Ready to stop paper mailings? Go paperless and think green before printing.

Transcription

1 Ready to stop paper mailings? Go paperless and think green before printing. Log into eflexonline and receive all of your company documents: Contribution reports Check registers Debit Card reports Employee account history reports YTD reports By switching from paper mailings to online viewing you can: cut clutter no more paper piles to shred or recycle help the environment paper, printing, postage and transportation needs are eliminated streamline recordkeeping documents can be saved to your desktop or other secure location reduce the wait for Flex account information you can view contributions, disbursements and debit card transactions as soon as they have been posted, plus current and YTD reports are available for review at any time protect your privacy personal information in reports is inaccessible to mail thieves

2 eflexonline.com Employer Group Flex Plan Administration Website User Instructions Compensation Consultants, Ltd. Cafeteria Plan, HSA & HRA Plan Service Provider P.O. Box 720 Cloquet, MN

3 eflexonline New User Login 1. Go to Compensation Consultants website at 2. Click the eflexonline button in upper right hand corner. 3. eflexonline Welcome login page will display. Click the New User button.

4 eflexonline Login New User (cont.) 4. To create a new user, enter all required information in the boxes below and click the Continue button. Note: Please contact Compensation Consultants for your unique Company Code. Note: If you have forgotten your User Name or Password, click the Lost Password button on the eflexonline welcome landing page and follow the instructions. You will be asked the following: Enter your registered company address. Answer your Hint Question. Click the Enter button. A new password will be sent to your registered address. Go back to the eflexonline login page and enter the password sent to you via . Once logged in, your password will need to be changed. Enter your new unique password and continue. Note: If you still have problems getting logged in, please call Compensation Consultants at and we will help you get your User Name and/or Password reset.

5 eflexonline Employer Home Page & Menu Options Your company s contact information will appear on the landing page once you are logged into your employer website. To view a list of current departments set up for the company, select the Click Here link. To view a list of current pay cycles set up for the company, select the Click Here link. The Flex Plan debit card option available to your employees link is where the company goes to review and accept the Debit Card Agreement if offering debit cards to your employees. eflexonline Tabs: Manage Eligibility: This tab is not active. Please contact Compensation Consultants regarding new employees or changes in status for employees or to update employee demographic information. Manage Your Debit Card: Allows employer to look up participant debit card information, request and suspend debit cards and reactivate debit cards. Note: This tab will not be active if you do not offer debit cards or if you declined the debit card agreement. New Year Enrollment: This tab is not active. Note: New Year Online Open Enrollment is provided to employees during the open online period by going to Compensation Consultants website:

6 eflexonline Employer Home Page & Menu Options (cont.) New Year Online Open Enrollment (cont.): 1. Click on the Enrollment button. 2. Employee enters User Name and Pass Code provided by employer in a separate cover letter. See screen shot below.

7 Note: Additional information about the Cafeteria Plan may be displayed that could be beneficial to the employee in determining their annual election amount. eflexonline Tabs (cont.): Information: This tab contains contact information for Compensation Consultants, your Flex Plan Service Provider, and allows you to send an directly from the eflexonlin website. Forms: Provides claim forms, a change in status form, change in personal information form, COBRA form, employee electronic funds transfer form and an format for requesting additional materials from Compensation Consultants. Reports: Detailed reports for your current and previous plan years are available under this tab. Employer Information: Contains your contact information, benefits available, benefit claim linkage and legal/compliance information. You can also change your login information and add or delete other users for your web site. Please contact Compenation Consultants regarding any changes you would like to make to your plan.

8 eflexonline Employer Accepts Debit Card Agreement Once the Employer is logged in to the company website: The Flex Plan debit card option available to your employees link is where the company goes to review and accept the Debit Card Agreement if offering debit cards to your employees/plan participants. Compensation Consultants must first review and approve your company debit card arrangements before it can be reviewed and accepted by the employer on the eflexonline employer portal. 1. To accept the debit card option, click on Please Review/Select Debit Card Option link. 2. Please read each step carefully and make your selection. 3. Click Continue to accept your choices and complete the employer process of offering debit cards to your employees/plan participants. The employees/plan participants are now able to order debit cards from the employee website NOTE: Debit Card prices displayed on the employer website have been pre-determined and agreed upon by both the Employer and Compensation Consultants and are controlled by Compensation Consultants, your Flex Plan Service Provider. NOTE: You must log out of the web site and re-enter to refresh your window. Once this process has been completed, the debit card tab will be available from the main menu.

