Using ADP s BeneDirect Web Site. Handout Manual

Transcription

1 Using ADP s BeneDirect Web Site Handout Manual V COB ADP, Inc.

2 ADP s Trademarks The ADP Logo is a registered trademark of ADP of North America, Inc. Third-Party Trademarks Adobe, Acrobat, and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Crystal Reports is a registered trademark of Crystal Decisions in the United States and/or other countries. Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. ReportSmith is a registered trademark of Strategic Systems, Inc. All other trademarks and service marks are the property of their respective owners ADP, Inc. and its licensors. All rights reserved. The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied, transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording, or through any information storage or retrieval system, without the express written permission of ADP.

3 USING ADP'S BENEDIRECT WEB SITE Contents Course Introduction Course Purpose... 1 Course Agenda... 1 Course Objectives...1 BeneDirect Web Site Overview ADP's COBRA Process... 2 The Login Page... 2 The BeneDirect Welcome Page... 4 Managing Web Site Security... 7 Adding a User Job Aid... 8 Entering Benefits Continuation Events Benefits Continuation Events... 9 ADP's Qualifying Event Process The COBRA Timeline Activity: Entering a Benefits Continuation Event ADP's Subsequent Payment Process Request for Review Review: Entering Benefits Continuation Events Viewing Participant Information Participant Detail Page Activity: Viewing Participant Information Activity: Printing a Certificate of Creditable Coverage Activity: Printing Coverage Information Entering Initial Rights Notification Events ADP's COBRA Initial Rights Notification Process The COBRA Rights Notification Page Entering Initial Rights Notifications Job Aid Importing Data to Create Initial Notification Job Aid Activity: Viewing COBRA Rights Notification History ADP, Inc. iii V COB1007

4 USING ADP'S BENEDIRECT WEB SITE Viewing Reports Standard Reports Viewing Reports Job Aid Annual Enrollment Updating ADP Payroll and Benefits Systems Knowledge Check Course Closing Course Objectives Continuing Education Credits Using ADP s BeneDirect Web Site for COBRA Services (76020) Training Evaluation Next Steps Appendix COBRA Contact Information ADP, Inc. iv V COB1007

5 Course Introduction Course Purpose This course will provide you with the knowledge and skills required to track and report on COBRA events using ADP's BeneDirect Web site. Course Agenda This course consists of the following topics: BeneDirect Web Site Overview Entering Benefits Continuation Events Viewing Participant Information Entering Initial Rights Notification Events Viewing Reports Course Closing Course Objectives Upon completing this course, you will be able to: Enter benefits continuation events View participant information Enter initial rights notification events View reports 2008 ADP, Inc. 1 V COB1007

6 BeneDirect Web Site Overview ADP's COBRA Process Overview ADP's COBRA process assists you in efficient compliance management. Description The following table describes the stages of ADP's COBRA process: Stage Benefits Continuation Event Description Subsequent Payment Initial Rights Notification 2008 ADP, Inc. 2 V COB1007

7 The Login Page ADP hosts BeneDirect for employers and employees to manage and view their COBRArelated plan information. This site includes two login options for you and your COBRA participants. After your implementation specialist completes your BeneDirect setup, ADP s a user name and password to the person designated as the primary contact for your organization. You will use this information to enter the corporate client BeneDirect Web site. Elements and Descriptions Element Corporate Client Login Participant Login First Time Participant User Description You and other corporate client login users can log on using the password received via . If you forgot your password or user name, click the links in the bottom of the Corporate Client Login section. Your COBRA participants can log on the participant BeneDirect Web site using the password received via . If they forgot their user name or password, they can click the links in the bottom of the Participant Login section. Participants can register to use the site for the first time by clicking the link. Important Information To access BeneDirect, you will need access to the Internet and Internet Explorer version 5.5 or higher ADP, Inc. 3 V COB1007

8 The BeneDirect Welcome Page As a client user, you will use this view to manage your COBRA tasks, view participant information, and run reports. BeneDirect is divided into the following sections: My Profile Reference Participant Web Participant Services Company Information Reports 2008 ADP, Inc. 4 V COB1007

