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Table of Contents Introduction to Your New Benefits Program... 3 The Employer Administration Site Getting Started... 4 Logging In... 4 Logging Out... 4 Managing Your Password... 5 Managing Employer Administration Site Access... 5 Navigating... 5 Employee Tab... 7 Alegeus Technologies Integrated Electronic Enrollment... 9 Group Online Contibution... 11 Contribution Files... 17 Notification Email... 18 Contribution Reports... 19 Opened-Ended HSA Imported Contribution Report... 20 Employer Reporting... 22 HSA Reports... 22 Resources and Links... 26 Understanding Employee Forms and Guides... 27 Site Requirements... 28 Getting Help... 28 2
Introduction to Your New Benefits Program Thank you for selecting HSA Bank as your Health Savings Account (HSA) administrator. We value the trust you ve placed in us to deliver a quality benefits program for you and your employees. As one of the leading HSA administrators in the nation, HSA Bank was among the first to offer healthcare-based savings accounts to individuals and employers. Our reputation was built on making it easy for our customers to pay for and manage their healthcare expenses. Our expertise lies in providing a superior customer service experience that is unmatched by any other HSA administrator. How to Use This Employer Guide We look forward to partnering with you to design a successful benefit program around your benefit strategy and business needs. This comprehensive guide includes important information you need to manage your HSA program through the HSA Bank Employer Administration Site. If you have questions, please call our Business Relations Representatives at 866-357-5232, Monday Friday, 7:00 a.m. 7:00 p.m., Central Time, or email us at businesspartners@askus.hsabank.com. 3
The Employer Administration Site Getting Started Logging In To log in to the Employer Administration Site: 1. Go to https://alegeus.employeraccess.hsabank.com 2. Enter your Username and Password. 3. Select Login. Note: Your Username and Password for initial login will be provided by HSA Bank. Logging Out To log out, select LOGOUT in the upper right corner of your page view. 4
Managing Your Password A. Setting Your Password: Requirements The following requirements apply when creating a password: Minimum password length is eight characters. Password must contain both upper-case and lower-case letters, at least one number, and one special character (!@#$%&*). Password cannot be the same as previous 24 passwords and will expire after 30 days. B. Forgot Your Password/Changing Your Password If you forgot your password, visit our website at Alegeus.EmployerAccess.hsabank.com and select the I forgot my password link. After entering your Username and answering a security question, your password will be emailed to you. C. Unlock Your Account/Reset Your Password After five failed login attempts, your account will be locked. To unlock your account or to reset your password, please contact HSA Bank s Business Relations Department at 866-357- 5232 or email us at businessrelations@hsabank.com. Managing Employer Administration Site Access If you want to add, remove, or update access to the Employer Administration Site, please contact HSA Bank s Business Relations Department at 866-357-5232 or email us at businessrelations@hsabank.com. Navigating Once you have successfully logged in, you will be taken to the Employer Administration Site homepage. From there, you can select a tab to perform a variety of tasks or review information. 5
HOME Access all functions associated with your program including: Reports Employees Plans Resources Imports Links 6
Employee Tab You have access to view real-time data at an employee level to enhance your ability to support your employees. Under the EMPLOYEES tab at the top of the page, you can search for employees using first name, last name, or you can select an employee from a list of all employees. Once you have accessed an employee s account, you can view the following: Profile The employee s demographic information such as name, address, phone number, email address, and date of birth. 7
Enrollments Similarly to your employees, you can review the summary of an employee s current and historical enrollments including the effective date, employer contributions, and contributions-to-date that have been sent by the employer. HSA deposits made directly to HSA Bank by the accountholder will not show in the Employer Administration Site. Contributions You can view all posted employer initiated contributions to the accounts. This enables you to verify the monthly contribution amounts. 8
Status-The status tab allows you to see a history of an employee s status. Enrollments Alegeus Technologies Integrated Electronic Enrollment The Electronic Enrollment method allows HSA Bank to open an account based on an electronic file and the Third Party Administrator demonstrating the participant s intent to open an HSA. The Third Party Administrator enters employee information into the Alegeus Technologies tool which generates an electronic enrollment file that is submitted to HSA Bank for processing. After HSA Bank has received the electronic file and verified each employee s identity, the account will be opened. Vetting and Non-Response HSA Bank, in compliance with the USA PATRIOT Act, is required to obtain, verify, and record information that identifies each person or entity that wishes to open an account. The USA PATRIOT Act helps the government fight the funding of terrorism and money laundering activities. Therefore, when your employees enroll in an HSA, HSA Bank requests their legal name, residential street address, date of birth, and Social Security Number. The employees information is processed through a governmentapproved database, which verifies their identities. What happens if an employee s identification cannot be verified? In the case that the automated system is unable to verify the identity of an employee, HSA Bank will attempt to collect additional forms of identification from your employee. The employee will be asked to complete a form and provide the required documentation necessary to confirm his or her identity. 9
