Payroll On the Web Health Savings Account – HSA
Contents
1. Forgotten or Expired Password Please contact the ACS Mellon HSA Employer Support Team at 866 712 4551 for assistance with password reset You will need to provide your user id Only authorized employer contacts will be able to obtain this information as related to their logon id You can also self manage this using the Forgot Password link when an email address is on file Security Code Security Codes are needed when logging on from an unremembered new or changed computer or network They are emailed to the email address on file You may also contact the ACS Mellon HSA Employer Support Team at 866 712 4551 to obtain the security code Only authorized employer contacts will be able to obtain this information as related to their logon id You can also self manage this using the Forgot Password link when an email address is on file Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification Authorized Contacts To ensure the security of the employer setup and sub account callers to the Employer Support Team will need to authenticate using the security challenge questions on file for your company Authorized contacts and responses to the questions may be amended by the designated business contact for your firm Multiple contacts i e payroll HR benefits broker health plan service representative may be indicated for your firm Identifying the contacts2. POW Payroll On the Web Health Savings Account HSA Employer Payroll Funding Application November 2011 V 12 3 ACS BNY Mellon the HSA solution Information contained in this guide is proprietary and confidential for employer use It is subject to update 1 and modification Table of Contents Introduction 3 Logging On to Payroll on the Web 4 Providing an Email Address 7 Account Summary amp Application Overview 9 Payroll Application 13 Display 13 Contribution Information 15 Submitting Payroll Information 18 Confirmation amp Exceptions 19 Printing 20 View Previous Submissions 22 Logout 22 Funding Your Payroll Contribution 23 Contacts amp Holiday Schedule 24 Password Management 25 Authorized Contacts 26 FAQs 27 Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 2 Introduction Welcome to POW the Payroll On the Web Employer Funding Application for Health Savings Accounts This secure application allows you to easily provide us with contribution information This contribution information paired with lump sum funding via wire check or Automated Clearing House ACH provides the opportunity for communication about payroll contributions for timely and accurate posting to employee accounts This guide is prepared and distributed as a resource and step by step user manual Note for security purposes the Business Contact User ID
3. Processing Eb tye Payroll Processing Threw srine perro procenswrag opter ere avaiable gt pou Paya on He Web Andro Test Fie uptoed ad Aksama Pardi Processing Select the metod te use on the isobar o ee eft Parrot on the Web Farol ont tee Web ia avaldis to all empioyers weh 154 or kema eccourte N m idea tor repetitive suber of diate a payrol OUENN a OANE NELE ES Saved FOM one SESon O ThE Nem Employee data is Cepkryed ondine reducing pour rE oD The achen errcerts aty Fusing Tasi Fra vated ang Test phai 5 Giesagned fer use perry iho samt funding tor urma empress WEN apes accosres who have ferrerated sro na nge O on Payeat on fhe Web Be 2 12 OAITH pO C araea fer accounts Peat are now P OO Fads GA were Chod of omen al Ihe Lure of Te pas period Thea maod s ineded to 1004 Uarcacians per arsson Uae of eared maro wile to bet Me are uplat ic regan Alternate Pageol Processing Aberson Anery Vetod ra Saged for use prnah 1 00 Gudea funding tor formas anpa pars wth oper ats wie have Cerrruted ard no hanger Gapim on Papo o e Wed anei 7 te rendam panyol contteytars fer 300099 wenow oya saluo bi were Covad o foaen si fe tere af tre pen pom Thes method treded to 25 hsssecboro per mirmesson bot onai Seo PON one SODAN for EDDAN ANY D IN Seon Commauncan on Carter Messaper new Hepta Hite Crypopes cet ee ards coreo of empoyes by ng Payrol on ine web nk abowe Fines neve bas ihan 150 saretan Reports This tab houses
4. and confidential for employer use It is subject to update and modification 12 PAYROLL ON THE WEB Introduction Through logon to the secure site employee information name payroll id number and account status for employees currently on the ACS Mellon HSA Solution recordkeeping system with your employer id will display This application is available to employers with less than 150 accounts on the recordkeeping system If your firm has 150 or more accounts on the system a message will notify you that you cannot use the payroll application In this instance contact the Employer Support Team at 866 712 4551 Monday Friday 8am 8pm EST or HSAEmployerSetup acs inc com to discuss alternatives Display The Payroll on the Web display is alphabetical by Last Name First Name for all accountholder s currently on our system with an employer code consistent with your code The employee s Payroll id and account status are also displayed Note you may only input contribution information for accounts in an open status Accounts are in frozen status when they are processed onto the recordkeeping system but the signature process is incomplete You are not able to input contribution information for an account when it is in a frozen status Accounts not yet processed on our system do not display Accounts for individuals who have a status of Inactive or a different employer code than that of your firm do not display A maximum of 150 accounts
