FSA

PHRUG AgendaWelcome & AnnouncementsEmployee Development Center updateIntegrations updateJuly 1 increases and program numbersBenefits UpdateOpen Enrollment 2013-14Flex Debit CardsDependent UpdatesAnnouncementsWelcome New employees in Administrative ServicesRenae Prieto / Training & Development Manager Erin Bond / Recruitment SpecialistJeremy Youngs / IT Business Systems CoordinatorPersonnel move has been scheduledUpcoming training opportunitiesNext EWC upgrade scheduled for mid-August

Employee Development Center UpdateCharles RobersonIntegrations UpdateCharles Roberson & Vicki LoganPersonnel ACTION FORMNew fields added to enable the transfer of dataTransfer Yes/NoTransfer Reason (if applicable)Transfer DateEmployee Type Scheduled Weekly HoursEmployee IDTime Type

FTE Field removed

The HireState Personnel Recruitment staff authorize NEOGOV hiresEvery effort will be made to ensure the hire is approved upon receipt of the email noticeAuthorized hires will feed into EWC two times each day (will coincide with EWC/PFC loads)Hiring managers will be informed of errors that need to be correctedIf the hire is not entered in NEOGOV, will need to manually create the applicant in EWCTimely and correct entry of hire information is criticalJuly 1 Increase ProcessEWC Program NumbersDeb TatroJuly 1 IncreaseAgency Head and Non-Classified employee pay increase amounts will be determined by the appropriate appointing authority.

Employees covered by the NAPE/AFSCME contract will receive a 2.25% increase to their base pay. Pay ranges will be adjusted accordingly.

Employees covered by the Law Enforcement (SLEBC) contract will receive increases as directed by the provisions of their 2013-2015 labor agreement.

Employees covered by the Teachers (SCATA) contract will receive increases as directed by the provisions of their 2013-2015 labor agreement.

July 1 increases (cont)Pay rate changes will be processed in the EWC through a mass updateWhen? Monday, July 8Classified agencies should send me a list of any employees who will not be eligible for the July 1 increase so they can be excluded

Non-classified and Constitutional agencies may do their own 7/1 pay increase updates by using the Request Compensation Change action, or provide a spreadsheet by 6/24, of employee pay changes to be mass updated

IMPORTANT NOTE: Agencies (classified, non-classified and constitutional) cannot enter any employee changes, which have an effective date after July 1, until the July 1 increases are processed in the EWC.

BenefitsOpen EnrollmentSusie SamuelsonOE Review

For the vast majority of employees, OE was a smooth process with no problems! We received a lot of compliments on the ease of the process this year.

Life or Job Event

Initiated life events or job change event with an event date earlier than July 1st placed the OE process on hold until the event was finalized.

If the life event changed any plan eligibility for the employee or the employee gained or lost a dependent the OE event canceled the initial OE that was on hold and initiated a new OE for the employee to complete regardless if the employee had submitted the initial OE event or not.

If the event did not affect eligibility or any dependents, the OE event placed on hold would release when the event was finalized continuing in the status it was prior to the event.EVIDENCE OF INSURABILITY (EOI) during OE

Employees during the (prior) benefit plan year 2012-2013 who elected a level of life insurance higher than one increment of coverage were sent a To Do regarding EOI which included the Mutual of Omaha form.

This year employees who went through OE and elected the same level of life insurance or one increment higher were not required to do an EOI form.

However, some employees DID see the following message:

EOI, Continued

The reason for this message on the last screen is because last year after the employee received the EOI message, they did not click on the bottom button Im Done.

Doing that would have indicated this specific To Do had been read. Until that is done, the To Do will remain in an active status.

The message they received did not affect their OE elections during this OE period.

The message employees will receive when it is for the current OE plan year and they are electing more than one increment of life insurance is

Current Beneficiary and Dependent Edits

Employees cannot edit a current beneficiary or dependent while going through the OE process.

We will include this in training next year for employees.

We can update their current beneficiaries or dependents prior to going through the OE process or after they complete OE. Once the change is done regardless if it is before or after the OE event has been completed, all changes are real time through events in progress

The process to edit a current beneficiary or dependent is to click on the related actions of the Employee Name>Benefits>View Dependents or View Beneficiaries

When the page opens to the right side of each dependent and/or beneficiary will be a blue edit box which will open the editing page.Questions on the deduction dates

The only time the enrollment dates will change will be when the employee changes the tier of coverage or plan. Brand new vendors also will have a new enrollment date.

