cobra – online data entry entry processes.pdf · if the qb is fully responsible for the monthly...
TRANSCRIPT
IGOEADMINISTRATIVESERVICES
COBRA–OnlineDataEntryAGuideforEnteringQualifyingEventsandNewHire
Activity
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OnlineDataEntryProcesses
TableofContents Introduction ................................................................................................................. 2
How to Enter a Qualified Beneficiary (QB) ................................................................... 3
Tab 1: Qualified Beneficiary Demographics – the General Tab ................................... 4
Tab 2: Qualifying Event Details .................................................................................... 5
Tab 3: Plans .................................................................................................................. 6
Tab 3: Plans ‐ Adding the FSA Plan ............................................................................... 7
Tab 4: Dependents ....................................................................................................... 8
Tab 5: Subsidies (QB Severance Arrangements) ........................................................ 10
How to Enter a New Plan Member (NPM) ................................................................. 11
Tab 1: General ‐ NPM Demographics ........................................................................ 12
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Introduction Your Igoe Team has put together this guide to help you navigate how to enter information into our online system and prompt generation of Special Rights (COBRA Notices) and General Rights (New Hire Notices). For ongoing reference, a User Guide is accessible to you directly on your online site. Simply click on “Help” should you have need. As our online systems are live and are frequently updated to improve functionality and/or comply with changing regulations, your online Help resource is the most accurate ongoing documentation. At Igoe, we believe technology is only a small part of your service package. As a result, we offer the online Help resource if you prefer self‐service. For those of you who don’t, please pick up the phone or email your dedicated Client Relations Manager. Your Client Relations Manager is eager to help you know how to use your online COBRA database most effectively. Data feed imports are also available if you find that manual online entry becomes cumbersome. Data specifications can be retrieved online or provided by your Client Relations Manager.
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HowtoEnteraQualifiedBeneficiary(QB)
1. Log into COBRApoint using your secure log in credentials. Can’t find them? Simply contact your Client Relations Manager so we can send you updated log in codes and instructions.
2. Select the “QB” button above the search engine
a. b. Click on the green circle with the plus sign – “Add a new QB”
c. OR
3. Hover over the Wizards Icon in your navigation pain and click on “Add a new QB Wizard”
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Tab1:QualifiedBeneficiaryDemographics–theGeneralTab
1. Fill out all required fields. Required fields are bordered in RED.
USER TIPS:
Select Division if applicable.
Although the Tobacco Use, Employee Type and Payroll Type fields are required, “Unknown”
can be selected.
QB Setup: Premium Coupon Type will should remain as “Coupon Book”
2. Once all fields are completed, select Next to proceed to the Event Tab.
Please keep the default setting of “Coupon Book”
While this field must be populated, the tobacco use status does not change COBRA notification language. We recommend that you keep the default setting of “Unknown”
This field will be prepopulated with division names if requested. Please make sure to select the correct division. If you do not have divisions, your company name will be used to populate this field.
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Tab2:QualifyingEventDetails
1. Fill out the required fields. All required fields are bordered in RED.
USER TIPS:
Category: Who experienced the Qualifying Event, Employee or Dependent of an employee?
If the category is Dependent, please be sure to complete the Employee Information.
2. Event Type: What Qualifying Event occurred?
3. Event Date: The date the Qualifying Event occurred.
4. HIPAA Information: Date of Hire/Enrollment Date is the date the Qualified Beneficiary initially enrolled in benefit(s) as an active employee
CAUTION: LEAVE THE LEGACY QB OPTION UN‐CHECKED. This is for internal purposes only.
5. Once all fields are completed, select Next to proceed to the Plans Tab.
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Tab3:Plans
1. Click on the green circle with the plus sign – “Add a Plan”
2. You will be given the option of Plan or Bundle. If your benefit plans are offered on a stand‐alone basis and can be elected individually, select Plan. If your benefit plans are offered as a bundled package and cannot be elected individually, select Bundle.
