Open Enrollment Essentials 2016 Open Enrollment Season
Document contents
Enrollment ......................................................................................................................................................................3 Marketing materials ........................................................................................................................................................9 Benefit debit cards .......................................................................................................................................................10 Support and escalation ................................................................................................................................................14 Important banking information......................................................................................................................................14 WealthCare Administration renewal overview ..............................................................................................................15
Open Enrollment Essentials Enrollment Introduction This document provides essential information for helping you prepare for the 2015/2016 renewal season using the WealthCare Administration system. Additionally, this document identifies where to find additional details on system features related to open enrollment processing – as well as suggestions and best practices to effectively manage the plan renewal season. For detailed instructions on renewing benefit plans, plan designs, and participants, please refer to the Online Resources section within the WealthCare Administration system. You can access from the Online Resources section by navigating your internet browser to https://www.mywealthcareonline.com/onlineresources/. As a reminder, the 2014/2015 plan year was the first full year since the enactment of the $500 FSA rollover allowance. We recommend reviewing the FSA Rollover Guide in the Online Resources section to ensure you have all of the information you need to setup the rollover plans successfully. You can locate this documentation by navigating to: Online Resources > Documentation > WCA Guide > FSA Rollover Guide or by pasting the following URL into your internet browser: https://www.mywealthcareonline.com/onlineresources/Documentation/WCAGuides. Important note: The Online Resources section is being completely refreshed and updated. The updates to the Online Resources section will be implemented on September 15. Starting September 15, you can locate the FSA Rollover Guide by following the following system navigation: WealthCare Administration > Plans > Rollover > FSA Rollover. If you have any questions about open enrollment or successfully leveraging the WealthCare Administration system to maximize your open enrollment potential, please contact your Alegeus service delivery professional.
Open enrollment training Both live and on-demand webinar training sessions are available for you to leverage and learn from before and during open enrollment season. These sessions are great tools to help you understand the renewal process. Prior to the start of the training sessions, Alegeus will send an email communication announcing the training sessions and where you can register/view the training sessions. We strongly advise you attend the live sessions – as you will have the opportunity to ask live questions with Alegeus training staff – giving you the ability to ask specific questions related to your specific use of the system. Shortly following each training session, a recorded, on-demand version of the training session will be available, so that you can listen and view these sessions at any time. Important note: If you are not receiving these email announcements, please contact your service delivery professional.
2016 Open enrollment season – webinar schedule Date
Training session topic
Time
September 29, 2015
Open Enrollment Season Preparation
2:00 PM ET
September 30, 2015
FSA Fund Rollover
2:00 PM ET
October 6, 2015
Open Enrollment Issues Prevention
2:00 PM ET
October 8, 2015
ACH Issues Prevention
2:00 PM ET
October 15, 2015
FSA Fund Rollover
2:00 PM ET
October 20, 2015
Open Enrollment Issues Prevention
2:00 PM ET
October 27, 2015
Open Enrollment Season Preparation
2:00 PM ET
October 29, 2015
ACH Issues Prevention
2:00 PM ET
November 10, 2015
Open Enrollment Issues Prevention
2:00 PM ET
November 12, 2015
ACH Issues Prevention
2:00 PM ET
November 18, 2015
FSA Fund Rollover
2:00 PM ET
December 8, 2015
Open Enrollment Issues Prevention
2:00 PM ET
December 10, 2015
FSA Fund Rollover
2:00 PM ET
December 15, 2015
ACH Issues Prevention
2:00 PM ET
Online resources training and education The Online Resources section of the WealthCare Administration system is a repository where you’ll find a variety of important resources, tools, and system-related information. These resources include online help, policies and procedures, user guides, on-demand training videos and more. Using Online Resources, you can: 1. 2. 3. 4.
Search for content across videos, online help and WealthCare system documentation. View EDI and web services documents – including information pertinent to the latest system release. Find WealthCare Portal documentation, including page content, user impersonation and administration capabilities. View and download all HRA-, plan management-, and system-related functionality documentation.