Example: An employee who remained enrolled in Two-Party medical coverage would not see a new enrollment date populate since it is only a premium rate change. This is a Workday feature that cannot be customized.

Example: An employee who dropped a dependent or added a dependent to any plan would see a new enrollment date.PHRUG16FUTURE ENROLLMENT ELECTIONS

When an employee has no change to a benefit plan or tier his or her OE elections will not show in the Future Enrollment Elections section with Benefits.

The enrollment date for these employees have not changed from their initial enrollment.

You can locate those enrollments if you look in the benefit coverage history for the employee.

Related actions off the employees name>Benefits>scroll down to Benefit Coverage History

Reminders

Part time Rates *Basic life changed from 1.00 to .96 monthlyAll part time employees go through OE with the cost listed being for a part timer who is .50 FTE. If you have any part time employees that are anywhere between .50 and 1.00 FTE you MUST update the cost prior to the first payroll for July, 2013.

In the search box type Manage Individual RatesPut the employee ID or name in the Workers Box Do not fill in anything for benefit group, enrollment event, benefit plan. After you have entered the Worker ID click on the Include Employees with Rates Overrides box and then OKReminders

1 2 3In override Insurance box -Always use monthly amounts:Health insurance is pretax use columns 1 (employee cost pre-tax ) and 3 (employer contribution non-taxable)

Life insurance is post-tax use columns 2 (employee cost post-tax) and 3 (employer contribution non-taxable)Never enter a rate in the last columnTemporary Employees

Effective July 1, 2013 Temporary employees will no longer have separate DBAs .

The prior DBAs will be ended in the Payroll and Financial Center

OE Event

The OE event still is initiated when an employee is a new hire. If you see the new hire event plus an OE event, cancel the OE event.Coverage for Dependents age 26

All agencies will be responsible for running the report.

Non-Disabled Dependents over 26 (lse)

The report should be run 60 days in advance and notification to employees regarding any dependents being removed from coverage sent to the employee at least 45 days prior to when the dependent will be removed.

Notification of terminations must be sent to Terri Wilson immediately so COBRA notification can be made within required deadlines.

COBRA/Retiree

The practice of sending all termination notifications to Terri Wilson will remain the same until all agencies are notified different.OE & Payroll Processing

Monday, June 17, the EWC/PFC (Payroll Financial Center) team will review the OE data prior to loading into PFC

This data pull will contain all the OE deductions and dates for the new benefit plan year starting July 1, 2013

Continue to process normal changes as usual in the EWC Examples: new hire, terms, salary changes, address changes, etc. Bank Account for Payroll Direct Deposit information will continue to process

DEDUCTION changes will be held from going from the EWC to the PFC until the review is complete

HR Contacts will be notified once the review is complete

Additional instructions, if necessary, will be sent via the HR Contact listState of NebraskaFlex Debit Cards 2013Presented by:

Welcome to the Flexible Spending Account presentation.The advantage of the FSA plan is that you can pay route and predictable expenses with pretax dollarswhich means you do not pay federal or state income taxes, or FICA taxes on your conributions.PHRUG23Claim Filing Options 7/1/2013Several options from which to chooseMailFaxFile online www.asiflex.comFSA Debit Card

The choice is yours at each point-of-sale!

This year, you will have several claim options. You will be able to file claims in the traditional manner, by mailing your completed claim form and supporting documentation.Or you can fax the claim.You can also choose to file your claim online and uploading your documentation for fast reimbursement.Finally, a new option this year will be a FSA debit card. You can choose at each point-of-sale how you wish to handle your claim. For some expenses, you may wish to file online; for other expenses you may wish to use the debit card or file a traditional claim. The choice is yours!PHRUG24Debit Card What is it?Health Benefit CardAllows you to pay directly from your health FSA accountSign for credit transactionEnter PIN for debit transactionAccepted at healthcare and retail providers that accept VISA based on merchant codesNot accepted at providers not recognized as health care providers/merchants

The FSA debit card is a new health benefit card that will allow you to pay the merchant or health care provider directly from your health FSA account.You will be able to sign for the transaction, or you can enter a PIN for the transaction.The card is accepted at health care and retail providers that accept VISA. It is not accepted at restaurants, gas stations, department stores, etc.PHRUG25How does it work?At point-of-sale, present card for paymentAdvantage is that you dont have to use cash or another credit cardMerchant will process the transactionCard company reports to ASIFlex the provider/ merchant name, date of transaction, dollar amountNOTE: You may need to provide additional documentation showing the patient name and type of service/product

