CONTENTS TO ADD A NEW EMPLOYEE S RECORD... 3 TO ADD A NEW EMPLOYEE S DEPENDENT RECORD... 6 TO ADD A NEW EMPLOYEE S BENEFITS... 8 TO ADD AN EMPLOYEE S EMERGENCY CONTACTS... 12 TO FIND EXISTING EMPLOYEES... 14 TO VIEW AN EMPLOYEE S BASIC INFORMATION... 16 TO VIEW ALL OF AN EMPLOYEE S BENEFITS... 17 TO VIEW AN EMPLOYEE S BENEFITS HISTORY... 18 TO VIEW A DEPENDENT S BENEFITS... 20 TO VIEW AN EMPLOYEE S BILLING HISTORY... 22 TO ADD A DEPENDENT TO EXISTING EMPLOYEE S BENEFITS... 26 TO TERMINATE AN EMPLOYEE S EMPLOYMENT... 29 TO CANCEL AN EMPLOYEE S BENEFIT PLAN... 31 TO CANCEL A DEPENDENT S RECORD... 33 TO TERMINATE A DEPENDENT S BENEFITS... 34 TO VIEW PENDED REQUESTS... 36 TO VIEW ALERTS... 41 Vbas MANAGEMENT... 43 Vbas BILLING OVERVIEW & CHEAT SHEET... 44 Vbas TERMINATION CHEAT SHEET... 47 www.brmsonline.com Page 2
TO ADD A NEW EMPLOYEE S RECORD To enroll an employee into Vbas, complete the steps shown below. STEP ONE STEP TWO 1. Start on the Home page in Vbas 2. Click on the top, middle tab entitled Employee Administration STEP THREE 3. Click on the Select button, found under the third tab at the bottom entitled Add New Employee. www.brmsonline.com Page 3
STEP FOUR 4. Choose the Enrollment Type as Active. Click on Next. STEP FIVE 5. Enter the employee s information into each of the fields (required fields have an asterisk [*] next to the field name). TIP: Enter as much information as possible to avoid having to add information at a later time. www.brmsonline.com Page 4
STEP SIX 6. If you are offering employee self-service through Vbas, you will need to set up the User Account information, which can be found at the end of the page and includes: User Name Password User Privileges STEP SEVEN 7. Click on the Save button to save all data. Click on Reset if you need to make major changes. Or, click on Cancel if you do not want to add this new employee. Important: Before adding an employee s benefits, be sure you have added their dependents. To add dependents and benefits directly after adding a new employee, click on Review this Employee, which appears after you have saved the New Employee record. www.brmsonline.com Page 5
TO ADD A NEW EMPLOYEE S DEPENDENT RECORD STEP ONE STEP TWO STEP THREE STEP FOUR STEP FIVE 1. Start on the Home page in Vbas 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. 3. Click on the Select button found under the first tab at the bottom entitled Manage Employees 4. Conduct a Member Search. On the left side bar, choose to search by Last Name, First Name, SS# or Vbas ID to search for the employee s record. 5. Once inside the Employee Account, click on Dependents www.brmsonline.com Page 6
STEP SIX 6. Select Add New STEP SEVEN 7. Enter the information prompted on the screen. STEP EIGHT 8. Click on the Save button to save all data. Click on Reset if you need to make major changes. Or, click on Cancel if you do not want to add this new dependent. www.brmsonline.com Page 7
TO ADD A NEW EMPLOYEE S BENEFITS STEP ONE STEP TWO STEP THREE STEP FOUR STEP FIVE 1. Start on the Home Page in Vbas 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. 3. Click on the Select button found under the first tab at the bottom entitled Manage Employees 4. Conduct a Member Search. On the left side bar, choose to search by Last Name, First Name, SS# or Vbas ID to search for the employee s record. 5. Click on Enrollment Wizard under Benefit Coverage(s) STEP SIX 6. Click on New Benefit Enrollment www.brmsonline.com Page 8
STEP SEVEN 7. Click on the benefit plan you want to enroll the employee in. Please note that you can only select one benefit at a time. STEP EIGHT 8. Click on Next. STEP NINE 9. Use the drop down box to Enroll As and choose Active Employee Coverage. STEP TEN 10. Use the drop down box for Enrollment Reason and choose the appropriate reason. STEP ELEVEN 11. Verify the default effective date. If the effective date needs to be changed, enter the correct effective date. STEP TWELVE 12. If the employee has dependents, and you want to enroll them in the same benefit plan, click the name of the dependents you want to enroll. www.brmsonline.com Page 9
