Quality health plans & benefits Call out bold Healthier living Call outwell-being light Financial Intelligent solutions Contact information, call X-XXX-XXX-XXXX or visit www.aetna.com Call to action small copy (especially related to mobile apps). Hendani adionse rferum faceatis incte voluptassi aut maximpe rumquid ebitatur? Ut labo. Mil mo blabore ssumque conet officim. One powerful solution TM EZLink Manual Web-based human resources and employee benefits management system Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. Disclaimer. www.aetna.com www.aetna.com 2014 Aetna Inc. 11.20.100.1 (10/14) XX.XX.XXX.XA (X/14)
Table of Contents 1.0 BASIC SYSTEM INFORMATION...3 1.1 EZLINK OVERVIEW... 4 1.2 EMPLOYER SECURE WEBSITE (ESW)... 5 ESW Home Page Navigation... 6 1.3 SYSTEM NAVIGATION... 7 EZLink System Log In and Log off... 7 EZLink Home Page... 8 Navigation... 9 Employee Management Page... 10 1.4 FREQUENTLY ASKED QUESTIONS... 12 2.0 EZLINK TM BILLING... 15 2.1 NAVIGATING YOUR BILL... 16 2.2 INVOICE STATUS... 17 Invoice Summary... 18 Invoice by plan... 19 Export Invoice... 21 2.3 MANAGE BILLING... 23 Update/View Company Billing Information... 23 Export Setup... 24 2.4 REPORTS... 25 Preview Next Month s Invoice... 25 Premium Report by Bill Period... 26 3.0 ENROLLING IN BENEFITS... 27 3.1 FOUR STEPS TO ENROLL AN EMPLOYEEINTO BENEFITS... 28 3.2 ADDING DEPENDENTS TO BENEFITS... 36 3.3 BENEFIT PLAN CHANGES... 38 4.0 TERMINATING BENEFITS... 40 4.1 RETROACTIVE TERMINATIONS THE PATIENT PROTECTION AND AFFORDABLE CARE ACT... 41 4.2 TERMINATING EMPLOYEE FROM BENEFITS... 43 4.3 TERMINATING DEPENDENTS FROM BENEFITS... 43 4.4 TERMINATE EMPLOYEE FROM COMPANY... 45 5.0 AETNA HEALTHFUND HEALTH REIMBURSEMENT ARRANGEMENT AND HIGH DEDUCTIBLE HEALTH PLANS 5.1 AETNA HEALTH FUND (AHF) AND HIGH DEDUCTIBLE HEALTH PLANS (HDHP)... 48 5.2 AETNA HEALTHFUND AND HIGH DEDUCTIBLE HEALTH PLANS: ADDING DEPENDENTS TO BENEFITS... 48 5.3 AETNA HEALTHFUND AND HIGH DEDUCTIBLE HEALTH PLANS: TERMINATING DEPENDENTS FROM BENEFITS... 49 6.0 LIFE INSURANCE... 50 6.1 ENROLLING INTO A LIFE INSURANCE PLAN THAT REQUIRES EVIDENCE OF INSURABILITY... 51 6.2 APPROVING/DENYING LIFE INSURANCE COVERAGE... 52 6.3 ADDING BENEFICIARIES... 53 7.0 COBRA... 55 1 P A GE
7.1 COBRA GROUP BILLED... 56 7.2 ENROLLING DEPENDENTS IN COBRA... 57 8.0 REPORTS... 59 8.1 ACCESSING AND RUNNING REPORTS... 60 8.2 CUSTOMIZING REPORTS... 60 8.3 TYPES OF REPORTS... 61 Employee Reports... 61 Benefit Reports... 61 Batch Reports... 63 Audit Trail... 63 8.4 EMPLOYEE SELF SERVICE (ESS) REPORTS... 64 Employee Self Service Usage Report... 64 Employee Self Service Coverage Report... 64 8.5 CENSUS REPORTS... 65 Types of Census Reports... 65 Run Default Report... 66 Create and Run a Customized Census Report... 67 Modify or Delete a Customized Report... 68 8.6 DEPENDENT OVERAGE REPORT... 69 9.0 MANAGING YOUR EMPLOYEE DATA...71 9.1 ADDRESS CHANGES... 72 9.2 PCP AND PCD CHANGES... 73 9.3 LEAVE OF ABSENCE... 73 9.4 REINSTATE EMPLOYMENT... 73 9.5 SALARY CHANGES... 74 9.6 OVER-AGEDEPENDENTS... 75 Aetna HMO Plans... 75 Aetna Traditional Plans... 75 9.7 OUT-OF-AREA DEPENDENTS... 76 9.8 ORDER MEMBER ID CARDS... 76 9.9 CORRECTINGENROLLMENT TRANSACTION ERRORS... 77 10.0 MANAGING YOUR EZLINK DATA...78 10.1 COMPANY PROFILE INFORMATION... 79 10.2 INFORMATIONLINKS... 79 10.3 DEPARTMENTS,FACILITIESAND DIVISIONS... 80 10.4 ADDING CONTRIBUTION SCHEDULES... 80 10.5 EXPORTS... 81 Run Default Export... 81 Create and Run a Customized Export... 83 Modify or Delete a Customized Export... 85 10.6 IMPORTS... 87 Types of Imports... 87 Employee Profile Add Import... 87 Dependent Profile Add Import... 89 Creating and Uploading the Import File... 90 Correcting and Re-Importing Files... 93 2 P A GE
MODULE 1 1.0 Basic System Information This section provides an overview and general information about the EZLink System. Main Topics 1.1 EZLink Overview 1.2 Employer Secure Website 1.3 System Navigation 1.4 Frequently Asked Questions 3 P A GE
1.1 EZLink Overview EZLink is an Internet-based benefits administration solution. This system provides online eligibility, enrollment and account maintenance, as well as electronic billing and payment. EZLink also offers several benefits reports. EZLink provides the following advantages for your business: Online eligibility, enrollment and account maintenance. Consolidated electronic billing and payment. Data exports. Standard benefits reports. Web-based system with no significant investments in software or hardware and no installation or maintenance issues. Toll-free customer service for implementation, support and billing. Additional Customer Benefits: Available at no additional cost. Supports Medical, Dental, Vision, Life, Short Term Disability and Long Term Disability. Eases enrollments, changes and terminations online. Simplifies billing and reconciliation with one consolidated bill. Saves time and money on benefits and Human Resource (HR) administration. Improves data quality and timeliness of service with direct connection to our enrollment and billing systems. 4 P A GE
1.2 EMPLOYER SECURE WEBSITE (ESW) The Employer Secure Website is a site you can use to access EZLink and other Aetna applications or tools that your company uses. You will have one single user name and password for log in and one Web address. Your view of ESW will depend on the access level you are granted, your plan of benefits and the setup of your company. To log in to ESW: 1. Launch your browser and enter http://www.aetna.com/employerplans/index.html 2. On the left-hand side of the screen, select the arrow next to Employers 3. Secure Site Log In. 4. On the Employer Secure Site log in page, enter your user name and password. 5. Your ESW home page will display. 5 P A GE
ESW HOME PAGE NAVIGATION ESW will allow you to access a variety of tools and/or applications that you use at Aetna. Below is a brief overview of the ESW home page. 1 2 5 3 4 1. Menu tabs will be based on your access level and benefits offered. They may include access to Reports/Files, Forms, Plan information, Manage Claims, and Evidence of Insurability. 2. Shortcuts are an area where you can access the entire EZLink application. 3. By selecting EZLink, you will be directed to the EZLink home page and avoid having to log in to the application. Other tools include searching for a doctor or reviewing information on plans and products. 4. Find a Subscriber is the tool used to locate an employee in the EZLink system. You will be able to search using the employee s first and last name or Social Security number. 5. Top Tasks includes adding a new employee to EZLink, viewing the EZLink bill and requesting ID cards for your employees. If you need to perform other tasks in EZLink, you must access the shortcut link to get to the entire EZLink application. 6. Your Account Team gives contact information for your Account Executive, Account Manager, Eligibility contact, and Claim contact. You may contact these representatives whenever you need assistance. If the contact information is not present or is inaccurate, please contact your account manager who will update the information as soon as possible. 6 P A GE
1.3 SYSTEM NAVIGATION EZLINK SYSTEM LOG IN AND LOG OFF If you are using the Employer Secure Website (ESW) to access EZLink, you will not have to log in separately to the EZLink application. The log in directions below should only be used if you are accessing EZLink directly. To log in to the EZLink system: 1. Launch your browser and enter http://ezlinkonline.aetna.com 2. Click on the link Log on to EZLink employee benefits management system. 3. Enter your user name and password. 4. Click the OK button. To Logoff the EZLink system: Click on the Logoff button located in the top right corner of EZLink. Using the logoff button prior to closing the internet browser window will ensure that the system is securely closed and the data s integrity is maintained. 7 P A GE
EZLINK HOME PAGE Employee Search is the tool used to locate an employee in the system. Searches can be performed using the employee s full or partial name or social security number. Add New Employee is a link to enter an employee profile into the system and enroll him/her into benefits. Terminate Multiple Employees is a link to import a file into EZLink to terminate multiple employees at one time. Manage Multiple Salaries is a link to import a file into EZLink to update employee salaries for multiple members. News & Customer Information section is used to communicate important news and updates to EZLink clients. Information Links are customized access to company-defined locations on the Intranet/Internet. Dependent Over Age Notification stores a notification that alerts the logged in user that a dependent has reached the over age limit. The alert will trigger thirty days before the dependents birth date if he/she has reached the over age limit. It will trigger each year if the dependent is currently enrolled in benefits, but not flagged as a student. If the dependent is flagged as a student, it will only trigger a notification 30 days before the dependents birth date who is reaching the student age limit that is set for that plan. 8 P A GE
NAVIGATION 1. Use the Menu Bar at the top of the screen to access main sections of EZLink. 2. Click on a Left Menu option, when available, to return to a previous screen that you already accessed. 3. Use the Return Button (when available), in the right window, if you receive a warning message while trying to save new information. 4. Use the browser's Back Button only when instructed by the EZLink system. Required fields are marked with an asterisk. Also, a format in parenthesis means a specific format is required. If a required field is not filled out correctly, the system will return an error and the information will not be processed. 9 P A GE
EMPLOYEE MANAGEMENT PAGE The Employee Management page is used to manage all of your employee s data and enrollment transactions. All transactions or updates can be performed using the appropriate link on the left menu. To access the Employee Management page for an existing employee, use the Employee Search function. Employee and Dependent profile changes can be made from this screen by selecting the names. View the details of the current benefits. Profile Section Add New Employee: Access this link to enter a new employee into the system and enroll them into benefits. This process is the Four Steps to Enroll. Terminate Employment: Access this link to terminate the employee from the company or change their employment status. This will also terminate the employee s benefits. Reinstate Employment: This link will only be displayed if the employee is terminated from the company or changed their employment status. Usethis link to reinstate their employment if the employee returns to active status. COBRA Tracking: Access this link to track the qualifying event and qualifying date. Dependents Section Add Dependents: Access this link to enter the dependent profile(s) and advance to the enrollment worksheet to enroll the dependent(s) into benefits. Salary Section Add Salary/Pay Frequency: Access this link to add or change salary and/or pay frequency information. 10 P A GE
Benefits Section Add/Change Benefits: Access this link to add or change benefits on the Enrollment Worksheet. View Benefits History: Access this link to view the benefits history for the employee. Terminate Benefits: Access this link to terminate the employee from benefits. This includes any applicable dependents that are enrolled with the employee. This link should not be used to terminate benefits for a dependent. Manage PCP/PCD: This link will only display if the employee is enrolled in a medical or dental plan that requires a PCP/PCD. Access this link to add or change the employee s primary care physician or primary care dentist. Manage Beneficiaries: Access this link to add employee beneficiary information, if applicable. 11 P A GE