The content contained on this site is updated often. Please check in often to browse our latest content. The Online Resources link can be accessed in the upper right hand corner of WealthCare Administration system, or by pasting the following link into your internet browser: htps://www.mywealthcareonline.com/onlineresources/
Important note: Due to the sensitive nature of our content, it is necessary to require users to authenticate using their WealthCare Administration system credentials. Click on “login” from the online resources site to access all of our new online tools. The first time you log in you will need to “accept the terms and conditions” of the site.
Training Alegeus offers a variety of training tools and resources to help you better understand the WealthCare Administration system features and functionality. The Alegeus training program (LMS) is a series of courses aimed at teaching the basics, as well as more advanced topics to system users. Each training session is approximately 20 minutes in length, and teaches newly-hired employees (or employees that need a refresher) how to use the system to its fullest potential. The current LMS course schedule can be found in the Online Resources section of WealthCare Administration, on the Training tab. After September 15, the schedule will be located on the Resource Library tab, found under the Live Training Webinars link. If you are interested in the LMS courses, please send an email to
[email protected]. In addition to the LMS courses, we also offer a comprehensive suite of on-demand training videos. These are great tools for refreshing your knowledge of the system, learning new features, or simply as a continued training tool. There are a number of detailed user guides also available to you to help you better understand some of the newer and more complex functionality. To access the library of user guides and on-demand videos, visit the Online Resources section of the WealthCare Administration system.
Planning calendar Generally speaking, you should use September and October to plan your renewal and open enrollment strategies. Meet with your administrators to assign and schedule the renewal tasks. In November and December, be sure to note applicable deadlines. Important note: Please familiarize yourself with Alegeus holiday dates and completion dates for benefit plan renewal tasks. Having a general awareness of holiday dates and completion dates will help you better plan and implement your enrollment season. Date
Sept. 14, 2015
Sept. 21-25, 5
Function
Debit cards
Release
Task Be sure you have submitted your requests to re-order (no changes) existing custom plastic and have signed off on the card proof.
Beta WealthCare Administration, Version 7.2 release.
Details Proof approval deadline for the reordering of existing custom plastic intended for distribution between Dec. 1, 2015 and Jan. 31, 2016. The Beta release will be deployed during business hours on Sept. 21. The environment will remain unstable for the rest of the week. Please plan accordingly.
Date
Function
Task
Details The release overview will be available in the WealthCare Administration system’s documentation page in Beta.
Sept. 29, 2015
Debit cards
Be sure you have submitted your requests for: The re-order (no changes) of existing custom carrier paper stock The reorder (no changes) of existing custom carrier paper stock The implementation of custom carrier laser templates and thermal logos The implementation of thermal logos
Sept. 29, 2015
Training
Attend the enrollment season preparation webinar.
Complete details for the webinar will be emailed to you.
Oct. 17, 2015
Release
WealthCare Administration version 7.2 release.
Release notes will be available in the WealthCare Administration system documentation page.
Oct. 27, 2015
Training
Attend the enrollment season preparation webinar.
Complete details for the webinar will be emailed to you.
Debit cards
Be sure you have submitted all of your requests for 4th line embossing text options.
Deadline for submitting requests for approval and implementation of 4th line embossing options intended for use between Dec. 1, 2015 and Jan. 31, 2016.
Production freeze
To optimize stability during peak season, Alegeus has implemented a production freeze. During this period, no production changes will be made (outside of the 7.2.1 patch release).
Oct. 30, 2015
Nov. 1, 2015 – Jan. 6, 2016
Nov. 6, 2015
Freeze period
Release
Beta release of WealthCare Administration, version 7.2.1.
Deadline for the reordering of existing custom carrier paper stock, brochures, and for requesting custom carrier templates and thermal logos intended for distribution or use between Dec. 1, 2015 and Jan. 31, 2016.
The Beta release will be deployed during business hours on Nov. 6, and the environment will remain unstable for the rest of the week. Please plan accordingly. The release overview will be available in the WealthCare Administration documentation page in Beta.