STEP THIRTEEN STEP FOURTEEN STEP FIFTEEN 13. Click Next. 14. Enter the Primary Care Physician (if provided). If not provided, leave blank. 15. Before clicking the Save button, review the Enrollment Selections to insure accuracy. www.brmsonline.com Page 10
STEP SIXTEEN 16. To continue enrolling in additional plans, choose to Enroll on the next screen and follow the same procedure for the next benefit plan. STEP SEVENTEEN 17. Once completed, view the Employee History to verify enrollment. www.brmsonline.com Page 11
TO ADD AN EMPLOYEE S EMERGENCY CONTACTS STEP ONE STEP TWO STEP THREE STEP FOUR STEP FIVE 1. Start on the Home page in Vbas 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. 3. Click on the Select button found under the first tab at the bottom entitled Manage Employees 4. Conduct a Member Search. On the left side bar, choose to search by Last Name, First Name, SS# or Vbas ID to search for the employee s record. 5. Click on Emergency Contacts www.brmsonline.com Page 12
STEP SIX 6. Click on Add New STEP SEVEN 7. Fill in the Name, Relationship, Contact Priority, Day and Evening Phone Numbers. STEP EIGHT 8. Click on Save. You still have the option to Change or Remove the contact. www.brmsonline.com Page 13
TO FIND EXISTING EMPLOYEES STEP ONE STEP TWO 1. Start on the Home page in Vbas 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE STEP FOUR STEP FIVE 3. Click on the Select button found under the first tab at the bottom entitled Manage Employees 4. You are now in Member Search. 5. To conduct a Member Search, on the left side bar, STEP SIX 6. On the left side bar, choose whether you are searching for an Employee or Dependent. STEP SEVEN 7. Choose to search by Last Name, First Name, SS# or Vbas ID to search for the employee s or dependent s record. STEP EIGHT 8. You also have the option to filter the list by searching by letter of the first or last name. Simply click on the letter you wish to search within. www.brmsonline.com Page 14
STEP NINE STEP TEN 9. To view more names, click on Next Page, found at the bottom of the list of names. 10. Click on the employee record you wish to view. www.brmsonline.com Page 15
TO VIEW AN EMPLOYEE S BASIC INFORMATION Basic Information, Physical Address, Mailing Address, Employment Information, Salary Information, Benefit Group, Insured Category, User Account, Phone Numbers and Dependents. STEP ONE STEP TWO 1. Start on the Home page in Vbas 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE STEP FOUR STEP FIVE 3. Click on the Select button found under the first tab at the bottom entitled Manage Employees 4. You are now in Member Search. 5. Conduct a Member Search. On the left side bar, choose to search by Last Name, First Name, SS# or Vbas ID to search for the employee s record. STEP SIX 6. You are now in Account View. STEP SEVEN 7. Click on Account Summary in the list on the left hand side. www.brmsonline.com Page 16
TO VIEW ALL OF AN EMPLOYEE S BENEFITS STEP ONE STEP TWO 1. Start on the Home page in Vbas 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account by entering the employee s name STEP FOUR 4. You are now in Account Overview STEP FIVE 5. Click on Benefit Summary. Displayed is a summary of active benefits for the current month. To change the month of this summary, select a new summary month/year and then click on the Refresh button. www.brmsonline.com Page 17
TO VIEW AN EMPLOYEE S BENEFITS HISTORY STEP ONE 1. Start on the Home page in Vbas STEP TWO 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account by entering the employee s name STEP FOUR 4. You are now in Account Overview STEP FIVE 5. Click on Employee History. Displayed is the employee s coverage history. To view the enrollment detail for a specific coverage, click on the Plan Name. www.brmsonline.com Page 18