5. hod low HIGH You may save the file as a web page web archive or text file Complete this by selecting File and Save As You may also print the file through this menu option Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 20 View Previous Submissions Upon using Payroll on the Web at least one time the previous dollar amount submitted are retained and a maximum of five previous submissions are inventoried and may be displayed See images below rw gt ECCI 05 Pays o UE Biome Pie sdear the efectve dar it the Peryrod Fie Dane bad A Bie wi net process ured 1 Pe Cflec ive dete nhor has teen i pm ached end 2 poya subwocount bokse bs equal or greeter fuse the flexing amani maed tor the Me The date inthe Pamo Pile Date Nek wil defis co Te CUTE QAE UEKSS L i Spex lE aly popummec Comesumession Certer chante the s echoe thats er tthe Porrot Fite Chat baki Menmi ON n the dae wehcated nihe Parol Fie Dote heki wil dotnet tothe cerent date ir ese coer tc aly papsisind nens O new Parati Allocation Metptal Hirte ayrod Pe One own T rrera F Fie Dogn Sangid Erngispre Name Empore Payroll D Account Status Enpioyee Continutica Ereployer Continuation ANDERSON VHAEL mm d pr 530 00 19 oo z BGF ORD HARALD rss per 10 60 46 oo soe OF th BLZINEC UNDA rmm Ope 12 00 75 oo ipo ECALEY WEL pr y o0 15 ow ec on sear DEMN MATTE ye 45 na 16 aX s DOBI
6. responsible for the day to day operations of the HSA and providing them with the security challenge information will facilitate our assisting your staff Web users are designated by the Primary Business Contact online under the Manage Access tab Such users authenticate with the assigned SubUser ID and email address Access setup and modification is effective real time and may be assigned by functionality Payroll and or Reporting Amendments and updates to the authorized contacts are accomplished through the completion and submission of an updated security challenge form Please complete responses to at least five of the six questions listed below Employer callers will need to accurately respond to up to three of these questions to authenticate identity and to protect your information Keep your authorized contact listing current so that we may assist your staff You may download the Security Challenge Form online under Employer Services Downloadable Forms and submit updated information Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 26 FAQs What is my user id Your employer user id is the employer sub account which begins 9500998 or is one created for you by your primary business contact The user id cannot be changed If you are the primary business contact and have not received a user id or employer sub account contact the Employer Support Team at 866 71
7. the Web Reporting suite providing information and details regarding Payroll files including Payroll on the Web Account Profile including YTD payroll posting as well as current account status and Monthly Summary reports for the employer See Web Reporting user guide for additional detail Report Access mew Use and Acceptance new Te WebReports provided by ACS HR Solutions LLC FACS through this websile Me Site are offered to you conditioned upor acceptance without modification of the following Terma By accessing the WebReports you agree to these Terms Please read i Terma Myou do not agree to these Terms you may nal access the WebReports provided Mwough this Sile order to view the Terms reverts please accept the Terms ang Conanon YOU agree that all information about HSA customers of ACS to which you may have access via the WeoRepons including but not and you willbe limite to HSA balance HSA account numbers personal data and demographic financial and tansacton intormaton Custom redirected to the Report Information shall be deemed confidential and proprietary to ACS You agree not to use the Customer Information for any pupo page omer Man as requires for ine Performance of your croanizahons acrninistatve ObiisaBons relates to your emolovee s ormemde HSAs and you agree Nat you wil not duplicate or incorporate the Customer information into your organizations records of delabe You agree not to discose the Customer Informatio
8. will display You may navigate through the listing using the arrow bar to the right of the contribution input fields The total number of accounts on the system is indicated at the bottom of the screen to the left of the Update indicator THE hsa SOLUTION HOOVES gt Peyrot on the Web meene DE OEE Dom adu ate the eTectee dae in the Payri Fle Oaie kad A fie wil ret process unti 1 Pe Meche date micati hrs Deen acted end 2 Pe Srp yer miyor ouri baka e is apat OF premier faae the funding anami requend tor fee fin The dro ntho Parrot Fin Dote heii wel etme Communes on Certe mete ate the etectoe dde n ihe Parod Fie Dea wii Wwasapes new ive the tame retested mites Parol Fis Dots heki wil dtm to the corvert cite unter smectic aly papuintet forts new Mmegetal Hirta arol File Cee ORHAN Ergiyee hare Dreplores Payot D sacas Status Enpioyee Contrisutes Empioyer Comtrituton ANDERSON VICHABL pr D D0 15 lt 1 CHF ORD HAROLD S33 Oper 30 50 pra wn BLOREC UNDA PITT pe T 00 25 00 Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 13 Input Payroll Contribution Detail Input of payroll effective date file description and contribution breakdown information is readily accomplished in this section of the website If you need additional information while you are using Payroll on the Web press the Help with this Page link The following informa
9. yOu INSO COMEDY Te Enare Sawe Tears to cheama Eve yaa of the taney hie Ter and modification Wed Payroll Tem B n Pew lsdear the eFectne die i the Payrol Fie Onie kid A fie wil rot process unt 1 Pe eflectve daie cated fers been ached and c2 Pe amgin misocpuri batsaca is eas or prenia hse the funding amami requend tor fre fin The drie niho Pomol Fio Dote reki wa dtme Co The cuore dae utkso t te sp cfcaty popudid iscdieais the efectow chate n tthe Poart F s Dew baid Mare the date inebcatect nthe Payroll Fide Doia heki wil dima to the comert cate unieee apectcaly papubtsd Parot Miocation Payrod Fie Cane waan T reeresyeyy Fie Doorn Sange Ergispee hame Empioyee Payroll 10 Account Status ANDERSON WIDE mamo Opm BOF ORD HAROLD SIIISSSSS Oper BLAINEC LUNDA mmm Ope GEGOEY WEEE TN 444eeeaua Ninan Ytw onus Satresays D 00 15 oo 1 oo 25 w 12 o0 75 K An e an Information contained in this guide is proprietary and confidential for employer use It is subject to update 17 Submitting Payroll Information for Processing After you have input the contribution information press the Submit button at the lower right hand of the screen During processing an hourglass will display the Payroll on the Web tab will not display Do not attempt to press the submit button again or to resubmit during the processing activity Upon submitting a file the dollar amounts will be saved for subsequent submission It is imperat