9 eflexonline Manage Your Debit Card Tab Manage Your Debit Card: Allows you to look up employee/participant debit card information, request debit cards, and suspend or reactivate debit cards. This tab will not be active if you do not offer debit cards or if you declined the debit card agreement. 1. Debit card Info: Includes employee/participant address on record, card status, date card was requested, date card was issued, date card was activated, date card expires, last status change and reason. 2. Request Cards: Employers are able to request debit cards for current employees/participants. Click the box beside the name in order to request a debit card for a single employee. Click the Select All Participants button to automatically select all employees in the list. Click the Select all on this page button to automatically select all employees on this page. Fill in the first and last name of a second card holder only if requested by the employee/participant. Click the Submit Card Requests button to order cards for selected employees/participants. You will receive a confirmation number for each card requested and the following message: 3. Suspend or Reactivate Cards: Thank you. The specified debit cards have been requestd. Important! Employers should contact Compensation Consultants as soon as possible when it becomes necessary to suspend or reactivate debit cards! Do not suspend or reactivate debit cards without consulting with us first!

10 eflexonline Information Tab Information: This tab contains contact information for Compensation Consultants, your Flex Plan Service Provider, and also allows you to send us an directly from the company website. Click on the Us button to send an .

11 eflexonline Forms Tab All forms listed are in a.pdf format and may be printed directly to a printer or saved to your computer or other location. 1. Claim Forms: Claim forms displayed depend on the type of benefits set up specifically for your company. For example, if your company does not offer the FSA Individual Insurance benefit, then that specific claim form would not display as an option. 2. Change in Status Form: This form is completed, signed and dated by the employee and submitted to the company representative for approval. The company representative should also sign and date before submitting to Compensation Consultants for processing. 3. Cobra Form: This form is completed by the company representative and should be signed and dated by both the company representative and the employee before submitting to Compensation Consultants for processing. 4. Employee Electronic Funds Transfer: This form should be completed by the employee and submitted directly to Compensation Consultants for processing. 5. Request Additional Materials: If employers would like to request additional Flex Plan materials, select the item/s from the list, add any notes to the box and click the Submit button. Your will be forwarded to Compensation Consultants for review and processing.

12 eflexonline Reports Tab Reports: Detailed reports for your current and previous plan years provide your company with important information regarding your company Cafeteria FSA and HRA Plans, employees/participants and debit cards (if applicable). All reports may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. If you have problems viewing the reports, please read the Report Tips or click on the Click here for help. link for steps showing you how to custom fix your internet options see screen shots below for instructions.

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15 eflexonline Reports Tab (cont.) 1. Year-to-Date Report: Information in this report is an actual snapshot of the date and time indicated in the report selection box. Current day transactions will not be available until the next day requires an overnight update. It is recommended that employers use the Year-to-Date (LIVE) Report. Provides account information for each benefit plan and each employee/plan participant. Employee Number & Name Annual Election Amount Contributions & Disbursements year to date Balance to be disbursed Select the desired report date from drop down list. Select the report Sort Options. Click the View Report button. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.)

16 2. Year-to-Date (LIVE) Report: Information in this report reflects any activity on the account as of the time it is created. It is important to remember that all transactions may not be posted yet for the current day at the time you create the report. Provides account information for each benefit plan and each employee/plan participant. Employee Number & Name Annual Election Amount Contributions & Disbursements year to date Balance to be disbursed 2a. Select the Plan Groups Report Options. Click the Next button. 2b. Select the Plan Type Report Options. Click the Next button. eflexonline Reports Tab (cont.)

17 Year-to-Date (LIVE) Report (cont.): 2c. Select the Report Date Range Report Options. Click the Next button. If the box is checked for All Dates For Selected Groups, the date range will include the beginning of the plan year to current day. If the desired date range is for a specific period, enter the From and To dates for the report option. Important: For the Live YTD Report, the To date must be the next day in order to include transactions for the current date. For example, if you want to create a report on 07/31/10 with results for the month of July, including transactions for 07/31/10 at the time you run the report, then enter a date range from 07/01/2010 to 08/01/2010. However, it is important to remember that all transactions may not be posted yet for the current day at the time you create the report. 2d. Select the report Sort By options. Click Next button.. Year-to-Date (LIVE) Report (cont.): eflexonline Reports Tab (cont.)

18 Click View Report button. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. 3. Company Eligibility Report: eflexonline Reports Tab (cont.)