STEP SIX 6. You are now viewing the employee s history. You can now click on a particular plan name to view the enrollment details of their history in that plan. www.brmsonline.com Page 19
TO VIEW A DEPENDENT S BENEFITS STEP ONE 1. Start on the Home page in Vbas STEP TWO 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account STEP FOUR 4. Click on Dependent History. www.brmsonline.com Page 20
STEP FIVE 5. Displayed is benefit coverage history for each dependent. To view the enrollment detail for a specific coverage, click on the Plan Name. www.brmsonline.com Page 21
TO VIEW AN EMPLOYEE S BILLING HISTORY STEP ONE 1. Start on the Home page in Vbas STEP TWO 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account STEP FOUR 4. You are now in Account Overview STEP FIVE 5. Click on Employee History www.brmsonline.com Page 22
STEP SIX 6. Click on the Plan Name STEP SEVEN 7. You can view the Date Added OR Last Change Date from this page. View Here www.brmsonline.com Page 23
STEP EIGHT 8. To view the billing history for this client in this plan, click on Show Billing History on the right hand side under Page Customization. Once you customize the page, this will be the default for all employee views until you exit the system. STEP NINE 9. You are now viewing the Billing History for this employee. www.brmsonline.com Page 24
STEP TEN 10. Click on Show Retro Adjustments to view historical billing data for this plan. Once you customize the page, this will be the default for all employee views until you exit the system. www.brmsonline.com Page 25
TO ADD A DEPENDENT TO EXISTING EMPLOYEE S BENEFITS STEP ONE 1. Start on the Home page in Vbas STEP TWO 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account STEP FOUR 4. You are now in Account Overview STEP FIVE 5. MAKE SURE THE DEPENDENT S BASIC INFORMATION IS ALREADY ENTERED INTO Vbas. If not, refer to steps Add a new employee s dependent record on page 5. STEP SIX 6. Click on Dependent History to make sure dependent is not yet enrolled. www.brmsonline.com Page 26
STEP SEVEN 7. Go to Enrollment Wizard and click on New Dependent Enrollment STEP EIGHT 8. Click on the dependent s name and select Next STEP NINE 9. Click on the benefit plan you want to enroll the dependent in. Please note that you can only select one benefit at a time. STEP TEN 10. Click on Next. STEP ELEVEN 11. Use the drop down box to Enroll As and choose the appropriate reason. STEP TWELVE 12. Verify the default effective date. If the effective date needs to be changed, enter the correct effective date. STEP THIRTEEN www.brmsonline.com Page 27
13. Click Save. STEP FOURTEEN 14. To continue enrolling dependent benefits, choose to Enroll on the next screen and follow the same procedure for the next benefit plan and or dependent. STEP FIFTEEN 15. Once completed, view the Dependent History to verify enrollment. www.brmsonline.com Page 28
TO TERMINATE AN EMPLOYEE S EMPLOYMENT STEP ONE 1. Start on the Home page in Vbas STEP TWO 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account STEP FOUR 4. You are now in Account Overview STEP FIVE 5. Click on Employment/Salary, the fifth blue link on the left. STEP SIX 6. Click on Terminate www.brmsonline.com Page 29
STEP SEVEN 7. Enter the termination date and reason. STEP EIGHT 8. Click on Save. NOTE: TERMINATING EMPLOYMENT WILL AUTOMATICALLY TERMINATE ALL OF THE EMPLOYEE S AND HIS/HER DEPENDENT S BENEFITS. For a complete list of the Vbas termination reasons, please refer to the Vbas Termination Cheat Sheet on page 43. www.brmsonline.com Page 30
TO CANCEL AN EMPLOYEE S BENEFIT PLAN STEP ONE 1. Start on the Home page in Vbas STEP TWO STEP THREE 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. 3. Search for the Employee s Account STEP FOUR 4. You are now in Account Overview STEP FIVE 5. Click on Employee History STEP SIX 6. Click on the name of the plan you want to terminate. STEP SEVEN 7. Click the yellow Terminate button at the top. www.brmsonline.com Page 31