The information can be faxed to Accountholder Services at 800-357-6246 or uploaded and scanned to the following secure site: https://secure.hsabank.com/contactus/secureupload.aspx. File upload formats that can be used are PDF, JPEG, TIFF, and Word file formats. If the documentation has been received, verified, and validated within 60 days, the account will not close. Documentation will be verified by HSA Bank within 3-5 business days. If the documentation received is not sufficient, HSA Bank will contact the employee by email (if available) or telephone. If HSA Bank does not receive the necessary identity verification information within 60 days, the account will be closed and contributed funds returned to the accountholder along with a letter outlining actions the accountholder can take. Please note there is a 5-day grace period after the account is closed where it can be reopened. An HSA can be established for a non-resident alien or individual who does not have a valid Social Security Number with the proper verification documents. Important Note: You will have access to reporting that will tell you the status of your employees accounts as well as who has not yet had had their ID fully verified. However, Federal Privacy Rules prevent HSA Bank from disclosing why your employee needs to submit additional information. How you can help: Ensure employees are using their legal name when enrolling for their medical benefits and not a nickname or shorted version of their name. For employees who use a PO Box for mailing, obtain a full residential address and work with your TPA to have the information updated at HSA Bank. Ensure that Name, date of birth, SSN, and address information are listed correctly on your eligibility file. Encourage employees to respond to HSA Bank promptly if they receive a letter requesting additional information 10
Contributions Contributions to the accounts can be made in several convenient ways. Each option is outlined below with instructions on how to complete contributions and the items needed to set up each process. Group Online Contribution Contributions can also be made via the site through Group Online Contribution. This option allows employers to set one-time or recurring contributions based on the schedule specified in the system. To complete setup for the Group Online Contribution process, download the Group Online Contribution Form from the Employer Administration Site. Once the forms are completed and signed, return them to HSA Bank. The system will be enabled in 3-5 business days. You will receive an email when the setup has been completed. There is a three-day process for scheduling contributions via Group Online Contribution. Day one is either the effective date elected for a one-time schedule, or the frequency day of the week or month elected for recurring schedules. On day two, HSA Bank creates the ACH. On day three, the funds will pull from the company account and post to the employees accounts. For example, if you want the contributions to post to the employees HSAs every Friday, then set your frequency day of the week to Wednesday, because that is the day the system will pull the data to create the contribution, or Day 1. We HIGHLY recommend that any correction files be uploaded by 1 p.m. CTon Day 1 (the frequency day or effective date), as the correction must finish processing by 2 p.m. CT to enact the correction. Day 1 Day 2 Day 3 Effective date chosen for one-time schedule; day of the week or month elected for recurring schedule; day the system pulls contribution data. HSA Bank creates the ACH. Funds debited from company account; funds credited to employees accounts. To initiate scheduling an online transfer, place your mouse over the IMPORTS tab of the tool bar and choose Setup Contributions from the drop down menu. 11
On the next screen, click Set Up New Schedule. In the screen that appears, if One-Time is chosen, then select the plan for which contributions are being scheduled. Then choose the Effective Date (or Day 1 of the process). If Recurring is chosen, then select the plan for which contributions are being scheduled. Choose the Start On date when the recurrence should begin and choose a frequency for the recurrence via the Monthly or Weekly radio buttons. The weekly frequency can be changed to every 2 weeks for a biweekly payroll. The monthly frequency can be set by day of the month, such as the first Wednesday or weekday of each month or by the date of the month, such as the 15 th of each month, remembering that the Frequency Day or date elected is Day 1 of the three-day process. Then select an End On date or No End Date. Finally, select either Enter Manually to enter the contribution data directly into the system or Import a File to load the contribution data via file. 12