10. 2 4551 How do obtain my user id Emails from the Employer Support Team or your Client Service Manager provide the user id to the primary business contact For security purposes this is emailed independently of the user guide This information is provided to the business contact information provided at the time of employer setup or other specified contact User IDs as setup by the primary business contact are provided to you by your colleague What if have forgotten my user id Contact the Employer Support Team at 866 712 4551 For security purposes we will only provide this information to contact names of record What is my initial password The initial password for the primary business contact user id is 999999999 Initial passwords for other users will be provided by the primary business contact Upon first logon you must change the password Passwords must be nine characters or less and must contain one numeric value What do do if am locked out of the application Cannot remember my password Contact the Employer Support Team at 866 712 4551and request a password reset For security purposes we will only reset passwords to the contact names of record What if need a security code Security Codes are provided via email to the email address associated with the account You can obtain the Security Code without support assistance by indicating an email address on the email collection page when presented You may update online under
11. 9 Open 0 00 0 00 MILLER DERECK Open 0 00 0 00 NARJES PATSY Open 2 00 0 00 RAICHEL DAVID 888888888 Open 9 00 0 00 VAGENAS PAMELA 555555555 Open 3 00 0 00 WALKER FENERY 111111111 Open 5 00 0 00 WATSON RALPH 111111111 Frozen 0 00 0 00 WOODS NICOLE 999999999 Open 0 00 0 00 Total Employees 25 Contribution Total 510 00 10 00 Grand Total g Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 15 To submit funds you will confirm the total of the payroll allocation that must be contributed t the employer account It is presented in total and with a breakdown between employee and employer contribution amounts Notice the contribution and grand totals as presented on the screen and popup MARTIN JAMES 666666666 Open o0 o0 MASTERSON GLENDA 222222222 i7 ae MESSNER SANDY 399999999 MILLER DERECK Wollolfo EJ ielelresie NARJES PATSY Windows Internet Explorer 2 7 You have entered Employee contributions of 180 50 and Employer contributions of 110 00 The total amount that you must Fund is 290 50 Do you want to proceed j Cancel Total Employees 25 Contribution Total Grand Total You will reconfirm this submission The file is not submitted for processing until you have reconfirmed it and receive the confirmation MARTIN JAMES 666666666 Open D foo fo oo MASTERSON GLENDA 222222222 Open 0 00 o i 00 MESSNER SANDY 999
12. 999999 Open o oo 0 00 MILLER DERECK 666666666 Open lo foo io o NARJES PATSY Open 2 oo fo oo ay lo o Windows Internet Explorer L 1 0 00 2 Pd Are you sure you want to submit this payroll file Once submitted the transactions cannot be cancelled lo i 00 J Total Employees 25 Contribution Total 180 50 110 00 Grand Total 290 50 sre sat One As you are inputting you may select to Save your work By pressing Save located at the bottom right hand side of the screen next to submit as displayed in the screen shot above the dollar amounts input for each participant will be saved You need to input a description and select update to calculate totals to save It is possible to save and not yet submit the payroll allocation A reminder will advise you of the need to submit in order to post funds Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 16 To submit the most recently saved input logon to the application select Payroll on the Web tab you will note the most recent input is displayed 1 Enter a description 2 select Update and 3 press Submit to submit this input for processing THE hsa SOLUTION DEUD EMP Cv Es HOA gt Payrat en the wab Comenuricuti on Cortet Merrigas Pn aens Onew Mips Wiis PO 6 or aptyt wih eia Tan 150 acccarthedders Pya ner move han t9 PocQuneceders
13. Accountholder Services Update Personal Information Otherwise you may contact the Employer Support Team at 866 712 4551 Why do need a Security Code when am logging on again If you are logging on from a different computer or network you may need a new Security Code In addition if system settings have changed you may need this Security Codes are part of our security systems designed to protect your information How come one of my employee s is not displaying on the POW screen Only employees currently on the ACS Mellon HSA Solution recordkeeping system with your employer id will display If an enrollment has not been received or successfully processed the name and payroll information will not display If we have been advised an employee has terminated either employment or coverage under the HDHP the employer code associated to that account has been changed As it is no longer the employer code assigned to your company the information will not display Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 27 What steps should take regarding employees who are not displaying on the POW screen v Check that the individual is currently employed by your firm and participating in the HDHP plan Check that enrollment has been submitted typically by your health plan or debit card vendor and that it processed successfully Edit of successful processing would ha