9 Elements and Descriptions My Profile Element Description Enables you to change your password, customize your QuickJump menu preferences, and manage users. The following table describes the My Profile elements: Element Change Your Password Customize Your QuickJump Menu Manage Users Description Allows you to change your user name and password as well as set a password hint Allows you to select and save links to your most commonly visited areas of the Web site Allows you to enable or disable BeneDirect access and determine security levels for other administrators in your company Reference Participant Web Participant Services Contains information about legal cases and legislative updates. You can also find information about ADP's products and services, BeneDirect templates, and a glossary. Contains links to the participant BeneDirect Web site and participant Web demos. The demos provide overviews of the functions available to participants. Enables you to view participant eligibility status, print Certificates of Creditable Coverage, submit and view COBRA rights notifications, and record benefits continuation events. The following table describes the Participant Services elements: Element Search for Participant Client Transmittal COBRA Rights Notification Certificate of Creditable Coverage Request Send Eligibility Update Description View participant coverage status, bills, payments, and other information. Submit benefits continuation events online. Submit and view COBRA Rights Notifications. Print a Certificate of Creditable Coverage. Print health plan coverage information ADP, Inc. 5 V COB1007

10 Elements and Descriptions (Continued) Element Company Information Description Lists your company, health plan, and service information. The following table describes the Company Information elements: Element Company Contact Contract Information Services Listing Plan Administrator Information Description Displays the main contact information for your company Displays the details about your health plans including employer code, creation date, carrier, and carrier code. You can also view plan rates. Displays the services provided by ADP Displays the plan administrator information that will be included in your notices. You can also add plan administrators on this page. Reports Help Log Out Lists standard current and historical reports that you can view online Contains frequently asked questions and contact information for assistance Allows you to quickly log off the Web site from any page Additional Resources For additional information on the corporate client BeneDirect Web site, see the COBRA Web Guide in the Reference section of the corporate client BeneDirect Home page ADP, Inc. 6 V COB1007

11 Managing Web Site Security Overview The login ID assigned by ADP to your company's primary contact has full access to all information in your company's BeneDirect site and receives all communications and reports. Others in your company may need to access BeneDirect to enter information, receive communications, or view reports. You will add new users and determine the security level access on the Web site. Types and Descriptions Master Standard Read-Only Type Description Allows access and updating capability to all authorized company information and full user security administrative privileges Allows updating of information; does not allow user security management Allows only read capability of authorized information 2008 ADP, Inc. 7 V COB1007

12 Adding a User Job Aid Instructions Step Action 1 Select My Profile. Result: The My Profile page displays. 2 Select Manage Users. Result: The Manage Users page displays with a list of current accounts. 3 Click Add New User. Result: The Add User Detail page displays. 4 Enter the demographic information for your new user. 5 Click Add User Record. Result: The Manage User page displays with the new user information displayed in the Current Account Users section. 6 In the Current Account Users section, select the user name you just created. Result: The Edit User Detail page displays. 7 Click Set Company/Division Security. 8 In the Security Level list, select the security level for your user and click Update. Result: The Edit User Detail page displays. 9 Click Update User Record. Result: The Manage Users page displays. Important Information Clicking Add User Record causes two s to be generated informing the new user of his or her user ID and password. Only users with a Master security level will have access to the Manage Users page. Best Practice If a user should no longer have access to BeneDirect, you should disable their view ADP, Inc. 8 V COB1007

13 Entering Benefits Continuation Events Benefits Continuation Events A benefits continuation event is any specified event that occurs when a group health plan subject to COBRA causes a qualified beneficiary to lose coverage under the plan. These may include: COBRA-qualifying events Early retirement Leave of absence Long-term disability Normal retirement Example Your employee is on long-term disability and will continue coverage in your medical plan. You will enter your employee information in BeneDirect to initiate the benefits continuation event process. Additional Resources For additional information on benefits continuation events, see the "COBRA Rights Notification" section of the COBRA Client Guide ADP, Inc. 9 V COB1007

14 ADP's Qualifying Event Process Overview When a qualified event occurs, you, ADP, and the qualified beneficiary complete eight steps. Description The following illustrates the steps in the qualifying event process: Additional Resources For additional information on the activities you will complete for a qualifying event, see the "Client Activity" section of the COBRA Client Guide ADP, Inc. 10 V COB1007

