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PNC HSA Funding & Contribution Guide for Employers

How to set up and send employer-directed HSA Contributions with PNC Bank

20180924AHNJ

Funding & Contributions Guide for Employers

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Document Updates

The table below details updates made to the document since its initial release.

Date Summary of impact Notes

07/24/2018 Document released for use. NA

08/04/2018 Employer contribution support email address added. See page 4.

09/24/2018 Notification that after completing the one-time activity of establishing a funding bank account that the user must wait 24-hours for this validation and linking process to finalize. Users should not attempt to enter any contributions until the process has finalized.

See pages 4 and 13.


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Table of Contents

Document Updates ............................................................................................................................2

Table of Contents ...............................................................................................................................3

Introduction ......................................................................................................................................4

Account Funding Checklist ..................................................................................................................4

Employer Funding Options Overview ..................................................................................................6

Accessing Contribution Manager via the Employer Portal ....................................................................7

Administrative Access to Contribution Manager ...................................................................................... 7

Managing Contributions: Step-by-Step ............................................................................................. 10

Establishing a Funding Bank Account (A One-time activity) ................................................................... 10

Option 1: Manage Contributions via Direct ACH .................................................................................... 14

Option 2: Manage Contributions via Employer Portal User Interface .................................................... 15

Option 3: Managing Contributions via Employer Portal File Download and Upload ............................. 20

Troubleshooting: Modifying the Formatting of the Employee ID Field .................................................. 24

Option 4: Managing Contributions via Employer Portal File Upload ...................................................... 25

Contribution Manager Functionality through the Employer Portal ..................................................... 27

Accessing contribution manager ............................................................................................................ 27

Common Error Codes .............................................................................................................................. 30

Reporting ........................................................................................................................................ 31

Accessing Reports ................................................................................................................................... 32

Reconciliation Reports ............................................................................................................................ 33

HSA Account Detail Report and Account Opening ................................................................................. 36

How to Read and Interpret “Account Status” ......................................................................................... 37

Quick Guides.................................................................................................................................... 41

Entering a One-time Contribution .......................................................................................................... 42

Entering Contribution Amounts by Medical Tier .................................................................................... 48


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Introduction

This guide provides an overview and step-by-step instructions of employer-directed HSA contribution

options with PNC Bank.

Contributions to an HSA can be made by you, your employees*, or a combination of both.

Use this guide to learn more about accessing the HSA through the Employer Portal, the various

employer funding options, and employer HSA reporting.

For questions about funding and contributions associated with a PNC HSAs, email:

[email protected]

Account Funding Checklist

Below is list a of actions that need to be completed to put funds into your employees’ HSAs:

Ensure that you have access to the Spending Account section of the Employer Portal. As

needed, contact your sales representative to enable access.

Determine your preferred funding method (Options 1*, 2, 3, or 4)

Establish a funding bank account (Note, ACH-direct contributions do not go through Contribution

Manager.)

Enter contributions using your preferred method (Administrators must wait 24-hours for the

funding bank account validation and linking process to finalize before entering contributions.)

Reconcile to confirm that the expected contributions have successfully posted to employee

accounts

* Account holders can also make post-tax contributions directly into their HSA accounts without any employer involvement.

Details about this process are provided in employee materials.

mailto:[email protected]


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Employer Funding Options Overview

There are several ways you can make account contributions: 1) Direct ACH, 2) Employer Portal User

Interface, 3) Employer Portal File Download and Upload, 4.) Employer Portal File Upload. You are not

restricted to only one method and may find a combination works best.

Method Description Employee

identifier used

Ability to

specify

employer

vs

employee

contribution

Ability to

specify

current vs.

prior year

contribution

Ability to

specify

payroll date

Group funding

process

What if

employee’s

HSA is not

active?

1. Direct ACH

Funds are directly

deposited into each

account holder’s HSA.

Typically, this approach is

used for payroll-driven

contributions with payroll

vendor integration.

HSA Account

Number must

be provided

by the

account

holder to the

employer.

No No

No

Typically

driven by

payroll

feed.

Funded

through

employer’s

bank direct to

HSAs

The direct

deposit ACH

is returned to

the employer

within 2-3

business days

2. Manage

Contributions

via Employer

Portal

Employer Portal provides

tools to create one-time

and ongoing

contributions.

Recommended for small

groups (2-50), for mid-

sized groups with limited

turnover, and for one-

time tier-based employer

contributions.

Employer

generates a

full list of

employees

with open

HSAs.

Yes Yes

Yes

(can be

current

day, past or

future)

Employer

debited next

day for total

of processed

contributions

using ACH

First time

prenoting and

account

validation

No deposit is

processed,

employer can

upload again

once HSA is

opened or

reactivated

3. File

Download

and Upload

via Employer

Portal *

Employer creates a file

that can be edited loaded

when needed for

contributions.