1.4 FREQUENTLY ASKED QUESTIONS My bill is incorrect, what should I do? If your bill is incorrect because you didn t process retroactive additions (debit) or terminations (credit) before the bill ran, then process the changes and verify on the next bill that the correct debit or credit was processed. If your bill includes mistakes that cannot be corrected by adding or terminating employees retroactively, then contact EZLink Customer Service. Where is my credit? You will not receive a credit until the next billing is run. If you did not receive a credit from a previous billing month then contact EZLink Customer Service. How do I enroll a dependent? To enroll the dependent, select the Add Dependents link from the Employee Management page. * See section 3.2 in the manual. How do I enroll a spouse? To enroll a spouse, select the Add Dependents link from the Employee Management page. * See section 3.2 in the manual. How do I enroll a newborn? To enroll a newborn, select the Add Dependents link from the Employee Management page. The social security number is not required for newborns. It is necessary to come back and enter the social security number when it becomes available, not doing so may result in denial of claims. * See section 3.2 in the manual. How do I enroll an employee, which is a rehire? On the Employee Management page, select the link Reinstate Employment. On the screen, enter the reinstate date and select the Update Employment Status button. * See section 11.4 in the manual. How do I remove (terminate) a dependent from benefits? (This includes child(ren), spouse, etc.) To remove a dependent from benefits, select the Add/Change Benefits link on the Employee Management page and select the benefits that the dependent is enrolled. On the enrollment screen, enter the effective/change date of the day after the coverage should terminate for the dependent and deselect the checkbox next to the dependent s name. * See section 4.2 in the manual. Does adding a dependent profile add the dependents to benefits? No, you must continue to the enrollment screen to add the dependent to benefits. * See section 3.2 in the manual. How do I order an ID card? If you are logged into the Employer Secure Website, you can request an ID card under the Top Tasks. You may order an ID card by calling EZLink Customer Service or by having the member call 12 P A GE
member services. The member may also order an ID card through Aetna Navigator. No medical options are available to enroll the employee in. What is wrong? It may be that the employees address is not in an area where there are benefit plans or the employee s zip code is not included in a plan. Select the Setup tab and then Benefit Plans. Verify that the employee lives in a state or area where there are benefit plans. Contact EZLink Customer Service if assistance is needed. How do I fix an incorrect termination date? Contact EZLink Customer Service. I enrolled the employee into the wrong plan. What do I do? If you have realized the error within 60 days and this is the first time the employee is being enrolled into benefits, use the Delete button on the current enrollment record. On the Employee Management page, select the plan(s) under the Current Benefits section and click the Delete button. This will delete the enrollment and you may enroll the employee into the correct plan. * See section 11.9 in the manual. Contact EZLink Customer Service for all other types of transactions. I enrolled the employee using an incorrect effective date. What do I do? If you have realized the error within 60 days, and this is the first time the employee is being enrolled into benefits, use the Delete button on the current enrollment record. On the Employee Management page, select the plan(s) under the Current Benefits section and click the Delete button. This will delete the enrollment and you may enroll the employee into the correct plan. * See section 11.9 in the manual. Contact EZLink Customer Service for all other types of transactions. My company is group billed. How do I enroll a person on COBRA? *See section 9.1 in the manual. I don t have the newborn s social security number. Can I enroll the newborn? Yes, you can enroll a newborn without a social security number. It is necessary to come back and enter the social security number when it becomes available, not doing so may result in denial of claims. What is the difference between terminating an employee from the company and terminating an employee from benefits? Terminating an employee from the company indicates the employee is no longer employed and not eligible for benefits, unless they are COBRA benefits. Terminating the employee from benefits, indicates the employee is still an active employee and would be eligible to enroll into benefits, 13 P A GE
during open enrollment or a life event change. I noticed that this employee s record has been changed. Who did this? A SSN Audit Trail Report can be run to see which EZLink logged in user made this change. *See section 10.1 in the manual. 14 P A GE
MODULE 2 2.0 EZLink TM Billing This module provides information on EZLink Billing. It will provide detailed information on how to download your bill and run different billing reports that are available to your company. Main Topics 2.1 Navigating Your Bill 2.2 Invoice Status 2.3 Manage Billing 2.4 Reports 15 P A GE
2.1 NAVIGATING YOUR BILL Each month your company will receive an e-mail notification that your current month s invoice is available for review. To access the Billing Menu: 1. Select the View the Bill tab from the EZLink Home page. The Billing Menu will display in a new browser window. There are three sections on the Billing Menu: Invoices: Under the Invoices section, you can view your current bill by running the following views of your bill: Invoice Summary, Invoice by Plan, Invoice Export. Manage Billing: Under the Manage Billing section, you can update your company s bank information (if applicable), change your bill due date or choose the fields that you want displayed on your Invoice Export. Reports: Under the Reports section, you can preview your next month s bill or run the Premium Report by bill period. When navigating to different screens, you can select the Billing Menu link on the left menu bar to return to the main page and select another option. 16 P A GE
2.2 INVOICE STATUS The Invoice Status screen will display a snapshot of the last 6 months of invoices. The invoices will display with the most current invoice. Use the Select Bill Period drop-down box to view 6 months, 9 months, 12 months or all of the invoices that are available. The Invoice Status screen will display: Invoice radio button Bill Period Invoice # Billed Amount Invoice Status This screen will display three different statuses to identify if the payment was received. The descriptions are identified below: 17 P A GE
Invoice Status Not Received Paid Returned Description Payment for this bill period has not yet been applied to your account. Payment for this bill period has been applied to your account. Payment for this bill period was returned by the bank. Also on the Invoice Status screen are three views of the bill. In order to run the Invoice Summary, Invoice by Plan or Export Invoice report, select the radio button next to the invoice which you want to view. INVOICE SUMMARY The Invoice Summary will display a snapshot of each plan type your company offers as displayed below. On the Invoice Summary, the breakdown will include: Description This column will display all plan types that are offered by your company. If your company has selffunded plans, a breakdown of all the fees will be displayed under the Fee section (e.g dental fee, Stop Loss fee, etc.). 18 P A GE
Current Cost This column will display the total current premium amount for each plan type. This cost does not include retro premiums or adjustments. If your company has self-funded plans, the Fee section will display the total fee cost next to each fee type. Retro Activity This column includes the total retro premium amount for each plan type (e.g., ifyou are viewing a 6/1/2007 bill and there is a premium being billed for a 4/1/2007 bill period, this will be included under this column). Adjustments This will include any manual adjustment(s) under the plan type for the current bill period. Total Costs This will include the sum of each plan type s current cost, retro activity, and adjustment for the bill period. Grand Total This will display the sum of the total cost column. If an adjustment is put through on the bill that is not specific to a member, the Adjustment column will display the amount as a Miscellaneous Charge(s). More detail on the charge can be found on the Invoice by Plan view. Note: If your company has self-funded plans, you will see $0 under the Current Cost for that plan type. The total fee amount will appear under each fee type for that plan. If there is any retro activity or adjustments for that plan type, they will display under the fee description. On the Invoice Summary screen, there is a Printer Friendly Version link. Use this link to download a copy of the report in a printable format. When you close the printable version, it will return you to the Invoice Summary screen. INVOICE BY PLAN The Invoice by Plan will display a snapshot of each plan type your company offers as displayed below. Each plan type will further display a breakdown of the different plans that are offered by your company (e.g., if your company offers an HMO, PPO and a POS plan(s), a specific line item for that plan(s) will be displayed). 19 P A GE
On the Invoice by Plan, the breakdown will include: Description This column will display all plan types that are offered by your company. If your company has self-funded plans, a breakdown of all the fees will be displayed under the Fee section (e.g., dental fee, Stop Loss fee, etc.). EE Count This column will display how many employees are currently enrolled in the plan. Coverage Type This column will display how many employees are enrolled for each coverage type (e.g., Employee, Couple, Parent/Child(ren), and Family). Current Cost This column will display the total current premium amount for each plan. This cost does not include retro premiums or adjustments. If your company has self-funded plans, the Fee section will display the total fee cost next to each fee type. Retro Activity This column includes the total retro premium amount for each plan (e.g., if you are viewing a 6/1/2007 bill and there is a premium being billed for a 4/1/2007 bill, this will be included under this column). If there is any retro activity for self-funded plans, the total cost will appear next to that fee. Adjustments This will include any manual adjustment(s) under the product for the current bill period. 20 P A GE
Total Costs This will include the sum of each product type for current cost, retro activity and adjustment for that bill period. Grand Total This will display the sum of the total cost column. If an adjustment is put through on the bill that is not specific to a member or plan, the Adjustment column will display the amount as a Miscellaneous Charge(s). A description of the miscellaneous charge will be identified under this section. Note: If your company has self-funded plans, you will see $0 under the Current Cost for that plan type. The total fee amount will appear under each fee type for that plan. If there is any retro activity or adjustments for that plan type, they will display under the Fee description. On the Invoice by Plan screen, there is a Printer Friendly Version link. Use this link to download a copy of the report in a printable format. When you close the printable version, it will return you to the Invoice by Plan screen. EXPORT INVOICE The Export Invoice will provide an entire breakdown of your bill. It will include detailed line items for each employee of the company. A line item will display for each plan in which the employee is enrolled. There are multiple column headers that are included in the export. If you do not want all the fields to display, you can select the link Export Setup under the Manage Billing section from the Billing Menu and deselect those fields. When the Export Invoice button is selected, a File Download box will display. Select Open to display the invoice in Microsoft Excel. The information on the file can now be sorted to best suit your company s needs. Below is a 21 P A GE
brief summary of important column headers to review. Fee Type The Fee Type column indicates whether that line item is a: o Premium Current month s premium o R Bill or R Cred Retroactivity debit or credit from a previous month o Fee Fee billed for current month o Man manual adjustment Bill Period This column indicates which invoice the cost is applied against. By comparing the Fee Type column and Bill Period column, you can justify the cost for that particular bill period. Cost This column indicates the premium/fees for each plan that the company is being billed. It will include current cost, retro activity, adjustments and miscellaneous charges. This column total is the total amount the company owes for the monthly invoice that is viewed. 22 P A GE
2.3 MANAGE BILLING Under the Manage Billing section there are two links that can be selected. 1. Update/View Company Billing Information: Update your company s bank information, if applicable, and change your billing due date. 2. Export Setup: Customize the billing Export to only include fields that you would like to view. Update/View Company Billing Information If your company s bill payment method is an automated Electronic Funds Transfer (EFT) that is initiated by Aetna, you have access to change your company s bank information, if you are authorized by your company. If your company has a change of banks, the bank account, routing number or contact information can be updated on this screen. The Routing Number must be nine digits. Under the Billing Information section, all EZLink users have access to change the payment due date on a monthly basis, if it is necessary. The payment due dates that can be selected depend on the company s bill cycle. 23 P A GE