15 The COBRA Timeline Each step in the qualifying event process occurs within a legally mandated time frame determined by COBRA legislation. The following table lists the time limitations for qualifying event notifications and for the beneficiary to make his or her elections: Event Qualifying event (QE) occurs and ADP is notified. ADP mails COBRA package. Qualified beneficiary (QB) makes election. 30 days 14 days 60 days Time Frame Example Important Information The qualified beneficiary has 60 days to notify ADP that a qualifying event has occurred ADP, Inc. 11 V COB1007

16 Activity: Entering a Benefits Continuation Event Scenario Your employee, Jennifer Lee, is a COBRA-qualified beneficiary due to a reduction in work force at your company effective today. Details of Jennifer's benefits continuation event include the following: Jennifer and her husband Michael Lee are enrolled in the Ameri-Care PPO Medical Plan and Group Dynamic FSA Plan. The monthly contribution for the FSA plan is $100. A severance package will cover her health plan coverage for the next three months. A subsidy for ongoing medical coverage will cover the entire COBRA period. You need to enter the event information in BeneDirect so Jennifer and Michael will receive election packages. Instructions: Part 1 Client Transmittal Step Action 1 Click Participant Services. 2 Click Client Transmittal. Result: The Client Transmittal page displays. 3 In the Employer list, select Geneva Videos Training Company. 4 In the SSN field, enter a fictitious social security number. 5 Click Continue. Result: The Add Benefits Continuation Event page displays. Best Practice Gather all the information about your benefits continuation event before you begin to enter data in BeneDirect. If you do not complete all pages of the Client Transmittal form, you will lose the data you entered. Important Information Uploading electronic data transfer (EDT) files is not a standard feature. If you are interested in sending data electronically in the EDT format, contact your ADP representative. Your ADP representative is your implementation specialist or Client Services depending on where you are in the implementation process ADP, Inc. 12 V COB1007

17 The Add Benefits Continuation Event Page Add Benefits Continuation Event is the first page of the Client Transmittal form. You will use this page to complete the following: Enter the name and address to which ADP will mail the COBRA election package and billing coupons. Indicate whether the initiating beneficiary is a full-time student or Medicare recipient. Enter the employee's hire date. Enter severance data. Enter exemployee data. Instructions: Part 2 Add Benefits Continuation Event Step Action 1 In the Event Reason list, select Layoff - (COBRA 18 Months). 2 In the Event Date field, enter today's date. Result: The system populates the Coverage Period date fields. 3 In the Initiating Beneficiary Date section, enter the information as shown: 4 In the Employee Hire Date field, type 01/01/ In the Severance Period End Date field, enter the date 90 days from today's date. Result: The Bill Start Date and End Date fields are updated to reflect the severance period. 6 Click Next. Result: The Covered Participants page displays. Tips If the relationship selected is other than Employee, the Employee Data section displays. If you are providing a subsidy versus a severance period, do not add a severance date. You enter subsidy information on the Plan Elections page. Important Information Once the initiating beneficiary elects COBRA, he or she will be billed at the severance end date ADP, Inc. 13 V COB1007

18 The Covered Participants and Select Plans Pages The Covered Participants page allows you to specify additional covered participants under the plan. The Select Plans page allows you to select the plans in which the initiating participant and other covered participants were enrolled. Instructions: Part 3 Add Covered Participants and Select Plans Step Action 1 In the Add/Change Participant to Cover section, enter the information as shown. In the social security field, enter a fictitious social security number. 2 Click Add to Covered Participants. Result: The new participant displays in the Covered Participants section. 3 Click Next. Result: The Select Plans page displays. 4 On the All Plans tab, select Ameri-Care PPO Medical Plan and click Select Plan. 5 Select Group Dynamic FSA Plan and click Select Plan. Result: Both plans display in the Selected Plans section. 6 Click Next. Result: The Plan Elections page displays. Important Information Covered participants must have been covered by the plan on the day before the qualifying event occurred. The information you enter on the Covered Participants page displays on the HIPAA Certificate of Creditable Coverage. Tips When you add a new covered participant, you will have two new options to remove or edit the information. You can select the tab with the health plan type to display only the plans that relate to each plan type. You can only select one plan at a time ADP, Inc. 14 V COB1007

