Looking for answers about adding an employee, how to create an enrollment period, and more? You have come to the right place. Feel free to read and watch below!
Logging Into benefitbay® and Signing the ICHRA Agreement
You will receive (or may have already received) an email from the benefitbay® platform announcing that we are excited to join you in partnership for your company's ICHRA needs!
To get started, click on the button "Set Password." You will be redirected to a new web browser.
Here you will create and confirm your new password. Please ensure you follow the password requirements.
Click the "Set my password" button, to save your password. You will be directed to your Employee Home.
To sign the ICHRA Agreement, you will need to select "Employer Home" on the left navigation bar. You will see a checklist of items your agent has been completing to get your company ready for Open Enrollment. You will scroll down to the task titled, "Sign ICHRA Agreement" and select the blue "SIGN AGREEMENT" button. When you click the button, you will be redirected to the ICHRA Agreement. We highly encourage you to read the information carefully and fully review the monthly fees before signing the legal agreement. If you agree with the terms, you can type your name for a digital signature and click the blue "CONTINUE" button at the bottom left side of your screen. You will be directed back to your Employer Home and notice all your checklist items are completed (no longer showing). You are ready to begin administering your company's ICHRA!
The Employer Home
The benefitbay® Employer Home is a visual display containing all of the employer data and company information. The Employer Home is a management tool that monitors, analyzes, and gives employers a visual display of key indicators such as enrollment periods, employee management/coverage periods, and finance information.
The "Employer Profile" tab is a visual display of all the company's organizational data.
These data points provide a visual display of indicators such as Insurance Agents, Legal Business Name, Doing Business As (DBA) Name, Federal Employee ID Number, Inception Date, Business Type, SIC Code, FTE Minimum Hours, Payroll Frequency, and Insurance Waiting Period.
New employers should verify all information and ensure it is entered as accurately as possible, focusing specifically on "Payroll Frequency" and "Waiting Period", to ensure success. If these items need to be changed, please contact your Customer Success Manager.
The primary contact will be the company's "decision maker." They will sign the ICHRA agreement and determine the final contribution for employees. In addition, they are the only administrator in the company who can add or remove other business contacts.
To Add Contacts:
You can add a contact directly from the employee list. Once selected, the employee will have access to all company information.
If you would like to add an outside contact, select the box below. You will need the person's first and last name, email, and phone number.
*Please be aware, that any person given administrative access will see the same information as the primary contact (all payroll information, company information, and employee information). If a person leaves an organization, it is important to remove their access as well.
Add an Employee
Under the employee management section, select "ADD EMPLOYEE".
All information is important to ensure proper employer contributions. Please be sure to include all the requested information below:
Personal E-mail Address
Personal Phone Number
Social Security Number
Date of Birth
Hours Per Week
Salaried Employees; enter annual wages and pay type as salary
Hourly Employees; enter hourly rate and pay type as hourly
Special notes when hiring
Creating an Enrollment Period
After adding a new employee, you must create an enrollment period. You will also need to create an enrollment period If you have an employee with a qualifying life event (QLE) throughout the year as well. Employees with a qualifying life even will need to be provided with this notice on your company's letterhead. *Please note, that employees have up to 60 days following an event to enroll in a plan.
Login to the Employer Home and scroll down to Enrollment Periods for (current year)
Select "ADD ENROLLMENT PERIOD"
Enter the enrollment period details:
Enter the Name of the Enrollment (the name of the month is the standard, i.e. "January")
Enter the Enrollment Start Date (should always be the 1st of a month)
Enter the Enrollment End Date (should always be the 15th of a month)
Enter the Coverage Start Date (should always be the 1st of a month)
Adding Employee(s) to Enrollment
After you have created an enrollment period, you must add the employee(s) that will participate. You can add as many employees as needed to the same enrollment period. Under the Enrollment Period section, select "DETAILS".
Under the participants section, select "EMPLOYEE PARTICIPATION".
Next, you will need to find the employee(s) you want to add and select the box next to their name. Once the box is checked, it will turn orange. This indicates the employee has been added to the enrollment.
Email Notice of Enrollment to Employee(s)
Next, you will need to schedule an email notification to the eligible employee(s). Under the participants section, select "SCHEDULE EMAIL NOTICE".
Change the date to the first day the enrollment opens, then select "SCHEDULE EMAIL NOTIFICATION". The employee will receive a welcome email from benefitbay® providing instructions on logging in. From there, the employee can edit their profile, enter the shopping to select a plan and complete their enrollment. To learn more about the employee journey, see this article.
*Please note, if your organization is enrolled through your agent or enrollment partner, you may not need to complete this step. Check with your agent or enrollment partner to confirm.
If you would like to monitor the employee's participation in enrollment, you can select "SUMMARY" to see each status. We recommend you contact employee(s) who haven't started at least three days prior to the end of the enrollment to ensure they don't miss the chance to enroll in benefits.
"Not Started" - The employee has not yet logged into the benefitbay® platform.
"In Process" - The employee has logged in to the platform but has not selected a plan.
"Pending" - The employee has logged in, made a plan selection, and started the enrollment process.
"Completed" - The employee logged in, completed the enrollment, and the premium payment was received OR the employee logged in and waived coverage. If the employee elected to waive coverage, the summary report will state waived.
The goal is to get every employee to the "completed" status prior to the end of open enrollment.
The "DETAILS" section will show you the detailed information you used to enter to create the enrollment.
Edit Employee Profile
To edit employee information, find the employee's name and select the green icon with the paper and pencil image. You may utilize the search tool to find an employee by entering the first or last name.