Changes to the payment due date need to occur prior to the current payment due date that is selected. If changes are made after that date, the new payment due date will take effect with the following invoice (e.g. if your current invoice has a due date of 1/15/2014, you need to change that prior to 12:00 a.m. on 1/15/2014 in order for that to take effect with the current invoice). To change the payment due date, select the day from the Make payment on the drop-down box. This is the day each month you want Aetna to electronically withdraw the funds from your bank or when your company wants to initiate the wire transfer. EXPORT SETUP This screen will allow you to choose the fields that you want to display on the Export. Deselect the checkbox next to the field name, if you do not want to display all the fields. All fields will default to checked. 24 P A GE
2.4 REPORTS Under the Reports section, there are two links that can be selected. 1. Preview Next Month s Invoice: This report will display an up-to-date snapshot of your next month s bill. 2. Premium Report by Bill Period: This report will display the employee count by tier for each product. Preview Next Month s Invoice The Preview Next Month s Invoice will display an up-to-date preview of your next month s bill. Transactions that are made throughout the month will appear on this preview. This gives your company an opportunity to see what the potential future invoice will be on a daily basis. This report will display in a Microsoft Excel spreadsheet with the same format as the Export. To run the report: 1. From the Billing Menu, select Preview Next Month s Invoice under the Reports section. 2. Read the message that is displayed and click OK. 3. On the file download box, click Open. 4. Report will display in Excel. Changes that are made in EZLink will be reflected on the Invoice Preview 24 hours after it is entered in the system. 25 P A GE
PREMIUM REPORT BY BILL PERIOD The Premium Report by Bill Period will display totals by plan name by bill period, manual adjustments per bill period, and charges by bill period. To run the Report: 1. From the Billing Menu, select Premium Report by Bill Period under the Reports section. 2. Select the Bill Date period from the drop-down boxes for the period which you want to view. The report will open up in Excel. 26 P A GE
MODULE 3 3.0 ENROLLING IN BENEFITS This module provides information to enroll a new hire into benefits, adding dependents to benefits and moving an employee from one plan to another. Main Topics 3.1 Four Steps to Enroll an Employee into Benefits 3.2 Adding Dependents to Benefits 3.3 Benefit Plan Changes 27 P A GE
3.1 FOUR STEPS TO ENROLL AN EMPLOYEE INTO BENEFITS When a new employee is hired, the following four steps are required to properly enroll your employee into benefits: 1. Enter an Employee Profile. 2. Select a Pay Frequency. 3. Enter Employee Dependent Information. 4. Enroll Employee and Dependent(s) into benefits. Step 1: Enter an Employee Profile The Employee Profile page stores pertinent information about the employee such as their identification information, contact information, personal information and employment information. Modifications can be made to the Employee Profile at any time by accessing the Employee Management page and selecting the employee s name. To enter a new Employee Profile: 1. Select the Add New Employee link from the EZLink home page. This link can also be accessed from the Employee Management page. 2. Enter the employee s Identification, Contact, Personal, Employment and Other information. The following fields that are denoted with an asterisk are required in order to save the Employee Profile. Other fields can be completed for information tracking purposes only. Identification Information Social Security Number: Proper format is required when entering the social security number (###-##-####). First Name: Required field. Last Name: Required field. 28 P A GE
Contact Information Enter the Address, City, State, and Home Zip Code in the required fields. These fields are required so the member ID card can be sent to the employee. The Address checkbox defaults to checked so that the dependent s address will pre-populate with the same address. Personal Information There are only two fields within this section that need to be completed. Enter the employee s Birth Date, using the appropriate format, and select the Gender of the employee. If your company has any benefits based on Smoker status, check the Smoker checkbox if it is applicable to the employee. This will default on the employee s enrollment screen. Changes to this status can only be made on the Employee Profile screen. 29 P A GE
Employment Information Original Hire Date: Enter the date in which the employee began working at the company. Use this format (mm/dd/yyyy). Security Group: Security groups determine the EZLink user s access levels to various features, screens, and activities throughout the system. o HR Administrators are typically assigned EZLink Admin or EZLink Admin/Bill Setup, which means they have access to all of their employee s data in EZLink. o All other employees should be assigned Employee No Access, which means they do not have EZLink access. Job Classifications: Job Classifications provide a way to categorize employees by specific job type customized for your company. Job Classifications may define an employee s benefits eligibility. If you do not have any Job Classifications at your company, standard ones will be created. Note: Facilities, Departments and Divisions are not required fields, but these fields must be completed if your company's benefits eligibility is defined by these fields. Other Information Late Entrant indicator, if applicable should be selected if the employee is enrolling after the 30 P A GE
dental enrollment period. If selected, this indicator will default on the employee s dental enrollment. Once all the information is added, select the Continue button to proceed to the 2 nd step. Step 2: Enter Salary/Pay Frequency Each employee needs to be entered into a Payroll Group. Payroll Groups are based on your company s payroll structure and should be selected for each employee based on the Payroll Group in which they belong. Payroll Groups are necessary in order to calculate the employee s benefits contributions, based on pay frequency. Also, if you are using the Employee Self Service system, the employees will be able to view their contributions for each benefits plan that is selected. If you have salary based benefits, it is necessary to enter salary information to calculate employee s benefits. Payroll Information 1. Enter the employee s Payroll Group and Effective Date. Use the employee s hire date on later. 2. If your company has benefits that are based on the employee s salary, the following fields need to be completed. Salaried Employee: If Yes is selected, complete the Annual Salary field. Salaried Employee: If No is selected, complete the Hours Per Pay Period and Hourly Rate fields. 31 P A GE
Other Compensation (if applicable) 3. Enter other compensation amounts in the fields provided, if another amount should be used when calculating the coverage amounts for each specified benefit. NOTE: Amounts entered in these fields will take precedence over an Annual Salary. Once all the information is added, select the Continue button to proceed to the 3rd step. Step 3: Enter Employee Dependent Information If a dependent(s) needs to be added, complete the following information. If no dependents need to be added, click on the Continue button. 1. Enter the dependents Identification and Personal Information. 2. If there are multiple dependents, select the Add Another Dependent link. If no other dependents need to be added, select the Continue button. The following fields are required in order to save the Dependent profile. Other fields can be utilized on the page for information tracking purposes. Identification Information Social Security Number: Proper format is required when entering the social security number (###-##-####). If you are entering a newborn and do not have the social security number, leave the field blank until it can be entered. It is important to add this information when received to avoid any claim discrepancies. First Name: Required field. Last Name: Required field. Address: This information automatically populates with the employee s address 32 P A GE
information. If the address is different, edit the address fields with the appropriate dependent address. Check the box Click here to override employee address changes if you do not want the dependent s address overwritten. Personal Information Birth Date: Proper format is required when entering the birth date. Gender: Required field. Relationship: Select the relationship of the dependent. This could affect the processing of the enrollment transaction if the proper relationship is not selected. Note: If you are enrolling a dependent that is an overage dependent and is a student within the student age limits set forth on the eligible plan, it is important to check off the student indicator. Without this indicator, the dependent cannot be enrolled in benefits. Step 4: Enroll Employee and Dependent(s) to Benefits The last step in the enrollment process is enrolling the employee and their dependent(s) into benefits. Note: For each benefit that is selected, there may be specific information that only pertains to that benefit. You can refer to specific benefits plan information in those sections of the manual. 33 P A GE
On the Enrollment Worksheet, all of the benefits that your company participates in and the employee s eligible benefits will be displayed on one page. Select the employee s benefits by clicking the radio buttons/boxes. Once all benefits are selected, click the Continue button to complete the enrollment transaction. 34 P A GE
The following screen will be displayed based on the benefits selected. For each of the benefits plans selected, enter in the appropriate information which is based on your company s benefit structure. For more detailed information regarding other plans (Life, Spending Accounts, Aetna Healthfund ), see those sections outlined in the manual. Medical Enrollment Information: 1. Enter the Effective/Change Date. 2. Under the Enrolled column, the checkbox next to the employee s name is pre-selected. Check the box next to all dependent(s) being enrolled, if applicable. 3. Enter the Primary Care Physician (PCP) and select the Previously Seen checkbox, if applicable. Use DocFind to locate the office number if it is unknown. Dental Enrollment Information: 1. Enter the Effective/Change Date. 2. Under the Enrolled column, the checkbox next to the employee s name is pre-selected. Check the box next to all dependent(s) being enrolled, if applicable. 3. Enter the Primary Care Dentist (PCD) and select the Previously Seen checkbox, if applicable. Use DocFind to locate the office number if it is unknown. 35 P A GE
After all of the information is entered for the benefits selected, click the Enroll button at the bottom of the page. 3.2 ADDING DEPENDENTS TO BENEFITS When adding a dependent to benefits, the dependent profile needs to be added into the system before enrolling them into benefits. Step 1: Add the Dependent Profile 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Add Dependents link. 3. Enter the required dependent s Identification and Personal Information in the fields provided. 4. If adding more than one dependent, select Add Another Dependent button and enter the required dependents information. 5. After all dependents are added, select the Continue button. Note: For more detailed information regarding the Dependent Profile, see Step 3 under the section 3.1 for the Four Steps to Enroll an Employee into Benefits. Step 2: Enroll the Dependents into Benefits 1. For each benefit type the dependent(s) is being enrolled, select the radio buttons/boxes next to the current plan.* 2. Once all benefits are selected, click the Continue button to complete the enrollment transaction. Select the radio buttons next to the current plan. 36 P A GE
