COBRA WEB SITE USER GUIDE · Subsidy End Date (mm/dd/yyyy) This date should reflect the first day...

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COBRA WEB SITE USER GUIDE WW-COBRA-SITE-USER-GUIDE (JUN 2010)

Transcript of COBRA WEB SITE USER GUIDE · Subsidy End Date (mm/dd/yyyy) This date should reflect the first day...

Page 1: COBRA WEB SITE USER GUIDE · Subsidy End Date (mm/dd/yyyy) This date should reflect the first day of the month after the month in which the subsidy is paid through. For example, if

COBRA

WEB SITE USER

GUIDE

WW-COBRA-SITE-USER-GUIDE (JUN 2010)

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TABLE OF CONTENTS

INTRODUCTION ....................................................................................... 4

WEB SITE ACCESS ................................................................................. 5

Accessing the Web Site ............................................................................................................................................ 5 Dashboard & COBRA Tab ......................................................................................................................................... 5 COBRA Administration Web Site .............................................................................................................................. 5

PARTICIPANT ENTRY ............................................................................. 6

Entering Information for DOL General Notice ......................................................................................................... 6 Entering Information for Qualifying Event ............................................................................................................... 7 Accessing Information for Currently Enrolled or Recently Termed ........................................................................ 11

CLIENT REPORTS ................................................................................. 12

Accessing Reports .................................................................................................................................................. 12 Standard Report Descriptions ................................................................................................................................ 13 Converting CSV into Excel Format .......................................................................................................................... 14

CLIENT RESOURCES............................................................................ 15

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INTRODUCTION This ―COBRA Web Site User Guide‖ is designed to assist you in understanding and using the WageWorks‘ secure COBRA client web site. Within the web site you will be able to:

Enter an employee and/or spouse who becomes enrolled in or covered by a COBRA qualified plan for the Department of Labor (DOL) General Notice.

Enter a PQB and eligible dependents that have a COBRA Qualifying Event for the notification of their option to enroll in the eligible COBRA qualified benefits.

Access monthly and on-demand client reports.

View available COBRA resources, communications and forms.

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WEB SITE ACCESS Designated personnel will be given access as authorized users once the HIPAA authorization portion of the Contract for Services has been signed and returned.

Accessing the Web Site

1. Go to https://employer.wageworks.com/.

2. Enter your pre-assigned User Name and Password.

(Contact Client Services if you have not been provided with a User Name and Password yet.)

3. Click the Log On button.

When you first enter the web site or if your password has expired you will be required to change it. You may also change it at anytime by clicking on the Change Password hyperlink located in the top, right-hand corner of each page. (It will be just to the right of your name on the toolbar.)

When the Change Password page displays you will be required to enter in both your old password and new password. Be sure to read the instructions on the password requirements and follow them accordingly. Once you have confirmed your new password click Save.

Dashboard & COBRA Tab

When you enter the WageWorks web site your default view will be the main page, the DASHBOARD tab. If your organization utilizes multiple benefit administration services with WageWorks, such as Flexible Spending Accounts or Commuter Benefits, then you will see high-level program information regarding these benefits listed on the Dashboard. There will be no COBRA program data referenced on this page. Moreover, depending on your assigned user privileges the visibility and/or accessibility of the other tabs may not be available. To continue forward with administering your COBRA benefits click on the COBRA tab.

COBRA Administration Web Site

A new window will display after you click the COBRA tab taking you to the COBRA administration web site. Within the COBRA client secure web site you will see the following options on the toolbar:

WELCOME – Will take you back to the main page of the COBRA administration web site.

COBRA – Will allow for you to enter your employee‘s information for the production of DOL General Notice (Initial Notifications) as well as Qualifying Event packages.

REPORTS – Will allow you to access available COBRA client management and carrier reports.

RESOURCE – Will allow you to access annual open enrollment tips, client forms, participant communication materials, participant forms and COBRA bulletins.

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PARTICIPANT ENTRY WageWorks offers you a quick and convenient way to enter your COBRA information into WageWorks web site. The first COBRA data to be entered is when an employee or spouse become enrolled or covered by a COBRA qualified plan. The second is when your employees, spouses or dependents incur a Qualifying Event. Once this information is entered onto the web site, WageWorks will pull the information, upload it into the system and then generate the applicable COBRA letters and packages.

