FLEX PLAN SERVICES PROVIDED

Admin America works closely with its clients throughout the entire process of establishing a new plan. From designing the plan to managing the annual re-enrollment, Admin America's attention to detail enables companies a way to smoothly and seamlessly implement their custom plan with minimal involvement from management and HR personnel.

• Plan Design

  • In consultation with the client, Admin America will design the best flexible benefits plan to fit the needs of the client and their employees.
    
    

• Plan Document

  • Prepare the flexible benefits plan document to conform with the Internal Revenue Code and the Department of Labor requirements including insurance premiums, medical reimbursement, and dependent care reimbursement and transportation assistance plans.
    
    

• Summary Plan Description

  • Prepare the master summary plan description ("SPD") in accordance with IRS and DOL specifications. Summary Plan Descriptions are made available in both paper and electronic formats.
    
    

• Employee Communications and Education

  • Provide communication materials for employees – for example, video tapes, handouts explaining FSA’s, etc. (Sample video tapes available upon request.)

  • Encourage individual employee telephone consultation with Admin America consultants.

  • Conduct on-site employee education seminars to explain the Flexible Benefits Plan at locations to be determined by mutual agreement between the client and Admin America.
    
    

• Enrollment Process

  • Provide election forms for a stand-alone paper enrollment process or for a combination process that may include one or both of the electronic enrollment options.

  • Provide telephone Interactive Voice Response (IVR) option during specified electronic open enrollment period including instructions for its use. This option is only available to prior year participants.

  • Provide World Wide Web (Internet) enrollment access during specified electronic open enrollment period including instructions for its use.

  • Individual participant enrollments are available during the plan year via the internet or paper enrollment.
    
    

• Confirmation Letters

  • Prepare election confirmation letters for all participating employees.

  • Prepare a personalized claim form for each employee who elects flexible spending account(s).

  • Provide instructions for electronic access to account information.
    
    

• Claims Handling Procedures:

  • Participant mails or faxes his or her own claim directly to Admin America.

  • Admin America reviews each claim for compliance with IRS and Plan rules.

  • Admin America posts clean claims received each day to participant accounts. (Electronic inquiry is updated nightly to reflect each day’s posted claims.)

  • Admin America automatically processes claims on predetermined date(s). All claims received the previous business day are included.

  • Ineligible claims are returned directly to participants with a detailed explanation of why the claim was rejected or denied. If returned due to missing or incorrect information, instructions will be provided on how to amend the claim and resubmit it for processing on a subsequent date.
    
    

• Frenquency of Processing(See Fee Schedule)

  • Monthly

  • Semi Monthly or Bi Weekly

  • Weekly
    
    

• Notification of Employee Status and Pretax Deductions

  • Client proactively submits additions, deletions and changes to participant’s status and payroll deductions as they occur. Admin America prepares reimbursements based on all information received prior to the assigned processing date.
    
    

• Banking & Reimbursement Check Options

  • Using Disbursement Register Only – No Checks

    • Admin America provides client with a list of eligible disbursements. Client reimburses individual participants from the list via payroll or other internal method.

  • Using Client’s Checking Account

    • Client designates an employer checking account specifically for flexible benefits plan reimbursement checks. Admin America processes reimbursement checks on the client’s checking account in conjunction with one or more of the following options:

      • Admin America prints client’s digital signature on checks and emails a check register to client. Client confirms receipt and advises Admin America when to mail checks directly to participant’s designated address. (Postage and handling surcharge assessed per check.)

      • Checks are returned to client for signature and distribution to participants. (No per check surcharge)

  • Using Admin America’s CLAIMS ACCOUNT

    • Admin America uses their designated claims reimbursement bank account specifically for flexible benefits plan reimbursement checks. (Postage and handling surcharge applicable. See fee schedule.)

      • Admin America emails (or faxes) disbursements register to client.

      • The client wires or deposits sufficient funds into the Admin America claims account to fund the reimbursement checks.

      • Upon confirmation of funding, executed checks will be mailed directly to participant’s designated addresses.

  • Direct Deposit. Admin America prepares an ACH Direct Deposit. Client transfers sufficient funds to Admin America’s designated depository. Reimbursements are then transmitted to participants via Direct Deposit. (Surcharge applicable. See fee schedule.)
    
    

• Management Reports

  • Check Register –Details of each check written.

  • Employee Account Balance (Year To Date) Report – Details of each participants cumulative contributions, disbursements and remaining balance by account type.

  • Other Reports – Most companies find that the above reports are sufficient; however, we have the capability to provide additional reports upon request.
    
    

• Employee Statement of Accounts

  • Admin America automatically prepares individual participant statements at the end of the 3rd, 6th, 9th and 11th months of the plan year. These individual statements provide current flexible spending account information including:

    • Annual election.

    • Year to date contributions.

    • Year to date requests.

    • Year to date disbursements.

    • Year to date balance to claim.
      
      

• Telephone Interactive Voice Response System (IVR)

  • Participants have access to detailed flexible spending account balance information 24 hours a day 365 days a year via our special toll free telephone number.
    
    

• World Wide Web Account Inquiry System

  • Participants have access to detailed flexible spending account transactions and balance information 24 hours a day 365 days a year via our special world wide web access system at www.AdminAmerica.com
    
    

• Annual Discrimination Testing

  • Admin America will perform the required discrimination tests and will report results to client assuming Admin America is maintaining group insurance premium records.
    
    

• Annual Form 5500 Preparation (If Required)

  • Admin America will prepare the form 5500 upon receipt of a completed 5500 Information Questionnaire. The Form 5500 will be complete and ready for signature and filing with the DOL. Note – Currently this only applies to plans with more than 100 participants in the Medical Flexible Spending Arrangement.
    
    

• Annual Re-Enrollment

  • No Annual Renewal Fees Are Charged For The Services Below:

    • Provide communication materials for employees – for example, video tapes, handouts explaining FSA’s, etc.

    • Provide election forms for stand alone paper enrollment or in conjunction with:

      • Telephone Interactive Voice Response (IVR) option during electronic open enrollment period

      • World wide web (Internet) enrollment access during electronic open enrollment period.

    • Prepare election confirmation letters for all participating employees.

    • Prepare a personalized claim form for each employee who elects flexible spending account(s).

Please call (1-800-366-2961) or e-mail Admin America 
discuss our fee schedule.

| Flex Plan Participants | HRAs | FSAs | COBRA | About Admin America | HIPAA Privacy Notice |

Admin America, Alpharetta, GA
Phone: (770) 992-5959 or (800) 366-2961  e-mail: info@adminamerica.com