14. Friday 8am 11pm Eastern Time Accordingly the website will issue a site key or cue unique to your employer account Be certain that authorized users of payroll on the web are 1 included on the security challenge form 2 advised of the responses to the security challenge questions and or their SubUser ID and email address and 3 are familiar with the site key You may wish to remember the computer of authorized payroll on the web users to facilitate processing Unrecognized computers will need to use a security code as part of the logon Security codes are available to email addresses as provided on the website as well as through the employer support team An example of the security code screen email and a sample site key are displayed on the next page Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 5 When an unrecognized computer is used to access the sub account the following screen will display If an email address has been provided and verified the security code will be sent to it within a few minutes Employer Support Team representatives may also assist authorized users with obtaining security codes nsamember THE hsa SOLUTION Security Code Help ACSIBNY Mellon verify your identity by entering a cne time security code on this screen Qo Te protect pour private barhiro information yOu Sarnal proceed HiMost Wis One tive seeerty osde Here s
15. Internet Explorer l ge 2 7 Are you sure you want to submit this payroll file Once submitted the transactions cannot be cancelled 0 00 0 00 0 foo Total Employees 25 Contribution Total 31180 50 110 00 Grand Total 290 50 sre st Or Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 18 Confirmation and Exceptions A confirmation will display for your records and information If you do not receive a confirmation your file has not been received for processing An exception processing screen see second screen below will display in this instance Note only ONE payroll allocation may be submitted per logon If you wish to complete more than one payroll you need to logout and re logon ieee FAQs Maip Garzea Contact Us Loo Oy THE hsa SOLUTION DEMO EMPLOYER HOME gt Payrat on the Veet Comererication Centar Web Payroll Bowe Mestne O new Paroli Allocation Cosfirneton Bia eaol Sutara went O nw Tor Sarat rancactons he bes culrritied and wil b posed lo fe apoape HS4 ac courts N Me ned parod bach process O32420 proveded thad your acceurd at BANY Medion cortarse at laari 415 50 C verwnur wea well hoci thess dema utd pou hew handed your eccourt Tofu yout account please Gand at ACH cred w Franat Plouteg Marte Of NONIS Acat Marnier TORRE E418 For ad oral funang options piesen contest he EVE LOVER SUPPORT TEAM pi EA TI2 A551
16. JOHN wn 0 oo 0 w Eaman Free GROT JR FRANCIS Ops 27 00 15 1 Paroa Lae GORE DEBOR GOSE DESORAH pe 0 a greeurpyyy Meret o D Ory Uber is not HERE VANN LADA 22222 ps n r an Select Previous Submissions in the upper right hand corner of the screen to view the inventory of prior submissions In addition you can reopen the file to view the details The Payroll File Date Description and total employee and employer contribution amounts will display in the inventory listing dipi Garasa Covtact THE hsa SOLUTION DEMO EMPLOYER HONE gt Payrat en the Wieb gt Web Papell Report Commenication Corte Web Payroll Report oes Meseener new wore nem TOTAL EMPLOYEE TOTAL EMPLOYER TRANSACTION ADOED STARS PSSCRPRON CONTRIBUTION CONTRIBUTION OW TETTED Sarre sns 515 1 rae i gt ee a Hepes Herts SJEMTIED Future Oude Tesi 205 15 1 a 1 0 ARS TTEO Puree Ode Tesi sims Sito lt 510 4 a ae SEMTIEOD Fuse Oste Test Sigs 110 AMMA I k 1372 SEMTITEOD Future Onde Tesi 3105 10 210 12 27 Pere By selecting a file click on the payroll file date the details of the file will display You may then elect to print the details Note processed files will also present within the REPORTS tab File Status Logout Do not forget to logoff the Payroll on the Web application Verification that you are logged out of the application will display Note for your security you will be logged out after 28 minutes of inactivity Any input yo
17. PO Box 535416 500 Ross Street Suite 154 0510 Pittsburgh PA 15253 Pittsburgh PA 15262 Checks must be received one day before payroll effective date If you like you may include an Employer Deposit Slip with your check You may download one online under Employer Services Downloadable Forms Wire transfer Employers should wire funds directly to their HSA payroll sub account as follows Receiving Bank Bank of New York Mellon Receiving Bank Address PO Box 535416 Pittsburgh PA 15253 Bank Transit Routing Number 011001234 Beneficiary Name Employer Name as established for HSA Beneficiary Account Number INSERT 14 digit Employer Sub Account number Reference Information N A Wires must be received by 5 00 PM EST one day before payroll effective date for employers transmitting files Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 22 Contacts Employer Support Team employer contacts only Phone 866 712 4551 E Mail HSAEmployerSetup ACS inc com Hours of Operation 8 00 am 8 00 pm Eastern Time Monday Friday HSA Member Customer Service Numbers Phone 1 877 472 4200 TDD 1 800 833 8334 Hours of Operation 8 00 am 11 00 pm Eastern Time Monday Friday Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 23 Holiday Schedule Employer Support and Customer