Entering Information for DOL General Notice

1. Click the COBRA tab option on the toolbar. Once selected you will see three subtabs with the following options:

DOL GENERAL NOTICE

QUALIFYING EVENT

CURRENTLY ENROLLED / RECENTLY TERMED

2. Click the DOL GENERAL NOTICE subtab.

3. A new web page will appear that contains Employee Data and Spouse Data sections to enter the applicable information.

4. Enter the information on your newly eligible employee and/or spouse.

IMPORTANT NOTE: If the newly eligible employee and/or spouse has an international address, you must enter an alternate US address or the company address. If mailings are sent to the company address it will then be your responsibility to forward those mailings to the newly eligible employee and/or spouse at their international address. WageWorks is unable to support mailings to international addresses.

5. Click the Save button at the bottom of the section.

After you have entered and saved the information, the employee and/or spouse‘s record will then appear under the Recent Entries section. On a daily basis these records will be imported to WageWorks COBRA administrative system and the entered employees and/or spouses will then be moved under the Recently Processed (30 days) section.

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Entering Information for Qualifying Event

1. Click the COBRA tab option on the toolbar. Once selected you will see three subtabs with the following options:

DOL GENERAL NOTICE

QUALIFYING EVENT

CURRENTLY ENROLLED / RECENTLY TERMED

2. Click the QUALIFYING EVENT subtab.

3. A new Qualifying Event home page will appear. There will be two buttons located on this page:

Add New — an entry form displays to enter employees with a Qualifying Event.

Show Recent — listing of all Primary Qualified Beneficiaries (PQBs) and/or their dependents that have been entered into the web site with a Qualifying Event.

4. Click the Add New button. This will take you to the overview page for the entry process. Click the Next button to continue.

5. Enter the PQB DATA. The PQB would generally be the individual covered by a group health plan on the day before the Qualifying Event who is the employee, the employee‘s spouse or an employee‘s dependent child.

IMPORTANT NOTE: If the PBQ has an international address, you must enter an alternate US address or the company address. If mailings are sent to the company address it will then be your responsibility to forward all those mailings to the PBQ at their international address. WageWorks is unable to support mailings to international addresses.

ARRA Stimulus Eligibility Indicator

If the PQB had an involuntary termination on/or after 9/1/08 and on/or before 05/31/10, then click the ARRA stimulus eligible? checkbox.

IMPORTANT NOTE: The ARRA stimulus checkbox will only indicate the employee as being eligible for ARRA, and it does not apply the reduction in premium cost as a result of the ARRA stimulus.

If the PQB had a reduction in hours Qualifying Event between 9/1/2008 and 5/31/2010 followed by an involuntary loss of employment between 3/2/2010 and 5/31/2010, contact your Account Manager for assistance in handling these notifications.

Click the Next button to save once the required information is entered.

IMPORTANT NOTE: In the situation of a divorce or death:

Enter the spouse or dependent child as the PQB.

Hire Date field — enter the hire date of the employee associated with this dependent.

Social Security No. field — use the social security number of the dependent, or if you do not have the dependents social security number then use the format of 000-00-XXXX (XXXX=signifies the last four digits of the PQB associated with the dependent).

Employee ID field – can be used if you assign a unique identifier for the employee.

If the employee had an involuntary termination on/or after 9/1/08 and on/or before 5/31/10, then click the ARRA stimulus eligible? checkbox.

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6. Enter the QUALIFYING EVENT Information.

Event dropdown – represents the type of Qualifying Event the participant experienced to condition them as eligible for COBRA coverage.

Event Date field – the date on which the participant experienced the Qualifying Event.

Notification Date field – the date WageWorks is notified of participant‘s Qualifying Event.

Today’s date will be pre-populated. Do not change this date.

First Day After Loss of Coverage field – the date following the participant‘s loss of active group coverage. Consideration of how you as the employer defined the benefit plan and how the benefit plan is administered should be made when determining the date to be entered.

Example Scenario: The participant has a Qualifying Event Date of 05/15/2010.

Per your plan rules should the date entered be the day after the Qualifying Event, 05/16/2010?

Or

Per your plan rules should the date entered be the first day of the next month after the month in which the Qualifying Event occurred, 06/01/2010?

Click the Next button to save once the required information is entered.

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7. Enter the BENEFIT PLANS Information.

Choose the health plan coverage(s), coverage level and coverage effective date for which the PQB and eligible dependents were covered. IMPORTANT NOTE: the Coverage Eff Date is the date in which the PQB or eligible dependents were first enrolled in that particular health plan.

Enter Subsidy information (if applicable) as outlined below.

Additional tips to follow when populating subsidy information:

Subsidy % versus Subsidy Amount

You can only populate the Subsidy % field or the Subsidy Amount field but not both.

If the participant‗s premium is 100% subsidized by the Employer then you should use the Subsidy % field and enter 100% versus using the Subsidy Amount field and entering a flat dollar amount.

