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Employer FAQs

General Questions

Employers were sent the following communications:

 

Enrollment Questions

The monthly premiums for HSA-qualified high deductible health plans (HDHPs) are usually lower than the premiums for traditional health plans, so if your company pays some or all of these premiums for your employees, you can expect to save with an HDHP. Talk with your insurance broker or benefits consultant about your options.

In addition to saving on monthly premiums, employers can save up to 10% on payroll taxes by contributing (and encouraging their employees to contribute) to an HSA.

Find out how much your company could save with our Employer Cost Savings Calculator.

We get this question a lot, and we’re happy to offer a few recommendations:

  • Ensure that monthly premiums for the HDHP are noticeably lower than the premiums for the traditional health plan. Make it worth the “risk.” With HDHPs, employees assume more responsibility for the cost of their health care. When employees have lower monthly premiums, they’re more likely to redirect the savings to an HSA, which reduces employees’ taxable income and employers’ payroll taxes. If you, as the employer, pay for some or all of employees’ premiums, you’ll save on health care premiums as well.
  • Pay the HSA administrative fee on your employees’ behalf. For employees, the fee can be an obstacle to opening an HSA. When employees participate in the HDHP and HSA, the employer pays less in health care premiums and payroll taxes, so the fee is easily offset.
  • Contribute to the HSA on your employees’ behalf. Again, when employees participate in the HDHP and HSA, the employer pays less in health care premiums and payroll taxes, so these contributions are easily offset.
  • Invite employees’ spouses to open enrollment and/or training meetings. When employees and their spouses hear the same information at the same time, the decision process tends to go more smoothly and results in fewer ongoing questions.
  • If you’re ready to sign-up now, simply complete our Group Sign-Up Form, and we will get your company set up and contact you regarding your enrollment and funding options.
  • If you’re shopping around, feel free to complete our Request for Proposal, and we will be happy to send you a proposal for our services.

After your company has been set up, and you have received your Employer Portal username and password, you can enroll employees online via eligibility file upload. (See this FAQ below: “How do I upload an eligibility file?”.)After the file upload, your employees will receive an email with instructions for setting up their personal username, password, beneficiaries, investment elections and other account-related information, including e-signing the account custodial agreement. Employers may also fund their employees’ accounts after the file upload.

If any employees don’t receive the email after the eligibility file upload or don’t click the link to their account, then they may log into their account later using their Social Security Number and date of birth.

After your company has been set up, you have received your Employer Portal username and password, and your employees have fully enrolled, you can fund employees’ accounts via ACH/EFT pull, wire or check.

  • To schedule an ACH/EFT pull, you must first log into the Employer Portal and upload your contribution file or enter contributions directly into the portal. (See these FAQs below: “How do I upload a contribution file?” and/or “How do I contribute via direct entry?”) Then, follow the instructions for “How do I schedule an ACH/EFT pull?” Please allow 3‒4 business days for processing.
  • To send a wire, you must first log into the Employer Portal and upload your contribution file. (See “How do I upload a contribution file?”) Then, follow the instructions for “How do I send a wire?” Please allow 2‒3 business days for processing.
  • To mail a check, you must first log into the Employer Portal and upload your contribution file. (See “How do I upload a contribution file?”) Then, follow the instructions for “How do I send a check?” Please allow up to 10 business days for processing.

 

Employer Portal Questions

Simply log into the Employer Portal, then click on “Company Settings.” From there, click “Add a bank account” and enter your banking information, then click “Save.” There are no forms required, and you may set up more than one bank account, if desired.

To upload an eligibility file for your employees:

  • Log in to your online portal, then click on Participants in the navigation bar or click the Manage Participants icon.
  • Click Upload Participants
  • Click Upload CSV File to upload a file containing the participants you’d like to add. (You can use our template to make sure you’re including all the required information.)
  • The file you upload will not overwrite or make edits to existing participant information. If you’d like to update existing participant information, call or email your account manager, and they can assist you. Also, you can view a report of your participant file upload by clicking on Confirmation Histories in the navigation bar, then selecting the report you just uploaded.