18. Service will have the following schedules in 2011 and 2012 Thursday November 24 2011 Closed Thanksgiving Day Monday December 26 2011 Closed Christmas Observed Monday January 2 2012 Closed New Year s Day Observed Monday May 28 2012 Closed Memorial Day Wednesday July 4 2012 Closed Fourth of July Monday September 3 2012 Closed Labor Day Thursday November 22 2012 Closed Thanksgiving Day Monday December 24 2012 Closed Tuesday December 24 2012 Closed Christmas Day The following are Bank and or Market Holidays for 2011 and 2012 For a bank holiday no payroll will post on these days For a market holiday no investment transaction Investment Redemption will post on these days For both bank and market holiday neither payroll nor investment transactions will post Day Date Holiday Bank Holiday _Market Holiday Friday 11 11 2011 Veteran s Day X X Thursday 11 24 2011 Thanksgiving Day X X Friday 11 25 2011 Day After Thanksgiving market closes 1pm Monday 12 26 2011 Christmas X X Monday 1 2 2012 New Year s Day X X Monday 1 16 2012 Martin Luther King Day X X Monday 2 20 2012 President s Day X X Monday 5 28 2012 Memorial Day X X Tuesday 7 3 2012 Day before Fourth of July market closes 1pm Wednesday 7 4 2012 Fourth of July X X Monday 9 3 2012 Labor Day X X Monday 10 8 2012 __ Columbus Day xX Thursday 11 22 2012 Thanksgiving Day X x
19. Thank pou FAQs Help Glossary Site Map Contact Us Log Out hsamember com THE hsa SOLUTION Welcome DEMO EMPLOYER HOME gt Payroll Allocation gt Payroll Allocation Exception Report Communication Center Payroll Allocation Exception Processing Messages 0 new Alerts Qnew Please contact EMPLOYER SUPPORT TEAM at 201 553 6305 for help You cannot submit Payroll more than once in one session Log back in again to re submit Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 19 Printing Detail Once submitted you may elect to print a record of this submission To do so click Print this Page in the upper right hand corner of the screen PO gus page ose vinega Empore Accoent No GG00pee0dS1 18 Eroare Cs ITOIZ Crployes Neve Paprott SOU Employee Contribution Emsteyer Contrbatien ANDERSON NICHE ny fo 00 1540 BGFORD Hii D per 100 2 BUZHEC UNDA Oper mw mw CHECKLEY WINPELI per 1700 DEING MATTHEW per 35 00 Ti DOB JOHN meN 0 i0 oo DRIT UR FRANCIS Deer 2700 16M sper 0 00 008 pee 00 008 per Ti 008 per om ngs m Prager 000 noe KEAR YNN ower Oper 0 00 oo LEADON ROWO PERRIN Oper sm oo 444444444 Ipen 100 no trarre pen 00 T5 zz 222 iper 010 D Jpon 100 DO per J 00 oo J er 7 00 oo RACHEL OWE pen 3 00 DO VAGENAS PAMELA k per ido 0 WAKER FEME FY 1 pen oo oo Titties frazen 00 vot eer pen ow bos Commun font Eao Hew
20. X Friday 11 23 2012 Day After Thanksgiving market closes 1pm Monday 12 24 2012 Christmas Eve market closes 1pm Tuesday 12 25 2012 Christmas X X Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 24 PASSWORD MANAGEMENT An initial password is provided to you as part of setup During your first logon you are required to change the password Ongoing you may change the password at any time by selecting Change Password at the site key verification screen hsamember com THE hsa SOLUTION Enter Password The site key above has been generated for your account Once this site key is generated you will see it during all future logins Verify the site key displaying above belongs to your account If itis correct continue logging in DO NOT continue to log in if the above site key is unrecognized Contact the ACS BNY Mellon Customer Service Center at 1 877 HSA 4200 1 877 472 4200 Customer Service Representatives are available Monday Friday 8am 11pm eastern time Employer support is available Monday Friday 8am 8pm eastern time Enter your Password If this is your personal computer or one that you regularly use and is secure for your information select Tru for each logon is PC so you do not require a Security Code Trust this PC YesO NoO Forgot Your Password Change Your Password ste J canes Se ee S
21. a _ n DEMO EMPLOYER 0 00 0 00 02 01 2010 View Account History The HSA Member Site provides Secure access to your HSA account balances and Sub Account Summary transactions Date Opened 10 14 2005 t history informati m Account history information econ eiiis Open Data downloadable into popular spreadsheets Ability to set alerts and receive messages Copyright 2010 by ACS HR Solutions LLC All rights reserved FAQs Help Glossary Site Map EE Us Log EA hsamember com THE hsa SOLUTION Sub unt oll on the Web Tuesday December 28 2010 HOME gt Update Account Profile Communication Center Update Account Profile Print Messages new To ensure your Account Profile is current and you receive HSA account information on a Alerts Qnew timely basis please review your profile below and update it if necessary Your existing Primary E mail Address is None Provided Your existing Secondary E mail Address is None Provided Your existing Phone Number None Provided Enter new Primary E mail Address Enter new Secondary E mail Address Enter new Phone Number no spaces Untrust to help prevent unauthorized access to your account by r Untrustjustthis PC Untrust all PCs requiring a Security Code for a log in from an untrusted computer stm om Copyright 2010 by ACS HR Solutions LLC Ali rights reserved Information contained in this guide is pr
22. al contributions made to Health Savings Accounts HSAs under section 223 Below is a recap of those limitations IRS HSA Limits 2011 2012 Changefrom2011 HSA Contribution miss Individual Coverage 3 050 0 10 so FFamiy Coverage seso se250 s00 E e SCSCSC S SCS individual Coverage 1200 sr200 Same Eamiy Coverage s2400 s2400 sare HDHP OutorPoxeMammun OO OOOO O O OOOO OSSE ncvioual Coverage 5050 sooso wo Eemiy Coverage 11 900 e200 seo Persons age 55 or older may make additional catch up contributions of up to 1 000 in 2012 the same amount as in 2011 Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 29
23. e Report provides details regarding the receipt and processing of payroll files Monthly Summary Report Monthly Summary Report provides a summarized report of monthly transactions including contributions withdrawals fees rollovers and investment activity of the accounts affiliated with the employer code Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 11 Manage Access This tab is viewed only by the Primary Business Contact logon and facilitates the setup and modification of web user access See Web Reporting user guide for additional detail HOME gt Manage Aecess Hetptut tenta Manage Access The Hid Neweer Ste preemies n Dreo SubUser D Password Emah ddress POW Vied Reports Grow Enroiment a 26 Ueor Ds are cvanted by the Crapeyer Compete al feds for each Sub User iO setup m D o fumes Contact ts m rc PE OCOESS Do oter E o Mrwannse r argivyosa tte s o ergioyer who ofl r T o perform centar Payred s lt gt fesctees Sect on a o Payal tonas Pasding or o 2 o Recesciutce a The frokyr Danes 4 Comac may have 3 noe fener of FIVE SO Weer Osn otoa alse Please note once you have created the user ID and password for Ge new sub user pleave provide this intormabon te the person u 59 heshe can login inio the siie a Accum fer eect Sub Usar D amp at tte Pacuei o POW or Raper Leva Information contained in this guide is proprietary
