Getting Started

{WageWorks Transition}

Contract Information

Contract Information

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Thank you for choosing WageWorks for your consumer-directed benefit needs. To start the contracting process, please call or email barbara.gonzales@wageworks.com or 850-491-0693.

CONTRACT FREQUENTLY ASKED QUESTIONS (FAQs)
Q1: What do I need to do to authorize the transition of my benefit plans to WageWorks?

A1: You will need to sign a WageWorks Order Form (participating agreement) and complete the WageWorks Funding Agreement that provides instructions for the benefits funding model that you will use. These documents will be sent electronically and are due back at least 45 – 60 days before you anticipate transition to WageWorks. If you expect to transition your benefit plans for October 1, 2015, we will need your Order Form and Funding Agreement no later than August 15, 2015 (preferably by August 1st or earlier). If you expect to transition your benefit plans for January 1, 2016, we will need your Order Form and Funding Agreement no later than November 15, 2015 (preferably by November 1st or earlier).

Q2: How will I know that WageWorks received my signed Order Form and Funding Agreement?
A2: You will receive an email confirmation that your signed document has been received and is under review by WageWorks.

Q3: What are the Fees and Terms & Conditions of this agreement?
A3: As the preferred vendor for OEBB, WageWorks is offering all OEBB Entities the same pricing and terms and conditions contained in the Group Benefit Contract (Contract # 0HA-1005-15) between OEBB and WageWorks. Fees for services were negotiated by OEBB and are stated in the contract between OEBB and WageWorks. You may view the pricing schedule for all programs by accessing the attached fee schedule.

Q4: What if my entity wants to contract with WageWorks for additional services such as administration of Health Reimbursement Arrangements (HRAs) or Tuition Reimbursement?
A4: WageWorks can provide a direct proposal for these services for your consideration.

Q5: How do I get started?
A5: Please call or email barbara.gonzales@wageworks.com or 850-491-0693.

Employee FSA Transition FAQs

Employee FSA Transition FAQs

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Frequently Asked Questions About the Transition of Your Flexible Spending Accounts 

Here are answers to some of the most common questions about this transition period.

When does the transition take place?
Effective October 1, 2015, the administration of your Healthcare Flexible Spending Account (FSA) and Dependent Care Flexible Spending Account (FSA) will be transferred from your current provider to WageWorks.

What happens with my 2015 FSA balance? 
There is no change with how you manage your 2015 FSA. You will have until March 31, 2015 to file claims for expenses incurred up to September 30, 2015. Please submit these claims to your current vendor. If you have questions about your 2015 balance, please contact your current vendor directly.

How do I login to my WageWorks account? 
For your first time logging in to your WageWorks account, go to wageworks.com, click on LOG IN/REGISTER (orange button in the upper right-hand corner), then select Employee Registration. You’ll be prompted to fill in information to register for online access to your WageWorks account.

Following this registration, you can log in anytime by clicking on the orange LOG IN/REGISTER  button in the upper right-hand corner, and then select Employee Log in.

How do I sign up for direct deposit in my new WageWorks account?
It’s easy.

  1. Log in to your WageWorks account at wageworks.com. Click on the orange LOG IN/REGISTER button in the upper right-hand corner, and then select Employee Log in.
  2. If this your first time logging in to your WageWorks account, go to wageworks.com, click on LOG IN/REGISTER (orange button in the upper right-hand corner), then select Employee Registration. You’ll be prompted to fill in information to register for online access to your WageWorks account.
  3. Once you have logged in to your account, click on PROFILE in the upper right-hand corner.
  4. Click on the REIMBURSEMENT METHOD button on the left.
  5. Select Direct Deposit under “Reimburse Payments by.”
  6. Enter your bank name, bank account number, bank routing number, and type of account and select Save Changes.

Will I receive a debit card with my WageWorks account?
Yes. You will be mailed a WageWorks® Healthcare Card to your home address. You’ll love the swipe-and-go convenience of this preloaded debit card. It’s the quick and easy way to pay for eligible healthcare expenses using your WageWorks healthcare benefit account(s).

For your convenience, the WageWorks Healthcare Card is valid for three years. If you need additional cards for eligible healthcare dependents, you can order cards using your online WageWorks account or by calling WageWorks customer service at 1-877-924-3967. There is no fee for additional cards.

Please note that your WageWorks Healthcare Card works with your Healthcare FSA only. It does not work with your Dependent Care FSA. Please see the next question for information about filing Dependent Care FSA claims.

When can I start filing claims with WageWorks? How do I file a claim?
Effective October 1, 2015, you can file a claim with WageWorks to be reimbursed for your eligible expenses incurred beginning on October 1, 2015.  There are several ways to file a claim:

  • By mobile app. The fastest and easiest way to submit claims is the WageWorks EZ Receipts® app. Download the WageWorks EZ Receipts app to your mobile device, log in to your account, and check your balances, submit claims, snap photos of receipts, sign up for alerts by text or email—all on the go. You can even have your dependent care provider sign receipts using your mobile device.
  • By mail or fax. You may also submit claims by mail or fax. Claim forms are available for download from wageworks.com. Click on EMPLOYEES > Support Center > Important Forms. Mailing and faxing instructions are on the claim form.