19 The Plan Elections Page The Plan Elections page allows you to complete the following for all plans or for individual plans: Enroll all or specific participants. Enter a paid-through date. Override rates. Apply a subsidy. The Enter a Subsidy for a Plan section of the page allows you to enter subsidies for a plan. You can enter single or multiple subsidies for a specified time frame. For example, you may decide to fund a participant's premium for 100 percent the first month, 75 percent the second month, and 50 percent the third month. Instructions: Part 4 Plan Elections Step Action 1 Click Check to Enroll All Participants in All Listed Plans. Result: A green check mark displays next to the participant's name. 2 In the Flex Spending Account section, in the Rate Override field, type In the Medical Plan section, click Enter Individual Plan Subsidy. Result: The Enter Individual Plan Subsidy section displays. 4 Accept the default dates. 5 In the percent field, type In the Subsidy Transfer field, click Yes. 7 Click Add Subsidy Period. 8 Click Next. Result: The HIPAA Information page displays. Best Practice If your company offers a plan a subsidized rate as part of a severance agreement, ensure your employees are notified as to which plans will be subsidized. Tips The check boxes streamline your data entry by allowing you to globally apply a value to all plans listed on the Plan Elections page. To apply a subsidy to all plans, click Apply Subsidy to All Listed Plans and enter the dates the subsidy period is to begin and end ADP, Inc. 15 V COB1007

20 The HIPAA Information Page The dates you enter on the HIPAA Information page will print on the Certificate of Creditable Coverage that is mailed with the COBRA election package. The CTF Entry Confirmation page is the final page of the Client Transmittal form. This page displays a summary of all the data you entered. Instructions: Part 5 HIPAA Information and Summary Step Action 1 In the Coverage Start Date field for the medical plan, type 3/1/ Press Tab. Result: The system populates the remaining Coverage Start Date fields. 3 Click Next. Result: The CTF Entry Confirmation page displays. 4 Confirm that the information you have entered is correct. 5 Click Submit. Result: The message "Your Benefits Continuation Information has been successfully submitted" displays. Best Practice Print a copy of the summary page for your records. Important Information The coverage start date may not be the same as the new hire date. To submit additional qualifying events, you need to complete a hard copy of the Client Transmittal form. If the social security number already exists, you will not be able to create a second form. Be sure to review this page and make the necessary corrections before you submit this information to ADP. ADP will include this information in the election package. If you notice any errors after you submit the form, contact Client Services ADP, Inc. 16 V COB1007

21 ADP's Subsequent Payment Process Overview ADP will provide payment services for the qualified beneficiaries who decide to elect COBRA coverage. At the end of every month, ADP will consolidate all the premiums received for your company and send the premiums to you so you can pay your carriers. ADP will also monitor due dates, grace periods, and multiple qualifying events. Description The following illustrates the subsequent payment process: Important Information The address to which plan participants mail payments differs from the address to which plan participants send other correspondence, such as the election package. Participants should ensure they mail the payment to correct address for timely processing. Additional Resources For additional information on mailing addresses, see the appendix. For additional information on ADP's subsequent payment process, see the "Participant Billing and Collection" section of the COBRA Client Guide ADP, Inc. 17 V COB1007

22 Request for Review COBRA coverage generally is approved and lasts for the maximum coverage period. There are exceptions to this general rule when COBRA coverage may be unavailable or terminated early. If a beneficiary is not entitled to the requested continuation of coverage, ADP sends the person who requested coverage a notice of unavailability. This notice is provided within 14 days after the request is received and describes the reason for denying the request. ADP will administer the review process if a beneficiary requests a review of the denial or termination of coverage. Example A qualified beneficiary has been terminated due to lack of payment and submitted a request for review. During the information gathering process, ADP determines that the payment was received late due to extenuating circumstances, a house fire. This information will be sent to you for approval or denial. Important Information Should ADP not receive a decision from you within the stipulated date, this nonresponse is considered denial of the participant's appeal. Additional Resources For more information on the review process, see the "Request for Review" section of the COBRA Client Guide ADP, Inc. 18 V COB1007

23 Review: Entering Benefits Continuation Events Match the definition on the left with a term on the right by writing the correct term letter(s) in the space provided. Each term may be used more than once, and there may be more than one correct answer for each definition. Definition Enters the event on the BeneDirect Web site Mails COBRA package Makes elections Sends coupons Pays premiums for coverage Disburses payment to the insurance carrier Notifies carrier of elections/terminations Monitors subsequent payments and multiple qualifying events Makes decision during a request for review Term a. ADP b. Qualified beneficiary c. Administrator 2008 ADP, Inc. 19 V COB1007