24. erested in providing a tax free vehicle for your employees to save for future medical expenses HSA Guide Tools Service HSA Tax Savings Calculator How much can save by contributing to an HSA We provide truly HSA dedicated service for account holders employers and brokers HSA Contribution Limit Calculator How much can contribute to my HSA Frequently Asked Questions have more HSA questions Where can get answers Customer service is a core competency of our Learn about Health Savings Accounts with this 3 i organization interactive e magazine Click here to receive HSA updates information p Terms of Use Privacy Policy Site Map If this is your first time accessing the website the system will prompt you to change your password after your initial login Input your password and press Submit For information on changing and updating your password please see the Password Management Section of this Guide During your first login you will be required to accept the terms of use for this site You may review and print these terms and conditions at any time in the future by pressing the Privacy Policy and Terms of Use references located at the bottom of the screens Passwords must be nine characters or less and must contain one numeric value v For your privacy and protection of the data this site must operate on a 32 bit operating system Windows 95 Windows 98 Windows NT 4 0 Wi
25. idential for employer use It is subject to update and modification 7 You may update the system email addresses and phone information at any time on the Account Summary screen select Update Account Profile FAQs Help Glossary Site Map Contact Us Log Out hsamember com THE hsa SOLUTION ummary T Welcome DEMO EMPLOYER nt EMPLOYER FUNDING AUNTS E Tuesday December 28 2010 HOME gt Sub Account Summary Employer Communication Center Sub Account Summary Tin E E print 2 Hep Messages emm The ACS BNY Mellon HSA Solution sub account summary below represents the current balance in your employer sub account The Alerts Onew sub accountis where employers direct aggregate contributions the sum of the contributions for a particular pay period to be distributed to employees Funds are distributed from this account once employers provide funding instructions via Payroll on the Web Self Desi Userid or a file sent through a previously established FTP connection An employer guide is available for download in the upper right hand gt corner ofthis screen The Current Balance may differ from the Available Balance due to recent account activity To view account activity Create your userid _ for specific time periods select the Account History tab Account HSA Checking 95009980003418 te Account Profile Employer Code L37 Health Plan ABC EAN Accountholder Current Balance Available Balance As of Date Action s
26. information for open employee accounts only This is accomplished by entering a dollar and cent value in the Employee Contribution and or Employer Contribution columns next to the employee name and payroll id number Only numeric values will process Dollar amounts up to the annual maximum contribution may be input into each individual s row The default is 00 Only the dollar amount of the contribution to post should be input into the dollar field Cents are to be indicated in the cents field to the right of the dollar field The cents field must be populated with two numeric values The default is 00 Input of alphabetical characters symbols and spaces will result in a popup requiring adjustment to numeric values only Note system restriction will advise and require adjustment to any single entry for an accountholder in excess of the current IRS maximum annual contribution Review the input for the open accounts in the screen print below No contributions are input for the frozen accounts as input cannot be made for frozen accounts see next to last account in listing By pressing the Update button at the bottom of the screen subtotals for the Employee Contributions and Employer Contributions as well as an overall total will calculate Note a Contribution Total for Employee and Employer contributions as well as Grand Total display MARTIN JAMES Open 0 00 0 00 MASTERSON GLENDA 222222222 Open 0 00 0 00 MESSNER SANDY 99999999
27. is provided in a separate notification If you have a User ID contact your Business Contact for your initial password See the password management section of the guide for additional information We are excited to offer this application and hope it meets your funding needs Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 3 LOGGING ON TO POW Open your browser and navigate to the url www hsamember com This is also referred to as the Member website Follow these logon instructions and reference points Primary Business Contact Employer account number beginning 9500998XXXXXX User ID Other Assigned Users USER ID provided to you by the Primary Business Contact Initial Password 999999999 As assigned and provided by the Primary Business Contact hsamember com THE hsa SOLUTION About Us Resources FAQs Contact Us Home Account Holders Employers Brokers Login First Time User Forgot User ID Updated News New estimates show that account based health plans including HSAs saved employers 4g 6 billion in 2010 Read more Hs Why US Why HSA HSA Guidelines The ACS BNY Mellon HSA Solut The HSA Solution is the leading HSA product in the nation HSA Solution is the most freque aie i the health plan d employers brok Enter your 14 digit employer account number beginning 9500998 or USER ID Are you int