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After electing to choose to enter contribution amounts manually, click the Enter Contributions button. The system will bring up a screen listing all employees enrolled in the selected plan. Here you can enter the contribution amounts for either payroll deductions, employer funding, or both. Then click the Save button. A Missing Amounts notification may pop up if there were employees without contribution amounts entered for them. Click continue if it was intended to not enter contribution amounts for those individuals or cancel to go back and enter the missed amounts. 14
After electing to enter contributions amounts by Import a File, the system will enable the ability to both download the file template as well as browse for the saved file. Remember the file should not include a contribution date, as the date was elected via the one-time or recurring set-up screen. Once the file has been chosen, click Save Contributions. File Template Enter the employees Social Security Numbers as the Employee Identifier, choose payroll or employer for the Contribution Description, enter the Contribution Amount (may include decimal point, but not a dollar sign). You may leave the Contribution Date, Plan Name, and Prior Tax Year columns blank. 15
Confirmation and Viewing Scheduled Transfers Upon completion of scheduling the contribution, a green bar confirming success of creating the scheduled transfer appears and the new schedule can be seen under the listing of scheduled contributions. The schedules will order themselves with the next posting date on top for easy reference of when the next contribution is set to process. Cancelling a Scheduled Transfer Click the Delete link next to the schedule to be cancelled. This can only be done up until 2 p.m. CT of the effective date or next posting date listed on the schedule. A pop-up window will request confirmation to delete that schedule. By clicking OK, the green confirmation bar will show above your list of scheduled transfers. Editing a Scheduled Transfer Click the Update link next to the schedule to be edited. The set-up screen will appear allowing you to make changes to the effective date, frequency, and end date. To correct, add, or delete contribution amounts, choose to either enter manually or import a file. Upon saving the update, a green confirmation bar will show above the listing of scheduled transfers. 16
Contribution Files (File Import Option of Group Online Contribution) Contributions to the employee benefits can be made via a contribution file with an automated ACH pull of funds from the account you designate. To load contribution files, log into the Employer Administration Site and click on IMPORTS. Download the file template and fill in the employees SSNs, type of contribution (employer or payroll), contribution date, amounts, and plan name (Health Savings Account). Save the file to your computer as a.xls file. Browse and upload your file. The system will validate that all records contained on the file have an open account and then initiate the pull of funds. The process takes 3 business days. If you would like your contribution to post on the 15th of the month, files must be loaded on the 13th, as an example, and have a contribution date in the file no later than the 14th. The day the contribution file is loaded is considered Day 1. On Day 2, the funds are requested via ACH, and on day 3, the funds are posted to the accounts. Funds will not be pulled for contributions that cannot be posted to an employee account and you will be notified via the system as to which accounts were unable to be funded. Also, please note that if a correction needs to be made to the scheduled transfer, this must be completed prior to 2 p.m. CT of the date listed in the contribution file. Day 1 Day 2 Day 3 Schedule the contribution transfer in Employer Administration Site. Contribution Date listed in the file and date the ACH is created.* Funds debited from company account, funds credited to employees accounts. *If you need to correct the file, you must do so prior to 2 p.m. CT on this day. 17
In the Data to Import drop down menu, choose Contribution, then browse and find your file and click Import Data. The screen will show data successfully loaded or will outline that invalid information is in the file and the file will need to be corrected and reloaded. Notification Email The notification email will generate once the import of your contribution file is complete. The email will indicate the total number of records, and how many have failed. To view the failed contributions, log into the Employer Administration Site and view the Contribution Reports. 18
To complete the setup for the contribution files, please download the ACH Agreement from the Employer Administration Site, review and sign the agreement, and return it to HSA Bank. We will process the agreement and enable the file load via the website. You will receive an email when the setup is complete. Changing or Cancelling Contributions If a correction needs to be made to the scheduled transfer, we highly recommend that any correction files be uploaded prior to 1 p.m. CT on the date listed in the contribution file as the correction file must finish processing by 2 p.m. CT to enact the correction. You can contact Business Relations if you need assistance changing or cancelling contributions. Please note, changes or cancellations cannot be made after 2p.m. CT. The processing of a correction is automated and dependent upon the accurate and timely submission of the correction request. HSA Bank shall incur no liability if the correction is not effected. Prior Year Funding The IRS allows contributions to be posted for the prior tax year until the tax filing deadline of the current year, so contributions can be scheduled via the Import File process for a prior tax year between January 1 st and April 15 th. There are two distinct choices when creating your file for a prior year contribution: You can either utilize a prior year date in the Contribution Date column and leave the PriorTaxYear column blank, or use a current year contribution date and enter Prior in the PriorTaxYear column. Contribution Reports Contribution reports can be viewed within the import queue which is accessible under the IMPORTS tab within the Employer Administration Site. 19