24 Viewing Participant Information The Participant Detail Page Once you submit the Client Transmittal form, you can review participant details by selecting Search for Participant. This feature of BeneDirect helps you to manage day-to-day inquiries about your participant data. You can review and verify the following information: Detailed personal, coverage, and plan information The date ADP mailed the election package The date ADP received the last payment from your participant 2008 ADP, Inc. 20 V COB1007

25 Elements and Descriptions Element Election Package Last Payment Paid Through ACH Entered/ACH Effective Personal Information Beneficiary Status Description Displays the date the election package was mailed to the last known address of the beneficiary Displays the date the beneficiary last submitted a payment Displays the date through which the beneficiary paid to continue his or her coverage Not used by ADP's COBRA Services Displays the address, home phone number, date of birth, marital status, and gender of the beneficiary Provides you with the progress of a qualified beneficiary starting with when you entered the new benefits continuation event. The following table describes the status types: Status Pending New COBRA New COBRA COBRA Beneficiary in Waiting Qualified Beneficiary Elected/ Not Paid COBRA Current Description ADP is missing information for the new election. ADP needs to send the qualified beneficiary the COBRA election package. ADP sent the election package, but the qualified beneficiary has not returned the elections. The beneficiary has elected COBRA coverage but has not remitted a premium payment to ADP. The beneficiary is an existing COBRA participant. Beneficiary Type QE Date/Reason Coverage Lost Terminated Plan Information Return to Search Results Button New Search Button For ADP's COBRA Services, this displays as COBRA. For clients who use Direct Billing, this field displays other beneficiary type codes. Displays the qualifying event date and reason Displays the date that coverage ended Displays the date that coverage was terminated Displays the current and past plan information including plan name, coverage tier, dependent(s) covered, paid-through date, monthly rate, and coverage plan date Returns you to the participant selection list that matched your last search criteria Returns you to the Participant Search page so you can enter new criteria 2008 ADP, Inc. 21 V COB1007

26 Activity: Viewing Participant Information Scenario You entered your benefits continuation event for Mia Chung in BeneDirect and would like to confirm the date the election package was sent. Instructions Step Action 1 Click Participant Services. 2 Click Search for Participant. Result: The Participant Search page displays. 3 In the Search By list, select SSN (last 4). 4 In the Search For field, type In the Employer list, select Geneva Videos Training Company. 6 Click Search. Result: Mia Chung's record displays. Tip You can enter all or any of the fields on the Participant Search page. If there are multiple matches, you can select the desired name from a list ADP, Inc. 22 V COB1007

27 Activity: Printing a Certificate of Creditable Coverage Overview ADP provides each of your participants with a copy of the Certificate of Creditable Coverage with the election package when the COBRA-qualifying event first occurs and again when the COBRA coverage terminates. You may also need to reprint the Certificate of Creditable Coverage upon the request of the previously covered individual. Scenario You receive a request from Alex Guerra for a Certificate of Creditable Coverage 12 months after his loss of coverage. Alex is starting a new position and needs to verify his health plan coverage during his employment at your company. Instructions Step Action 1 Click Participant Services. 2 Click Certificate of Creditable Coverage Request. Result: The Enter Participant page displays. 3 In the Participant Last Name field, type Guerra. 4 Click Next Step. Result: The View and Print page displays. 5 Click View CCC. Result: The Certificate of Creditable Coverage window opens. 6 Click Print ADP, Inc. 23 V COB1007

28 Activity: Printing Coverage Information Overview You can print current coverage information for each plan type for a participant on BeneDirect. Your participants may request coverage information: As proof of eligibility to continue benefits To confirm recent changes made to the account In response to billing inquires about the account Scenario Anne Moleski submitted a change to add her dependent, Sam Moleski, to her Ameri-Care HMO plan. She requested that you provide her with an updated status on her coverage details for this plan. Locate Anne's record to view and print her coverage details. Instructions Step Action 1 Click Participant Services. 2 Click Send Eligibility Update. 3 In the Participant Last Name field, type Moleski. 4 Click Next Step. Result: The Select Plan page displays. 5 Select Sam Moleski. 6 In the Plan Name list, select Ameri-Care HMO. 7 Click Next Step. Result: The Review & Print page displays. 8 Click Print Friendly. Result: The Eligibility Update window opens ADP, Inc. 24 V COB1007