At the point-of-sale, simply present your card for payment. The advantage of the card is that you do not have to pay with cash or your personal credit cards. The merchant will process the transaction; the card company will then report the transaction to ASIFlex. Note that the card company can only provide the merchant name, date of transaction and dollar amount. They do not have the type of service or patient name, so, in many cases ASIFlex will request this additional documentation from you. Use of the card is not paperless and documentation is required in many cases!PHRUG26How do I provide information?ASIFlex will notify you if additional information is required IRS requires documentation for all transactions except if the transaction is for:Co-Pays that match the State plan you are enrolled inIdentified recurring expenses at the same provider, same amount each month (e.g. orthodontia)Transactions at certified merchants who maintain an inventory system of eligible items (retail stores, drugstores, pharmacy)All other expenses for Rx under non-State plans, and any medical, dental, vision require documentation

Only provide documentation to ASIFlex upon request. ASIFlex will notify you by mail or email/text (depending on how you requested we communicate with you) if documentation is required. There are a few situations that typically do not require documentation:A flat-dollar co-pay that matches the State plan you are enrolled in.A recurring expense that is for the same provider, same dollar amount each month. A good example would be orthodontia.A transaction at a retail merchant (such as Walgreens, Walmart, Target, etc.) who inventories health care products that are eligible (such as Bandaids, sunscreen, contact lens solutions, etc.).All other transactions will require documentation. This includes co-pays under any plan other that the States plans, as well as any medical expenses incurred at hospitals, labs, etc., dental expenses and vision expenses.

PHRUG27How does ASI notify me?Up to three requests are sent by mail or email/textLetter 1 Sent following transactionLetter 2 Sent after two weeks, advises card may be inactivatedLetter 3 Sent after two weeks, temporary inactivation noticeTo remedy, simply provide documentation and card will be activatedIf documentation lost, you can write a check back to the plan or submit a substitute claim

If documentation is required, ASIFlex will sent an initial letter/email/text to explain what is needed.If you do not respond, a second letter is sent and also reminds you that if documentation is not provided, the card will be temporarily inactivated.If you still do not respond, a final letter is sent notifying you that the card in temporarily inactivated and that documentation is still required.All you need do is provide the documentation and the card can be activated again. If you are unable to substantiate the transaction, you can write a check back to the plan, or submit a substitute claim. The IRS regulates FSA plans and use of the card, so these steps are required under IRS regulations.PHRUG28What type of documentation is required?Type of ExpenseDocumentation NeededIf covered by insurance Medical, Dental, VisionInsurance payer explanation of benefits (EOB) or Itemized statementNOTE: Submit to insurance firstIf not covered by insuranceItemized Statement PrescriptionsPharmacy receipt orPrintout from pharmacyOTC Drugs/MedicinesPhysician prescription and itemized merchant receiptNOTE: Rx must be dated prior to or on the date of purchase.OTC Medical Supplies/ItemsItemized merchant receipt

Here are the types of documentation required.(read from slide).PHRUG29How do I get a card?Automatically issued to all health care participantsMailed to home address2-3 weeks from time order is placed2 cards providedArrives in plain white envelope do not destroy!Read cardholder agreementReport lost or stolen cardsCall to activate and select a PIN if you wish; same PIN for both cards

Cards will be provided to anyone who signs up for the health care FSA. Two cards are mailed to your home address and arrive in a plain white envelope. Read the cardholder agreement and call to register you card, and select a PIN if you wish. If for any reason you decide that you do not want the card, please send a written request to ASIFlex by mail, or by email to asi@asiflex.com to request that the card be cancelled.PHRUG30How do I use the card?Save all itemized provider/merchant receipts (NOT the credit card receipt)Save all insurance payer Explanation of Benefits (EOB)Submit documentation upon request its the law!Know your balanceUse at health care providers (note that some teaching hospitals, e.g., may not be recognized as they code terminals as educational)Check your messages under your accountFax correctly

When using the card, be sure to save all itemized receipts and insurance payer EOBS (not credit card receipts). Submit documentation if requested remember its the law! Know your balance. If you have only $20 left in your account and swipe the care for $25, the card will decline, but the VISA system nor the merchant will know why. Use the card only at health care providers. And if you receive a request for documentation, respond right away. Read your messages in your secure message center at www.asiflex.com. And, if you fax, please do so correctly. ASIFlex receives hundreds of faxes that are blank because the fax was upside down.PHRUG31Merchant Receipt