19 Provides information for employees/plan participants based on year-to-date activity, including up to the previous day s activity. Select the plan, plan period and sort options. Click the View Report button. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.) 4. Bank Reconciliation Report: Provides detail summary and totals by date for:

20 Contributions Repayments Debit card settlements Checks, void checks ACH disbursements, void ACH disbursements Note: This report has a 93 day limitation in order to create the report, so be sure to create and save the report on a regular schedule if this is a report you want to keep permanent records of. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.) 5. Standard Contribution Report: Provides current contribution information: Employee number and name

21 Department and pay cycle Benefit Current standard payroll deduction amount Select the plan and sort options. Click View Report. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.) 6. Check Register Report: Provides the following information: Payee Number and Payee Name

22 Doc Number - check or direct deposit (ACH) Doc Date - check or direct deposit (ACH) Doc Type - check or direct deposit (ACH) Payment total amount of each check and direct deposit (ACH) issued Report lists any Voided checks or direct deposits (ACH) Grand totals are listed at bottom of report Voided Total ACH Total Check Total Report Total Select date range, view type and sort options. For the Check Register report, the To date must be the next day in order to include transactions for the current date. Select the View Report button. Note: The Check Register Report does not break out payment totals for each of the different benefits (i.e.: HRA and FSA payments are included in the grand total amount). So, if an employee received two payments, (one from the HRA and one from the FSA), the employee will be listed twice on the check register with two separate disbursements; however, they are combined in the grand total for the Report Total. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.) 7. Enrollment Payroll Report: This report is not is not available.

23 8. Company Purchased Debit Card Report: Provides detailed information on company purchased debit cards: Employee Purchase Date Total company purchased debit cards ordered for that specific date range Enter purchase date range: Note: Most debit cards are ordered 2 weeks prior to the beginning of each new plan year, so be sure the From date reflects that date range. Select the View Report button. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.) 9. Participants with Balance Due Report:

24 Note: This report was written to include only debit card companies. Non-debit card companies will not see any results on this report for their employees who have had adjustments and have not repaid their balance yet. Provides information for any employee with a balance due (NQE Non-Qualified Expense) still owed back to the plan if it falls within the time frame requested (i.e. 30 days, 45 days, etc ). If an employee had an adjustment on their account for a NQE debit card transaction, and the balance has not been repaid yet, they should display on this report. Report lists each employee with balance due and the grand total for all NQE s. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. 10. Non-Qualified Expense (NQE) Amounts Repaid Online Detail Report: View employees/participants who have repaid NQE amounts to the plan. Report shows employee, repayment date, repayment amount. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.) 11. Debit Card Processing - Daily Settlement Report:

25 Important: Employers should monitor this report Daily to ensure adequate funding for debit card transactions. Provides the following information: Employee name and number Pre-authorization date and amount of transaction for the date range selected Total transaction count Total transaction amount for the date range selected Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.) 12. Employee Statement of Accounts Report:

26 Provides current and/or previous plan year benefit information for employees/participants for any activity as of the time it is created: Annual election amount for each benefit within the plan year Detailed contributions and payments to date for each benefit Balance available for each benefit Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.)

27 13. Contribution Batch Report: 14. HSA Contribution Batch Report: Both reports provide a list of contributions created and posted to the website on the day Compensation Consultants processes for the employer group s next payroll date. Generally, Compensation Consultants processes approximately one week prior to the employer s payroll date. Enter the date range to see a list of all contribution batches posted within that date range and click the Next button. Click on the down arrow to view the list. Highlight the batch to review. Click the Next button. Select the sorting and paging options. Click the Next button to create the Contribution Report. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel. eflexonline Reports Tab (cont.)

28 15. Debit Card Listing Detail Report: Provides debit card information for: Primary and secondary cards ordered for each employee/participant Debit card status - active, expired, suspended Select date range, search criteria and filtering options and click the Next button. Report may be viewed, printed or saved to your computer or other location in Adobe Acrobat, Word or Excel.

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30 eflexonline Employer Information Tab Information Tab: Contains the employer contact information, benefits available, benefit claim linkage, change login and user maintenance, copay and legal/compliance information. 1. Contact Info: Changes to company information, departments or pay cycles cannot be made online and will need to be submitted to Compensation Consultants, your Flex Plan Service Provider. 2. Benefits Available: View company benefits offered for current, previous, future plan years. eflexonline Employer Information Tab (cont.)

31 3. Change Login Info: Change or update web site login information. Click Submit to save all changes. Notification will appear on the screen that the information has been successfully changed. 4. Benefit Claim Linkage: View claim types, benefit linkage and pay sequence. Please contact Compensation Consultants, your Flex Plan Service Provider if changes should be made to your company benefit claim linkage. eflexonline Employer Information Tab (cont.)

32 5. User Maintenance: A list of existing users will be provided. Employers will be able to add new users; or edit, delete and change passwords for existing users. The company Administrator may select the check box to assign the new user administrator rights, which allows the new user full access within the website. A non-administrator will not have rights to Manage Your Debit Card or User Maintenance under the Employer Information tab. 6. Insurance Product Selection: This option is not available for groups in the employer website. 7. Copay: This option is not available for groups in the employer website. eflexonline Employer Information Tab (cont.) 8. Review Legal/Compliance: Provides important information about Flex Plan requirements.

33 9. Select Marketing Plan: Contact Compensation Consultants, your Flex Plan Provider regarding any marketing materials.