What is Pay My Provider and how does it work?
You can pay many of your eligible healthcare and dependent care expenses directly to the provider of services from your FSA account with no need to fill out paper forms*. It’s quick, easy, secure and available online at any time.

How do I submit a Letter(s) of Medical Necessity to WageWorks?
For any product or service that falls under the category of “Maybe Expense” or “Ineligible Expense” per IRC sec 213 (d), you’ll need to submit a Letter of Medical Necessity to WageWorks with your first claim. A Letter of Medical Necessity form is available for download from wageworks.com. Click on EMPLOYEES > Support Center > Important Forms.

Employee HSA Transition FAQs

Employee HSA Transition FAQs

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Frequently Asked Questions About the Transition of Your Healthcare Spending Accounts 

Here are answers to some of the most common questions about this transition period.

When does this transition take place?

This depends on whether or not your employer has decided to transition the HSA program to WageWorks and when your benefit plan year is set to start. Some benefit program offerings are on an October 1 plan year and others are on a January 1 plan year. Your human resources or benefits office can confirm this for you if you’re unsure.

Can I transfer my HSA account balance from the current administrator to WageWorks?

Yes. After you enroll for the upcoming benefits plan year and WageWorks has received that enrollment, you will be able to transfer your existing HSA account funds over to WageWorks and BNY Mellon. WageWorks will provide forms that may be used to facilitate a custodian to custodian transfer of assets. Your current administrator may also require certain forms to be completed to authorize this transfer of assets. You should check with your current administrator to see if there are any fees for closing an HSA account and transferring funds. Some HSA administrators or custodians will mail a check to the accountholder instead of a wire transfer of funds.

Can I leave my existing account funds with the current administrator and just send new payroll contributions to WageWorks?

Yes. Your HSA account is an individually-owned account and federal regulations permit you to establish an HSA account at a banking or financial institution of your choice. You should be aware that the existing administrator may charge a fee for continuation of your account. Also, your employer will direct any new contributions to WageWorks after the plan takes effect with WageWorks. If you make any after-tax contributions to your existing account, you will need to monitor the total deposits that you make to both accounts since there is a maximum annual contribution amount each year and there are penalties associated with exceeding these limits. WageWorks will monitor only the amounts deposited to your WageWorks’ HSA account for the annual contribution limit.

Can I leave my existing account funds with the current administrator and spend down my balance for qualified health care expenses?

Yes. If you have incurred eligible healthcare expenses or expect to in the immediate future and desire to use funds in your existing account to cover these expenses you may do so. Once you have exhausted your account balance, the administrator will close your account. Your current administrator will send you the necessary tax forms after the end of the year to report any deposits to your HSA account and any payments (distributions) from your HSA account.

What if I decide to leave my existing account funds with the current administrator for the immediate time frame? Can I transfer the account balance at a later date to WageWorks?

Yes; your HSA is an individually-owned account and you may transfer the assets to WageWorks as you deem appropriate and according to your schedule.  

Does WageWorks HSA allow me to invest my funds? Is there a threshold that I must reach before I can start investing?

Yes; WageWorks HSA provides you with investment options in the following asset classes: small – mid – large cap funds, non-U.S. equity funds, fixed income funds, and target date or asset allocation funds. There are 25 funds that are monitored quarterly by an independent registered investment advisory firm. You may see a full list of the funds and their most recent performance results by accessing the attached HSA Investment Funds Q1.2015. Once your HSA account balance reaches $1,000, you may begin investing in the funds offered. You are not required to maintain an account balance of $1,000 in order to continue investing your funds.

Will I earn interest on funds not invested in the fund offerings? For example, if I want to leave part of my funds in a cash account to be used for upcoming or expected healthcare expenses, is the cash account an interest-bearing account?

Yes. BNY Mellon pays 0.28% on the FDIC-insured cash account. You will have complete authority in determining the amount of assets that you decide to retain in your cash account and ease in transferring funds between your cash account and the investment fund offerings. This can be accomplished online via the WageWorks’ website. Through a single-sign-on link, you may easily navigate to the BNY Mellon site and realign your cash account balance, transfer funds between the cash account and investment offerings, or realign how your funds are invested among the different investment offerings.

Does WageWorks provide a debit card for my HSA account?

Yes. WageWorks will mail a Healthcare Card to your home address on file. For your convenience the WageWorks Healthcare Card is valid for three years. If you need additional cards for eligible healthcare dependents, you can order cards using your online WageWorks’ account or by calling WageWorks’ customer service at 1-877-924-3967. There are no fees for additional or replacement cards.

