The following outline details the primary elements to be completed in the successful administration of the benefits program enrollment process for our clients. Each element is comprised of a series of steps: establishing, verifying, redefining, and confirming with the client the process to be undertaken.

Enrollment Coordination and Management

• Meet with our client’s personnel to detail and confirm the annual enrollment process desired, define each task to be completed, assign task responsibilities and develop work schedules.
• Finalize the benefit plan designs, eligibility, costs and employee/employer pricing.
• Review the administrative management processes with the insurance vendors and/or third party administrators and our client.
• Document all administrative workflow and reporting processes and procedures to be completed by WageWorks.
• Establish and finalize our client’s benefits program enrollment systems on WageWorks’ administrative systems in accordance with the plan design, eligibility, rates, pricing and plan parameters for each benefit, as defined under the agreed-upon specification document.
• Complete all tests and auditing of the enrollment system's functions and reports.  Provide test reports to our client for internal audit and approval.
• Update and finalize the employee database on WageWorks’ administrative systems and obtain written confirmation from our client as to the accuracy of employee data, as established.
• Provide the desired messages and required employee price tags/contributions for each eligible employee and for each eligible benefit option, including voluntary benefits.
• Receive directly, via WageWorks’ enrollment systems, employee elections data and supporting documentation.
• Receive dependent, beneficiary and primary care physician data (if applicable). 
• Produce reporting for evidence of insurability and exchange this data with our client.
• Process changes in elections triggered via enrollment updates.
• Complete systems audits of data entry to WageWorks’ administrative systems for each of the chosen elections for each employee, including the option chosen and dependents enrolled in applicable benefits.
• Identify errors, in accordance with standard systems audits, for any record with incomplete or incorrect benefit elections or payroll deduction information.
• Produce for our client a series of employer reports of the election results.
• Provide an Enrollment Summary approximately three months following the plan effective date.

Communications

• Author, design and manage the production and distribution of communication materials, if applicable.  Out-of-pocket production and mailing expenses for communication pieces are billed separately as incurred. 
• Create customized training manual, including employee presentation, overheads, script, forms and plan design overview.
• Provide personnel, if needed, to conduct employee meetings / train-the-trainer sessions on a fee-for-services basis, as defined in the Fee Schedule under additional services.

Data Reporting

• Confer with our client’s personnel to review the existing systems’ capacities and reporting capabilities. Establish and finalize procedures and data reporting requirements between our client’s benefits management, payroll, and human resource information systems and WageWorks’ administrative systems including specifications between WageWorks and the insurance vendors and/or third-party administrators.
• Establish and finalize the administrative procedures, data formats and reporting requirements for the insurance vendors and/or third party administrators.
• Exchange with our client’s payroll systems personnel a series of test data to verify that all required payroll data is properly formatted and received prior to the first payroll run following the effective date of the plan, if requested.
• Provide the WageWorks standardized report of the election results for payroll purposes. A separate quote may be required for complex layouts or formats.
• Send to the insurance vendors and/or third-party administrators WageWorks’ standardized information detailing the elected participation under each benefit option based on each provider’s specifications, as appropriate. Receive confirmation that insurance vendors and/or third-party administrators have received reports or have loaded electronic file information. A separate quote may be required for complex layouts or formats.

Benefit Outsourcing Management Services
The following outline details each of the primary elements to be completed in the provision of Benefit Outsourcing Management Services for our client. Each of these elements is comprised of a series of steps: establishing, verifying, redefining and confirming with the client the process to be undertaken. Base services include the tasks listed under Ongoing Administration. Optional Outsourcing Services include Call Center.

WageWorks will address and complete the following tasks:

Ongoing Administration

• Meet with our client’s personnel to detail and confirm the ongoing benefit outsourcing process desired, define each task to be completed, assign task responsibilities to the most appropriate parties and develop work schedules.
• Prepare enrollment material for new hires and complete appropriate status changes. The frequency of reporting is to be determined.
• Direct employee/retiree assistance in the completion of the life insurance claim filing process.
• Receive, on a periodic basis from our client via electronic transfer, notification and required data for benefit plan changes due to terminations, new hires, status changes, transfers, leaves-of-absence, family status changes or retirement. The frequency of reporting is to be determined.
• Upon receipt of change data, load data on WageWorks’ administrative systems. A change audit report will be run following each update to confirm that data entered into the system is correct.
• Receive and tabulate new hire and status change election results via WageWorks’ enrollment systems.

Vendor Reporting

• Send to the insurance vendors and/or third-party administrators reports or electronic files detailing elected participation under each benefit option based on each vendor’s specifications, as appropriate. Receive confirmation that insurance vendors and/or third-party administrators have received reports or have loaded electronic file information.

Bill Reconciliation

• Provide monthly billing reconciliation services including monthly standard reporting to our client. If additional reports or customized reports are needed, a separate quote will be provided.
• Report to payroll and HRIS all appropriate changes according to the established specifications. The frequency of reporting will be determined.

Call Center

• Provide access to a toll-free telephone number for vector call channeling and direct employee/retiree inquiries relative to WageWorks’ administrative systems data, plan eligibility and participation. Line charges are billed separately as out-of-pocket expenses, as incurred.
• Answer all vectored telephone calls which have been directed to WageWorks’ dedicated client administrative and service representative(s) (80% of calls answered within 30 seconds is our standard service level agreement)