If the 2% administrative fee is also being subsidized by the Employer, then be sure to add the fee amount into the total amount if entering a flat dollar amount in the Subsidy Amount field. IMPORTANT NOTE: This is uncommon practice as the 2% administrative fee is generally always passed to the participant.

Subsidy End Date (mm/dd/yyyy)

This date should reflect the first day of the month after the month in which the subsidy is paid through. For example, if the subsidy paid through date is 5/31/2010, then enter 06/01/2010 as the Subsidy End Date.

Click the Next button to save once the necessary information is entered.

IMPORTANT NOTE:

If your company has a Health FSA you must first determine whether the participant has an ―under-spent‖ account balance. Please refer to the COBRA Administrative Guide for details on COBRA eligibility for Health Care Flexible Spending Accounts. Assuming the PQB does have an under-spent account, enter the PQBs monthly premium on the website. To determine the amount for a Health FSA, take the annual election minus YTD deposits, then divide by the number of months left in the plan year while on COBRA, then add 2% of that amount. For example, $5,000 annual election minus $3,125 in YTD deposits = $1,875 divided by 5 months = $375 multiplied by 2% = $382.50 as the amount to enter in this field. The enrollment date should be the first day of the Health FSA plan year.

To determine the HRA monthly COBRA premium for the PQB and/or eligible dependent qualified beneficiary, you will need to consult with a tax advisor to determine the actuarial equivalent of the remaining benefit and premium amount

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8. Enter the DEPENDENT DATA Information.

If the PQB had employee plus eligible dependents coverage level you will need to enter the information for each dependent in this section.

Click Add after each eligibile dependent information is added.

If PBQ did not have any eligibile dependents you can skip this step by clicking Next.

Click the Next button to save once all the necessary information is entered.

9. Review the summary on the CONFIRM page once all the information has been entered.

If corrections are required click the Edit button next to the respective section and update as necessary.

Click the Finish button to save all your entry.

10. After you have entered and saved all the information for the PQB‘s record, you will return to the Qualifying Event home page. To review your recent entries click on the Show Recent button.

You can view the records under sections RECENTLY ENTERED – CORRECTION NEEDED (if applicable), or RECENTLY ENTERED – READY TO PROCESS to perform corrections as required and/or as needed.

Those records listed under RECENTLY ENTERED – READY TO PROCESS will be forwarded to WageWorks on a daily file upload into the COBRA system. After the information has been transmitted and processed successfully, the entered PQBs and/or spouses will be moved under RECENTLY PROCESSED and can no longer be changed.

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Accessing Information for Currently Enrolled or Recently Termed

1. Click the COBRA tab option on the toolbar. Once selected you will see three subtabs with the following options:

DOL GENERAL NOTICE

QUALIFYING EVENT

CURRENTLY ENROLLED / RECENTLY TERMED

2. Click the CURRENTLY ENROLLED / RECENTLY TERMED subtab.

Once the record has been processed and uploaded into the WageWorks system you can access it via the CURRENTLY ENROLLED / RECENTLY TERMED subtab. All PQBs who are currently enrolled and active will be continuously available. Records for PQBs who are no longer active will be available up until 30 days from the date the PQB was changed into a terminated status.

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CLIENT REPORTS WageWorks offers you the ability to view saved and generate on-demand COBRA reports. Each report is designed to give a record of COBRA activity for your company and will remain on the web site for a 3 month period of time. A description of each available management report can be found in the below section of ―Standard Reports Description‖.

Accessing Reports

1. Click the REPORTS tab option on the toolbar.

2. From the REPORTS dropdown you can view or request on-demand any of the pre-developed standard reports offered.

The following eight standard reports are currently available:

Active Listing

ARRA Premium Reduction Summary Report

Client Carrier Report

Department of Labor Notice

Detail Report

Notification Letters Issued

Payment History Report

Premium Receipt Report

On the 11th of each month WageWorks will auto-generate the standard reports and

store them on the secure client web site for you to review and download. In addition, at anytime you may request any of the standard reports on-demand through the web site. Once you select a report from the dropdown, the web site will display the system generated report in the top section and any user requested reports in the bottom section, if applicable. If you are looking to generate a report on-demand all you have to simply do is click the Create New Report button. After a brief period of time a new user requested report will become available, though you may have to click the Refresh button to update your web page in order to access it. Click on the respective hyperlink for the report you want view and/or download. The report will open in another window. You can view the data you need via the web page and/or download the report into a CSV file by clicking the Save as CSV file (Excel) button at the bottom of the page. See the Converting CSV into Excel Format section for additional report formatting options.