*Note: If the plan is being changed during this life event, follow the process under the section 3.3 Benefit Plan Changes. Medical Enrollment Information 1. Enter the Effective/Change date of the dependent(s) coverage. 2. Under the Enrolled column, the checkbox next to the employee s name is pre-selected along with any dependent(s) that were previously enrolled. 3. Check the box next to the new dependent(s) being enrolled. 4. Enter the Primary Care Physician (PCP) and select Previously Seen checkbox, if applicable. Use DocFind to locate the office number if it is unknown. Dental Enrollment Information: 1. Enter the Effective/Change date of the dependent(s) coverage. 2. Under the Enrolled column, the checkbox next to the employee s name is pre-selected along with any dependent(s) that were previously enrolled. 3. Check the box next to the new dependent(s) being enrolled. After all of the information is entered for the benefits selected, click the Enroll button at the bottom of the page. 37 P A GE
3.3 BENEFIT PLAN CHANGES Changing an employee s elected benefits can occur during open enrollment, a qualifying event or if the employee moves out of the area where those plans are not available. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Add/Change Benefits link. 3. Select the new benefits plan(s) and click the Continue button to complete the enrollment transaction. Select the new plans. Medical Enrollment Information 1. Enter the Effective/Change date of the new benefits plan. 2. Under the Enrolled column, the checkbox next to the employee s name is pre-selected. 3. Check the box next to the dependent(s) being enrolled. 4. Enter the Primary Care Physician (PCP) and select the Previously Seen checkbox, if applicable. Use DocFind to locate the office number if it is unknown. Dental Enrollment Information: 1. Enter the Effective/Change date of the new benefits plan. 2. Under the Enrolled column, the checkbox next to the employee s name is pre-selected. 3. Check the box next to the dependent(s) being enrolled. 4. Enter the Primary Care Dentist (PCD) and select the Previously Seen checkbox, if applicable. Use DocFind to locate the office number if it is unknown. 38 P A GE
After all of the information is entered for the benefits selected, click the Enroll button at the bottom of the page. The previous plan(s) will be terminated the day before the effective date of the new plan. 39 P A GE
MODULE 4 4.0 TERMINATING BENEFITS This module provides information on how to terminate an employee and dependents from benefits and how to terminate an employee from the company. Main Topics 4.1 Retroactive Terminations The Patient Protection and Affordable Care Act 4.2 Terminating Employee from Benefits 4.3 Terminating Dependents from Benefits 4.4 Terminating Employee from Company 40 P A GE
4.1 RETROACTIVE TERMINATIONS THE PATIENT PROTECTION AND AFFORDABLE CARE ACT The Patient Protection and Affordable Care Act restricts retroactive terminations of member coverage: What you need to know The health care reform law puts new restrictions in place for terminations. This means plan sponsors and insurers can only terminate a member s coverage retroactively in specific circumstances. This affects all plans that are subject to the health care reform law, regardless of funding or grandfathering status. It is in effect as of your plan s first renewal or effective date after September 23, 2010. Here s what you need to know about the new rules concerning administrative retroactive terminations. You can t terminate coverage effective with a date in the past if: The member was covered through plan error, and The member paid premium or contributed to the cost of the plan. In these cases, you can only terminate the member s coverage with a future effective date of termination. You may terminate coverage retroactively as part of your monthly reconciliation of eligibility data if: The member did not pay any premium or contribution for coverage past the termination date. You also may terminate coverage retroactively in cases of fraud or intentional misrepresentation. In these cases, a 30-day written notice of coverage termination is required, and the rescission of coverage may be appealed. (Aetna will handle this notice for insured plans upon notification. Selffunded plans must administer this notice.). Here are some examples: You find you mistakenly enrolled a part-time employee who was not eligible under your plan. The employee paid premium/contribution, received medical services and submitted claims. Under the new law, you can terminate this employee s coverage, but only with a prospective (future) termination date. A member s employment was terminated, and the employee did not make any payment of premium/contribution toward his benefits after he left the job, but you did not notify Aetna 41 P A GE
about termination of coverage until a few weeks later. In this case, you may terminate benefit coverage as of the employment termination date. Your plan does not cover divorced ex-spouses, but an employee failed to notify you about a divorce for a period of time. As long as the employee or ex-spouse did not pay premium/contributiontoward the benefit, you may terminate the ex-spouse s coverage retrospectively. Your plan does not cover divorced ex-spouses, but an employee failed to notify you about a divorce for a period of time. As long as the employee or ex-spouse did not pay premium/ contributiontoward the benefit, you may terminate the ex-spouse s coverage retrospectively. How Aetna will handle retroactive terminations under the new rules? If you submit a retroactive termination to Aetna, you must ensure that employees/dependents did not pay premiums/contributionsduring the retroactive termination time period. When retroactive terminations are submitted, we will regard the submission as verification that no premium/contribution was paid by the member/dependent for that period. Aetna s policies related to time limits for retroactive terminations continue to apply. Background The Patient Protection and Affordable Care Act of 2010 (PPACA) prohibits health insurance carriers and group health plans from rescinding coverage (rescissions) except for cases involving fraud or intentional misrepresentation of material fact. A rescission is defined as a cancellation or discontinuance of coverage that has a retroactive effect, except to the extent attributable to failure to pay required premium/contribution. The Departments of Health and Human Services, Labor, and Treasury released interim final regulations and guidance for handling retroactive terminations. This regulatory guidance was summarized in the letter above. This prohibition on rescissions applies to single individuals or individuals within a family, or an entire group of individuals. To obtain additional information, please reference (www,healthcare.gov and http://www.dol.gov/ebsa/faqs/faq-aca2.html) or contact your Aetna account representative or your broker. 42 P A GE
4.2 TERMINATING EMPLOYEE FROM BENEFITS An employee and his/her dependents may be terminated from benefits only. The employee may no longer need benefits with the company that they are employed. 4. Click the Terminate Benefits button. The benefits will be terminated for the employee and all dependents that were enrolled in that plan. 4.3 TERMINATING DEPENDENTS FROM BENEFITS There will be events where you will need to terminate a dependent from benefits. Some common events may include an over age dependent, or a change in marital status, etc. If any necessary documentation is needed by your company, collect that information and then process the termination based on your company s termination rules. 1. Using the Employee Search, locate the employee in the system. 43 P A GE
2. On the Employee Management page, select the Add/Change Benefits link. 3. For each benefit the dependent(s) is being terminated from, select the radio buttons next to that plan. Select the radio buttons next to the current plan(s) the dependent is being terminated. Click the Continue button to complete the enrollment transaction. Medical Enrollment Information 1. Enter the Effective/Change date of the new coverage. (This is the day after the benefits end for the dependent). 2. Next to the dependent(s) name being terminated, de-select the checkbox under the Enrolled column. Dental Enrollment Information: 1. Enter the Effective/Change date of the new coverage. (This is the day after the benefits end for the dependent). 2. Next to the dependent(s) name being terminated, de-select the checkbox under the Enrolled column. 44 P A GE
Enter the effective date of the new coverage and deselect the checkbox next to the dependents name. After all of the information is entered for the benefits selected, click the Enroll button at the bottom of the page. 4.4 TERMINATE EMPLOYEE FROM COMPANY When you terminate an employee from the company, their benefits and the dependents benefits are automatically terminated based on the company s termination rules. It is important to terminate the employee in a timely manner to avoid being charged any unnecessary premiums. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Terminate Employment link. 3. Enter the employee s termination date in the Change Employment Status Effective field. 4. Select Terminated from the Status drop down box. 45 P A GE
5. Click the Update Employment Status button. Note: If you have multiple employee terminations, you can use the Terminate Multiple Employees Import. For more information on using the Import feature, review Module 10, Section 10.6. If your company has Group billed COBRA, you may wish to track the COBRA Qualifying Event and Qualifying Date in EZLink by selecting the COBRA Tracking link on the Employee Management page. This is for information purposes only and will not initiate the COBRA package. For more information on Group billed, see Module 7, Section 7.1. 46 P A GE
MODULE 5.0 AETNA HEALTHFUND HEALTH REIMBURSEMENT ARRANGEMENT AND HIGH DEDUCTIBLE HEALTH PLANS This module provides information on making benefit changes if enrolled in the Aetna HealthFund Health Reimbursement Arrangement (HRA) and updating employee bank information. 5 Main Topics 5.1 Aetna HealthFund (AHF) and High Deductible Health Plans (HDHP) 5.2 Aetna HealthFund and High Deductible Health Health Plans: Adding Dependents to Benefits 5.3 Aetna HealthFund and High Deductible Health Plans: Terminating Dependents from Benefits 47 P A GE
5.1 AETNA HEALTH FUND (AHF) AND HIGH DEDUCTIBLE HEALTH PLANS (HDHP) The benefits structure of the Aetna HealthFund and High Deductible Health plans are broken out by coverage level. In order to enroll in a HealthFund or High Deductible Health plan, you must first select the plan with the appropriate tier (coverage level). Aetna HealthFund plans may also be referred to as Health Reimbursement Arrangement (HRA). For example, your company will have plans set up for specific tiers, as indicated below. Plan A: AHF or HDHP Employee Only Plan B: AHF or HDHP Employee + Family If you are enrolling an employee without any dependents, you will choose Plan A. If you are enrolling an employee with his/her spouse, you will choose Plan B. If you are enrolling an employee with his/her children, you will choose Plan B. If you are processing a dependent addition or termination and the coverage remains the same or if it falls within the current plan that the employee is enrolled, follow the processes that are outlined in the manual under these sections: Adding Dependents to Benefits (Module 3) Terminating Dependents from Benefits (Module 4) If you are processing a dependent addition or termination and the coverage level will change the plan that the employee is enrolled, follow the steps outlined in the next two sections. 5.2 AETNA HEALTHFUND AND HIGH DEDUCTIBLE HEALTH PLANS: ADDING DEPENDENTS TO BENEFITS Prior to enrolling a dependent into benefits, you must first add the dependent s information on the Dependent Profile screen (see section 3.1 for more detailed information on the dependent profile). Once you have established the dependent in EZLink, you may enroll them into benefits. Using the Employee Search, locate the employee in the system. 1. On the Employee Management page, select the Add Dependents link. 2. Enter the Dependent profile information and click on the Continue button to advance to the Enrollment Worksheet. 3. On the Enrollment Worksheet, select the appropriate Aetna HealthFund that is applicable to the coverage level being added and click the Continue button to complete the enrollment transaction. 4. Enter the Effective/Change date of the Aetna HealthFund plan. 48 P A GE
5. Under the Enrolled column, the checkbox next to the employee s name is pre-selected. 6. Check the box next to the dependent(s) being enrolled. Once all the information is completed, click on the Enroll button. The previous Aetna HealthFund plan will be terminated the day before the effective date of the new plan selected. 5.3 AETNA HEALTHFUND AND HIGH DEDUCTIBLE HEALTH PLANS: TERMINATING DEPENDENTS FROM BENEFITS If you are terminating a dependent from benefits, a plan change may need to be made. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Add/Change Benefits link. 3. On the Enrollment Worksheet, select the Aetna HealthFund that is applicable to the new coverage being added and click the Continue button to complete the enrollment transaction. 4. Enter the Effective/Change date of the new plan. (This is the day after the benefits end for the dependent). 5. Under the Enrolled column, the checkbox next to the employee s name is pre-selected. 6. Check the box next to the dependent(s) being enrolled. 7. The checkbox next to the dependent being terminated should not be selected. Once all the information is completed, click on the Enroll button. The previous Aetna HealthFund plan will be terminated the day before the effective date of the new plan selected. 49 P A GE
