take care® by wageworks - employer website guide

of 63

Employer Website Guide Managing Your

take care® by WageWorks Plan

takecareWageWorks.com

TCWW-ER-WEBSITE-GUIDE (May 2013) of 63

Contents NEW USER ............................................................................................................................................ 3

Getting Started .................................................................................................................................... 3

EMPLOYER WEBSITE TABS ............................................................................................................... 5

Manage Eligibility Tab ..................................................................................................................... 5

Manage Your Debit Cards Tab ........................................................................................................ 5

Forms Tab ....................................................................................................................................... 5

Reports Tab ..................................................................................................................................... 5

Employer Information Tab ............................................................................................................... 6

GENERATING REPORTS ..................................................................................................................... 8

Step-by-Step instructions how to generate standard reports .............................................................. 8

Company Eligibility Report: Displays current participants and contribution amounts. ................... 13

Bank Reconciliation Report: Displays payment detail by date. ..................................................... 14

Standard Contribution Report: Displays what is expected to post with the next contribution cycle. ............................................................................................................................................. 15

Check Register Report: Provides a listing of the check and ACH activity for a specific date range. ............................................................................................................................................ 16

Company Purchased Debit Card Report: Not used. ...................................................................... 18

Balances ........................................................................................................................................ 30

MANAGING YOUR DEBIT CARD ...................................................................................................... 33

MANAGING YOUR PLAN BENEFITS ................................................................................................ 34

MANAGING YOUR ELIGIBILITY ........................................................................................................ 35

Step-by-Step instructions how to manage eligibility for your Plan .................................................... 35

NEW YEAR ENROLLMENT ................................................................................................................ 53

Step-by-Step instructions how to enter new year enrollment for your Plan ...................................... 53

CONTACT INFORMATION ................................................................................................................. 63

Employers ......................................................................................................................................... 63

Mailing address: ................................................................................................................................ 63

Participants ....................................................................................................................................... 63

Claims Information ............................................................................................................................ 63

Debit Card ......................................................................................................................................... 63



NEW USER The take care® by WageWorks employer website is a secure site, designed to assist you in managing your plan(s). The following is a guide detailing the functions of the website.

Getting Started First time users will need to create an initial user id and password.

Additional users can be set up by the initial user.

Go to http://www.takecareWageWorks.com

Click on Express Login: Employer Access link

Click on take care by WageWorks link

Click on New User located on the right-hand side of the web page

Enter in the requested information (all fields are required)



Federal Identification Number – The plan sponsor’s tax ID number

Company Code – Provided in your welcome and enrollment confirmation email

Company Zip – Zip code we have on file for your company

E-mail address – Email address

User Name must be:

6-16 characters

Alpha Numeric characters only

Password – User generated password

Confirm Password – User generated password

Select a Hint Question – Question for the Forgot Password functionality

Answer – Answer to the Hint Question

Once User Name and Password are set up you will be taken back to the login screen and youmay login at that time

Additional User IDs can be created by the Administrator after logging into the employer website



EMPLOYER WEBSITE TABS Once logged in you will be taken to the main page of the employer website.

To access plan information you will use the tabs at the top of the web page.

Individual Tabs will be described in greater depth in subsequent sections

Manage Eligibility Tab Allows you to make eligibilty and demographic changes or terminate current participants and add new participants to your plan during the current plan year. See detailed instructions in the “Managing your Eligibilty” section of this guide.

Manage Your Debit Cards Tab This tab will only be available if your company subscribes to debit cards.

New Year Enrollment Tab This tab will be activated during your new year open enrollment period and allows you to enroll all participants online.

Information Tab Contact Info:

Provides WageWorks Client Service team contact information

Provides the Claims fax number and mailing address

E-mail Us: Web form that allows you to email the WageWorks Client Service Team

Forms Tab Claims Forms: Participant Health and Dependent Care Claim forms.

Change in Status Form: Participant Change in Status form.

Change in Personal Information Form: Participant Change in Personal Information form.

COBRA Form: COBRA form used to offer COBRA to a participant after termination ofemployment or other COBRA qualifying event.

Employee Electronic Funds Transfer: Participants direct deposit form.

Request Additional Materials: Form used to request additional enrollment information orCompliance documents.

Reports Tab Year to Date: Displays all employee Elections, Contributions, Payments & Balance for a plan

year or for a specified time period. You should review this report periodically to ensure all eligibility changes and contributions are accurately reflected and reconcile to your payroll records.

Company Eligibility Report: Lists all eligible participants in each benefit plan (excluding HSA).