We recommend you update all information, specifically salary and personal contact information on a monthly basis. This will ensure all information for 1095 reporting are accurate and up to date while also streamlining the renewal process in the following year.
We ask for personal contact information so that if an employee reaches out to our support team, we are better equipped to assist them. In addition, if an employee leaves your organization, we can contact them directly with instructions on how to continue or cancel their ICHRA. Should an employee leave the organization, we may not be able to contact them via a work email.
Updating the information will help you during the next open enrollment as well. When we contact you requesting an updated census, you can reply back that it is already completed in the platform. This will enable us to get the next open enrollment started as fast as possible.
To terminate an employee, find the employee's name and select the gray icon with the "x" image. You may utilize the search tool to find an employee by entering the first or last name.
Enter the last date worked
"Final Month of Coverage"
Enter the last month your organization will provide coverage
The employee's coverage may extend additional month(s) beyond the end of their employment for different reasons, such as a severance agreement
Enter this information as soon as you have it available. You may enter upcoming terminations as well. We will not contact the employee until 24 business hours after the termination date. Failure to enter terminations timely may result in premiums being paid from the company's ARC account.
Upon completion, a support specialist from our team is notified of the termination. They will ensure all the premiums are current and that no premiums for next month's coverage are paid.
Additionally, the next business day after the termination date, our support will send termination instructions. They will have the option to either cancel the individual plan (see cancellation template here) or change their payment information to a personal payment method if the employee would like to keep the coverage.
Finance and Banking
There are tools and data files for your company stored in your employer home. You may not need these tools on a regular basis but are highlighted below, should the need arise. On the employer home, scroll down until you see the coverage period section. Here are all the tools available in this section:
"COVERAGE PERIOD" - Select different years from the drop-down menu to see different plan years (only available after your company has gone through a yearly renewal)
"Active Coverage Summary" - This is where your payroll report is stored, scroll down to see how to access the payroll file.
"ICHRA Modeling" - Review the ICHRA model selected for your company for the plan year
"Reimbursement Schedule" - See the contributions for each employee class *HR might like to have a print copy of this file accessible as new employees are hired
"ICHRA Agreement" - View the ICHRA agreement the primary business contact signed prior to open enrollment
"ICHRA Plan Document" - View and download the plan document created for company compliance
Payroll Deduction File
"Active Coverage Summary" - This is where your payroll report is stored after the company's open enrollment is closed
Once you select the "Active Coverage Summary" you will see a screen with a snapshot of the report
Before you download the report, you must change the date to the first day of the next month, as that is when the coverage starts (ex. December 14, move dated to January 1).
This allows you to capture all the company changes; new hires, terminations, and qualifying life events
Select "Payroll Deduction CSV" to download
Payroll Deduction Report Details
Personal Information (not pictured)
will be located to the left of the report; such as name, date of birth, etc.
will be located at the beginning of the report (columns E-H)
Per Paycheck Information
Will be located toward the end behind the plan information (columns N-Q)
this is the month coverage will start (column N)
*Please note, if an employee has more than one plan (common with out-of-state dependants and Medicare), each plan's details, deductions, and effective date will be listed separately (columns M and on).
Per Pay Period
This calculation is based on the payroll frequency selected by your company
This is determined if the employee bought a plan "off-exchange" or directly through an insurance carrier
This is determined if the employee bought a plan "on-exchange" and typically utilized a tax credit (subsidy)
This amount may reflect a negative number, which means the employee is paying a portion directly from their Social Security check, therefore the employer is utilizing the ICHRA contribution to reimburse the employee
Employees may utilize the ICHRA contribution offered by their employer OR the tax credit (subsidy), but not both!
Monthly premiums will automatically be transferred from the account selected by your company
The "projected premium payments" will typically be the amount transferred (during the open enrollment, the amount may vary)
To calculate this amount, the monthly employer amount and employee pre-tax and post-tax amount (columns F-H) of the payroll deduction report are totaled
The payroll deduction report will serve as the detailed "invoice" for the transferred amount
This amount will be withdrawn on the mid-month cycle (10th-14th)
These dates vary depending on holidays, weekends, etc.
Additional funds are held in the account to protect against overdraft to cover premiums for new hires and employees who have qualifying life events
The standard amount is 20% of the monthly premiums; $1500 minimum
View ARC Transactions
To view the premiums that have been deducted from your company's advanced reimbursement checking account (ARC), select "VIEW POSTED ARC TRANSACTIONS."
It is best to search by the employee's account number.
You can filter by disputed or resolved transactions. If you would like further information on the tools within this report, feel free to review this article.
For accounting purposes, your company may choose to reconcile the ARC Account. We have a couple of methods to complete this for your company. Here is an article/video that may offer guidance if you would like to complete this.
*Please note, that we have support specialists who monitor transactions on a daily basis as well. Therefore, your company may decide a reconciliation isn't necessary.
At the beginning of each month, benefitbay® will send each employer an invoice using QuickBooks. The invoice is that month’s service fee for the actively enrolled employees (benefitbay® fees, broker consulting fees, and a one-time per year open enrollment fee).
The email will come from this address: "email@example.com."
To view the details of your invoice, click "Please find your invoice details here,” located in the body of the email from QuickBooks.
These invoices are not to be paid using your Account Reimbursement Checking (ARC) account funds. Instead, they must be paid separately by the employer just like any other account payable.
To discuss automatic payment options, please contact your benefitbay® Customer Success Manager.