STEP EIGHT 8. Enter the Termination date and reason. STEP NINE 9. Click on Save. STEP TEN 10. To continue terming employee s benefits, click on the Employee History and follow the same procedures until all plans have been termed. NOTE: CANCELING AN EMPLOYEE S COVERAGE WILL ALSO CANCEL THE ASSOCIATED DEPENDENT S COVERAGE. For a complete list of the Vbas termination reasons, please refer to the Vbas Termination Cheat Sheet on page 43. www.brmsonline.com Page 32
TO CANCEL A DEPENDENT S RECORD NOTE: TERMING A DEPENDENT S RECORD WILL ALSO CANCEL ALL ASSOCIATED COVERAGES. STEP ONE 1. Start on the Home page in Vbas STEP TWO 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account STEP FOUR 4. You are now in Account Overview STEP FIVE 5. Click on Dependents, the fourth blue link on the left hand side. STEP SIX 6. Click on the dependent s name. STEP SEVEN 7. Click the Terminate button STEP EIGHT 8. Enter the date that the dependent no longer was a qualified dependent. STEP NINE 9. Click on Save. For a complete list of the Vbas termination reasons, please refer to the Vbas Termination Cheat Sheet on page 43. www.brmsonline.com Page 33
TO TERMINATE A DEPENDENT S BENEFITS STEP ONE 1. Start on the Home page in Vbas STEP TWO 2. Click on the top, middle tab entitled Employee Administration or the Search button at the top of the page. STEP THREE 3. Search for the Employee s Account STEP FOUR 4. You are now in Account Overview STEP FIVE 5. Click on Dependent History STEP SIX 6. Find the appropriate dependent for and Plan Name for that dependent. STEP SEVEN 7. Click on Terminate STEP EIGHT 8. Enter the termination date and reason. STEP NINE 9. Click on Save. www.brmsonline.com Page 34
STEP TEN 10. To continue terming the dependent s benefits, click on the Dependent History and follow the same procedures until all plans have been termed. For a complete list of the Vbas termination reasons, please refer to the Vbas Termination Cheat Sheet on page 43. www.brmsonline.com Page 35
TO VIEW PENDED REQUESTS Pended Requests are requested changes made by an employee via employee self-service that requires employer approval. STEP ONE 1. Click on Employee Administration and choose Alerts/Pending Requests STEP TWO 2. Click on Pended Requests www.brmsonline.com Page 36
STEP THREE 3. You are now viewing all Pended Requests. To view Open Requests, click on drop down box next to Show and choose Open Requests. STEP FOUR 4. You are now viewing all Open Requests. To view a particular employee s request, click on the employee name. www.brmsonline.com Page 37
STEP FIVE 5. You are now viewing a specific employee s pended request. To approve a request, click on the Approve button. STEP SIX 6. If you approve the request, you can change the effective date, termination date, termination reason, benefit amount on the life plan, and display a message to the employee. www.brmsonline.com Page 38
STEP SEVEN 7. To approve this request, click on the "Save" button. To cancel this approval, click the Cancel button. STEP EIGHT 8. To deny a request, click on the Deny button. www.brmsonline.com Page 39
STEP NINE 9. If you deny a request, you can type your reason for denial for the employee requesting the change. To move forward with the denial, click on Save. To cancel the denial, click on Cancel. Type Here STEP TEN 10. If an employee has an email address in Vbas under their User Account, Vbas will send an email to the employee advising them of the action taken on a pended request. www.brmsonline.com Page 40
TO VIEW ALERTS Alerts are notifications that an employee has changed his/her physical address to a location that falls outside of the area restriction for an individual benefit plan. The plan will not be automatically termed by Vbas. The employer must take further action for that employee s specific plan to be termed. STEP ONE 1. To view Alerts, click on Employee Administration and choose Alerts/Pending Requests STEP TWO 2. Click on the Alerts tab. You are now viewing all alerts. View Here www.brmsonline.com Page 41