Date Nov. 7, 2015
Nov. 13, 2015
Function
Task
Release
WealthCare Administration version 7.2.1 release.
Debit cards
If you issue cards using the standard Alegeus benefit debit card program, or if you have a custom card program that uses a plastic that does not have a preprinted toll-free customer service phone number on the card back, please be sure that you have entered and/or confirmed your customer service phone number(s) as thermal text (back) option in WealthCare Administration. Your administrator (and/or employer group) specific customer service phone number(s) must be thermal printed on the back of your cards when the cards are personalized.
Details Release notes will be available in the WealthCare Administration documentation page.
Recommended deadline for entering and confirming all of your customer service phone number(s) as thermal text (back) options in WealthCare Administration. All debit cards must have an administrator- or employer-specific tollfree customer service phone number either thermal printed on the back of the card when cards are requested, or that was pre-printed on the card back during manufacturing.
All custom materials intended for distribution between Dec. 1, 2015 and Jan. 31, 2016 must be in inventory and ready for use by Nov. 13, 2015.
Nov. 13, 2015 Jan. 31, 2016
Debit cards
Customization ordering freeze
Starting Nov. 1, in-process orders for card programs, custom materials, thermal logos, and carrier templates that are unlikely to be completed by Nov. 13, 2015, may be re-prioritized after discussions with Alegeus, and an alternative option may be pursued. Customization requests and new orders / reorders for custom materials, thermal logos, and carrier laser templates received after Nov. 13 may experience longer processing time through Jan. 31, 2016.
Date
Function
Task
Details
Nov. 26, 2015
Holiday
NA
Thanksgiving holiday. Alegeus offices are closed.
Nov. 27, 2015
Holiday
N/A
Day after Thanksgiving. Alegeus offices are closed.
In WealthCare Administration, be sure you have entered plan data for all new employers. Dec. 1, 2015
Operations
Alternatively, when using the FTP process with EDI records, be sure you have loaded the plan data for all new employers. In WealthCare Administration, be sure you have enrolled employees and dependents for new employers.
Dec. 2, 2015
Operations
Alternatively, when using the FTP process with EDI records, be sure you have loaded the data to enroll employees and dependents for new employers.
Recommended deadline for entering plan data for new employers.
Recommended deadline for enrolling employees and dependents for new employers.
Debit cards
In WealthCare Administration, be sure you have requested cards to be delivered via standard mail service. This will greatly increase the probability of cards being delivered by Jan. 1, 2016.
Recommended deadline for requesting cards to be delivered via standard mail service.
Dec. 15, 2015
Debit cards
In WealthCare Administration, if applicable, be sure you have requested cards to be delivered via expedited shipping service.
Recommended deadline for requesting cards to be delivered via expedited shipping service. Note: Additional fees apply.
Dec. 25, 2015
Holiday
N/A
Christmas holiday. Alegeus offices are closed.
Jan. 1, 2016
Holiday
N/A
New Year’s Holiday. Alegeus offices are closed.
Dec. 7, 2015
To ensure proper expedited shipping and delivery by FedEx, enter a valid shipping address, shipping contact name, and shipping contact phone number. FedEx cannot deliver to a post office box and requires a signature.
1
Marketing materials Overview Alegeus is pleased to offer you access to the Alegeus marketing portal – an online campaign and marketing & communication material creation wizard. The portal allows you to create custom, turnkey marketing campaigns and communication materials leveraging a library of material templates. Complete with messaging copy, design templates, and other easily-customized, turnkey materials, the portal provides comprehensive sales, marketing, and communication tools & resources that help support your sales and marketing efforts with employers and participants. The marketing campaign elements support all account types, and leverage a wide variety of online and print-based document formats. In addition to materials and content, the toolkit also includes marketing tips, and best practice suggestions for successfully marketing tax-advantaged benefit accounts. All of the materials and content are made available – and can be customized – using the online self-service website that allows you to easily search, view, and customize marketing materials to align with your unique needs and brand strategies.