28. ive to review the individual and total dollar amounts of each submission as the previous submission record is retained A summary total of the transactions input will display You are asked to verify that you wish to proceed You have the option to select OK to proceed or Cancel to return to the screen as completed for any modifications If the input you have made is inaccurate you may elect to Clear at the bottom of the employee account listing For a saved or previously submitted file selecting Clear will only clear new inputs To remove saved or previously submitted dollar amounts you need to re enter a 0 or a new value MARTIN JAMES 666666666 Open 0 00 0 00 MASTERSON GLENDA 222 Open 0 00 0 00 MESSNER SANDY 999999999 Open 0 00 o ita MILLER DERECK Open 0 00 0 o0 NARJES PATSY 555555555 Open Windows Internet Explorer 2 4 You have entered Employee contributions of 180 50 and Employer contributions of 110 00 The total amount that you must fund is 290 50 Do you want to proceed Total Employees 25 Contribution Total 3180 50 3170 00 Grand Total 290 50 EI Upon indicating that you wish to proceed you are reminded that Once submitted the transactions cannot be cancelled MARTIN JAMES Open 0 00 0 00 MASTERSON GLENDA 222 Open 0 00 0 loo MESSNER SANDY 999999999 Open o Too mE Too MILLER DERECK 666 Open 0 00 0 Too NARJES PATSY Open 2 00 0 loo e 0 00 Windows
29. n 10 any third parly including a pemilied subcontractor withoul pior writen co of ACS and the witten agreement of such third pany to be bound by the Terns You agree to implement appropriate measures designed to ensure the secunty and confidenbaliyy of the Customer Information 5 againsl reasonably foreseeable threats or hazards to the secunty or integrity of such information and protect against unauthorize access to or use of such information Such measures will include as avoroonate the establishment and maintenance of policie HOME gt Reports yl Web Reporting de Reports For information about accountholder tax reporting view the presentation Tax Info for Employers Communication Center File Status Report Messages Onew File Status Rej port provides summary information for all files processed by the employer for the selected date range Any individual file Alerts Qnew can be selected to view processing details Helpful Hints Payroll Repost Report View the terms and conditions Payroll Repost Report provides details regarding daily reposting attempts into participants frozen accounts Web Reporting Click Web Reporting User Guide for instructions on Web Reporting Click Web Reporting PowerPoint Training for detailed step by step instructions Microsoft Power Point v 2003 or later is required to download and view the self training document Account Profile Report Account Profil
30. ndows 2000 or Windows XP Internet Browser IE 5 0 or Netscape Navigator 6 1 or higher with a minimum 28 8KB modem connectivity The preferred screen display setting is 1024 by 768 pixels Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 4 Security Provisions Security of accountholders and employers is of paramount concern to ACS and The Bank of New York Mellon To ensure information is provided to and transactions conducted by accountholders and employers authentication of contact information is requested during each encounter Employer authentication is based on the contact listing provided during setup and as amended coupled with the responses to selected security challenge questions Specific web users are authorized by the Primary Business Contact s setup on the Manage Access screens Such users are also authenticated upon contacting our service center Only indicated authorized contacts responding to the recorded responses may discuss employer information v An integral part of security concerns email communications transmissions submission of data and shipment of materials v Initial enrollment as well as updates should be transmitted via FTP by the health plan TPA v Payroll submissions should be either via the secure application Payroll on the Web or through Individual ACH initiated by your bank v Excel to text files or Payroll files should be s
31. nt is in open status you may use the Funding Text File link on the Payroll on the Web tab to submit these transactions and distribute the funds to the HSA account If the account has not been opened or is closed you may distribute the funds to the employee as taxable wages The accountholder may then contribute the funds to the account on an after tax basis using the deposit slip found in the back of the checkbook or available on the member website under downloadable forms Why are the dollar amounts from previous submissions displayed The POW application is designed to automatically save prior contribution information This way an employer does not have to re input the same information Employers should check the contribution amounts and verify these are the amounts to again post to the accounts A file description is required to update and submit saved information How do submit information previously saved Logon to POW enter a file description press update and submit the saved and retained information You will have opportunity to verify the employee and employer subtotals as well as the total contribution prior to resubmitting Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 28 What are the maximum contribution limits for 2011 For 2012 On May 16 2011 the Internal Revenue Service announced the 2012 inflation adjusted deduction limitations for annu