Recommended for larger

groups (> 100 employees).

Employee ID

(UMI) with

open HSAs.

4. File Upload

via Employer

Portal

Employer maintains a file

offline that is edited and

loaded when needed for

contributions.

Recommended for larger

groups (>100 employees)

that maintain payroll files

offline.

Employee ID

with open

HSAs.

*Administrators may create a file using Option 3 and then chose to use the File Upload process – Option 4, for future funding transactions.


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Accessing Contribution Manager via the

Employer Portal

Contribution Manager is where you go to view and manage pending, posted, and denied deposits.

Administrative Access to Contribution Manager

Important note: Before an individual can manage employer HSA activities, HSA administrative access

must be granted.

• If you already have access to the Employer Portal, you will only need to add access to the

Spending Account section of the portal.

To request this access, simply go to the Forms & Guides tab on the Employer Portal. Search for

and download the User Access Form. Complete the top section of the form with your

demographic information. On page two, check the Spending Account Access box; complete the

information requested and submit it as directed on the form.

• If you do not currently have access to the Employer Portal, contact your sales representative and

they will ensure appropriate access to the Employer Portal.

Employer resources for Spending Account are available in the Marketing Toolkits area of the Employer Portal.

How to Access to Contribution Manager

Step 1: Log into the Employer Portal using your assigned log-in information.

Step 2: Select Enrollment & Billing.


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Step 3: Select Assist Employees.

Step 4: In the Spending Account section, select Spending Account. A new window opens.

Step 5: Click on the three bars at the top left to access the home page of Contribution Manager.


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Step 6: Select Employer then Contribution Manager

You can navigate back to the Main Menu at any time by using the three parallel bars in the

upper left of the screen.


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Managing Contributions: Step-by-Step

Establishing a Funding Bank Account (A One-time activity)

Important note: Only employers who use the Contribution Manager on the Employer Portal

(Funding Option 2) or one of the File Upload methods (Funding Options 3 or 4) need to connect a

bank account from which contributions are pulled prior to loading payroll deposits.

Step 1. Determine which bank account your organization will use to fund the HSA Each time you transmit contributions to our system, an aggregated ACH file is created to debit your bank

account and credit the HSA with the contribution amount in the payroll file.

Important note: To ensure proper funding when using the Contribution Manager on the Employer

Portal (Funding Option 2) or one of the File Upload methods (Funding Options 3 or 4) you will need

to provide your financial institution with the PNC Company ID Filter. The PNC Company ID Filter is

1221146430.

Our System/Contribution Manager (Options 2, 3, 4)

External Systems (Option 1)

Employer pushes or deposits funds to

bank account

Established bank account processes payroll

contributions

Payroll funding account configured using the bank

account established to process payroll deductions

Payroll file is loaded to our system by 1) EDI to the ftp folder or 2) Contribution

Manager via the Employer Portal or a file ulpoad

Payroll account debited Individual employee

accounts are credited


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Step 2. Enter your bank account information Once your set up is complete, on the left of the Employer Portal, you will find the site’s main menu that

can be expanded to reveal its full access and capabilities.

To create a new bank account, click Employer to reveal a submenu. Select HSA Funding Account from

the submenu and click the New button.

Enter the bank account information. Fields with an asterisk (*) are required fields.


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Step 3. Account Validation Process To ensure funding accounts have been entered correctly, you must complete a validation process. We

send micro credit transactions to the bank account for two random amounts between $0.05 and $0.25

each, as well as a single micro debit transaction for the sum of the two credits (netting out to $0).

Once our platform deploys your micro transactions, your funding bank account Status will change from

Pending Validation to Validation Required. This typically occurs the day after you enter your banking

information.

To complete the validation process, you must enter the credit and debit amounts into our platform.

Simply click the Validation Required link to enter your three micro transactions into the pop box and

click the Submit button to complete validation

Be sure to enter a negative number for the debit transaction, Transaction Amount 3* as shown below.

After you click the Submit button, your funding bank account Status will change from Validation

Required to Confirmed.

Important note: If you do not enter the transaction amounts correctly the first time, you can make

up to two additional attempts. If the third attempt is unsuccessful, the account is automatically

deleted and you must begin the account validation process again.


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Funding Bank Account Statuses Use the following table to understand the various funding bank accounts statuses you may see during

the micro validation process.

Status Description

Pending Validation The validation request has been submitted, but the micro credits and debit have yet to be deployed. You cannot edit the account number, routing number, or account type.