STEP THREE 3. Click on the employee name to view the alert. STEP FOUR 4. You are now viewing the details of the alert for that employee. View Here www.brmsonline.com Page 42
Vbas MANAGEMENT Company Configuration, Benefit Plans and Enrollment Configuration STEP ONE STEP TWO STEP THREE STEP FOUR STEP FIVE STEP SIX STEP SEVEN 1. Click on the top, first tab entitled System Administration 2. On the left-hand side, you will see Company Configuration. Here you can view: Company Information Benefit Groups Payroll Groups Insured Categories Custom Fields Document Library Resource Links Company Contacts Company tes User Accounts Employee Communication 3. In the middle, you will see Benefit Plans. Here you can view: Arbitration Language Plan Summary Outline Form Library Resource Links FSA Payroll Calendar Benefit Plans 4. To review the plan rules and details for a specific plan, click on Benefit Plans. 5. Choose the Plan you want to view. 6. Here you can view: Overview Plan Detail Arbitration Language Plan Summary Enrollment Questions Form Library Resource Links Premiums 7. On the right-hand side, you will see Enrollment Configuration. Here you can view which benefit group(s) are allowed to enroll in which benefit plan(s) and the employee contribution levels for the specific plan/benefit group: Benefit Packages www.brmsonline.com Page 43
Vbas BILLING OVERVIEW & CHEAT SHEET Current Charges The Vbas billing cycle is the 16 th of the month run through the 15 th of month two, with payment due the 1 st of month three. EXAMPLES Entries: Entries (additions, adjustments and cancellations) made between March 16 - April 15 reflect on the May bill. ADDING COVERAGE: User entry date: March 22 BRMS current billing cycle: May 1 Employee s coverage and rate: Medical; $375 Employee s coverage effective date: May 1 This employee will appear on the May Current Charges page with a current amount due of $375 for May. ADJUSTING COVERAGE: User entry date: March 22 BRMS current billing cycle: May 1 Employee s current coverage and rate: EE Only Medical; $175.00 Employee s change effective date: May 1 Employee s new coverage and rate: EE + Spouse Medical; $265.00 This employee will appear on the May Current Charges page with a current amount due of $265.00. CANCELING COVERAGE: User entry date: March 22 BRMS current billing cycle: May 1 Employee s coverage and rate: Medical; $375 Employee s coverage cancellation date: April 30 This employee will not appear on the May Current Charges page. www.brmsonline.com Page 44
Retroactive Adjustments The Vbas billing cycle is the 16th of month one through the 15th of month two, with payment due the 1st of month three. Adjustments with effective dates prior to the current billing cycle will appear on the current cycle bill: Adding coverage(s) with a Retroactive Effective Date: If coverage is added with an effective date PRIOR to the current billing cycle, the premium amount due for the past month(s) will appear on the current cycle's bill as an adjustment. Canceling coverage(s) with a Retroactive Cancellation Date: If coverage is canceled and the cancellation date is entered with a date PRIOR to the current billing cycle, an adjustment for the past month(s) premium amount will appear on the current cycle's bill as an adjustment. EXAMPLES ADDING AN EMPLOYEE S COVERAGE: User entry date: March 22 BRMS current billing cycle: May 1 Employee s coverage and rate: Medical; $375 Employee s coverage effective date: April 1 Will appear on the May bill s Current Charges page with a current amount due of $375 for May, AND Will appear on the May bill s Adjustments page with an adjustment amount due of $375 due for April. CANCELING AN EMPLOYEE S COVERAGE: User entry date: March 22 BRMS current billing cycle: May 1 Employee s coverage and rate: Medical; $375 Employee s coverage cancellation date: March 31 Will not appear on the May bill s Current Charges page. Will appear on the May bill s Adjustments page with an adjustment credit of $375 for April. CHANGING AN EMPLOYEE S COVERAGE: User entry date: March 22 BRMS current billing cycle: May 1 Employee s current coverage and rate: EE Only Medical; $175 Employee s change effective date: April 1 Employee s new coverage and rate: EE + Spouse Medical; $265 Will appear on the May bill s Current Charges page with a current amount due of $265 for May AND on the May bill s Adjustments page with a total adjustment debit of $90 (difference between $265 and $175), for April. www.brmsonline.com Page 45