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Standard Report Descriptions

The following parameters are applicable to each standard report:

File Formats Available: CSV and HTML

Generation Methods Available: Monthly or by Client Request

Generation Timeframe for Client Requested Report: 5 minute turnaround

Active Listing

This report shows all active (enrolled and paid-to-date) PQBs in the system including the American Recovery and Reinvestment Act (ARRA) enrollment status.

ARRA Premium Reduction Summary Report

This report shows all current PQBs who have been approved as ARRA eligible and have made the monthly premium amounts as they apply to each of the elected benefits. The report breaks out the PQBs 35% responsibility and the clients 65% responsibility. The report generated on a monthly basis will only take into account the PQBs that are ARRA eligible during that specific month. The primary purpose of this monthly report would be to advise you of the amount of money will need to make available for the payment of the 65% ARRA premium reduction amount to your applicable carriers.

Client Carrier Reports

The Client Carrier Report shows the PQBs in all plans for the past 2 months as an update for each insurance carrier. It includes all current active PQBs, as well as recent PQB terminations and those enrolled in ARRA. This report is used to audit your carrier insurance bill to ensure that carrier report information is applied to eligibility and proper billing of COBRA PQBs. The subsequent carrier reports (listed under the Client Carrier Report) provides you with a copy of the actual reports that are sent to the individual health plan carriers based on your setup with WageWorks.

Department Of Labor Notice

This report lists all DOL General Notices sent during the month, including the number of letters and the date the notice was sent.

Detail Report

This report shows all Qualifying Event details and personal data for each PQBs as well as the status of the PQBs ARRA enrollment.

Notification Letters Issued

This report lists all Qualifying Event Notifications sent during the month, including the date of the event, date the notice was sent, COBRA election status as well as identify all ongoing PQBs who have you have indicated are ARRA eligible and who have received the ARRA information and enrollment form.

Payment History Report

This report shows monthly payments received for each PQBs and the status of their ARRA enrollment.

Premium Receipt Summary Report

This report shows a listing and total amount of all COBRA payments received on behalf of the client during a specific time frame, usually for a period of one month as well as the status of ARRA enrollment.

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Converting CSV into Excel Format

All reports generated and stored on the web site are CSV formatted. Once you click on the report of your choice, you can convert the report to MS Excel.

1. If your PC automatically associates the CSV file with MS Excel:

Simply click on the Save as CSV File (Excel) button. In the file download window, click the Open button and the report will automatically open as an excel document.

To save the file as a native MS Excel .xls formatted file (instead of a CSV formatted file):

Use the menu sequence: File>Save As. This will open the Save As dialog box.

Use the Save as type: drop down selection and click on Microsoft Excel Workbook.

Use the Save in: drop down selection or select the folders listed in the window, click the Save button and you're done.

2. If your PC does not automatically associate the CSV formatted file with MS Excel:

Simply click on the Save as CSV File (Excel) button. In the file download window click the Save button.

To save the file as a CSV:

Use the Save as type: drop down selection and click on Microsoft Excel Comma Separated Values File.

Use the Save in: drop down selection or select the folder location listed in the window, click the Save button.

To open in MS Excel.

Open MS Excel.

Use the menu sequence: File>Open select the file folder location.

Use the Files of type: drop down and click on the item Text Files (*.prn, *.txt, *.csv).

The CSV formatted file should now be listed in the window. Click on the file.

MS Excel will open a new Dialog Box with the title: Text Import Wizard - Step 1 of 3.

In the section labeled: Original Data Type, click Delimited.

Click the Next button at the bottom, the title of the Dialog Box will change to: Text Import Wizard - Step 2 of 3.

In the section labeled: Delimiters, click on Comma.

In the section labeled: Text Qualifier, choose the "double quote".

Click the Finish Button. Excel will open and display the file for your use.

To save the file as an Excel for future use, follow the steps in 1 above.

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CLIENT RESOURCES WageWorks offers multiple resources for your convenience under the RESOURCE tab. The following types of COBRA resources are available to you 24/7.

Materials – Microsoft Word format – This resource includes the most commonly used COBRA forms and communications used for administration in MS Word format and WageWorks branded.

Materials – PDF format – This resource includes the most commonly used COBRA forms and communications used for administration in PDF format and WageWorks branded.

COBRA Bulletins – This resource includes the various COBRA Bulletins WageWorks post and distribute throughout the year. Some bulletins are related to compliance changes while others are specific announcements, reminders, and/or communications regarding WageWorks need-to-know COBRA processes and procedures.

COBRA Alerts – Includes information that may have an immediate impact on the way in which your COBRA benefit is administered. This can include compliance changes as well.