Employer Portal Guide

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Adela Ellis
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Employer Portal Guide This reference guide will assist in training all COBRA and Direct Bill clients on the PayFlex Employer Portal.

Employers can navigate directly to the PayFlex login page by accessing.

Upon access to the portal, a sidebar of links and tools will display on the left hand side.

1 Employer Portal Guide This reference guide will assist in training all COBRA and Direct Bill clients on the PayFlex Employer Portal. This guide explains the functionality, tools and accessible features specific to user web credentials and access rights. Employers can navigate directly to the PayFlex login page by accessing. Usernames have been initially set up to be the contact s address with the password set to welcome. Upon access to the portal, a sidebar of links and tools will display on the left hand side. The list will vary, depending on the amount of services PayFlex provides as well as the employer configuration. Portal Administration a. Your Profile can be edited at anytime which customizes the user s account. When all fields are complete, click Submit. A summary of the user s access rights will appear at the bottom of the page. b. Your Messages section has been added to retrieve copies of s sent by PayFlex. The number of unread messages will display next to the link on the left navigation bar. c. Portal User Management is a link the employer s Website Administrator can access to review and/or edit user access rights to the site. If someone does not have the Website Administrator role assigned, they will receive an error message stating You are not authorized to access that page. d. Logout at any time to securely leave the PayFlex web portal.

services. COBRA If PayFlex is the employer s third party administrator for COBRA services, this section will be included on the user s sidebar. a. COBRA Home provides a summary of COBRA participant counts and PayFlex service information.

2 Reimbursement Accounts Upon initial login, the employer will view the Reimbursement Account Home page of their Flex services, if applicable. Their dedicated Flex Client Service Manager s name and contact information will display towards the bottom of the page should they have any questions surrounding the PayFlex Flexible Spending services. COBRA If PayFlex is the employer s third party administrator for COBRA services, this section will be included on the user s sidebar. a. COBRA Home provides a summary of COBRA participant counts and PayFlex service information. From here, the user can take a shortcut to the participant screen by clicking on the number count displayed. If the count is over 400, the page will require the user to refine their search. b. The Participant link includes a search function to assist the employer in locating a specific participant record. The user may enter any part of a participant s first or last name, member ID number (which could be their social security number) or last four digits of their member number. The user may refine their search by selecting the Employer which the participant is assigned. NOTE: The Website Administrator can determine which users can access each Employer s participant information within the Portal User Management section. Various links will display for the retrieval of participant information, COBRA enrollment status, benefits and payment history. Access to such information is viewable in a read-only mode, with the exception if updates to participant and dependent addresses are permitted. This is a configurable option per the employer s discretion. An archive of all PayFlex communications can be downloaded per participant at any time under the Documents link. 2

Initial Notices are sent to the employer s active employees upon benefit election provided the employer contracts PayFlex to do so. A separate window will open when clicking on Initial Notices.

To enter a New Initial Notice Employers have the ability to enter their own Initial Notices via the PayFlex web portal.

3 Initial Notices are sent to the employer s active employees upon benefit election provided the employer contracts PayFlex to do so. A separate window will open when clicking on Initial Notices. A list of employees will display in alphabetical order that have had Initial Notices sent or pending within a date range entered. To enter a New Initial Notice Employers have the ability to enter their own Initial Notices via the PayFlex web portal. By clicking on the Enter a New Initial Notice link, a new screen will appear, beginning with Step 1: Enter Participant Information. Employers should fill each field out completely before moving onto the next step. If a required field has been missed, the system will prompt the user to go back and fill in the necessary information. Once the user has completed Step 3, the new record will appear in a pending status, allowing the user to edit the participant information, if needed, until the next billing process runs. NOTE: The PayFlex billing process runs daily beginning at 5am CT. b. Qualifying Event notices must be sent when an employee or qualified beneficiary experiences an event resulting in a loss of coverage. The Qualifying Events screen will open in a separate window. A list of participants will display in alphabetical order that have had a Qualifying Event notice sent or pending within a date range entered. Similar to the Initial Notices, all pending or delivered documents can be viewed in pdf format. To enter a New Qualifying Event Employers have the ability to enter their own Qualifying Events via the PayFlex web portal. By clicking on the Enter a New Qualifying Event link, a new screen will appear, beginning with Step 1: Enter Participant Information. Employers should fill each field out completely before moving onto the next step. If a required field has been missed, the system will prompt the user to go back and fill in the necessary information. 3

Once the user has submitted the Qualifying Event in Step 5, the new record will appear in a pending status, allowing the user to edit the participant information, if needed, until the next billing

Invoices are generated per Employer and are delivered via the Employer Portal on or around the 10 th of the month.

The invoice summary along with any relevant supporting detail will be available for download under the Invoice link.

4 Once the user has submitted the Qualifying Event in Step 5, the new record will appear in a pending status, allowing the user to edit the participant information, if needed, until the next billing process runs. c. Invoices are calculated monthly for administrative services rendered in arrears. For example, March s invoice will be for February activity. Invoices are generated per Employer and are delivered via the Employer Portal on or around the 10 th of the month. Anyone with a Billing role assigned to them will have access to invoice information on the portal and will receive monthly notifications from PayFlex. The invoice summary along with any relevant supporting detail will be available for download under the Invoice link. A summary of the latest invoice details will appear outlining the billing amount and employer charges per type. Various billing reports for the coinciding month billed are also available to download. Besides the Invoice itself (generated in a pdf format), all reports are saved in a csv format which can be opened in Excel. d. Real Time Transaction Register details all financial activity that occurred during a particular date range. The drop down menu will allow the user to specify a specific employer and period of time which transactions occurred. Participant payments, refunds and funds transfers will display either as a credit or debit for the coinciding day. Transaction and/or Transfer supporting detail can be reviewed by clicking on either Employer Participant Receipt or Transfer. Participant transactions will list the payment amount, what type of payment they made, and if it was a check, it will list the participant s check number. Transfers will detail which payment destination the monies were sent to along with the transfer amount. 4