MODULE 6.0 LIFE INSURANCE 6 This module provides information on processing enrollments for Life Insurance and approving/denying coverage. Main Topics 6.1 Enrolling in a Life Insurance Plan that Requires Evidence of Insurability 6.2 Approving/Denying Coverage 6.3 Adding Beneficiaries 50 P A GE
6.1 ENROLLING INTO A LIFE INSURANCE PLAN THAT REQUIRES EVIDENCE OF INSURABILITY If your company has a supplemental life plan, it may require the member to provide information about an employee s health for which we can determine if coverage, or increases in coverage, will be approved. Once submitted, evidence of good health must be specifically approved by the Medical Underwriting department. Information may include: questionnaire, physical examination, or written documentation required by Aetna. This can also be referred to as Evidence of Good Health. When enrolling into the life plan, the selected coverage should be set to Pending status until the required information is approved/denied for the additional coverage. To process the enrollment, follow the steps that are outlined below. Using the Employee Search, locate the employee in the system. 1. On the Employee Management page, select the Add/Change Benefits link. 2. Select the Life Insurance plan that is applicable. 3. Click the Continue button to complete the enrollment transaction. 4. On the Enrollment Worksheet, enter the Effective/Change Date of coverage. 5. Next to Selected Coverage, select the amount from the drop down box. 6. Next to Extended Coverage, Pending status will default in the drop down box. This status should remain in Pending status until underwriting approval is received for amounts exceeding the guaranteed issue. 7. Smoker status is established on the Employee Profile page. Updates can be made on the Employee Profile page by selecting or de-selecting the Smoker checkbox. 8. Under Beneficiary Designation, check Irrevocable or Assigned if applicable. 51 P A GE
After all of the information is entered for the benefits selected, click the Enroll button at the bottom of the page. Under the Current Benefits section on the Employee Management page, the coverage will only show the amount that was approved, until the remaining coverage has been approved. To view the details of the Life enrollment, select the link for that plan. 6.2 APPROVING/DENYING LIFE INSURANCE COVERAGE If your employee has a life insurance plan that is pending due to exceeding the guaranteed issue amount, the employer will provide an Evidence of Insurability (EOI) form to the employee. The employee will complete the EOI and mail the form to medical underwriting. The Medical Underwriting department will review the employee s EOI. Upon adjudication, a letter is sent out to the member with the approval/denial coverage amount and approval date. On a monthly basis, your company will receive an Applicant Tracking form (see form below) to review all employees who are approved/denied along with the amount and date. You will need to access the employee s life plan and approve/deny the additional coverage. Example Applicant Tracking Form To approve or deny coverage: 1. Using Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Add/Change Benefits link 3. Select the Life Insurance plan that the employee is enrolled. 4. Click the Continue button. 5. On the Enrollment Worksheet, enter the Effective/Change Date. This is the date on the applicant tracking form or the letter of approval. 6. Next to Extended Coverage, change the status from Pending to Approve or Deny based on 52 P AGE
underwriting approval. Enter the Effective Date of the approval and change the status to approve or Denied based on underwriting approval. After all of the information is entered for the benefits selected, click the Enroll button at the bottom of the page. 6.3 ADDING BENEFICIARIES After a Life Insurance enrollment is processed, you may access the Beneficiary screen to add or update the employee s beneficiaries. Beneficiary information can be added for each Life Product that the employee is enrolled. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Manage Beneficiaries link. 3. Select the Life benefit. 4. Select the Add a New Beneficiary button. 5. Use the Dependent drop down box to select a name. This will pre-fill any existing dependent information in EZLink. 6. Enter the Type (Primary or Contingent) from the drop down box. 7. Enter the Benefit Percent for this beneficiary. If there is more than one beneficiary added, the percent needs to equal one hundred percent. 8. Click on the Save/Update Information button. Continue with the same process to add additional beneficiaries if needed. 53 P A GE
Note: If you wish to name someone other than a dependent, fill out the applicable fields provided. Fill in the beneficiary information if you are not using the pre-fill button. 54 P A GE
MODULE 7 7.0 COBRA This module provides information on the process for administering COBRA Group Billed. Main Topics 7.1 Group Billed 7.2 Enrolling Dependents in COBRA 55 P A GE
7.1 COBRA GROUP BILLED If the employee is going to be Group Billed, the employer is going to collect the premium and submit it to Aetna. There are two steps that will need to be completed: Terminate the Employee and Enroll the Employee into the COBRA Benefits in EZLink. Step 1: Terminate the Employee 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Terminate Employment link. 3. In the Change Employment Status Effective field, enter the employee s termination date and select Terminated from the Status drop-down box. 4. Click on the Update Employment Status button. 5. If you want to track the COBRA Qualifying Event and Qualifying Date, access the COBRA Tracking link located on the Employee Management screen. Follow your company s procedures for sending out the COBRA package. If the employee elects COBRA, the following process needs to be completed. Step 2: Enroll the Employee into the COBRA Benefits Once the employee is terminated from the company, the benefits will terminate based on the company s termination rules. COBRA benefits will be the only benefits that the employee is eligible. To enroll the employee into COBRA, follow the process outlined below. 1. On the Employee Management page, access the Add/Change Benefits link. 2. On the Enrollment Worksheet, select the COBRA Benefits plan(s) and click the Continue button to complete the enrollment transaction. Note: If you do not see any COBRA benefits, you may have to change the employee's job classification field to COBRA on their employee profile screen. After you make this change, you will be able to enroll the employee in a COBRA plan. 56 P A GE
Medical Enrollment Information 1. Enter the Effective/Change date of the COBRA plan(s). 2. Under the Enrolled column, the checkbox next to the employee s name is pre-selected. 3. Check the box next to the dependent(s) being enrolled, if applicable. 4. Enter the Primary Care Physician (PCP) and select the Previously Seen checkbox, if applicable. Use DocFind to locate the office number if it is unknown. Note: Our standard COBRA form should be completed by the employee. Since you are enrolling the employee on EZLink, the form does not have to be submitted to us, but you should keep the form for your records. 7.2 ENROLLING DEPENDENTS IN COBRA In the event that a dependent needs to be enrolled into COBRA independent of the employee, there are three steps that need to be completed. Add the dependent in the Employee Profile as an employee of the company, terminate the dependent on the Terminate Employment screen and enroll the dependent into the COBRA benefits via the Add/Change Benefits link. Step 1: Add Dependent on Employee Profile screen Adding the dependent on the Employee Profile is similar to adding an employee of the company. Follow the steps that are outlined in Module 3, Step1. 1. Select the Add New Employee link. 2. Enter the Dependents information. Note: When entering the information on the Employee Profile screen, use the last day the dependent has coverage as (day before the COBRA effective date) the effective date in the Original Hire Date field. The status will display as active. 3. Select the Save and Quit button at the bottom of the page. Step 2: Terminate the Dependent on the Terminate Employment screen. 1. On the Employee Management page, select the Terminate Employment link. 2. Enter the last day the dependent has coverage in the Change Employment Status Effective field and select Terminated from the Status drop down box. 3. Click on the Update Employment Status button. By terminating the employment, this will insure that the COBRA plans are displayed on the Enrollment Worksheet. Step 3: Enroll Dependent into COBRA benefits 57 P A GE
1. On the Employee Management page, select the Add/Change Benefits link. 2. On the Enrollment Worksheet, select the COBRA Benefits plan(s) and click the Continue button to complete the enrollment transaction. Medical Enrollment Information 1. Enter the Effective/Change date of the COBRA plan. 2. Under the Enrolled column, the checkbox next to the dependent s name is pre-selected. 3. Enter the Primary Care Physician (PCP) and select the Previously Seen checkbox, if applicable. Use DocFind to locate the office number if it is unknown. Once all the information is entered, select the Enroll button at the bottom of the page. 58 P A GE
MODULE 8 8.0 REPORTS Main Topics 8.1 Accessing and Running Reports 8.2 Customizing Reports 8.3 Types of Reports 8.4 Employee Self Service Reports 8.5 Census Reports 8.6 Dependent Over Age Report 59 P A GE
8.1 ACCESSING AND RUNNING REPORTS Some reports can be found by accessing the Reports tab on the menu bar. Under each report, a description of the data that will be retrieved is identified. Each report that can be run will have specific criteria that can be selected. In order to pull the minimum amount of data that is necessary, check the applicable boxes on the left and make your selections on the right. Once all the criteria are selected, click the Run Reports button and the results will open up in a separate browser window. 8.2 CUSTOMIZING REPORTS The Confirmation of Enrollment Elections and the Statement of Benefits are two reports that can be customized. Customizing these reports can be done by accessing the Setup tab on the menu bar and selecting the Customizing Reports link located under the Company Setup section. Select the report(s) that you want to customize by clicking on the appropriate link. On both reports, there are text boxes labeled Replace Text that can be updated with content that is suitable for your company. After making the changes, select the Save/Update Information button. Example of Customizing the Statement of Benefits Report 60 P A GE
Note: Simple HTML tags are used (E.g <p>= paragraph) to format the text on the report. If you need assistance with updating the text, please call EZLink customer service for assistance. 8.3 TYPES OF REPORTS The Report section is broken down into four areas: Employee Reports, Benefits Reports, Batch Reports, and Audit Trail. When a report is selected, the information that is retrieved from that report will be identified on the top of each page. Each report will have different criteria that can be selected to retrieve information. EMPLOYEE REPORTS Employee Census Report: This report lists employees, job classification, birth date, hire date, termination date, and salary information for selected or all employees. BENEFIT REPORTS Benefit Coverage Change Report: This report lists all benefit coverage changes by employee, including new enrollments. Fields included in this report are employee name, plan/product name and type, previous coverage category and costs, current coverage category and costs, and the change effective date. Some Uses: 61 P A GE