Bank Reconciliation Report: Report provides the entire employer account activity for bankreconciliation through a 90-day period; detailed reporting available up to a 30-day period. Thisreport should be used for employers selecting the “Client Bank Account” option to assist in bankaccount reconciliation. The “Check Register”, “Debit Card Settlement” and “Contribution Batchreports (described below) provide the breakdown of the amounts displayed on this report.

Standard Contribution Report: Displays projected per pay contribution for each activeenrolled/eligible employee. This report should be reviewed prior to each payroll date to ensure itreconciles with your upcoming payroll deductions.

Check Register: List of Checks and Direct Deposit made for a specified time period.

Enrollment Payroll Deduction Report: List of enrolled employees for a new Plan Year; report isonly available during Open Enrollment.

Company Purchased Debit Cards: Report that will display primary debit cards for participants.

Participants with Balance Due: Displays all employees with balance due (Non-QualifiedExpense balance due – NQE) on accounts which occurs when the flex card is used incorrectly.

NQE Amounts Repaid Online: Report shows Balance Due (NQE) paid back into participantaccounts [if applicable].

Debit Card Settlement: List of debit card transactions made for a specified time period.

Statement of Accounts: Individual participant account information with no PHI; this report is alsoavailable on the participant website.

Contribution Batch: Displays contribution deductions by date and amounts posted to theparticipant accounts; also displays participant contributions made to an HSA outside of theemployer plan as well as HSA payments.

HSA Contribution Batch: Displays HSA contribution deductions made through the employer’splan and contribution amount; individual contributions made on behalf of the employee will displayautomatically.

Debit Card Listing Detail: Report that provides a comprehensive view of all cards ordered for aplan; Primary and Secondary cards.

Post Disbursement Funding Transactions: a summary batch listing of payments made,invoices generated and deposits received.

o Transactions: list of transactions.

o Balances: a report showing the total balance for the cash funding.

o Invoice Detail: displays a list of all disbursement batches being included with the fundinginvoices.

o Invoice Employee Detail: displays individual employee detailed disbursementtransactions that appear on a Post Disbursement Funding Invoice.

o Invoice Summary: a report of all the invoices produced.

Employer Information Tab Contact Info: Employer’s contact information as noted in our system.

Benefits Available: List of your benefit(s).

Change Login Info: Employer users can update the login credentials for other users such aschange a password or update a user id.

Benefit Claim Linkage: The order in which benefits pay out based on your plan design; setup byWageWorks.

User Maintenance: Ability for Administrator to add or remove user access to the employerwebsite.



Insurance Product Selection: Currently not in use.

Co-pay: Lists the co-pay amounts set up for your company; only used if you subscribe to debitcards.

Review Legal/Compliance: Legal and compliance requirements for a flexible spending account.

Select Marketing Plan: Assigned by WageWorks if you subscribe to debit cards.

Post Disbursement Funding Transactions: On-screen review of ACH Debit funding activity.

File Exchanger, Upload: Tool used to upload files to WageWorks.

File Exchanger, Viewer: Tool used to view files that were uploaded by WageWorks to you.



GENERATING REPORTS Step-by-Step instructions how to generate standard reports Year to Date Report: Displays year-to-date activity for one or all plans

Select Year to Date report from the Reports Tab

The report defaults to the current plan year however the previous and future plan years can be selected.

NOTE: Future Plan Year information is only available during open enrollment and after your enrollments are entered into our system.

Click on Next



Select the benefits to be included in this report



Select a Date Range

NOTE: For the most comprehensive results, select the “All Dates for Selected Groups” box to display data for all participants.



Select Sort Option

The report defaults to Dept/Employee Name

Other Sort Options: Dept/Employee Number, Employee Name, and Employee Number



Click on View Report to open the report as a PDF

Place your cursor over the View Report button to select either Word or Excel formats



Company Eligibility Report: Displays current participants and contribution amounts. Select the benefit and plan to include in the report





Bank Reconciliation Report: Displays payment detail by date. Select the date range you want included in the report





Standard Contribution Report: Displays what is expected to post with the next contribution cycle.

Select the benefit to be included in the report and the preferred sort option: Employee Name orNumber


Place your cursor over the View Report to select either Word or Excel formats



Check Register Report: Provides a listing of the check and ACH activity for a specific date range. Select the Date Range,

Select ACH, Check, or Both

Summary or Detail View





Enrollment Payroll Deduction Report: Available prior to the new plan year once enrollments have been processed.

This report displays the annual election and per payroll amounts received for the new plan year enrollment.