Here is an example of a merchant receipt. In this example from Walmart, the merchant codes eligible health care expense items with the letter H.PHRUG32

Here is an example of an acceptable itemized receipt for a physician office visit co-pay.The bottom image is that of a credit card receipt, which cannot be accepted because it is not itemized and does not show the patient name, or what the service was for.PHRUG33

This is an example of a prescription receipt. The right hand side image is a credit card receipt and is not acceptable documentation.PHRUG34

To make things much easier for prescriptions, you may wish to request a printout from your pharmacy.For example, you may want to stop in every 3 6 months, or annually, and get one simply, easy printout to submit.PHRUG35

The next two pages show an example of UnitedHealthcares explanation of benefits. This is acceptable documentation when receiving health care that UHC partially pays.PHRUG36

If you do not have insurance, you can request an itemized statement from the provider. It must show the provider name, patient name, date of service (regardless if or when you paid), description of the service, and the dollar amount charged. Note that providers do not always automatically provide this information so just ask for it!PHRUG38Unacceptable DocumentationCredit card receiptsBalance forward, paid-on-account statements, previous balance due statementsCancelled checksPre-treatment estimates; services not yet performedHealth statements

The IRS rules do not allow credit card receipts,.read slidePHRUG39Online Resourceswww.asiflex.comhttps://asiflex.com/debitcardsFile Claims Access your FSA account detailReview messages sent to youExtensive eligible/ineligible expense listingFrequently Asked QuestionsExpense EstimatorTax Savings CalculatorHelpful videosLinks to IRS Forms & Publications

ASIFlex offers many online resources, at the asiflex.com site and the debit card site. Be sure to visit ASIFlex online today!PHRUG40Websitewww.asiflex.comhttps://asiflex.com/debitcards

E-Mailasi@asiflex.com

Phone1.800.659.3035

AddressPO Box 6044Columbia, MO 65205

Real people! Here to Help!

Thank you, and please contact us if you have specific questions that you cannot find answers to at www.asiflex.com.PHRUG41EAP ServicesJosh StarfurskyTelephone and crisis counseling 24-7, 365Face-to-face or telephone based short term counseling - 5 visit modelProfessional referrals to community resources as neededLegal and financial services Eldercare/Childcare AssistanceEmployee and supervisor trainingsUnlimited Critical Incident Stress DebriefingsEnhanced website with interactive will preparation, identity monitoring, monthly newsletters, chat rooms, etc.

Your EAP Services effective July 1

You or your family member can utilize Deer Oaks EAP Services for up to 6 visits per issue per year.

How does that work.well lets say you visit with a counselor for stress and use your six sessions. then later in the yearyou have a death in the family and need grief counselingyou can utilize the service for another six visits for a different issues.

I often get the questions.what if I need more than 6 visits for my counseling services?If an employee/dependent needs a longer-term psychotherapeutic approach to treatment, our clinicians will work with your medical benefit plan to either make a referral to another provider who accepts your medical plan or we will provide these services under the umbrella of your medical plan on an out of network basis.PHRUG43Accessing ServicesCall Deer Oaks EAP Services:1-866-792-3616 (active 7/1/2013)

E-mail: eap@deeroaks.comor go to: www.deeroaks.comUsername & Password: SON

Account Manager:Monique Ortizeapams5@deeroaks.com210-569-8154Points to Remember about EAP:EAP is a paid benefit for you and your dependents by the city of San Angelo. The counseling is FREE, you dont have to involve your insurance and pay co-pays or deductiblesCounseling is completely confidential.Is Easy to access for help and Deer Oaks is a Resource you can TRUSTPHRUG44Dependent Audit and Coverage to Age 26Josh StafurskyOngoing Dependent Audit UpdateCovers dependents added to plans after July 1, 2012 and ongoing additions

Employees have 45 days to provide documentation from the date Aon mails the initial letter

Letters sent to employees provide detailed information to make the process self-service for the employeeOngoing Dependent Audit Update, Cont.Training and access provided to identified HR partners by Aon to monitor progress of audit if you choose

Aon customer support available for HR staff if there are questions

Benefits office will be available to intervene if need be

It is the EMPLOYEES responsibility to do the work to verify dependents