29 Entering Initial Rights Notification Events ADP's COBRA Initial Rights Notification Process Overview ADP collects new hire information from you and sends notifications to your newly hired plan participants. Description The following illustrates ADP's COBRA Initial Rights Notification process: ADP, Inc. 25 V COB1007

30 The COBRA Rights Notification Page To ensure your newly covered employees and their dependents receive the COBRA Initial Rights Notification, you need to enter or import data into BeneDirect. Elements and Descriptions Element Record COBRA Rights Notifications Review History/Resend Notification Correspondences Import Data to Create Initial COBRA Rights Notifications Description Allows you to enter the required information to create an initial rights notification event Allows you to view details on the Initial Rights Notification including employer information, employee information, and spouse information. You can also edit or resend notifications from this page. Allows you to import the required information to create an initial rights notification event using a standard import template 2008 ADP, Inc. 26 V COB1007

31 Entering Initial Rights Notifications Job Aid Instructions Step Action 1 Click Participant Services. 2 Click COBRA Rights Notification. Result: The COBRA Rights Notification page displays. 3 In the Employer list, select your company name. 4 In the Please Select a Task section, select Record COBRA Rights Notifications and click Next. Result: The Record Initial COBRA Rights Notification page displays. 5 In the Notification Reason list, select Newly Covered Employee or Newly Covered Spouse. 6 Click Include a Covered Spouse (if applicable). 7 In the Please Enter Employee Information section, enter the employee's demographic information. 8 In the Please Enter Covered Spouse Information section, enter the spouse's demographic information (if applicable). 9 Click Save. Result: The message, "Your file has been successfully imported. COBRA Rights Notification correspondence is being prepared for mailing." displays. Important Information The standard time frame for newly eligible employees to receive the COBRA Initial Rights Notification is 90 days from the date of employment ADP, Inc. 27 V COB1007

32 Importing Data to Create Initial Notification Job Aid Overview The second option to record COBRA initial rights notification events is to import the information using a template provided on BeneDirect. You will enter your newly covered participant information using the template. Instructions: Part 1 Download Template Step Action 1 Click Participant Services. 2 Click COBRA Rights Notification. Result: The COBRA Rights Notification page displays. 3 In the Employer list, select your company name. 4 In the Please Select a Task section, select the Import Data to Create Initial Rights Notification option and click Next. Result: The Import Data to Create Initial COBRA Rights Notification page displays. 5 In the Allowable File Format section, select Download Excel Template. Result: The File Download window opens. 6 Click Save. Result: The Save As window opens. 7 In the File Name section, enter the name of your file. 8 Click Save. Result: The Download Complete page displays. Instructions: Part 2 Import File 1 Click Open. 2 Enter the demographic information for your employees. 3 Click Save. 4 Click the Close button, the X in the upper-right corner, to exit. 5 In the Select a File to Import section, click Browse. 6 Select the file you saved in art 1. 7 Click Open. 8 Click Import. If there are errors with a file import, the Import Data to Create Initial COBRA Rights Notification Error Correction page displays ADP, Inc. 28 V COB1007

33 Activity: Viewing COBRA Rights Notification History Overview The Review History/Resend Notification Correspondence page enables you to retrieve existing COBRA rights notification information from ADP's database. Scenario Your newly hired employee, Barbara Taylor, reported an error in her mailing address. You would like to confirm the address to which the initial notification was sent. Her correct address is 1559 Main Street. Instructions Step Action 1 Click Participant Services. 2 Click COBRA Rights Notification. Result: The COBRA Rights Notification page displays. 3 In the Employer list, select Geneva Videos Training Company. 4 In the Please Select a Task section, select the Review History/Resend Notification Correspondences option and click Next. Result: The Initial COBRA Rights Notification History Summary page displays. 5 Select the Employee Specific Data tab. 6 In the Last Name field, type Taylor. 7 Click Get History. Result: The COBRA Rights Notification History Summary section displays. 8 Next to Barbara Taylor's name, on line 1, click Details. 9 Click View Details. Result: The Initial COBRA Rights History Detail page displays ADP, Inc. 29 V COB1007