Company Purchased Debit Card Report: Not used. Participants with Balance Due Report: Provides a listing of participants that have a Non-Qualified Expense and balance due.

Select number of days past due and click on view report





NQE (Non-Qualified Expense) Repaid Online Report: Displays the Non-Qualified Expenses that were repaid online by the participant for a specified date range.

Select the date range





Debit Card Settlement Report: Displays detail of the debit card activity for a specified date range.

Select the date range





Statement of Accounts Report: Provides details specific to a participant account.

Select Plan Year and Participant

Note: Participants can be selected by using the Filter Options or selecting the employee from the list on the right-hand side of the page


Contribution Batch Report: Displays posted payroll contributions for a specified date range.

Select the date range based on contribution date and click on next



Select Batch by clicking on down arrow and click on Next

Select Sorting Options

Select Page Breaks if applicable



Click on View Report





HSA Contribution Batch Report: Displays posted HSA payroll contributions for a specified date range.

Select the date range based on HSA contribution date and click on next

Select Batch by clicking on down arrow and click on Next

Select Sorting Options



Select Page Breaks if applicable



Please your cursor over the View Report to select either Word or Excel formats



Debit Card Listing Report: Provides comprehensive information of all cards ordered for a plan.

Select the report filter and click Next

Select a date range

Select Date Range for mail date



Select Additional Filter Options

Select whether or not to mask employee numbers



Post Disbursement Funding Report: Provides detail of disbursement funding.

Note: Report should be used for employers that use ACH Debit Funding options.

Select which report to run

Select how you would like to filter the transactions

Date within the last XX days

Date Range

Invoice Number

All Transactions




Balances Report Click on View Report

Select how you would like to filter the transactions for the Invoice Detail

o Date within the last XX days

o Date Range

o Invoice Number

o All Transactions



Select how you would like to filter the transactions for the Invoice Employee Detail

o Date within the last XX days

o Date Range

o Invoice Number

o All Transactions



Click on View Report to view the Invoice Summary



MANAGING YOUR DEBIT CARDS Debit Card Info: Search for a participant by the last 4 digits of the debit card number, by SSN or by employee name.

Select Debit Card Info from the Manage Your Debit Card tab

Request Cards: To request a debit card for a participant enrolled in a plan that offers the debit card.

Select Request Cards from the Manage Your Debit Card tab

Select to either order debit cards for all employees or to select specific cards to order.

Note: WageWorks will automatically order cards for all participants in the plan(s). Therefore, you should not need to access this option.

You can only request cards for new participants after the enrollment has been entered into the WageWorks system.

There are additional fields available for a secondary debit card (the option to order any other additional cards will also be available to the participant through the participant website)

Suspend Cards: You have the ability to suspend a participant debit card. Standard practice should be to suspend the debit card for any participant terminating employment immediately upon termination date.

Reactivate Cards: You can reactivate cards that you have previously suspended. If a card is suspended by WageWorks, WageWorks will need to reactivate the card.



MANAGING YOUR PLAN BENEFITS Please upload, using the “File Exchanger” option on the website, any requests for changes to your company or plan level changes such as:

Address/Phone number

Bank Account

Insurance Summaries (debit card subscribers only)

Benefits Offered

Plan Year Dates

Grace Periods or 2-1/2 Month Extension

Plan Year Maximums (within IRS guidelines)

Changes to company contact and authorized requestor information.



MANAGING YOUR ELIGIBILITY Step-by-Step instructions how to manage eligibility for your Plan Due to HIPAA and other privacy regulations, eligibility and enrollment should not be sent via email. Use this tab on the website to make changes to eligibility or see file specs at http://www.takecarewageworks.com/lc/lc_df.html) to send eligibility via a secure file. You may also fax your eligibility changes to 877-220-3251. Add Employee: Add new employee to the Plan.

Select Add Employee from the Manage Eligibility Tab

Enter employee Social Security Number and click on Next



Fill in the fields, making sure to include all information and to complete the *Required Fieldsentries.

Click on Next



Select a pay cycle for the participant and select a reason for change from the dropdown box.“New Employee” is the default

Continue with the enrollment process by entering the “Annual Election” amount. The “Current YTD Contributions” field may be left blank if no employer pay check deductions have previously taken place for this employee.

Select the insurance product, if any, that this employee is enrolled in.

Click on Next



You will receive confirmation of the new participant information.

Click on Submit to submit this employee’s information

Click on Add To List if more employees are to be added and submitted at the same time

You must select to submit enrollments either one at a time or in a group before the changes willbe accepted and updated in our system.