5 e. HIPAA Certificates of Credible Coverage are sent to each participant provided the employer contracts PayFlex to do so. These notices serve as evidence of the participant s prior health coverage under their previous employer s plan. To enter a New HIPAA Entry In addition to Qualifying Events, employers have the ability to enter their own HIPAA notices via the PayFlex web portal. By clicking on the Enter a New HIPAA Entry link, a new screen will appear, beginning with Step 1: Enter Participant Information. Employers should fill each field out completely before moving onto the next step. If a required field has been missed, the system will prompt the user to go back and fill in the necessary information. Once the user has completed Step 5, the new record will appear in a pending status, allowing the user to edit the participant information, if needed, until the next billing process runs. f. Plan Reporting Archive houses all scheduled and on-demand reporting per employer. Anyone with a Reporting role assigned to them will have access to reports in the archive and will receive monthly notifications from PayFlex once new reports have been generated. In addition, the Remittance contact will receive monthly notifications on the scheduled remittance day with access to remittance reporting on the portal. g. On-Demand Reports allow users the ability to generate reports, as needed, per employer. To Create an On-Demand Report Select from the list of employers in the drop down box along with the type of report. The following are the selection of reports that can be generated through the employer portal: o Participant Amount Billed o Participant Paid Thru Report o Employer Census Report o Participant Payments and Refunds Report 5

Indicate the date range in which the report should detail. The Plan Year field will be deactivated (grayed out), as this is only applicable for Flex services.

6 Indicate the date range in which the report should detail. The Plan Year field will be deactivated (grayed out), as this is only applicable for Flex services. The user can also choose the Mask Member ID Numbers depending on the nature of information they need on the report. Once the user clicks Submit they will receive a notification their request has been submitted. An will be sent to the user once their report is created and made available to retrieve in the Plan Reporting Archive. Direct Billing If PayFlex is the employer s Third Party Administrator for Direct Billing services, this section will be included on the user s sidebar. a. Direct Billing Home provides a summary of Direct Billed participant counts and PayFlex service information. From here, the user can take a shortcut to the participant screen by clicking on the number count displayed. If the count is over 400, the page will require the user to refine their search. b. The Participant link includes a search function to assist the employer in locating a specific participant record. The user may enter any part of a participant s first or last name, employee ID number (which could be their social security number) or last four digits of their member number. The user may refine their search by selecting the Employer which the participant is assigned. NOTE: The Website Administrator can determine which users can access each Employer s participant information within the Portal User Management section. Various links will display for the retrieval of participant information, benefits and payment history. Access to such information is viewable in a read-only mode except if employer updates to participant and dependant addresses are permitted. This is a configurable option in CBAS per the employer s discretion. An archive of all PayFlex communications can be downloaded per participant at any time. 6

Anyone with a Billing role assigned to them will have access to invoice information on the portal and will receive monthly e-mail notifications from PayFlex.

7 c. Invoices are calculated monthly for administrative services rendered in arrears. For example, March s invoice will be for February activity. Invoices are generated per Employer and are delivered via the Employer Portal on or around the 10 th of the month. Anyone with a Billing role assigned to them will have access to invoice information on the portal and will receive monthly notifications from PayFlex. The invoice summary along with any relevant supporting detail will be available for download under the Invoice link. An archive of monthly invoices will list according to last delivered. The status of each billable time frame will also indicate if the balance has been paid in full or still outstanding. Click on the invoice ID link to access more detail. A summary of the latest invoice details will appear which outlines the billing amount and employer charges per type. Reports for the coinciding month billed are also available to download. Besides the Invoice itself (generated in a pdf format), all reports are saved in a CSV format which can be opened in Excel. d. Real Time Transaction Register details all financial activity that occurred during a particular date range. The drop down menu will allow the user to specify a specific employer and period of time which transactions occurred. Participant payments, refunds and funds transfers will display either as a credit or debit for the coinciding day. Transaction and/or Transfer supporting detail can be reviewed by clicking on either Employer Participant Receipt or Transfer. Participant transactions will list the payment amount, what type of payment they made, and if it was a check, it will list the participant s check number. Transfers will detail which payment destination the monies were sent to along with the transfer amount. 7

8 e. Plan Reporting Archive houses all scheduled and on-demand reporting per employer. Anyone with a Reporting role assigned to them will have access to reports in the archive and will receive monthly notifications from PayFlex once new reports have been generated. In addition, the Remittance contact will receive monthly notifications on the scheduled remittance day with access to remittance reporting on the web portal. f. On-Demand Reports allows employers to be able to generate reports as needed per employer. To Create an On-Demand Report Select from the list of employers in the drop down box along with the type of report. The following are the selection of reports that can be generated through the employer portal: o Participant Amount Billed o Participant Paid Thru Report o Employer Census Report o Participant Payments and Refunds Report Indicate the date range in which the report should detail. The Plan Year field will be deactivated (grayed out), as this is only applicable for Flex services. The user can also choose the Mask Member ID Numbers depending on the nature of information they need on the report. Once the user clicks Submit they will receive a notification their request has been submitted. An will be sent to the user when reports are created and made available to retrieve in the Plan Reporting Archive. 8

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