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 in section 125 programs.
• 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.
• 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.
• The business of managing such plans in accordance with section 125 of the IRS code.
• Prepared to make program presentations at the request of authority.
• Prepare and advice authority of all changes or updates necessary for the flexible benefits plan to comply with IRS regulations.
• Furnish periodic reports to authority.
• Agree to counsel in groups plus each employee of authority individually, if requested, on the benefits of the plan.
• 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.
• Prepared to provide assistance during authority open enrollment period, which occurs between May 1 and June 30 of each year.
• Prepare the annual IRS 5500 form for authority review.
• 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.