Validation Required The micro credits and debit have been made to the account. This status is hyperlinked. Once clicked, you can enter the credit and debit amounts to validate your account. You can delete the account, but you cannot edit the account number, routing number or account type.

Confirmed The account has been validated and linked on the notional account. You can delete the account if it is not linked to a notional account, but you cannot edit the account number, routing number or account type.

Fix Account The account could not be validated. Review the account information and verify that it is correct. You can delete and edit all account information.

Step 4. Add your bank as the funding source

Once your bank account has been validated, click Edit under the Action column to complete setup.

1. Select the account in the All Accounts box and add to the Selected Accounts box.

2. Set your Funding Notification preferences; enter your email address. The process is complete.

Important note on timing: It takes 24-hours for this validation and linking process to finalize. Do not attempt to enter any contributions until 24 hours has passed and the process has finalized.


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Option 1: Manage Contributions via Direct ACH

Submitting pre-tax HSA contributions via Direct ACH can be a fast and easy way to manage

contributions, especially if a process is already in place with your financial institution or payroll company

for directing funds to employee-owned accounts.

Following your existing payroll process, add the HSA bank routing and account number for each account

holder. The PNC routing number is 052102215.

Standard ACH timing rules apply. Funds will be available by approximately 5:00pm ET the business day

after an Direct ACH has been initiated or pushed.

Important note:

• The HSA Account Details report does not include the employee account number.

Should you choose to use Direct ACH, it is recommended that you update your direct

deposit authorization form to include a section for the employee to add their health

savings account information and the dollar amount they would like to be withheld and

deposited. Once this information is obtained from the employee, follow the process

outlined by your financial institution or payroll company.

• Check with your financial institution or payroll company about any pre-noting

activities they perform before funds are deposited into an employee’s HSA.

Employee HSA accounts are

opened

Employer receives report

w/ HSA numbers

Employer or payroll pushes

contributions to individual HSA

Individual ACH credits for active

accounts posted by HSA custodian

Deposits returned for HSA not yet

opened, closed or frozen


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Option 2: Manage Contributions via Employer Portal User Interface

Important notes: • This funding method is ideal for group sizes from 2-50 employees, for mid-sized groups

with limited turnover, and for Entering Contribution Amounts by Medical Tier.

• Before following the steps below, make sure you have already followed the instructions to

Establish a Funding Bank Account.

• This guide contains additional detail on Contribution Manager Functionality and common

error codes.

• This guide also includes steps to enter a one-time contribution for a newly hired individual

or an individual that has recently completed the CIP process.

• The contribution process occurs in distinct stages. This means that you can populate

contributions and then review them and edit (or delete) before any action occurs.

Step 1: To create a contribution, access: Main Menu > Employer > Contribution Manager > Create

Contributions


opened

Login to Employer Portal

Navigate to create contributions page, enter desired payroll date, and employer

amount for all

All employees display with

employer amount; enter employee

contributions

Employer account debited

for total successful

contributions


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Step 2: Confirm that your Employer group, Plan Year, and Benefit Plan are selected.

Step 3: Select the current or future payroll date. (Select future Plan Year when scheduling contributions

for a plan year that has not yet started.)

Step 4: Select the method to auto-populate contributions (pay period, coverage tier, or divisions)

The Per Pay Period Amount option gives you a roster of everyone.

Coverage Tier and Division allow you to quickly populate contributions based upon

tier/division. The tier option is useful with annual single / family employer contributions


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Step 5: Select accounts to receive contributions. Active Accounts Only should always be used when

making contributions to HSAs. Should you make a deposit to an inactive HSA, the contribution for that

individual will fail and will need to be resubmitted at a later date.

Step 6: Click the Display Contributions button. Based on your selections, a contribution table will

populate. From here, you can manually edit contributions in the table as necessary.

Sorting the file by last name may make it easier to make updates or edits.

Below the contribution table are three buttons:

• Load Contributions: Use the table above to load all contributions as pending. You will be able to

review pending contributions before they are submitted for processing.

• Export to Excel: Export all contributions shown into a Microsoft Excel spreadsheet formatted as

a .csv file. (Important note)

• Clear All Values: Zeros-out all currently populated contribution amounts so they can be

manually entered.


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Step 7: Save your contributions and confirm they are accurate. All newly-saved contributions will be

displayed with a pending status and can be viewed and edited in the Pending Contributions section of

the main Contribution Manager page until they have been processed.

If you do not take action using the buttons at the bottom of the page, contributions entered with the

current date, prior to 3:45pm ET, will be posted the following business day by approximately 5:00pm ET.

Important notes:

• When a contribution is in a pending status, you can use the Edit or Delete buttons in the

Action column to make additional changes.

• The option to edit or delete is available up to two business days prior to the payroll date

to; after that date, no edits or changes may be made.