3. Click on the drop down menu to select the Plan and Coverage Level, and then click on insert.
4. Repeat process until all eligible plans have been added.
USER TIPS:
If the QB does not have any dependents and is fully responsible for the monthly premiums, click on “Finish”. Once you click on finish the QB’s COBRA Notice will be placed in Igoe’s queue to be sent the following business day.
If the QB does have dependents, click on “Next” to get to “Tab 4: Dependents”. Please see page 8 on how to enter a dependent.
If the QB’s premiums are being paid by the group, click on “Next” and go to “Tab 5: Subsidies”. Please see page 10 on how to schedule the subsidy.
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Tab3:Plans‐AddingtheFSAPlan
1. Click on the green circle with the plus sign – “Add a Plan”
2. Select the Plan and Coverage Level and then click on the Rates tab.
3. Click on the green circle with the plus sign – “Add a Rate”
4. Enter the “Start Date” of the Flex COBRA plan. CAUTION: The start date should begin on the first of the next month to allow the system to communicate a monthly contribution amount. To protect your liability, we recommend that you take all monthly contributions from an employee’s final pay check to ensure all contributions are properly made to the plan. Once the start date is entered, click on “Insert”.
5. Click back onto the “General” tab and then select “Update”.
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Tab4:Dependents
1. Click on the green circle with the plus sign – “Add a Dependent”
2. Fill out required fields and then click on the Plans tab. All required fields are bordered in RED.
3. Click on the green circle with the plus sign – “Add Dependent Plan(s)”
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5. Check off Plan(s) that apply to the dependent and then click on “Add Plans”.
6. Click on “Ok” to confirm all dependent plans are correct. Repeat this process until all dependents are added.
USER TIPS:
If the QB is fully responsible for the monthly premiums, click on Finish. Once you click on finish the QB’s COBRA Notice will be placed in Igoe’s queue to be sent the following business day.
If the QB’s premiums are being paid by the group, click on “Next” and go to” Tab 5: Subsidies”. Please see page 10 on how to schedule the subsidy.
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Tab5:Subsidies(QBSeveranceArrangements)
1. Subsidy schedules are assigned by Insurance Type. This allows your company to subsidize the benefit plan(s) of your choice.
2. Click on the green circle with the plus sign – “Add a Subsidy Schedule”
3. Fill out all required fields. All required fields are bordered in RED.
USER TIPS:
Subsidy Schedule Start: The first of the month the subsidy begins.
Subsidy Schedule End: The last day of the subsidy.
Subsidy Schedule Type: Will always default to “Employer Subsidy”
Subsidy Schedule Amount Type: Click on the drop‐down menu and choose the appropriate
subsidy type: Percentage or Flat Dollar Amount
* Amount: QB Specific
Insurance Type: Click on the drop‐down and select the first benefit to be subsidized.
4. Click on “Ok”. Repeat process until all covered insurance types are scheduled.
5. Click on Finish. Once you click on finish the QB’s COBRA Notice will be placed in Igoe’s queue to be
sent the following business day.
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HowtoEnteraNewPlanMember(NPM)
1. Log into COBRApoint using your secure log in credentials. Can’t find them? Simply contact your Client Relations Manager so we can send you updated log in codes and instructions.
2. Select “NPM” above the search engine
Click on the green circle with the plus sign – “Add a new NPM”
OR
3. Hover over “Wizards” icon on your navigation pane and click on “Add a new NPM Wizard”
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Tab1:General‐NPMDemographics
1. Fill in all required fields. Required fields are bordered in RED.
USER TIPS:
Select Division if applicable.
If the employee does not have dependents, uncheck Use “& Family” addressing for mailings
CAUTION: Send “General Rights letter when finished” will automatically be checked off.
DO NOT Uncheck this box.
2. Click on “Finish”. Once you click on finish the NPM’s General Rights Notice will be placed in Igoe’s queue to be sent the following business day.
This field will be prepopulated with division names if requested. Please make sure to select the correct division. If you do not have divisions, your company name will be used to populate this field.
If the employee does not have dependents, uncheck Use “& Family” addressing for mailings