If current year debit cards are available to order, you are given the option of ordering a debit card and second card for this participant.

Click on Next

After the information is submitted to us the Submitted flag should be displayed as Yes.



Change in Status Definition: Review valid change in status matrix

Select Change in Status Definition from the Manage Eligibility Tab

This can be printed for future reference.



Change Employee Info: Update employee demographic information

Select Change Employee Info from the Manage Eligibility Tab

Choose the employee from the list or by inputting their Social Security Number



Make the required changes and click on Next



You will receive a confirmation page. If the information is correct

Click on Submit



After the information is submitted to us, the Submitted flag should be displayed as Yes.



Update Elections/Pay Cycle: Add, delete or change an employee’s elections or pay cycle

Select Update Elections/Pay Cycle from the Manage Your Debit Card tab

Choose the employee from the list or by inputting their Social Security Number



Enter the information requested in each of the fields:

Pay Cycle: Select the employee’s pay cycle from the drop down list.

Changes will be made to the Employee Record on this date: Input the date of the first paycheck that will be affected by this change. Whether that is a current, past or future date.

Note: If the date is in the past, have payroll deductions already taken place for this employee? If so, those will be input under in the “Enter the YTD withholding from your Payroll System” field and will create an adjusting contribution to the employee’s account.

Reason for change: Select a change reason from the dropdown list.

Benefits: Make note of the arrow pointing at the different benefits. If no changes are necessary for the benefit selected, click the “Next” button to advance to the next benefit.



Terminate this benefit: Check this box to indicate that the employee will still be employed by the company, but has dropped coverage for the benefit selected.

Note: To allow participants in the Dependent Care portion of the plan to “spend-down” their account balance, simply enter the year-to-date withholdings in the “Enter the Employee’s New Annual Election Amount” field. This should then calculate to $0 per pay for the remainder of the plan year. Do not select “Terminate this benefit”.

The current Maximum Plan Election Amount and The current total YTD withholdings made as we reflect it: are automatically populated from our records.

Enter the Employee’s New Annual Election Amount: The new annual election should be the total expected for the entire plan year. For example: The employee had elected $2,000 at the beginning of the plan year. Due to the birth of a child, the employee would like to set aside an additional $500 for the remainder of the year. The annual election should be set to $2,500.

Enter the Employer Portion of the Above Amount. This will be not be added to the annual election. This is simply the portion of the total annual election that is employer flex credits (if any).

Enter the YTD Withholding from Your payroll system. If the YTD withholding from your payroll system differs from “The employee’s current YTD withholding made as we reflect it” field above, an adjusting contribution will be created, if needed, to balance our system to the employer’s payroll system.

Note: The adjusting contribution will be posted by WageWorks after the change has been accepted in our system.

Payroll withholdings left for the current plan year: This field will automatically calculate based on the entered above.

Enter the number of remaining payroll periods left in the plan year: This field will automatically calculate based on the entered above and can be adjusted as necessary. Both the calculated amount for the per payroll deduction and the employer portion are automatically populated based on the above entries.

Insurance Product: Select or remove the participant from the applicable insurance plans.

When finished, click on Next until the system has rotated through all the benefits and you are advanced to the summary screen.



A verification page will display listing all changes.

Click on Submit

Confirmation

The display changed to Yes.



Terminate Employee: Terminate an active employee from the plan or a specific benefit

Select Terminate Employee from the Manage Eligibility tab

Select an employee from the list or enter a Social Security Number



Complete the Effective Date, YTD payroll amount and the deduction from the employee’s last paycheck.

Note: The system will calculate the balance to add or subtract from the participant’s current balance for each benefit.

Clicking the “Next” button will advance the arrow to the next benefit.

Enter the applicable information for all the benefits

Click on Next until all benefits have been reconciled and the user is advanced to the verificationpage

Review all the information.

Click on Submit



Confirmation

The Submitted field has changed to Yes.



Update Invalid DOB

Update Invalid Zip

The “Update Invalid DOB” and “Update Invalid Zip” menu items are used to quickly access employees with missing information. If the information is invalid or missing from our system, the participant will not be able to create a login for the Participant Website. Since the date of birth and zip code fields within our system are required fields, these options are rarely needed.



NEW YEAR ENROLLMENT Step-by-Step instructions how to enter new year enrollment for your Plan Due to HIPAA and other privacy regulations, eligibility and enrollment should not be sent via email. Use this tab on the website to make submit new year enrollment or see our file specs at http://www.takecarewageworks.com/lc/lc_df.html) to send enrollment via a secure file. You may also fax your enrollment to 877-220-3251. Start Enrollment: This page displays the dates for the new plan year, the open enrollment period, and general information about the enrollment process.