34 Viewing Reports Standard Reports Overview ADP provides you with standard reports to help you manage your COBRA elections, terminations, and billing information. ADP s you the reports or you can access the reports on BeneDirect for your specified time frame. Types and Descriptions The following table describes the report types and the frequency with which they run: Type Description Frequency Current Status Termination Activity New Election Premium Distribution Invoice Detail Identifies participants who are making timely payments for COBRA coverage, those who have newly elected, those for whom ADP is awaiting an election or first payment, and those who have not elected within the election period Identifies participants who have lost coverage due to nonpayment of premium, by beneficiary request, by employer request, or due to expiration of the COBRA coverage period Identifies participants who have had a change during the last biweekly reporting cycle. Changes may include address updates, name changes, plan transfers, and corrections as requested by the client. Identifies participants who have elected and made the first payment for COBRA coverage Lists the premium amount received, by participant, for a specified period. The information contained on the report is generated from premium amounts received and applied during the previous period. Lists the clients and participant service activity for any given time period Monthly Weekly if there is activity Bi-weekly Weekly if there is activity Monthly Monthly Important Information If you enter any activity that occurs after the close of your reporting period, this data will display in the next reporting period. During the severance period, eligibility reports will not include employees in a severance agreement. Additional Resources For more information or to see samples of the reports, see Sample Reports in the Reference > COBRA Operations Materials section of the BeneDirect Web site ADP, Inc. 30 V COB1007

35 Viewing Reports Job Aid Instructions Step 1 Select Reports. Action 2 In the Enrollment Reports section, click the report name you would like to view. 3 Click View Report. Result: The report window opens. Tip Update the number of days that display in the Report Name section in the My Profile > Manage Users section of BeneDirect. Update your time period to 90 to view reports online ADP, Inc. 31 V COB1007

36 Annual Enrollment If at any time during the year your health plan information changes, such as during your annual enrollment period, you will be responsible for updating your health plan information in BeneDirect. Any changes made to the plan's terms will also apply to qualified beneficiaries receiving COBRA coverage. Example You determined the plan changes needed for this year's annual enrollment period. Based on these anticipated changes, you will update your current health plan information in BeneDirect. Important Information The Annual Enrollment section displays in the Company Contact section during your annual enrollment period only. Additional Resources For additional information on maintaining health plans, see the "Plan Maintenance" section of the COBRA Client Guide. For additional information on annual enrollment, see the "Open Enrollment" section of the COBRA Client Guide. For additional information on updating health plans for annual enrollment, see the "Open Enrollment" section of the COBRA Web Guide ADP, Inc. 32 V COB1007

37 Updating ADP Payroll and Benefits Systems Overview Depending on the other ADP products that you have, you may not need to complete some tasks. The feeds available will automatically communicate participant information to ADP's Benefits Services. Task ADP PC/Payroll HR/Benefits Solution Enter initial notifications. X X Enter qualifying events. X X Update health plan information. X ADP PC/Payroll Guidelines The following are guidelines if you have ADP/PC Payroll with the HR/Profile option: ADP PC/Payroll version 5.0 or higher with the HR/Profile option setup interfaces with ADP's Benefits Services. You will set up HR/Profile with Benefit Tracking and COBRA plans. A connection between ADP/PC Payroll and ADP's Benefit Services provides information for initial notifications of new hires and qualifying events. You will continue to enter direct bill participants on BeneDirect. HR/Benefits Solution Guidelines The following are guidelines if you have HR/Benefits Solution: A connection between HR/Benefits Solution and ADP's Benefit Services provides information for certain qualifying events, employees that are newly covered in benefit coverage, and updates to health plans. The connection file for an event of employee death will not be included in a connection and will need to be entered on BeneDirect. COBRA cannot receive the weekly feed until the HR/Benefits Solution setup is complete. Until the feed is complete, you should use the Web site to submit qualifying events and initial notifications. When you terminate an employee on the Status tab, the termination wizard will ask you if the employee qualifies for a COBRA event. Select "Yes" to trigger a COBRA event and generate a COBRA letter. Ensure that the dependent social security numbers are updated for all dependents with a qualifying event to prevent errors in the connection file. The connection file cannot support plans with five or more tiers. You will continue to enter direct bill participants on BeneDirect ADP, Inc. 33 V COB1007