Bill Date From Entry Date To Entry Date Earliest Date to Generate Billing Reports January 1 vember 16 December 15 December 16 February 1 December 16 January 15 January 16 March 1 January 16 February 15 February 16 April 1 February 16 March 15 March 16 May 1 March 16 April 15 April 16 June 1 April 16 May 15 May 16 July 1 May 16 June 15 June 16 August 1 June 16 July 15 July 16 September 1 July 16 August 15 August 16 October 1 August 16 September 15 September 16 vember 1 September 16 October 15 October 16 December 1 October 16 vember 15 vember 16 www.brmsonline.com Page 46
Vbas TERMINATION CHEAT SHEET Vbas utilizes the following termination reasons to identify which terminations qualify as a COBRA event. Each table below represents an area in Vbas where a termination may be entered, the termination reasons that are allowed under each area, and whether or not the reason is a COBRA qualifying event. Employee Self Service View Employee Benefit Termination te: Employee benefit term requests are pended transactions Reason Death Medicare Entitlement Insured Court Order Obtained coverage under other group health plan Significant change in cost or benefits Family Medical Leave Act (FMLA) Voluntary Cancel Relocation COBRA Qualifying Event Reason Yes (For Qualified Dependents Only) Yes (For Qualified Dependents Only) Yes (For Qualified Dependents Only) Dependent Termination te: Employee dependent term requests are pended transactions Reason Ineligible Dependent Legal Separation/Divorce Death COBRA Qualifying Event Reason Yes Yes Dependent Benefit Termination te: Employee dependent benefit term requests are pended transactions Reason Legal Separation/Divorce Ineligible Dependent Court Order Death Obtained coverage under other group health plan Medicare Entitlement Dependent Relocation COBRA Qualifying Event Reason Yes Yes Yes www.brmsonline.com Page 47
Employer View Employee Employment Termination Resulting in Benefit Termination Reason Voluntary Termination Involuntary Termination Laid Off Retired Death Gross Misconduct COBRA Qualifying Event Reason Yes Yes Yes Yes Y (For Qualified Dependents Only) Employee Benefit Termination Reason Voluntary Termination of Employment Involuntary Termination of Employment Reduction of Work Hours Loss of Coverage Due to Medicare Eligibility Death Family Medical Leave Act (FMLA) Period Expired Medicare Entitlement Insured Court Order Termination of Employment for Gross Misconduct Cancellation by Request Cancellation of Benefit Plan npayment of Premium User Error Employee moved outside of Area Restriction Obtained coverage under other group health plan Significant change in cost or benefits Family Medical Leave Act (FMLA) Voluntary Cancel Relocation COBRA Qualifying Event Reason Yes Yes Yes Y (For Qualified Dependents Only) Y (For Qualified Dependents Only) Yes Y (For Qualified Dependents Only) Y (For Qualified Dependents Only) Dependent Termination Resulting in Dependent Benefit Termination Reason COBRA Qualifying Event Reason Legal Separation/Divorce Yes Ineligible Dependent Yes Death User Error www.brmsonline.com Page 48
Dependent Benefit Termination Reason COBRA Qualifying Event Reason Ineligible Dependent Yes Legal Separation/Divorce Yes Loss of Coverage Due to Medicare Eligibility Yes Court Order Yes Cancellation by Request Death User Error Obtained coverage from other group health plan Medicare Entitlement Dependent www.brmsonline.com Page 49