Select the Expand arrow button to the left of the Date Received column to see a summary. If any records failed on the flie, click the Exception Report link to open an Excel spreadsheet that details why each record failed. Open-Ended HSA Imported Contribution Report This report displays a count of all contributions in a file for HSA accounts, the number of contributions processed, and any errors or warnings that occurred. The report also includes all unrecognizable records received on a file. The report has three pages and displays under the Completed/Cancelled queue with a processed contribution file. Sheet 1 Summary Displays the total contribution records in a file minus any unrecognized records. Processed contributions appear in the summary in total and a summary by payroll deductions and employer contributions. 20
Sheet 2 Processed Contributions Displays all contributions successfully loaded along with employee ID, contribution type, date, amount, and row number in contribution file. Sheet 5 Errors and Warnings Will display contributions not processed and provide error description. Sample Contribution Timeline for files with contribution dates of Day 1 or earlier Day 1 Day 2 Day 2 Day 3 Day 3 Employer transmits Contribution File. The file is processed by HSA Bank. Funding Collection Notification is emailed to the primary Payroll Contact. The Funding Collection notification is posted on the Employer Administration Site. Employees can view the contributions as pending. Contribution funding amount is debited from the designated employer bank account. Funds are posted to the account and available to the employee. 21
Employer Reporting HSA Bank generates a number of reports for you and posts them to the Employer Administration Site. The REPORTS tab in the Employer Administration Site will show a complete list of summaries related to your program. The following pages will describe the standard reports available to you. Additional reports are available based on your group s specific needs. Please contact HSA Bank for more information. HSA Reports A. HSA Plan Funding Collection Notification (for portal funding only) Reflects the funds for recently posted payroll and employer contributions and the date the funds will be posted. Posts to Employer Administration Site under REPORTS one business day before funds are pulled from employer account. If divisional funding is used, the report will be set up by division. 22
B. HSA Employer Summary Report Provides aggregate monthly HSA statistics and balances. Includes average account balance, distributions and contributions. 23
D. HSA Account Detail Report (Detail) Provides the contribution detail for the requested time period. Will only report employees that have had a contribution for the requested time period. E. HSA Account Detail Report (Summary) Provides aggregate contributions for prior and current tax year for all employer-initiated funding. Important Note: Contributions performed with ACH Direct Deposit must be sent with transaction codes in order to appear on your reporting. Provides employees USA PATRIOT Act Customer Identification Program submission status. 24
PLANS View the general information about your HSA plan under the PLAN tab. 25
Resources and Links The LINKS tab provides documents related to the HSA Plan. Click on the document to review the PDF. 26
Understanding Employee Forms and Guides The resources tab provides a list of commonly used accountholder forms. These forms are also available to the employee online on the Member Website. Please encourage your employees to log into their accounts and review the available information and features. These website materials are designed to assist employees with their healthcare financial decisions and to make for a better HSA experience. We also provide many of these forms to you in case your employees do not have access to a computer. These forms are available for viewing and/or download within the Employer Administration Site. RESOURCES Download current forms 27
Site Requirements A. System Requirements To access the Employer Administration Site properly, your system must meet these requirements: Internet Explorer 7.0 or higher (See below for browser requirements). High-speed Internet connection (Dial-up is not recommended). Adobe Reader 7.0 or greater. Monitor screen resolution of 1024 X 786 for optimal viewing. B. Browser Requirements The chart below summarizes popular Web browsers and the minimum versions required to ensure optimal performance in both the Member Website and Employer Administration Site: Browser Software Microsoft Internet Explorer (IE) Mozilla Firefox Google Chrome Apple Safari Minimum Version Required IE 7.0 and greater Most current and prior 2 versions Most current and prior 2 versions 5.x or greater Getting Help If you need assistance after Implementation or with any day-to-day administration questions, please contact HSA Bank s Business Relations Department at 866-357-5232 or email us at businessrelations@hsabank.com. 28