Topics & audiences covered The marketing materials and content are targeted toward both employers and participants – across all CDH account types – FSAs, HSAs, HRAs, dependent care and transit accounts; as well as key Alegeus solution features that make the accounts more compelling (such as debit card, WealthCare Mobile, and WealthCare Portal). To help you grow your FSA program, Alegeus has also added new marketing materials to the portal to help promote and communicate the new FSA funds rollover. These materials include emails, web banners, presentations, flyers, FAQs and website copy - all materials can be easily customized, downloaded, and printed for use in your marketing campaigns & communication efforts.
Variety of print & electronic marketing materials For each audience and account type, Alegeus provides a variety of marketing content and marketing materials – including both print and electronic assets. All materials are customizable and white-labeled, so that you can easily insert your branding schemes and elements to create a positive consumer experience. Examples of marketing materials include letters, emails, brochures, PPT, inserts/flyers, posters, web banners, guides, etc. We also provide text/written content in the form of standard definitions, FAQs, sample web copy, and other positioning documents you can leverage in your own marketing materials.
Online ordering website All of the print-ready marketing materials available in the Alegeus marketing portal can be printed directly from the portal. After you’ve designed and completed your marketing materials, you can elect to order printed copies of your marketing materials through a simple, easy-to-use check out process. Each of the printable materials are priced according to paper weight & stock, ink requirements, and color options. Additionally, you can download high-
resolution PDFs of your marketing materials, and you can even download the source files – giving you infinite freedom to customize and manipulate the template materials to your standards.
Accessing the Alegeus marketing portal To view and access the Alegeus marketing portal, 1. 2. 3.
Navigate to http://alegeus.marketing.com Enter your login credentials. If you’ve forgotten your credentials, click ‘forgot password.’ If you are a first time user, click “request new credentials. Once logged in, you can begin viewing, customizing, downloading, and even ordering your custom marketing materials.
A link to the Alegeus marketing portal is also included in the Online Resources section within the WealthCare Administration system.
Benefit debit cards Validation of customer support numbers printed on debit cards As an administrator, the payment card networks require you have a valid toll-free customer support telephone number on the back of each benefit debit card you issue. The telephone number will be validated during employer setup. This information is set up under the administrator tab using the thermal text (back) link, and then assigned at the employer level.
Fourth line embossing The WealthCare Administration system continues to provide the capability to emboss information below the cardholder’s name on the front of cards. One common use of this free option is for co-branding information. You can use your business name or web site. To request a fourth line embossing text option to be available for your benefit debit cards, submit a request to your service delivery manager by Oct. 30, 2015. By meeting this date, you increase the likelihood that employees and their dependents will have their cards with the custom embossing by Jan. 1, 2016. Please Note: Requests for the implementation of 4th line text options must be reviewed and approved by Alegeus, the applicable card association, and issuing bank before they can be added to your card. For more information, contact your service delivery manager.
Allowable characters The allowable characters for names and other information that can be embossed on cards are: 1. ABCDEFGHIJKLMNOPQRSTUVWXYZ 2. 0123456789
3. Special characters: .(period) ,(comma) -(dash), /(single forward slash), ‘(apostrophe), &(ampersand), space. a. Note: Most slash characters are not allowed (cannot be embossed on a card or laser printed as part of a card carrier template) so addresses and other data fields must not include the backslash “\” or any double slash “//” or “\\”. The maximum number of characters you can emboss on the fourth line is 26 characters for MasterCard and 19 for Visa.