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Additional Options Use the following table to understand the functions of the five buttons that appear under the results

table.

Button Description

Delete All Use this button to delete all the contributions you just saved.

Expedite Processing of Pending Contributions

This enables you to bypass the regular timeframe and begin processing eligible HSA contributions immediately. When enabled, the contribution status changes to processing and no changes can be made. The contributions are posted based on a one-business day bank processing delay.

Click the Expedite Pending Contribution button after loading contributions on screen or in the Contribution Manager > Pending Contribution section.

When contributions are not eligible to be expedited, such is the case with notional account types, this button will be disabled.

Important note: We recommend that you do not use the Expedite Processing of Pending Contributions option with future-dated contributions as it prevents you from taking advantage of the edit capabilities.

Export to Excel Export all contributions shown into a Microsoft Excel spreadsheet. (Important note)

Save Employee Amounts as the Employee Per Pay Period Election

This saves the currently-loaded employee amounts as the employee per-pay-period election. The next time contributions are loaded using pay-per-period amounts to auto-populate contributions, this amount will populate the employee amount. Saved amounts must be greater than $0.00.

Save Employer Amounts as the Employer Per Pay Period Election:

This saves the currently-loaded employer amounts as the employer per-pay-period election. The next time contributions are loaded using pay-per-period amounts to auto-populate contributions, this amount will populate the employer amount. Saved amounts must be greater than $0.00.


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Option 3: Managing Contributions via Employer Portal File Download and

Upload

Important notes:

• This funding method is ideal when you have more than 100 employees and want to be

able to review the contributions in Excel.

• Before following the steps below, make sure you have already followed the instructions to

Establish a Funding Bank Account.


error codes.

• This guide also includes step to enter a one-time contribution for a newly hired individual

or an individual that has recently completed the CIP process and Entering Contribution

Amounts by Medical Tier.

Step 1: To create a contribution, navigate to the Contribution Import & Results page. To access: Main

Menu > Employer > Contribution Manager > Contribution Import & Results

Step 2: Select the Plan Year, Benefit Plan and Payroll date (current or future).


opened

Login to the Employer Portal

Download funding file with active HSA(SSN is optional to

include)

Review contributions,

adjust amounts as needed, and upload the file

Employer funding account

is debited for total successful contributions


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Important notes:

• We do not use members’ social security numbers (SSN) to process payroll files. Should

your payroll system use account holder SSNs to process payroll files, you may find it

helpful to include the SSN field values on downloaded payroll files. Check the box next to

the Include employee SSN on payroll file option.

• When you select to include SSNs, the downloaded file will have an additional column for

the SSN while all other columns remain unchanged. This column will not affect the file

upload process.

Step 3: Click the Create Payroll with Active Accounts Only button. If a contribution is made to an

inactive HSA, the contribution for that individual will fail and will need to be resubmitted at a later date.

Once you have clicked Create Payroll with Active Accounts Only, a .csv file will download to your

computer with a file name Payroll Deposit and the date.


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Important note: You can use the resulting file as a template for future payroll files, but you must be sure to follow the existing file’s column sequencing and cell formatting. Any changes to the column sequencing will create errors when uploading. For guidance see Troubleshooting: Modifying Formatting of the Employee ID Field.

Open the file and enter your contribution amounts.

Important notes: • You must first convert the cell formatting of the Employee ID column from “Scientific”

formatting to “Number” formatting with 0 decimal places upon opening the file. If not modified, the file upload will fail upon future use in Contribution Manager.

• This action must be taken EVERY time the Contribution File is downloaded and/or opened. For guidance see Troubleshooting: Modifying Formatting of the Employee ID Field.

To make it easy for you to locate the file in the future, and/or to enable WCA support, as

needed, rename the file using the following format: <Customer Name>_<upload date:

YYYY.MM.DD>.csv. For example: SaladLoversInc_2018.07.11.csv

Step 4: Import contributions. On the Contributions Import & Results page, click the Choose File button.

Locate and select the payroll file that you saved to your computer. Click the Process button.

Upon successful submission, a green confirmation message will appear at the top of the page. It may

take a few minutes for the process to complete and appear in View Results.


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Once the system has finished loading your file, you can click the Refresh button and a results table will

appear.

Use this table to confirm each line of your file upload was successful. You may sort the file by Errors

Only or you may also choose to export the file and filter for any contribution that was not successful.

Successful contributions are placed in a pending status and can be viewed and edited in the Pending

Contributions section of the main Contribution Manager page until they have been processed.

Contributions entered prior to 3:45pm ET will be posted the following business day by approximately

5:00pm ET.