Note: This option will not be available (grayed out) until your new year enrollment begins for your flexible benefits plan.

Select Start Enrollment from the New Year Enrollment Tab



The New Year enrollment process begins with step-by-step instructions for you follow. After conducting enrollment meetings and collecting the signed enrollment forms, you will take that information and start the enrollment process on eFlexOnline. This consists of three steps:

1. Verify the existing company information

2. Input the new year enrollment from each enrollment form

3. Print a Payroll Deduction List and submit the enrollment

Caution: A. Enrollment must be submitted in order for us to view and download into our system.

B. Once enrollment is submitted, the option will no longer be available to you. Any changes will have to be submitted to us via e-mail or some other mutually agreed upon method.

Click on Start at the bottom of the page, or click on Company Info from the New Year Enrollment tab.



First, you are asked to review your benefits for the future plan year. You are also reminded of the current plan year benefits. At the bottom of the page is more information on setting maximums for each type of benefit under your flexible benefits plan.

Click on Next or Employee Info from the New Year Enrollment tab.

This begins the enrollment process. The listing shows employees with information already in our system. You may also add employees by entering the SSN and clicking Next.

You may click on the employee’s SSN, Employee # or Name to enroll the employee

Click one of the headings to resort the employee listing.



Add, delete or change the information shown on the employee demographics screen. Note that required fields are marked with an asterisk.

Click on Next to continue with the enrollment process



You may fill in the “Amount Per Pay Period” or the “Annual Election” amount. The system will calculate the blank field based on the employee’s designated pay cycle.

When finished with the elections, click on Next

A confirmation page will display. Click on Previous to return to previous pages for corrections or on Cancel to cancel all the information input.

Click on Next to accept the enrollment information.



If your plan offers the debit and the employee does not currently have a debit card , this page will ask you to select or decline a debit card for the employee. If the debit card option is selected, a second set of fields will display to order a secondary card for a spouse or dependent.

Click on Next



You are returned to the employee listing page

You will notice that the employee’s information has been updated with a “Completed” in the “Enrolled?” column.

At the top of the screen, you also receive information about the number of employees enrolled, employee savings and employer savings associated with the enrollments entered.

After entering all enrollment forms, print a Payroll Deduction List to verify the accuracy of annual elections and per paycheck deductions

From the main menu click ”Enrollment Payroll Deduction from the “Reports” tab. Hover over the“View Report” button and click on the desired format.



The last step in the new year enrollment process is to submit the information to WageWorks and close enrollment.

Caution: 1. Enrollment must be submitted in order for WageWorks to view and download into our system.

2. Once enrollment is submitted, the option will no longer be available to the employer. Any changes willhave to be submitted to WageWorks via fax.

From the “New Year Enrollment” tab click on Submit Enrollment

WageWorks is notified that you have completed your enrollment. This prompts us to download the enrollment information into our system for the new plan year.



Click on Submit. A warning appears. Click OK if the new year enrollment is complete. You will then receive a confirmation that your enrollment has been submitted and closed. You should make a note of the date, time and confirmation number if questions arise concerning your enrollment.

Once enrollment is submitted, the “New Year Enrollment” tab is no longer available.

Note: You do not have to complete all your enrollments in the same session. If you have entered enrollment information and have not yet submitted to us, you will receive the message below each time you enter the website.



CONTACT INFORMATION Employers Hours of Operation: Weekdays, 8 a.m. – 7 p.m. Central Time

Phone: 888-342-3532

Fax: 877-220-3251

Website: takecareWageWorks.com 24 hours a day log in to your plan(s) through the “Employer Access” button

Mailing address: WageWorks, Inc.1850 W Rio Salado Parkway, Ste 101Tempe, AZ 85281

Participants Hours of Operation: Weekdays, 7 a.m. – 7 p.m. Central Time

Phone: 800-950-0105

Website: takecareWageWorks.com 24 hours a day participants can log in to their account(s) through the “Express Login” button

Account Balance Information via Phone: 800-950-0105 24 hours a day

Claims Information Claims Fax: 877-782-8889

Claims Mailing Address: Claims AdministratorPO Box 14053Lexington, KY 40512

Debit Card Report a lost/stolen debit card: 866-679-7649 – Weekdays, 8 a.m. – 7 p.m. Central time

take care® by wageworks - employer website guide

Documents