Expedited debit card shipping You can enter your special handling requests for debit cards, except for card pull and destroy requests, directly in WealthCare Administration. The following table summarizes these services and their costs. Although you can enter your requests into WealthCare Administration for standard and expedited shipping services for the new plan year at any time, Alegeus strongly recommends you request services by Dec. 9, 2015. Doing so increases the likelihood that employees and their dependents will have their cards by Jan. 1, 2016. Bulk overnight shipments can be directed to an administrator or employer address. WealthCare Administration allows for the creation of alternate administrator and employer shipping address, so keep in mind you can utilize this functionality if the bulk shipment should be sent to an address other than the primary one. To ensure proper delivery of bulk overnight or single overnight card shipments, be sure the system has a:
Valid shipping address
Shipping contact name
Shipping contact phone number
In addition to the requirements above, please also consider the following:
FedEx cannot deliver to a post office box and requires a phone number. FedEx requires a signature for receipt of the package and will attempt delivery up to three times if necessary. o A $25 FedEx charge will be assessed for any package returned after three (3) delivery attempts. FedEx will not forward or reroute this type of package due to the secure nature of the contents. o Alegeus does not recommend that expedited shipping request be sent to cardholder’s home addresses – as they are typically not at home during delivery hours. During the holiday season, card fulfillment can take from 3 to 5 business days from the point that the production-run job has been scheduled at the card fulfillment facility. After the card is produced and pulled, it is shipped via standard US mail (overnight shipping via FedEx service is available at an additional cost). Any card request entered into WealthCare Administration after 4:00 a.m. ET on a given business day is received by the card vendor on the following business day. The card vendor has a day to schedule the production job and 3–5 business days to produce and mail the job.
Please keep in mind that the US Postal system typically experiences mail delays during the holiday season. Please note that expedited shipping (additional fees apply) ensures faster delivery time, however it does not expedite production time. Card production time cannot be expedited.
Card pull and destroy If you do require manual intervention, please contact your service delivery manager or technical support to make a request. Note that feasibility of processing manual requests depends on many factors, including quantity, card program use, and how far into the production process the job is at the time of the request. Important note: Due to the secure nature and timing of the production process there is a limited window in which a request for manual intervention into the production process (such as a pull and destroy request) can be accommodated.
Shipping methods, times, and costs Shipping method
Fulfillment time
Estimated shipping time
Cost1
3-5 business days
Typically 3-5 business days NOTE: 7-10 business days during the holidays
N/A
Bulk overnight (via FedEx)
3-5 business days
1 business day (recipient signature required)
$15 for the first card, $3 for each additional card, plus FedEx charges ($25 minimum).
Single overnight (via FedEx)
3-5 business days
1 business day (recipient signature required)
$40 ($15 for the card pull, plus $25 FedEx charge)
Pull & destroy
N/A
N/A
$10 per card
N/A
$25 will be charged to you if the bulk or single overnight package is undeliverable.
Standard US Mail
Return to shipper
1Charges
N/A
for special handling are included in the invoices for the standard billing cycle.
Card expiration dates The standard life of a debit card is 3 years. As the majority of cards issued to cardholders is in January, you can expect the portion of your cards issued 3 years ago to expire during this enrollment season. WealthCare Administration will automatically re-issue those cards in January as long as the following apply: 1. Participant or dependent is assigned to a plan that is active after the card expiration date. This can be a new plan or an existing plan. 2. Card has an active or temporarily inactive status. The card will not be re-issued if the card has a new, permanently inactive, or lost / stolen status. If the participant has a card that is set to expire on Dec. 31, 2015 and has not been enrolled into the 2016 plan prior to Dec. 30, 2015, the card will expire and will not re-issue automatically. If that same participant is enrolled into the 2016 plan after Dec. 30, 2015, the card will not automatically re-issue and you (the administrator) will need to manually re-issue the card. Please contact your service delivery manager if you need assistance managing this process. Important note: Expired cards are automatically marked permanently inactive in WealthCare Administration. If a participant does not activate their card, the card will be switched to permanently inactive and no new card will be issued. You will then have a participant without an active card, and that participant will need to contact you to obtain one. That participant will not be able to perform self-service tasks through the Alegeus IVR.