List employees who went through a benefit change. List premium changes. Confirmation of Enrollment Elections: This report may be used to send individual reports to each employee to sign and verify that their enrollment elections are correct. The text included in this report is customizable under the Setup tab. (See Section 9.3 for customizing this report.) This report can also be run under the Batch Report section for multiple employees. Some Uses: Use during open enrollment. Save this report in the employee s HR file as verification. Can mail enrollment confirmations to employees. Enrollment Report by Employee: This report lists all plan and product enrollments for employees, and indicates the effective date of enrollment. Fields included in this report are employee name, social security number, employee ID, birth date, hire date, benefit group assignment, plan and product enrollment, plan type and enrollment effective date. Some Uses: Verify if employee changes their plan or coverage during open enrollment. Verify the dependents that are enrolled with each employee. Verify which employees are enrolled in specific plans along with their effective dates. Example of Enrollment Report by Employee Non-Enrollment Report for Mandatory Products: This report lists all employees not enrolled in mandatory products. Fields included in this report employee name, social security number, birth date, hire date and rehire date, plan and product name. 62 P A GE
Some Uses: Can verify which employees are not enrolled into a Mandatory plan. Statement of Benefits: This report will give an individual report of an employee s indirect pay by Employer contributions annually. The text that is included in this report is customizable under the Setup tab (see 9.3 for customizing this report). This report can also be run under the Batch Report section for multiple employees. BATCH REPORTS The Confirmation of Enrollment Elections and the Statement of Benefits reports can both be run for multiple employees at one time. For a complete description of these two reports, see the Benefit Reports section. Specific criteria can be selected to view only those employees who fall within that group. After selecting the criteria, select the button Calculate Employees to view a list of all available employees. To view and print these reports, select the Batch Report Log. Batch Report Log: The Batch Report log is where the Confirmation of Enrollment Elections and Statement of Benefits reports are saved. To view and print a report, select the Report link and the report will open up in a separate frame in Adobe Acrobat Reader. You can print the entire report from this file. Each report will give you the date and time that it was run. Only three reports can be stored at one time. Use the Delete Report button next to the report name that you want to delete. AUDIT TRAIL There are two reports that are included in this section: Audit Trail Report and SSN Audit Trail Report. Both of these reports will track transactions or updates that were made on an employee. This includes updates made in EZLink and the Employee Self Service application. You can see which EZLink user performed this transaction or update, the date it was made, action, transaction type, and other pertinent information for an employee. Audit Trail Report: This report can retrieve information on multiple employees. Some Uses: This report can be useful to identify which user of EZLink performed a transaction. Identify specific transactions and updates that were made for employees. SSN Audit Trail Report: This report is used to track transactions or updates specifically for one employee based on their social security number. The SSN is a required field. 63 P A GE
EZLink users who performed the transaction on one employee based on social security number. 8.4 EMPLOYEE SELF SERVICE (ESS) REPORTS If your company uses the ESS application during open enrollment you can run the Employee Self Service Coverage Report and the Employee Self Service Usage Report to obtain employee usage activity usage and elected coverage activity during the open enrollment period. To access and run these reports: 1. Select the Processing tab from the menu bar. 2. Select the appropriate report under the Employee Self Service Reports section. 3. Click the Run button. The report will open in a new window in Microsoft Excel format. Note: To view a description of the report, select the Specifications link. EMPLOYEE SELF SERVICE USAGE REPORT This report will identify all members that have enrolled or have not enrolled during open enrollment via the Employee Self Service application. The report will display your company s entire employee base. EMPLOYEE SELF SERVICE COVERAGE REPORT This report displays member enrollment elections made via the Employee Self Service application during open enrollment. Waived coverage elections are included on this report. Members who have not as of yet elected their benefits via the ESS application will not appear on this report. Employees may make changes to their elections throughout open enrollment. This report displays the elections made at the time the report was run. 64 P A GE
8.5 CENSUS REPORTS There are four types of census reports that can be run in EZLink specific to the benefit types that your company offers. They include: Health, Life, Disability, and Spending Accounts. Note: To view a description of the report and the available fields, select the Specifications link under each report selected. TYPES OF CENSUS REPORTS Health Census Report This report will identify detailed information on active members and dependents enrolled in Medical, Dental, Vision, and Prescription benefits, if applicable. Multiple reports can be created, modified, and saved to include specific fields that capture relevant information about the members/dependents. Disability Census Report This report will identify detailed information on active members that are enrolled in Short Term and Long Term Disability, if applicable. Multiple reports can be created, modified, and saved to include specific fields that capture relevant information about the members. Life Census Report This report will identify detailed information on active members that are enrolled in Basic and Supplemental Life, if applicable. Multiple reports can be created, modified, and saved to include specific fields that capture relevant information about the members. Spending Account Report This report will identify detailed information on active members that are enrolled in a Health Savings Account and Spending Accounts for Health Care, Dependent Care, Qualified Transportation Benefit (QTB), Retiree, and Wellness, if applicable. Multiple reports can be created, modified, and saved to include specific fields that capture relevant information about the members. 65 P A GE
RUN DEFAULT REPORT To access and run the Census Reports: 1. Select the Processing tab from the menu bar. 2. Select the appropriate report under the Census Reports section Under each report, you can run a default report which will include all available fields. Click on the Run button next to the drop down box that displays All Available Fields. View the fields included in the default report. The report will display in a Microsoft Excel format. 66 P A GE
CREATE AND RUN A CUSTOMIZED CENSUS REPORT To create a new census report to only include specific fields and not the default fields: 1. Select the Processing tab from the menu bar. 2. Select the appropriate report under the Census Reports section. 3. Select the Create New Report link 4. Enter a Report Name and deselect any fields that you do not want to include on the report. 5. Click the Save button. After the new report is saved, you will automatically be directed back to the previous screen to Run the report. 67 P A GE
6. Select the new report from the drop down box and click the Run button. The report will display with only the selected fields in Microsoft Excel format. MODIFY OR DELETE A CUSTOMIZED REPORT If you customized a census report that contains only the fields that were selected, you may modify that report at any time or delete the report. To Modify or Delete an existing report: 1. Select the Processing tab from the menu bar. 2. Select the appropriate report under the Census Reports section. 3. Select the Modify Existing Report link. 4. Select the report that you want to modify or delete from the drop down box and click Go. 68 P A GE
5. Select or deselect the fields on the report to make the appropriate changes and click the Save button. Or 6. Select the Delete button if the report is no longer needed. 8.6 DEPENDENT OVERAGE REPORT This report will identify any dependent child/children that has reached an age where as they are no longer eligible for benefits. To run the Dependent Over Age Report: 1. Select the Processing tab from the menu bar. 2. Select the Dependent Over Age Report under the Benefit Reports section. 3. Enter the effective date. 4. Enter the Age of the dependent. 5. Click on the Run button. 6. On the file download box, click Open. The report will display with all over age dependents in Microsoft Excel format. 69 P A GE
Example: If you enter the effective date of 09/01/2013 and enter age 26, the report will return any child dependent that is enrolled in benefits over the age of 26. The system will only allow you to enter an effective date up to 6 months in advance. Note: To view a description of the report and the available fields, select the Specifications link. 70 P A GE
MODULE 9 9.0 MANAGING YOUR EMPLOYEE DATA This module provides information on the various sections in EZLink that may require an HR Administrator to manage the data of an employee. Such topics may include changing an address, PCP/PCD changes, salary changes, etc. When you are finished reviewing this module, you will be familiar with the following: Main Topics 9.1 Address Changes 9.2 PCP and PCD Changes 9.3 Leave of Absence 9.4 Rehire 9.5 Salary Changes 9.6 Over-Age Dependents 9.7 Out-of-Area Dependents 9.8 Order Member ID Cards 9.9 Correcting Enrollment Transaction Errors 71 P A GE
9.1 ADDRESS CHANGES Address changes are made on the Employee Profile screen. If the employee has dependents, the new address will automatically update on all dependent profile pages as long as the checkbox located above the address is selected. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the employee s name under the Profile section. 3. Update the address fields and click the Save/Update Information button. If a dependent has a different address than the employee, click on the Dependent s name on the Employee Management page. 1. Enter the dependents address. 2. Check the box above the address if this address should not change based on the employees address. 3. Click the Save/Update Information button. 72 P A GE
9.2 PCP AND PCD CHANGES If you need to make a PCP/PCD change for an employee, you can make this change by accessing the Employee Management page. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Manage PCP/PCD link. 3. Enter the new Primary Office number(s) in the fields provided. 4. Click on the Save/Update Information button. You can also access the link for the applicable plan under the Current Benefits section to complete the change. 9.3 LEAVE OF ABSENCE If an employee is taking a leave of absence, you can change their employment status until they return to the company. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Terminate Employment link. 3. Enter the leave date in the Change Employment Status Effective field and select Leave of Absence from the Status drop down box. 4. Click on the Update Employment Status button. The Employee Profile page will display the employee s Leave of Absence Date under the Employment Information section. Return from Leave of Absence 1. When the employee returns from Leave of Absence, select the Reinstate Employment link on the Employee Management page. 2. Enter the date the employee returns to work in the Reinstate Date field and click the Update Employment Status button. The Employee Profile page will display the Return from Leave of Absence Date under the Employment Information section. 9.4 REINSTATE EMPLOYMENT If an employee is rehired by your company, you do not need to re-enter an Employee Profile in EZLink. Follow the steps below to reinstate the employee into the company. Reinstating employment will not automatically reinstate benefits. 1. Using the Employee Search, locate the employee in the system. 73 P A GE