38 Knowledge Check 1. Which of the following statements describes ADP's responsibilities in the COBRA process? (Select all that apply.) a. Sends coupons to qualified beneficiaries b. Makes the decision when a qualified beneficiary appeals the denial of benefits c. Monitors subsequent qualifying events d. Notifies the carrier to terminate benefits when a qualified beneficiary does not make elections 2. Which section of BeneDirect will you select to notify ADP that a new employee has elected health care coverage? a. Search for Participant b. Client Transmittal c. COBRA Rights Notification d. Certificate of Creditable Coverage Request 3. You are entering a benefits continuation event for an employee who has a flexible spending account and dental plan. You will cover 50 percent of the dental plan rates for the first six months. What actions will you take on the Plan Elections page? (Select all that apply.) a. In the Flex Spending Account section, enter the monthly amount in the Rate Override field. b. In the Flex Spending Account section, select Enter Individual Plan Subsidy and enter your subsidy information. c. In the Dental Plan section, enter the date six months from today in the Client Paid Thru Date field. d. In the Dental Plan section, select Enter Individual Plan Subsidy and enter your subsidy information. 4. Which reports include information that might require you to contact your carriers? (Select all that apply.) a. Current Status b. Termination c. Activity d. New Election 2008 ADP, Inc. 34 V COB1007

39 Course Closing Course Objectives Now that you have completed this course, you can: Enter new benefits continuation events View participant information Enter initial rights notification events View reports Continuing Education Credits Introduction ADP is a member of the International Association of Continuing Education and Training (IACET) and an approved provider of both recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education credits (CPEs) by the National Association of State Boards of Accountancy (NASBA). This course may be eligible for RCHs, CPEs, and continuing education units (CEUs) from various professional organizations. RCHs, CPEs, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain professional certifications such as the Certified Payroll Professional (CPP), Certified Public Accountant (CPA), or Society for Human Resource Management (SHRM). Professional organizations often require documentation of class objectives, duration, and so on along with a certificate of completion. This information is provided on the following pages. Your instructor will provide you with a certificate of completion at the end of this class. Please note that professional organizations establish their own certification procedures that are subject to change ADP, Inc. 35 V COB1007

40 Using ADP's BeneDirect Web Site for COBRA Services (76020) Program Content This course prepares participants to use the features of ADP's BeneDirect Web site for COBRA Services. Topics include entering new benefit continuation events, entering initial rights notifications, viewing participant information, and viewing reports. Objectives Upon completing this course, participants will be able to: Enter new benefits continuation events View participant information Enter initial rights notification events View reports Participant Materials For virtual classes, participants need to print the Using ADP's BeneDirect Web Site handout manual prior to attending class. Method of Presentation Virtual classroom Duration 2 hours Continuing Education Credits for This Course This course may be eligible for recertification credit hours (RCHs), continuing professional education credits (CPEs), and continuing education units (CEUs). RCH: 2 CPE: 2 CEU:.2 In accordance with the standards of the National Registry of CPE Sponsors, CPE credits have been granted on a 50-minute hour. ADP, Inc., Major Accounts, Training & Performance Systems is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN, Web site: ADP, Inc. 36 V COB1007

41 Training Evaluation Thank you for attending the Using ADP's BeneDirect Web Site for COBRA Services course. If required, please take a moment to complete the evaluation. Next Steps Review the COBRA contact information in the appendix. Review the frequently asked questions on the BeneDirect Welcome page. Print the COBRA Web Guide from the Reference section of BeneDirect. Print the COBRA Client Guide from the Reference section of BeneDirect. Contact Client Services for ongoing administration ADP, Inc. 37 V COB1007

42 Appendix COBRA Contact Information Client Services Team Phone Fax Hours Monday - Friday 8:30 AM - 5:30 PM EST Participant Services Team Phone or Fax or Hours COBRAClientService@adp.com Monday - Friday 7:00 AM - 7:00 PM CST Payments for COBRA Address ADP Benefit Services General Coupon Mailing Center P.O. Box Philadelphia, PA Payments for Direct Bill Address ADP Benefit Services- Direct Bill P.O. Box Philadelphia, PA Correspondence Address ADP Benefit Services General Correspondence Center P.O. Box 2998 Alpharetta, GA EDT Processing Address ADP COBRA Services 2575 Westside Parkway, Suite 500 Alpharetta, GA Phone Fax cobraedt@adp.com 2008 ADP, Inc. 38 V COB1007