Using card package materials for marketing purposes: If you would like to use the image of your card, or other card package material (brochure, carrier, etc.), in a marketing / communication piece that is distributed separately from the WealthCare Administration card package, or that is used electronically on a website or in an email, the material must be reviewed by Alegeus and the bank sponsor, prior to being printed and/or circulated. Website links to copies of card package materials must also be approved. The card networks (MasterCard & Visa) have extremely strict requirements that apply to the network logo, the embossed name, card number, expiration date, and more. Any marketing or educational piece that is published online or printed and distributed, that has any mention of MasterCard, Visa, Bancorp or any other issuing bank, or any use of a card image, with or without embossing, in written or electronic form, and/or on a website, must be approved prior to use. Items that may be impacted by this requirement include, but are not limited to: all applicable websites, mobile apps, welcome packages, open enrollment banners/signage, posters, flyers and newsletters. If you would like to use the card image or other card package material in such a way, please submit the proposed marketing material to your service delivery manager prior to printing or distributing. Please also submit a screen-print of any webpage that includes a link to a copy of a card package material.
Support and escalation For information on your specific contacts within Alegeus, please refer to your custom escalation guide. If you need an updated copy, please contact your service delivery manager. If you have a technical issue or question, please contact Alegeus technical support. If the technical support representative is unable to resolve your query, please contact your service delivery manager. Any matters regarding your overall relationship satisfaction can be escalated to your account executive. An urgent issue is one in which system critical functions cannot be performed. Examples are: 1. You cannot sign into WealthCare Administration. 2. For EDI processing, WealthCare Administration does not return a results file (.res file) within four hours of your file submission for processing. 3. WealthCare Portal users cannot log in.
Important banking information One of the most common challenges administrators experience during open enrollment is failed ACH debits for new employer groups or existing employer groups that have changed bank accounts. There is a $25 fee assessed to you, the administrator, per rejected ACH item. Direct deposit failures result in a $15/per rejection fee to the administrator. To help verify bank accounts before the plan year begins, $1.00 pre-note functionality was added to the WealthCare Administration user interface in April 2007. Whenever a new bank account is created, or the account or routing numbers are altered on an existing account, WealthCare Administration generates a $1.00 pre-note to the bank to verify the setup. The goal of the $1.00 pre-note test is to ensure the account details have been entered correctly in the system and that once debit card usage begins, the bank will not reject settlements due to a filter issue. Please note the $1.00 that is debited from the account is non-refundable. If you are planning to load employer group information in advance of the plan start date, you must ensure the bank account is properly funded with at least $1.00. It is important you communicate to your clients that they should fund their bank account with at least $1.00 prior to providing you their bank account and routing numbers. Important note: Banks accounts being set up via EDI will also generate a $1.00 pre-note. Additionally, Alegeus has found that banks are requiring longer lead-times to implement the filter information to ensure the ACH debits originating from WealthCare Administration are not blocked by your bank. Failure to set up proper account information to allow for Alegeus settlements often result in an ACH rejection. Alegeus strongly recommends you communicate the ACH filter information to your employer groups as early as possible to ensure their banks have sufficient time to implement the appropriate filter. This applies to new groups as well as existing groups changing banks.
Note the descriptor on the ACH debit / credit differs from the company name. It contains MED-I-BANK SETL MMDD [where MMDD = 2 digits for the month and 2 digits for the day, ie: 0921 for September 21]. Please ensure that your finance team and employer clients understand this to avoid potential returns. Keep in mind that during the plan grace period after renewal, employers should be aware they are funding two plan years’ worth of activity, along with possible FSA rollover, and should plan accordingly to avoid insufficient funds returns. For your reference, the Alegeus/WealthCare Admin ACH filter information is included below: BMO HARRIS FILTER INFORMATION for Alegeus/ WealthCare Admin *SUBMITTING BANK (ODFI): COMPANY NAME (ACCOUNT NAME): ROUTING NUMBER: *ORIGINATION ID: ACH COMPANY ID:
BMO Harris Bank MBI 075000051 07500005 1383261866
*Information not required for filter setup. Important note: If you are using automated direct deposit, you should confirm correct setup of account and routing numbers for participants with this reimbursement method to reduce the risk of rejections. The best way to do this is to obtain copies of voided checks as part of the implementation process for participants electing this method of reimbursement. Please note that there is a $15.00 fee assessed to you, the administrator, per rejected direct deposit ACH item.