If the submission is unsuccessful, consider confirming the following:

• File format is a .csv file; see Troubleshooting: Modifying Formatting of the Employee

ID Field

• The cell formatting and the column naming conventions are consistent with original

file structure

If the need to load the file is urgent, consider using Option 2 as an alternative approach.

The successful file may be used to support future file uploads. This process is streamlined and detailed in Option 4 where you directly upload a pre-configured file that you manage offline without downloading a file first.


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Troubleshooting: Modifying the Formatting of the Employee ID Field When FIRST downloaded, the Employee ID column in “Payroll Deposit <date>.csv” file defaults to Excel’s

“Scientific” formatting. Prior to saving the document to a convenient location, users must first convert

this column to “Number” formatting with 0 decimal places.

Follow the steps below to ensure that the file cell formatting is properly set.

• Open the downloaded Contribution File

• Locate the Employee ID column; highlight the entire column

• Right click the mouse; the Format Cells option will populate

• Modify the formatting to reflect “Number”

• Modify the decimal places to reflect “0”

• Click OK

• The column will now reflect the properly formatted number

• Save the .csv file to a convenient location- using the following naming convention: <Customer Name>_<upload date: YYYY.MM.DD>.csv. For example: SaladLoversInc_2018.07.11.csv

• This action must be taken EVERY time the Contribution File is downloaded and/or

opened.

• Do NOT save the file as a .xls file; the Contribution Manager will allow only .csv file

formats to be uploaded.


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Option 4: Managing Contributions via Employer Portal File Upload

Important notes: • This funding method is recommended for larger groups (>100 employees) that maintain

payroll files offline.

• This funding method is slightly different than Option 3 because you can directly upload a

pre-configured file that you manage offline without downloading a file first. For additional

insight see Troubleshooting: Modifying Formatting of the Employee ID Field.


error codes.

• This guide also includes step to enter a one-time contribution for a newly hired individual

or an individual that has recently completed the CIP process and Entering Contribution

Amounts by Medical Tier.

Step 1: Configure your file using the following specifications:

• File format: .CSV

• Template fields and formatting:

Important notes:

• Cell formatting must match the above template sample exactly, including the column

naming conventions.

• SSN is an optional column; however, if added, it must follow the EE ID column.

• Any changes to the format will create errors when uploading into our system.

Employee HSA accounts are opened

Login to Employer Portal

Upload pre-configued file

Monitor errors


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Step 2: Import contributions. On the Contributions Import & Results page, click the Choose File button.

Locate and select the payroll file that you configured on your computer. Click the Process button.

Upon successful submission, a green confirmation message will appear at the top of the page. It may

take a few minutes for the process to complete and appear in View Results. Once the system has

finished loading your file, you can click the Refresh button and a results table will appear.

Use this table to confirm each line of your file upload was successful. You may sort the file by Errors

Only or you may also choose to export the file and filter for any contribution that was not successful.

Successful contributions are placed in a pending status and can be viewed and edited in the Pending

Contributions section of the main Contribution Manager page until they have been processed.

Contributions entered prior to 3:45pm ET will be posted the following business day by approximately

5:00pm ET.

If the submission is unsuccessful, consider confirming the following:

• File format is a .csv file; see Troubleshooting: Modifying Formatting of the Employee

ID Field

• The cell formatting and the column naming conventions are consistent with

origional file structure

If the need to load the file is urgent, consider using Option 2 as an alternative approach.


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Contribution Manager Functionality through the

Employer Portal

Important note: The features outlined below are applicable only when using the

Contribution manager via the Employer Portal (Options 2, 3, or 4) to fund HSA accounts.

The options are not available for the Direct ACH funding option.

Accessing contribution manager To access the Contribution Manager, log into the Employer Portal, then go to Main Menu > Employer >

Contribution Manager > Contribution Manager, then customize your search requirements and payroll

date range. Note that this range cannot be greater than 90 days.

Each section on this page can be expanded to reveal greater details. Additional information on each

section as well as common error codes follow in this guide.

• Employee Elections

• Pending Contributions

• Future Auto Deposits

• Posted Payroll Deposits

• Denied Payroll Deposits


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Employee Elections Employee elections lists the currently-saved employee and employer per-pay-period elections and

annual elections. Employee names will be hyperlinked to their home page of demographic details.

Pending Contributions These are contributions that have been initiated but are awaiting processing and posting. Until the

contribution has been posted, you can use the Action column to edit the amount of the contribution or

delete it completely.

Other actions you can take are designated by buttons below the Employee Elections table:

o Delete All: Deletes all pending contributions.

o Expedite Processing of Pending Contributions: Within two business days of payroll, you can

bypass the regular timeframe and begin processing contributions immediately. When

contributions are not eligible to be expedited, such is the case with notional account types, this

button will be disabled.


