Administrative Services

The Vendor is required to provide administrative services for include:
•    Maintain effective communications during the enrollment process that will assure employee understanding of participation programs. 
•    The successful firm shall be able to achieve this expectation through the provision of: qualified program counselors, preliminary planning, management meetings, group meetings, enrollment support materials, and one-on-one enrollment. 
•    Conduct individual and group meetings with employees to explain and determine their level of participation in the program. 
•    Approved insurance products may be marketed at this time. 
•    Provision of administrative services including, but not limited to: system capabilities (data processing), generation of reimbursement cycles on the 15th and 30th of each month at a minimum; claims processing e.g., minimum claim amount, claims request deadline, zero employee balances, claims filing, distribution, check information; data storage documentation e.g., check register reports, client billing statements, discrimination reports, employee benefit reports, employee change forms, employee election reports, 
•    Products to be marketed must have prior approval of the plan administrator. 
•    Must be in the business of managing such plans in accordance of the IRS code. 
•    Shall be prepared to make program presentations at the request of authority. 
•    Shall prepare and advise authority of all changes or updates necessary for the flexible benefits plan to comply with IRS regulations. 
•    The contractor shall furnish periodic reports to authority. 
•    Shall agree to counsel in groups plus each employee of authority individually, if requested, on the benefits of the plan. 
•    As authority is a twenty-four hour, three shift operation, the contractor may be required to provide employee counseling or other services that are within the scope of services, at various times during the twenty-four hour, three-shift cycle. 
•    Shall be prepared to provide assistance during authority open enrollment period, which occurs between May 1 and June 30 of each year. 
•    If required the contractor shall prepare the annual IRS 5500 form for authority review. 
•    Should v decide to change its plan year from July 1 to January 1, the contractor will be required to file all necessary IRS forms related to this change.