IMPORTANT: We cannot accept contributions for employees who are not enrolled. If you are not sure if your employees are enrolled, contact us.

To upload a contribution file for your employees:

  • Log in to your online portal, then click on Contributions in the navigation bar
  • Click on Contribution File Upload
  • Complete the Contribution Details (you can download our template to see how to format your file)
  • For Select File, click “Choose .csv File” and select your contribution file. Click “Download Template” if you’d like a guide to show you what information you need.

    For Process Contributions, select “Test Payroll Contribution File” to run a test file (to make sure there are no errors). Otherwise, select “Process Payroll Contribution File.”

    For Account Transfer Method, select ACH/EFT, Wire or Check. If “ACH/EFT” is selected as the account transfer method, you’ll need to select a source. You can select an existing banking profile or add a new banking profile. (See “How do I save our company’s banking information?”)

  • On the right side of the screen, review your File Name and Funding Source to make sure they’re correct. Then, click the circle beside “I agree to the terms and conditions.”
  • Click Submit to upload your contribution file

IMPORTANT: We cannot accept contributions for employees who are not enrolled. If you are not sure if your employees are enrolled, contact us.

To make employee contributions via direct entry:

  • Log into the Employer Portal and click the “Schedule Contribution” icon.
  • From there, enter your desired contribution amount(s) for employees, then click the “Step 2: Schedule Contribution” button. (NOTE: you must contribute at least $50.)
  • Enter the name, frequency and start date for your contributions. (NOTE: Recurring contributions are meant for groups that do not anticipate staffing changes for 6 or more months. If you anticipate changes, we recommend scheduling one-time contributions to ensure that you do not fund accounts for employees who no longer work for your company.)
  • For “Source,” select an existing funding source or add a new one. (See “How do I save our company’s banking information?”)
  • When finished, review the information, check “I agree to the terms and conditions,” and click Submit.

After your request has been submitted, we will begin processing your request on the NEXT RUN DATE, funds will be distributed to employee accounts on the NEXT PAYMENT DATE and employees will have access to the funds on the day AFTER the NEXT PAYMENT DATE. Please allow 3-4 business days for processing.

  • Log into the Employer Portal and choose how you would like to provide contribution information. (See “How do I upload a contribution file?” and/or “How do I contribute via direct entry?”)
  • Select ACH/EFT as the Account Transfer Method and schedule the pull. Please allow 3-4 business days for processing. (Note: If you don’t have banking information saved, you’ll have to enter that information in. See “How do I save our company’s banking information?”)

IMPORTANT: The amount of your ACH/EFT must match your contribution information exactly, or there will be delays.

  • Log into the Employer Portal, then click “Contributions” in the top navigation.
  • Click the “Contribution File Upload” button and upload your contribution file. (See “How do I upload a contribution file?”)
  • Select “Wire” as the Account Transfer Method and submit your contribution. (Note: incoming wires are subject to a $25 wire fee.)
  • Send your wire to the Vectra Bank account provided in the Employer User Guide. Please allow 2‒3 business days for processing.

IMPORTANT: When wiring money, the amount must equal the total on the contribution file exactly, or the wire will be rejected. Funds are distributed into employees’ accounts upon receipt.

  • Log into the Employer Portal, then click “Contributions” in the top navigation.
  • Click the “Contribution File Upload” button and upload your contribution file. (See “How do I upload a contribution file?”)
  • Select “Check” as the Account Transfer Method and submit your contribution.
  • Mail your check made payable to “FPS Trust” to: FPS Trust on behalf of HealthSavings, P.O. Box 3079, Englewood, CO 80155. Please allow up to 10 business days for processing.

IMPORTANT: When mailing a check, the amount must equal the total on the contribution file exactly, or the check will be returned. Funds are distributed into employees’ accounts upon receipt.