Benefit Administrative Services

The Vendor is required to provide benefit administrative services include third party administration of medical and dependent care flexible spending accounts (FSA), health reimbursement arrangement (HRA), cobra, and retiree billing administration.
- Administrative services
•    Provide customer service (inbound and outbound) using various methods (email, phone, and web) for all participants.
•    Record and maintain information regarding service-related or other complaints reported by covered participants and employee representatives.
•    Administer, at least annually, customer service surveys and provide summary reports to the county.
•    Designate an account manager who is able to make decisions and eligibility corrections within internal system as needed.
•    Provide employer tracking services that include statistical information on FSAS, HRA, retiree, cobra enrollments, transactions and past due premiums.
•    Be available to meet telephonically and virtually (i.e. Microsoft teams or other meeting platform) on a monthly basis, in person semi-annually or annually, and as deemed necessary by the county.
•    Provide an annual account management performance survey to be completed by the county
•    Responsible for all costs of producing, printing, and mailing and distributing adequate quantities of marketing and administrative supplies, as designated by the county
- Flexible spending accounts
•    Review the county’s current section 125 cafeteria plan documents, develop recommended changes and maintain the documents, including any federal legislative updates and/or amendments.
•    Administer non-discrimination testing to medical FSA and dependent care FSA annually within ninety (90) days prior to start of plan year.
•    Administer the county’s initial and ongoing run out and FSA grace period provision.
•    Accept eligibility and enrollment information through an electronic file provided by county on a biweekly basis and/or access to a client portal.
•    Provide data necessary for bi-weekly reconciliation election to payroll deductions and claims.
•    Provide the county access to standard county-level reporting, including transactional summaries and monthly report of account activities in downloadable formats, including Microsoft excel.
•    Provide banking arrangements for FSA accounts. 
•    The county will reimburse the contractor by invoice for the claim payments via wire.
•    Provide debit card usage for medical FSA and dependent care FSA.
•    Ensure that debit cards are received by, and funds posted to participant’s cards, no later than January 1st of each plan year.
•    Provide participants the ability to self-monitor the balance on their FSA, access information about eligible expenses, filing claims etc. as well as provide balance statements by e-mail or letter to participants sixty (60) days prior to the plan year end.
•    Process FSA reimbursements and distribute to the participants bank account via ach or check.
•    Develop participant education materials, including initial and new enrollee welcome letters and updates and revisions as a result of any federal or state mandate changes affecting benefits under employee benefits administrative services, to be reviewed and approved by the county.
•    Provide access to claim forms in writable, pdf format for placement on the county’s internal or external websites or provide access to such forms on the contractor’s web site.
- Health reimbursement arrangement
•    Review the county’s current health reimbursement arrangement plan document, develop recommended changes and maintain the documents, including any federal legislative updates and amendments.
•    Administer the county’s initial and ongoing run out provision
•    Accept eligibility and enrollment information via email on an as needed basis.
•    Provide the county access to standard county-level reporting, including transactional summaries and monthly report of account activities in downloadable formats, including Microsoft excel.
•    Provide access to claim forms in writable, pdf format for placement on the county’s internal or external websites or provide access to such forms on the contractor’s web site.
•    Provide a secure portal and mobile application to allow participants the ability to monitor and submit claims using various technologies.
- Cobra
•    Provide administration guidance on cobra, federal and state laws.
•    Provide cobra participants access to customer service for participant inquiries
•    Process cobra elections within specified timeframes.
•    Send cobra initial enrollment materials within specified timeframes.
•    Facilitate open enrollment materials to current cobra participants.
•    Conduct premium calculation, monthly billing to participants, and management of ongoing premium collection process for cobra.
•    Directly interface with county carrier’s cobra enrollments, terminations, and make premium payments directly to insurance carriers for fully insured products monthly via an eligibility data transfer process.
•    Allow for automatic bank account deductions for cobra premiums.