Plan Sponsor & Plan Admin Superpowers
Plan Sponsors and Plan Admins have the power to make changes to Plan Members online. No pesky forms necessary.
Activations and deactivations are quick, easy, and immediate thanks to our online Plan Centre for Plan Sponsors and Plan Admins.
(Pssst: If you think you should have online superpowers and they have not yet been bestowed upon you - just get in touch with us. We'll double check your status and the authorization we have on file)
Don't remember how to get to your Plan Centre? Here's a handy Help Centre article: Login online or reset your password. Don't want to exercise your superpowers today and prefer to email us your request? Just scroll down a wee bit to see what we need.
Before making any changes, remember that there may be billing implications when adding or removing Plan Members from your plan. Check out this article to learn more.
Manage Members online
Once you're logged in, you may have 2 Centre choices, your Member Centre or Admin or Sponsor access to your Plan Centre. Choose the Plan Centre and navigate to Members by clicking the big button at the top:
ADD A MEMBER
If you want to add someone to the Plan, click the + Add Member button. You'll be asked to fill in some self-explanatory details. When asked for a Welcome date, use the date that the Member is being added to the Plan. This might be their hire date, or a different date if they've been employed for some time but are only joining the plan now.
The Welcome date is separate from any waiting period. Waiting periods are the length of time a Member has to wait after their Welcome date before becoming eligible for the benefit. They're defined by classification based on a decision from the Plan Sponsor and/or your contract with one of our insurance partners.
Example, let's say you're adding a new employee to your blended benefits on May 15 and that team member is starting on June 1st. And let's also say the blended benefit features on your Plan includes Group Travel that should start on the person's hire date and a Health Spending Account that should start after a 3 month probationary or pre-defined waiting period, use June 1st as the welcome date. Our system will trigger billing and coverage for Travel in June and the HSA will start after the defined waiting period for the class on the benefit feature.
When you make changes, if we're missing any info for your particular Plan type, don't worry - we'll send you a quick email to nab that from you! Otherwise, the gurus on our Plan Changes Team will make any necessary billing adjustments.
Once you've added your new Member, you can go ahead send an invite to activate their account online. Just go ahead and click on the handy button.
Members will be walked through a super simple setup to add contact details, dependants and beneficiaries if applicable and provide direct deposit details for claims. But you? You're all done!
DEACTIVATE A MEMBER
If you want to remove someone from the Plan, find the Member in your list of active Members. Click on the eye icon to view the Member, then simply click the Deactivate button.
You'll be asked for a confirmation and a date to use as the effective deactivation date. On that date, contributions to HSAs will be discontinued and coverage on any insured benefit features will cease, as will billing on premiums. We'll make necessary adjustments in your billing.
If the HSA benefit feature is a Classic HSA within a Health and Welfare Trust, after pro-rated credits for the current billing period, those funds remaining in Member accounts will remain available to them until exhausted through reimbursement of medical expenses.
Any remaining funds for a Member on any other type of spending account will be addressed according to the instructions given to us by the Plan Sponsor at setup.
Request changes via email
If you prefer good ole' fashioned email to add or remove Members, you can still send those requests directly to us, with a wee bit of additional information!
To add or remove Members via email, we simply need instructions by email from the registered email address we have on file for the Plan (i.e. the Plan Admin, the Plan Sponsor, or the Advisor on the Plan). The email acts as a 'digital signature' to authorize the changes.
Here's the information we need for activating or deactivating Members by email:
ADD A MEMBER
HSA only Plans:
Effective date:
Member name:
Member email address:
Member date of birth:
Net HSA contributions:
Classification:
Plans that include Peace of Mind Benefits or Travel:
Effective date:
Member name:
Member email address:
Net HSA contributions:
Classification:
Member date of birth:
Family Status (i.e. Family or Single):
Hire Date (for Peace of Mind Benefits):
Salary (for Peace of Mind Benefits):
Occupation (for Peace of Mind Benefits):
DEACTIVATE A MEMBER
Member name:
Effective date:
Reason for deactivation (i.e. termination):
If you have any additional instructions, just include those in your email too!