2. On the Employee Management page, select the Reinstate Employment link. 3. Enter the employee s Reinstate Date. 4. Click on the Update Employment Status button. To enroll the employee in benefits from the Employee Management page, see the below steps. For more details on the screens below, see Module 3, Section 3.1: The Four Steps to Enroll. 1. Select the Salary/Pay Frequency link and enter the appropriate information. 2. Select the Add Dependents link to enter dependent profiles, if applicable. If adding dependents, this will take you to the Enrollment Worksheet to enroll into benefits. If dependents do not need to be added, select the Add/Change Benefits link to enroll the employee into benefits. 9.5 SALARY CHANGES If you have any salary based benefits, changes will be necessary in order to calculate the employee s benefit contributions based on pay frequency. Also, if you are using the Employee Self Service system, the employees will be able to view their contributions for each benefits plan that is selected. It is necessary to update your employee s salary information as it becomes available so the appropriate contributions are displayed. Note: You must enter a new Salary/Pay Frequency in order to keep a history of the salary changes. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the Add Salary/Pay Frequency link. 3. Enter the employee s Payroll Group and Effective Date. 4. Payroll Group: Choose the appropriate payroll group that the employee belongs to. 5. Effective Date: The effective date of the new salary or pay frequency. If your company has benefits that are based on the employee s salary, the following fields need to be completed. 6. Salaried Employee: If Yes is selected, complete the Annual Salary field. 7. Salaried Employee: If No is selected, complete the Hours Per Pay Period and Hourly Rate fields. 74 P A GE
9.6 OVER-AGE DEPENDENTS AETNA HMO PLANS Aetna systematically generates student status letters to HMO, QPOS and USAccess subscribers when a dependent is approaching the dependent age limit specified in their group contract. A systematic report will also be sent to the group contract holder making them aware of all of the employees who received a student status letter that month. The HMO student system runs every month and generates both subscriber and group contract holder notifications on the 90 th day, 60 th day and 30 th day prior to the age limit, if the benefit system is not updated with the information required. The HMO student system will also systematically term the dependent if the information is not received. This termination will not appear in EZLink. Upon notification that the dependent is no longer a student, please terminate the dependent from benefits in EZLink (review Module 4, Section 4.2 to terminate a dependent). The letters that are sent out to the HMO, QPOS and USAccess subscribers come with an enclosed self-addressed envelope for the subscriber to return the proof of student status. These envelopes are addressed to EZLink. It is important that you instruct your employees to either return this information to you or send the information directly to EZLink. If your employees provide you with the student status information, please fax it to EZLink Benefits Administration at 860-262-9587. If you want your employees to mail in the information, please provide them with the below address: Aetna 1425 Union Meeting Rd Attn: EZLink Benefit Administration Mailstop U22S Blue Bell, PA 19422 AETNA TRADITIONAL PLANS Any employee enrolled in a traditional, PPO, EPO or Managed Choice plan will not receive a student status letter indicating that their dependent has reached the plan s dependent age limit. If a claim has been submitted for a dependent that has reached the dependent age limit, the claim will be denied until proof of student status has been received. An Explanation of Benefits letter will be sent to the subscriber at the time the claim is denied. Upon notification that the dependent is no longer a student, please terminate the dependent from benefits in the EZLink system. Review Module 4, Section 4.2 to terminate a dependent. If your employees provide you with the student status information, please fax it to EZLink Benefits Administration at 860-262-9587. If you want your employees to mail in the information, please provide them with the below address: Aetna 75 P A GE
1425 Union Meeting Rd. Attn: EZLink Benefit Administration Mailstop U22S Blue Bell, PA 19422 9.7 OUT-OF-AREA DEPENDENTS Out-of-Area dependent plans are set up for HMO, QPOS and USAccess group contract holders who have employees with dependents that reside in an area where an HMO network does not currently exist. Aetna also offers a traditional Dependent Out-of-Area Plan for clients in which this scenario applies. This plan benefit will not appear in your EZLink benefit screen. In order to enroll a dependent in the Dependent Out-of-Area Plan, enroll the dependent into the employees plan, change the dependent s address, and then fax the enrollment to EZLink Benefits Administration at 860-262-9587. If you would like your employees to mail the enrollment information, please provide them with the below address: Aetna 1425 Union Meeting Road Attn: EZLink Benefit Administration Mailstop U22S Blue Bell, PA 19422 9.8 ORDER MEMBER ID CARDS ID Cards are sent to your employees within seven to ten business days after they are entered into EZLink. Also, certain changes that are made in EZLink will automatically generate a new card such as: Name Change Plan Change Change of Effective date New Hire New dependent PCP/PCD change Common updates or corrections to data will not automatically generate a card include: Address change Date of birth Hire date If an employee needs to request a new ID card, they may do so using our personalized online 76 P A GE
member self service website, Aetna Navigator. Employees can register from Aetna Navigator at www.aetna.com. Employees must be registered with Aetna Navigator in order to request a card. If you need to request an ID card for your employee, use the Request ID card link on the Employer Secure Website or you may call EZLink Customer Service at 1-877-395-4656. 9.9 CORRECTING ENROLLMENT TRANSACTION ERRORS If a new enrollment transaction is entered into EZLink incorrectly, you can delete the transaction and re-enter the appropriate transaction. It is best to contact EZLink Customer Service for assistance if it is not a new enrollment and there is an existing enrollment record(s) for the employee. Based on the type of error that was made, EZLink Customer Service will assist you so it is properly entered into EZLink. The EZLink system will generate an error if you try to delete a record that does not fall with the 60 day time period. 1. Using the Employee Search, locate the employee in the system. 2. On the Employee Management page, select the plan name under the Current Benefits section. 3. Click on the Delete button. 4. A pop up box will display. Select OK to finish the process. If you do not want to proceed, select the Cancel button. To enter the appropriate enrollment, select the Add/Change Benefits link on the Employee Management page and complete the Enrollment Worksheet. 77 P A GE
MODULE 10 10.0 Managing your EZLink Data This module provides information on the various sections in EZLink that may require an HR Administrator to use some advanced features. Some topics include, adding employee contributions, exporting data, and importing data in to EZLink. When you are finished reviewing this module, you will be familiar with the following: Main Topics 10.1 Profile Information 10.2 Information Links 10.3 Departments, Facilities, Divisions 10.4 Adding Contribution Schedules 10.5 Exports 10.6 Imports 78 P A GE
10.1 COMPANY PROFILE INFORMATION The Company Profile screen contains information related to the company s location/contact information, filing information, benefit types, and other information that controls certain functions such as billing, ESS, FSA Administration, COBRA Direct, and more. The Company Profile screen in EZLink is a view only screen. Changes can be made by contacting EZLink Customer Service. Access the Company Profile screen by selecting the Setup tab from the menu bar. Some of the sections/fields on the Company Profile screen are outlined below. They include: E-mail Address: If your company is using the Employee Self Service (ESS) application, this e-mail address field identifies who in the company will receive e-mail notifications. If the company is using ESS for Life Event changes, this will notify the HR Administrator that an enrollment transaction or change has been made by an employee and may need approval before it is processed. Benefit Types: Each type of benefits is selected based on what plans your company participates in. Other Information: This section identifies if the Employee Self Service application has been enabled and also if the company has our COBRA Direct service. EZLink Billing Information: This section identifies the company s payment method and billing cycle. FSA Administration: This section identifies if the company has Flexible Spending Account plan administration through Aetna. HSA Administration: This section identifies if the company has Health Savings Account plan administration through Aetna. HRA Administration: This section identifies if the company has Health Savings Account plan administration through Aetna. 10.2 INFORMATION LINKS Information Links provide access to other Internet or Intranet sites. These links can be useful if there are other sites that will assist the HR Administrator to perform certain tasks while they are in EZLink. When your company is set up, EZLink will provide you with some standard Information Links, but additional links can be added. These links will appear and can be accessed from the EZLink home page. To setup additional links, you can access the Setup tab from the menu bar, and select Information Links. 79 P A GE
Select the Add a New Information Link button and fill in the following information: Name: required URL: This is the web address of the Internet or Intranet site. Proper format is required when you enter the URL address. Note: The Description field is not required, but can be used to identify the site. All other fields are not used and can be ignored. Once these fields are added, select the Save/Update button. You can check to see if the Information Link is working properly by selecting the new link that was created and clicking on the Preview button. Another browser window will open and take you to the website that was added. If the website does not open, check the URL field to make sure it was entered correctly. 10.3 DEPARTMENTS,FACILITIES AND DIVISIONS Departments, Facilities and Divisions are setup by EZLink, but these sections can be modified if there are new Departments, Facilities or Divisions that need to be added in the future. Please contact EZLink Customer Service if additional departments and facilities need to be added. These sections can be used as structural identifiers for your company and can assist you with sorting your company s data for certain reports, exports or billing that are available in EZLink. To view these sections: 1. Select the Setup tab from the menu bar. 2. Select Company Facilities, Company Departments, or Company Divisions. 3. If applicable, the name and code will be displayed. 10.4 ADDING CONTRIBUTION SCHEDULES Benefit Contributions may change from year to year and need to be modified when applicable. Employee s contributions will appear in the Employee Self Service (ESS) application, if your company chooses to use this application. In ESS, employees will be able to view their benefits deductions for each plan based on their pay frequency. Contribution Schedules can be accessed by selecting the Setup tab from the menu bar and the Benefits Plans link under Benefits Setup. 1. Under Benefit Plans, select the applicable benefit type. 2. On the right hand side under the Product List for Plan, select the Contribution Schedules link for the applicable product. 3. Select the Create a New Product Contribution button. 80 P A GE
On the Contribution Schedules screen, enter the following information: 1. Effective Date. 2. Next to each Coverage Category, enter the Contribution Type (This can be a Flat or Percent) and the Monthly Amount. 3. Select the Save/Update Information button. Note: All contribution category amounts should be based on monthly numbers. The percentage or flat amount that you indicate as the contribution amount for the 'Employee only' contribution category will be applied to all other contribution categories. For Example, if you enter $50 for the 'Employee only' contribution rate and $75 for 'Family' contribution rate, then the employee's cost for enrolling in this benefit at the Family level will be $125. Note: When adding multiple contribution schedules to accommodate a Dual Plan year utilizing different rates, a contribution schedule for each rate effective date must be entered. 10.5 EXPORTS Information can be exported by using the Export feature which is located under the Processing tab in EZLink. Information such as employee and dependent profile data, benefits enrollment, plan information, employee FSA/HSA contributions, etc. can be exported to a Microsoft Excel spreadsheet. This information will allow you to create your own reports that can be sorted to best suit your company's needs. Note: To view a brief description of the fields being used in the export, select the Specifications link under each export selected. RUN DEFAULT EXPORT To access and run an Export: 1. Select the Processing tab from the menu bar. 2. Select the Exports link. 81 P A GE