Can I make ATM withdrawals from my WageWorks HSA account?

No; but you can complete a “Pay Me” withdrawal request and WageWorks will mail you a check or authorize a direct deposit to a bank account of your choice and based on the preferences that you set during  registration on WageWorks’ website. Claim receipts are not required for HSA “Pay Me” reimbursements but we always encourage members to retain supporting documentation for any payments or distributions from an HSA account in case you are audited. There are tax consequences and penalties if you withdraw funds from your HSA account and do not use the funds for qualified healthcare expenses.

When can I start filing claims with WageWorks? How do I file a claim?

If your employer elected to transition to WageWorks effective October 1, 2015, you can begin using your WageWorks Healthcare Card and filing claims beginning on October 1, 2015. There are several ways to file a claim: online submission, mobile app, or mail or fax. Claim forms are available for download from www.wageworks.com. Click on EMPLOYEES>SUPPORT CENTER>IMPORTANT FORMS. Mail and fax instructions are on the claim form.

What is Pay My Provider and how does it work?

You can pay many of your eligible healthcare expenses directly to the provider of services from your HSA account with no need to fill out paper forms. It’s quick, easy, secure and available online at any time.

How can I access my account to see my account balance, deposit and payment details, and interest earnings?

You will be able to access your account 24x7x365 through WageWorks’ employee website at www.wageworks.com. Through a single-sign-on link, you can easily navigate to the BNY Mellon site. Both sites are fully-integrated and your account balance is reconciled on a real-time basis. You will have access to view account balance, see contributions (deposits) made to your account, payments or card transactions, and any interest earnings posted to the account at all times. You may print statements on-demand from both sites and if you desire, you can set text or email preferences for receiving mobile updates regarding your HSA account.

If I terminate employment or retire, will I be able to continue my WageWorks HSA account?

Yes; you may continue your account with all the program features you enjoyed before you left active employment. A monthly account fee of $3.95 will automatically be deducted from your HSA account. Any employer contributions will cease once you terminate active employment according to the eligibility and contribution rules for your employer’s plan.

If I am enrolled in an FSA account with WageWorks and also enrolled in an HSA account with WageWorks will I be able to access both accounts on the same website and use the same healthcare debit card?

If your employer has elected to transition both the HSA and FSA programs to WageWorks, then yes, you will be able to access both accounts through the WageWorks employee website and you will have one healthcare debit card. You will want to be sure and enroll in a “limited-purpose” or “HSA compatible FSA” if you are enrolled in an HSA or make sure that you are only requesting reimbursement for certain expenses (e.g. dental, vision, preventive care) from your FSA account; otherwise, you will not be qualified to make contributions to an HSA account and you could experience tax consequences and penalties.     

How much can I contribute annually to my HSA account?

For 2015, you may contribute $3,350 if you are enrolled in a qualified high deductible health plan and have single coverage. If you are enrolled in family coverage, you may contribute $6,650.

For 2016, you may contribute $3,350 if you are enrolled in a qualified high deductible health plan and have single coverage. If you are enrolled in family coverage, you may contribute $6,750.

If you are 55 years of age or older, you may make a $1,000 additional (catch-up) contribution if you are enrolled in either single or family coverage. 

Moving to WageWorks

Moving to WageWorks

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We are working with the Oregon Educators Benefit Board (OEBB) to ensure a smooth transition to WageWorks. Here are the key dates and sample communications for you to use in communicating the move to WageWorks to your employees:

KEY DATES:

  • September 15 – 30, 2015  - During this time employee will receive their WageWorks Healthcare Card as well as their Quick Start Guide. The Quick Start Guide will provide them with helpful information on how to start using their account.
  • October 1, 2015 - Accounts will be live with WageWorks and participants can start filing claims to be reimbursed for their eligible expenses incurred beginning on October 1 . There are several ways to file a claim:
    • By mobile app. The fastest and easiest way to submit claims is the WageWorks EZ Receipts® app. The employee will be able to download the WageWorks EZ Receipts app to their mobile device, log in to their account, and check balances, submit claims, snap photos of receipts, sign up for alerts by text or email—all on the go. Employees can even have their dependent care provider sign receipts using their mobile device.
    • By mail or fax. If they prefer to submit claims by mail or fax, claim forms are available for download from wageworks.com. Click on EMPLOYEES > Support Center > Important Forms. Mailing and faxing instructions are on the claim form.
  • December 31, 2015 – Employees will have until December 31, 2015 to file claims for expenses incurred up to September 30, 2015. Remember, for any expenses incurred in 2015 (through September 30, 2015), employees will need to submit claims to their current provider.

EMPLOYEE  QUICK START GUIDE
This WageWorks welcome letter, called the Quick Start Guide,  provides employees with important information about the transition to WageWorks and ongoing management of the WageWorks programs. Quick Start Guides will be emailed to employees with valid email addresses and mailed to employees with no email address on file.

(Letter to be attached via link)