WealthCare Administration renewal overview WealthCare Administration provides several features that help you efficiently manage the renewal of active plans, employees, and dependents. During enrollment season, implementing best practices can mean the difference between cards and claims working when the new plan year starts and card transactions/claims being denied because the participants are no longer active. We strongly encourage you to test your renewal plan(s) in Beta. You can renew all plan types, except product partner HSAs. Last year, we added the ability to renew HRX plans. After you create a new plan, creating an auto renewal template and associating it with the plan allows the plan to renew automatically up to 185 days in advance. Important note: Renewing a benefit plan does not affect the records for the current plan year or cardholders' use of their benefits card within the current year. The tasks and best practices for the renewal season depend on your implementation.
Customer types: standalone vs. integrated The WealthCare Administration system can be implemented as a standalone or an integrated application. A standalone implementation of WealthCare Administration is one in which the administrator uses the system to enroll participants, process manual claims and reimbursements, as well as issue debit cards. An integrated implementation of the system is one in which another application or system handles manual claims and reimbursements interfaces to WealthCare Administration to issue debit cards and reconcile transaction activity.
Assistance for Renewing Plans and Participants Renewal is a WealthCare Administration system operation that updates active plans, including plan settings, for the upcoming plan year. The current year’s plans still remain active, but then automatically transition over to the new plan year on the date the administrator specifies. Employees and dependents must be enrolled in the new plan, using the employee renewal wizard or data exchange (EDI and web services). The goal of renewal is to ensure that participants have active benefit cards for card transactions and can have manual claims processed for out-of-pocket transactions when the new plan year begins. Plans can be renewed manually, by running the plan design renewal wizard, or automatically, by creating an auto renewal template.
Major tasks for renewing plans The major tasks for renewing plans, plan designs, and participants depend on your implementation of WealthCare Administration. For a standalone implementation, you need to complete the following major tasks: 1. Set up plans to automatically renew An auto renewal template must be created via the WealthCare Administration user interface (UI) and edit the benefit plans and plan designs to associate the template with them. Plans can be set to automatically renew 60 days prior to the current plan’s end date. 2. Renew a participant, which includes both employees and dependents, and assign election and auto deposit amounts to participants. If you have fewer than 1,000 participants, use the WealthCare Administration system’s employee renewal wizard. This can be found on the plan tab. Please note that you will need to know your EDI password to complete this function. If you have more than 1,000 participants, renew participants using EDI. Some additional suggested tasks associated with plan renewal are: Attend Alegeus’ renewal season preparation webinar. Enroll employees and dependents in the renewed plan. Ensure any cards set to expire are ready to be reissued. o The plans have been renewed before the card expiration date.
o Replacement cards have been reordered with enough time for shipping. o The customer support number thermal print text is up to date. Ensure settlement accounts are up to date, especially for new employers.
More detailed information can be found in the Online Resources section of WealthCare Administration.
Terminating an employer group or employee To avoid over-billing, it is important to review the best practices for terminating an employer group or an employee. Not only do you want to ensure you are not being billed for terminated participants or groups, but you also want to ensure you are able to file a chargeback claim in the event of an unauthorized force-post on a terminated account. Terminating employer groups: We do not recommend that you permanently inactivate the employer group. This will prevent you from making any further changes to the group or any of its participants (including processing run-out claims). Instead we recommend the following: 1. Always change the demographic status to terminated for each employee (this is reversible in the event that the group decides to return). 2. Always change all participant and dependent cards to permanently inactive. Terminating participants: 1. Always change the demographic status to terminated (this is reversible in the event that they are rehired or re-enroll in the plan at a later date). 2. Always change all participant and dependent cards to permanently inactive.