3. Select the appropriate export from the list provided. Under each Export, you can run a default export which will include all available fields. Click on the Run button next to the drop down box that displays All Available Fields. Note: On some exports, there are additional criteria that can be entered, such as an effective date, to only export data based on a specific date. 5. Select 'Open" and the data will open in a Microsoft Excel spreadsheet. 82 P A GE
CREATE AND RUN A CUSTOMIZED EXPORT To create a customized export to only include specific fields and not the default fields: 1. Select the Processing tab from the menu bar. 2. Select the Export link. 3. Select the specific export that you want to customize. 4. Select the Create New Export link. 5. Enter an Export Name and deselect any fields that you do not want to include on the export. 83 P A GE
6. Click the Save button. After the new export is saved, you will automatically be directed back to the previous screen to Run the export. 7. Select the new export from the drop down box and click the Run button. The export will display with only the selected fields in Microsoft Excel format. 84 P A GE
MODIFY OR DELETE A CUSTOMIZED EXPORT If you customized an export that contains only the fields that were selected, you may modify that export at any time or delete the export. To Modify or Delete an existing Export: 1. Select the Processing tab from the menu bar. 2. Select the Export link. 3. Select the specific export that you want to modify or delete. 4. Select the Modify Existing Export link. 5. Select the export that you want to modify or delete from the drop down box and click go. 6. Select or deselect the fields on the report to make the appropriate changes and click the Save button. Or 7. Select the Delete button if the report is no longer needed. 85 P A GE
Once you modify an export and click on the Save button, you will remain on the same page to verify that the page was saved. To Run the modified export, select the Exports Menu on the left menu bar and select the appropriate Export from the list. 86 P A GE
10.6 IMPORTS There are several imports that your company can use to upload data into EZLink. The imports will allow you to create a single text file to upload different types of data, rather then handling an individual employee record. The following is a list and description of the imports that are available. TYPES OF IMPORTS Employee Profile Add Import: This import is used to upload new employee profiles using a single file. Dependent Profile Add Import: This import is used to upload new dependent profiles using a single file. Manage Multiple Salaries: Mass salary changes can be made using a single file. This import can also be used to upload your employee's pay frequency (bi-weekly, monthly, etc.) if your company offers benefits that require this information for enrollment. Terminate Multiple Employees: Terminate multiple employees from the company using a single file. Employee FSA Payroll: If you company has Health Care Flexible Spending Accounts and is administered by Aetna, you can upload your employee s FSA payroll contributions based on your company s payroll schedule using a single file. HSA Contributions: If your company has Health Savings Account plans, you can upload employer or employee contributions for multiple employees using a single file. HRA Contributions: If your company has a Standalone Health Reimbursement Arrangement plan, you can upload employer contributions for multiple employees using a single file. EMPLOYEE PROFILE ADD IMPORT This import can be used to upload new employee profiles into the EZLink system using a single text file. This import cannot be used to make changes to existing employee profiles. This import is beneficial when you have a large number of new employee profiles to add into EZLink. This import does not allow you to enroll the employees in benefits. As the administrator of benefits, you will need to enroll each employee into benefits from the Employee Management screen. If your company uses the Employee Self Service (ESS) system, you can upload the text file and have your employee's enroll in benefits via ESS. Note: Keep in mind, that if your company has benefits that are based on the employee's pay frequency and/or salary; you must additionally add the Salary/Pay Frequency information from the Employee Management screen or use the Manage Multiple Salaries Import to upload this information. Failure to upload this information will result in errors generated when benefits are 87 P A GE
elected in both the EZLink and ESS systems. Below is a quick troubleshooting guide to identify the most common errors that can be made on the Employee Profile Add Import. For steps on how to "Create and Upload the Import File" and "Correcting and Re-Importing the Import File", see those instructions below in section 10.6. Employee Profile Add Import Troubleshooting Guide The following guide will help assist you when correcting the import file. Error Message Employee already exists, you can only add new employees. Invalid zip code. Please use a valid zip code format 00000 or 00000-0000 BirthDate must be a valid date. Format is mm/dd/yyyy JobClassName is not valid for the company. Valid names can be found on the Employee Profile screen under the Job Classification drop down box. SecurityGroupName is not valid for the company. Valid names can be found on the Employee Profile screen under the Security Group drop down box. Facility Code is not a valid code. Department code is not a valid code. Division code is not a valid code. Review/Resolution This employee may already be listed in EZLink. Use the Employee Search to locate the employee and remove the row from the file. This import does not allow changes to an existing employee. Check the file to make sure that the formatting of the HomeZip column is not dropping off numbers. It could be dropping off leading zeros. Correct the formatting on the file and then re- import. Check the format and also check to make sure that the birth date is not a future date. Check to make sure that the Job Class Name is spelled correctly and it exist on the Employee Profile page under the Job Classification drop down box. Check to make sure that the Security Group name is spelled correctly and it exists on the Employee Profile page under the Security Group drop down box. Check the file to make sure you added the code and not the name that is listed in the drop down box on the Employee Profile page. To locate the code, select the Setup tab, then Company Facilities Check the file to make sure that you added the "code" and not the name that is listed on the "Department" drop down box on the Employee Profile page. To locate the code, select the "Setup" tab, then "Company Departments". Check the file to make sure that you added the "code" and not the name that is listed on the "Division" drop down box on the Employee Profile page. To locate the code, select the "Setup" tab, then "Company Divisions". 88 P A GE
DEPENDENT PROFILE ADD IMPORT This import can be used to upload new dependent profiles into the EZLink system using a single text file. This import cannot be used to make changes to existing dependent profiles. This import is beneficial when you have a large number of new dependent profiles to add into EZLink. The Dependent Profile Add Import should only be used when there is an existing employee profile in EZLink. Below is a quick troubleshooting guide to identify the most common errors that can be made on the Dependent Profile Add Import. For steps on how to "Creating and Uploading the Import File" and "Correcting and Re-Importing the Import File", see those instructions below in section 10.6. Dependent Profile Add Import Troubleshooting Guide The following guide will help assist you when correcting the import file. Error Message Relationship must be between 0 or 6. Refer to the Cross Reference Definitions on the import specification for valid values. Dependent already exists, you can only add new dependents. Address1 must be populated with at least one alphanumeric character when OverrideEmployeeAddress=1 You have entered more than one spouse as a dependent. Please verify that all dependent relationships are accurate. Review/Resolution Check to make sure that you are using and integer between 0-6 for the relationship code. The import will also not accept the relationship name (e.g. "spouse") on that column. This dependent may already be listed in EZLink. Use the Employee Search to locate the employee and check to see if the dependent profile already exists. The file does not allow changes to the dependent profile. If you have any dependents that have a 1 under the OverrideEmployeeAddress column header, verify that there is an address included on that dependent row. This field is looking for an address different from the employee when this is set to "1". If the address should be the same for the dependent, change the column to a "0" and leave the address field blank. Review the "Relationship" column and verify that you did not use the spouse integer "1" twice in the file. The wrong relationship code (0-6) may have been used for multiple dependents listed under the same employee. 89 P A GE
CREATING AND UPLOADING THE IMPORT FILE Each import has certain record layout specifications that need to be followed in order to successfully process the import. You will find the Import Specification link at the top of each page on the selected import. 1. From the menu bar, select the Processing tab. 2. Select the Imports link. 3. Select the appropriate import. Note: The Manage Multiple Salaries and Terminate Multiple Employees imports can also be found on the EZLink home page. 4. Click on the Import Specification at the top of the page. All specifications have the same characteristics. They include: Column Headers must match what is identified on the specification. o o o o Column Headers must be spelled correctly. Spaces should not be included in the column header Upper and lower case letters can be used and are not taken into consideration. The order of the column header is not taken into consideration. Required Columns will be indicated with a yes next to the column header name. Note: The data being added should not contain any special characters (e.g. $ or, etc.) that wouldn t normally be used in a field. These characters will generate an invalid file. 90 P A GE
Column headers 5. Once you have entered all of the required column headers and data on the file, save the file as a Tab-Delimited (.txt) file. 6. Use the Browse button on the import to locate and upload the.txt file and select the Upload and Validate button. 7. Once the import is uploaded, click on the Import Status link to confirm that the import was successfully processed. 91 P A GE
8. Under the Status section, verify that all records were successful. If all records are successful, the data was imported into EZLink accurately. During the import processing stage, there are several statuses that could be displayed. They include: File Received: An import file is received but has not been pre-processed. Pending: This will display when an import is in queue for processing. Processing: EZLink is actively processing the contents of the file. Complete: The file has completed processing in EZLink. All successful records have been updated in EZLink. If there are any errors, it will be displayed and they need to be corrected and re-imported. Invalid File: If the file could not be processed by EZLink. Some conditions that would cause this status include missing required columns, unreadable characters, column header names entered incorrectly, etc. Note: Use the Status Refresh button on the left menu bar to view the most current status of the import file. 92 P A GE
CORRECTING AND RE-IMPORTING FILES Errors can be detected during two stages of processing. They can be detected during the Loaded to Process and Processed stage. If errors are detected in each stage, both files which contain the errors need to be re-imported as indicated in the below example. 1. To view those errors, click on the numbered link to review the data. 2. The error(s) will be displayed on the row(s) that is incomplete or inaccurate. To correct the errors on the file: 1. Save the file as a.txt file. 2. Open up the.txt file in the application in which the file was originally created. (e.g. Microsoft Excel) 3. From the menu bar, choose, file/open and select the.txt file. 93 P A GE
4. The Text Import Wizard will display. 5. Click on the Next button to complete the steps. (Select Tab as the delimiter if it is not pre-selected) 6. Select the Finish button when the wizard is complete. The text file will open and the necessary corrections can be made. After the corrections are made, save the.txt file and complete the import process again for the records that were not successfully imported. 94 P A GE