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Future Auto Deposits

Important note: The Future Auto Deposits feature is used with other types of spending

accounts. We do not support auto-scheduling of future deposits with HSAs due to the risk

that funds are incorrectly deposited into a termed employee’s account. Any funds

deposited in error require approval from the account owner before being returned.

Posted Payroll Deposits This section shows all posted payroll deposits for the chosen plan and timeframe.

Denied Payroll Deposits Any payroll deposits that failed or were denied by the Administrator or employer will display in this

section. The failure reason is provided along with an error code.

Important note: A denied or failed payroll deposit will need to be resubmitted.


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Common Error Codes Use the table below to understand common error codes.

Error Code

Error Description User Description

471 Invalid PNC Bank Current Year Contribution Transaction Code

Invalid PNC Bank Current Year Contribution Transaction Code.

472 Invalid PNC Bank Current Year Negative Contribution Transaction Code

Invalid PNC Bank Current Year Negative Contribution Transaction Code.

473 Invalid PNC Bank Account Number DDA Invalid PNC Bank Account Number DDA.

502 Bank account closed Previously active account has been closed by the customer of RDFI.

504 Invalid bank account number Account number structure is not valid.

516 Bank account frozen Funds in bank account are unavailable due to action by RDFI or legal order.

543 External funding deposit failure External funding deposit failure.

587 Exceeds Family + Catch-up Limit

Contribution amount would exceed the IRS limit for Family coverage + Catch-up. This error code is applicable when the account holder's age is at least 55 or no age is provided.

588 Exceeds Family + Catch-up Limit Contribution amount would exceed the IRS limit for Family coverage + Catch-up. This error code is applicable when the account holder's age is less than 55.

589 Exceeds Single Limit Contribution amount would exceed the IRS limit for Single coverage. Note: Account holder has Single coverage.

590 Exceeds Single + Catch-up Limit Contribution amount would exceed the IRS limit for Single coverage + Catch-up. Note: Account holder has Single coverage.

591 Exceeds Family Limit Contribution amount would exceed the IRS limit for Family coverage. Note: Account holder has Family coverage.

592 Exceeds Family + Catch-up Limit Contribution amount would exceed the IRS limit for Family coverage + Catch-up. Note: Account holder has Family coverage.

593 Exceeds Family + Catch-up Limit Contribution amount would exceed the IRS limit for Family coverage + Catch-up. Note: account holder does not have valid coverage tier assigned.

594 Exceeds Family Limit Contribution amount would exceed the IRS limit for Family coverage. Note: account holder does not have valid coverage tier assigned.


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Reporting

Below is a summary of the HSA reports available to assist with the PNC Bank HSA.

Name Description

HSA Future Contribution Report

Allows you to report on future dated benefit account deposits. The report details two types of deposits, Pending Contribution deposits and Scheduled Payroll Calendar Deposits. Pending Contribution deposits are composed of future dated payroll deposits and HSA-based future dated funding deposits. This report allows Administrators and employers to more accurately predict future contribution amounts, based on scheduled deposits in WCA.

Employee Deposit Log

Shows all deposit activity to account holder benefit accounts. The report can be used to reconcile all or specific deposit types—both employee and employer—that occurred within a date range.

Employer HSA Summary Report

Summary of HSA accountholder account statuses, transactions, and investments.

HSA Account Details Report

Allows you to view details about PNC Bank HSA accounts within WCA. Most importantly, this report allows you to see if a new enrollee’s HSA is still in pended status.

HSA Funded Contribution Report

Shows the status of payroll contributions submitted within a specified date range. This report helps you confirm whether contributions are posted successfully, or identify the reason for failure. If a contribution is posted unsuccessfully, the reason for failure is included.

HSA Payroll Reconciliation Report

Provides a list of payroll funded HSA credits within a specified date range. It facilitates reconciliation of employee and employer contributions posted via Direct ACH or through Payroll Funding in WCA. It provides options to use transaction date or posting date and you see transaction date, effective date, and posting date in the results

HSA Terminations Report

Provides a list of HSA terminations. For instance, you can have someone who remains in the qualified plan, but who has terminated their HSA. This report will also show you which employees who were removed from the qualified high deductible health plan have been moved to a PNC retail account.


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Accessing Reports To access Reports: Main Menu > Reports > Request > HSA Administration

When you have set the report parameters and are ready to view the report, click the Generate

button at the bottom left of the screen to complete the request.

The message below will display when the requested report is available to view.

To view reports: Main Menu > Reports > Results > View Reports

If the report is still in queue, click on View Reports after waiting a few seconds.

