V. PLAN DOCUMENT REQUIREMENT All Health Reimbursement Arrangements require a plan document and summary plan description. The plan document and summary plan description must accurately describe the HRA benefit and how it works. See applicable fees in your proposal. It is critical that the plan document is up to date and includes all items IRS regulations stipulate must be in an HRA plan document. 6
7 VI. ONGOING HRA ADMINISTRATION PLAN ADMINISTRATOR Employers will be assigned a plan administrator who will be responsible for managing the HRA plan. The plan administrator will serve as the employer s main contact at Alerus and will keep the employer informed of any important information regarding their plan. ADDING NEW PARTICIPANTS You can add new participants to your HRA throughout the plan year online through the employer website or by using the setup spreadsheet or use the New HRA Enrollee Form. Contact your plan administrator for assistance. TERMINATIONS AND CHANGES Employers should notify their plan administrator right away when a participant terminates employment or has a change in coverage impacting their HRA. Procedures after termination are dependent upon plan design, but in most cases participation ceases upon termination. ADMINISTRATIVE INVOICES Alerus processes invoices for administrative fees on a monthly basis. The setup fee is a one-time per participant fee, and will be included on the first invoice. It will also be charged as new participants are added to the plan. Alerus requires monthly invoices to be paid by EFT. Invoices are sent by ten days before the EFT transfer occurs. Invoice detail can be accessed online at alerusrb.com. You will be assigned a user ID and password for this website during the setup process. CUSTOMER SERVICE Alerus is happy to assist you and your employees with any questions, requests or concerns. Our customer service representatives are available Monday through Friday from 7 a.m. to 6 p.m. Central time at Participants can access their accounts online at any time. Online, they will have the ability to review their balances and account history, submit claims, update personal information, Alerus customer service, and more. Employers can also access participants account information online through our employer website. Instructions for using the website and contacting Alerus will be sent to you and to all participants at setup. 7
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