In all reports, the Employee ID is the Unique Member Identification (UMI). For all reports you may want to change “Mask Employee ID” to “No” so that you can easily sort and cross reference the data.


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Reconciliation Reports

Important note: It is critical that payroll contributions be reconciled after they have been

processed. This will confirm that the expected contributions have successfully posted to

employee accounts.

When reconciling, the following reports are recommended.

• The HSA Payroll Reconciliation Report can be used to reconcile employee and employer

contributions posted via Option 1, Direct ACH or through Payroll Funding in WCA.

• The HSA Funded Contribution Report helps you to easily confirm whether contributions are

posted successfully via Options 2, 3, 4, or identify the reason for failure.

• The HSA Future Contribution Report shows contributions that have been loaded or scheduled

for a future date.

• The Employee Deposit Log can also be used to reconcile all or specific deposit types—both

employee and employer—that occurred within a date range.

HSA Payroll Reconciliation Report This report provides a list of payroll-funded HSA deposits within a specified date range. Use this report

to reconcile employee contributions posted via Direct ACH as well as payroll funding for you and your

employees.

This report does not include failed or unsuccessful contributions. The total contributions reflected in this

report should balance to the amount of the ACH pulled from your funding bank account or the total

amount transmitted via ACH.


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HSA Funded Contribution Report Use this report to confirm the status of employer-directed contributions submitted within a specified

date range. It helps you to easily confirm that contributions posted successfully and if needed, identify

reasons for failure.

If a contribution is submitted for an employee whose HSA status is not active, the contribution will fail

and will be reflected on this report. Failed contributions must be reviewed and resubmitted once the

HSA is active.

The total dollar amount of successful contributions should balance to the amount of the ACH pulled

from the employer.

HSA Future Contribution Report This report is useful to view contributions that have been scheduled for up to 90 days in the future.


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Employee Deposit Log This report can be used to reconcile all or specific deposit types—both employee and employer—that

occurred within a date range.


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HSA Account Detail Report and Account Opening

The HSA Account Detail Report allows you to view details of PNC Bank HSA accounts. Most importantly,

because only open accounts can accept contributions, this report allows you to see the status of a new

enrollee: pended or active.

This report shows you who has an account opened, when it was opened, and who is still going through

Customer Identification Process (CIP) and Office of Foreign Assets Control (OFAC) review 1.

To access the HSA Account Details: Main Menu > Reports > Request > HSA Administration > HSA Status Report

You can run the report using default settings or apply any of the filter options.

1 Under the PATRIOT Act, all financial institutions, including PNC Bank, are required to complete two verifications when opening accounts, the Customer Identification Process (CIP) and Office of Foreign Assets Control (OFAC) review. For CIP, PNC Bank compares demographic information against a third-party system (e.g., SSN, Name, Address). If any piece of the information does not match, or if someone uses a PO Box for the address we provided, PNC Bank cannot open the HSA until additional information is provided by the member.


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How to Read and Interpret “Account Status” To understand the true status of an HSA account, you may need to look at a combination of columns, depending on the initial status of the Customer Identification Process (CIP). The HSA Account Detail report contains many fields. However, the critical data columns to review when attempting to interpret the status of an HSA account are (see visual below):

• Employee Name

• Account Upload

• Enrollment date

• Enrollment Method

• ID Verification Status

• ID Verification

• Employee Account

• Account Open

• Account Close HSA Account Detail Report Excerpt

To get to the information you need, we recommend either using Excel’s “Freeze Pane’s” feature (under the View tab) or Excel’s “Column Hide” capabilities.

Typically, three scenarios exist; each is detailed in this guide.

• Scenario 1: Automated Completion of CIP (The vast majority of employees)

• Scenario 2: ID Check Failure During CIP; Awaiting Documentation

• Scenario 3: ID Check Failure During Initial CIP; Documentation Submitted and Approved


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Scenario 1: Automated Completion of CIP In this scenario, the account holder’s identity was verified during the account opening process.

The enrollment was sent to PNC Bank on 06/21/2018.

The PNC Bank HSA is open after completion of the automated CIP.

The funds are accessible no sooner than the medical plan start date.

The welcome letter and debit card have been issued to the account holder.

The critical data columns in the HSA Account Detail Report will display as follows:

Account Upload Status

Enrollment Date

Enrollment Method

ID Verification

Status

Employee Account Status

Account Open Date

Account Close Date

Application Approved

ID Check Passed

Active 07/01/2018

Notes:

Remains Blank.

Remains Blank.

Remains Blank.


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Scenario 2: ID Check Failure During CIP; Awaiting Documentation In this scenario, the account holder’s identity was not verified during the account opening process and PNC is awaiting additional information from the account holder.


PNC Bank has mailed a letter to the member, notifying them that additional information is needed to complete CIP Verification.

The funds are not yet accessible.

The welcome letter has not yet been issued to the account holder.



Enrollment Date

Enrollment Method

ID Verification

Status


Account Open Date

Account Close Date

Awaiting Additional Information

06/21/2018 ID Check Failed

New or Active

Notes:

This field will change to Application Approved, or Denied if the requested ID verification documentation is not provided.

Remains Blank.

“Active” does not mean “HSA Active”.

Remains blank until the account is opened.

Remains Blank.

When information is submitted by the employee to satisfy a CIP request, an interaction is added to the employee’s account. The integration notes if the information was sufficient to open the account or if additional information is needed. To view the interaction status: Main Menu > Employee > Employee > Interactions. The typical turnaround time once the information is received is 1-2 business days. If needed, to confirm receipt of the information, employee calls can be directed to the HSA Account Services at: 1-855-424-7211 Monday – Friday 8AM-8PM ET


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Scenario 3: ID Check Failure During Initial CIP; Documentation Submitted and Approved In this scenario, the account holder’s identity was not verified during the account opening process; however, the account holder subsequently provided information to satisfy CIP.


The PNC HSA is opened after a manual review or additional information was provided by the account holder.

The funds are accessible as of the Account Open Date.

A welcome letter and debit card have been issued to the account holder.



Enrollment Date

Enrollment Method

ID Verification

Status


Account Open Date

Account Close Date

Application Approved

06/21/2018 ID Check Failed

New or Active

07/05/2018

Notes:

This field changes when review is completed.

This field always remains as “ID Check Failed”.

Will change from New to Active.

Reflects Date Application was Approved.


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Quick Guides

The WealthCare Administration System (WCA) offers additional functionality that Administrators may

find useful. Additional information is available to support the following actions:

• Entering a one-time contribution This process is useful if contributions must be made for a new

employee or if contributions need to be made for individuals who have recently passed the

Customer Identification Process (CIP), who are, by definition, “new”.

• The contribution by medical tier method of funding option can be leveraged for both monthly

and one-time contributions and makes it easier to load specific funding amounts over larger

populations.


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Entering a One-time Contribution The steps below detail how an Administrator can make a one-time contribution.

This process is useful if contributions must be made for a new employee or if contributions need to be

made for individuals who have recently passed the Customer Identification Process (CIP), who are, by

definition, “new”.

You will need to add individuals entered via the one-time method to any saved contribution

files used to load future HSA contributions.

Step 1: Log into the Employer Portal using your assigned log-in information.

Select Enrollment & Billing.

Step 2: Select Assist Employees.


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Step 3: Under Spending Account, select Spending Account. A new window opens.

Step 4: Click on the three bars at the top left.

Step 5: Select Employer > Contribution Manager > Create Contributions.


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Step 6: Choose the Current Plan Year.

Step 7: Choose the PNC HSA Benefit Plan.

Step 8: Select a Contribution Date.


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Step 9: Select Per Pay Period Amounts. Select Only Active Accounts. Click Display Contributions.

A list of all employees meeting the criteria displays, sorted by Employee ID. (You can resort by last

name).

Step 10: Enter contributions.


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If you have more than one page of employee accounts, use the navigation buttons at the bottom of the

page to move between pages. When complete, you can Load Contributions, Export to Excel, or Clear all

Values.

If you click Load Contributions a list of only those individuals with pending contributions appears.

On the resulting screen, you can edit or delete individual lines. You also have the option of Deleting All,

Expediting, or Exporting to Excel.

Step 11: Click on Expedite if you are sure the amounts are correct. (If you were going to save

contributions as a per-pay amount, you would use the buttons on the bottom right.)


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A success message displays. The pending contributions are then processed.


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Entering Contribution Amounts by Medical Tier Administrators can fund HSA accounts by medical tier. This option can be leveraged for both monthly

and one-time contributions and makes it easier to load specific funding amounts over larger

populations.

The tiers available include the following: Single, Employee + Spouse, Employee + Child, Employee +

Children, Employee + Family, and None Assigned.

Step 1: To create a contribution, navigate to the Create Contributions page. To access: Main Menu >

Employer > Contribution Manager > Create Contributions.

Step 2: Confirm your Employer group, Plan Year (Current), and Benefit Plan are selected.


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Step 3: Select the appropriate Payroll Date. Select Set by Coverage Tier from the Select Method to Auto-

Populate Contributions drop-down options. The page below will display.

Step 4: Enter the employer contribution amounts into the fields as appropriate for each tier. When

complete, click Display Contributions.


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The contribution amounts will populate for all accounts. Amounts can be manually edited as needed.

Proceed as desired using the buttons displayed at the bottom of the page.

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