32. o an ACS BNY Mellon HSA EMPLOYER SERVICES Lump Sum Funding Instructions make lump sum deposits for pre tax funding of employees HSA account Deposit Slip make lump sum deposits for pre tax funding of employees HSA account Security Challenge Form add update authorized contacts to receive information from the Employer Support Team TAX REPORTING Contribution Limits the annual contribution limits allowed by the IRS 1099SA Sample issued only when a distribution posts from your HSA account during the reported tax year 5498SA Sample reports contributions to the HSA during and for the reported tax year as well as the Fair Market Value of the account as of the end of reported tax year Form 8889 HSA participants may need to submit Form 8889 as part of their 2009 tax filing Instructions for Form 8889 Publication 969 IRS Health Savings Account publication Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 10 Payroll This tab houses the three online Payroll applications Payroll on the Web Funding Text File and Alternate Payroll Processing Payroll on the Web application Select Payroll application to use from the link on the left side of the screen or within the text Please see next section of this guide for details regarding its display and use Meecarces ADs rap Oksssarp Contact tie Lag O THE hsa SOLUTION Payroll
33. oprietary and confidential for employer use It is subject to update and modification 8 ACCOUNT SUMMARY amp APPLICATION OVERVIEW 6 Upon successful logon to the site note the tabs Sub Account Summary Account History Employer Services Payroll on the Web Reports Displayed from left to right under the logo The Primary Business Contact will also view Manage Access A description of the features of each tab is listed below Account History Employer Services Payroll on the Web Reports Manage Access Group Online Enroliment IPLOYER Select Health Savings Account EMPLOYER FUNDING ACCOUN 2 ITS wl Tuesday December 28 2010 HOME gt Sub Account Summary F Employ Communication Center Sub Account Summary Dene Print Help Messages Qnew The ACSIBNY Mellon HSA Solution sub account summary below represents the current balance in your employer sub account The Alerts 0new sub account is where employers direct aggregate contributions the sum of the contributions for a particular pay period to be distributed to employees Funds are distributed from this account once employers provide funding instructions via Payroll on the Web or a file sent through a previously established FTP connection An employer guide is available for download in the upper right hand Set Deane serie corner of this screen The Current Balance may differ from the Available Balance due to recent account activity To
34. r Services Print Click any of the Employer Services listed on the left for fast online service You may also call the ACS BNY Mellon Employer Support Team at 866 712 4551 for these services Helpful Hints 3 Funding questions IRS Pub 969 Web password reset Payroll reconciliation issues Update authorized contacts IRS oub 502 Forms Employer Services This tab provides a central location for user guides account holder and employer forms and links to IRS and other web sites ACCOUNT HOLDER SERVICES Close Transfer Form allows an account holder to close one BNY Mellon HSA account and transfer the balance to another BNY Mellon HSA account USER GUIDES Payroll on the Web POW Guide user guide for POW Web Reports Guide user guide for Web Reporting Funding Text File user guide for uploading a funding file Deposit Slip make post tax contributions and to return any non qualified disbursements to your HSA Excess Contribution Form request the return of any funds that were deposited in excess of your annual health savings account maximum limit IRA Transfer Form completed form should be provided to the account holder s current IRA trustee custodian to initiate an IRA transfer Only one IRA transfer is allowed during the lifetime of an individual Reopen Account Form must be submitted with a completed Master Signature Card Trustee to Trustee Transfer move money from an existing HSA int
35. sages nen Account transaction activity or balance information may be reviewed on these screens by selecting the type of information to retrieve Alerts Onew followed by selecting the date range Credits post to the Employer Sub account reflecting deposits to fund payroll as well as to repost funds submitted for processing that were initially unable to post to the employee accounts A transaction may be unable to postto an employee s account when first submitted when 1 account is not on the system 2 accountis closed 3 there is a mismatch between submitted payroll id and payroll id on the record keeping system and 4 account has not been opened Account HSA Checking 95009980003418 Helpful Hints f Credits and Debits Information Type d timeframe z Select Daily Balances to see Transactions Daily Balances for a selected O Daily Balances timeframe E E ei eS ea Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification Account History Select to view Transaction or Daily Balance information for the employer account You can also select to view transactions with a specific dollar value FAQs Help Glossary Site Map Contact Us Log Out hsamember com THE hsa SOLUTION Account History Employer Services Payroll on the Web Reports Manage Access Gug oae z S Enrollment DEMO EMPLOYER HOME gt Employer Services Employe
36. si pou need to do Wide beeping Pis Computer session open Go Not log off Of PES Soas aC Cees pour One fine seouRTy Code from your e ma kard Detow OR cat ihe ACSIBNY Metan Curina Serece Center s 1U77 12A 4200 1 477 472 4900 k a aceine com Enter Securty Code Roprod Fark Presuny ed Questions 1 Vite dol need thit code This is a sample site key A unique one is generated by the system for your sub account and should be verified as yours at each logon Do not proceed with a logon if the site key for your sub account is not displayed After reviewing the site key you may input your password If this is the first logon use the password provided to you You will be prompted and required to change your password prior to proceeding further Note the option to Remember this Computer multiple computers may be remembered for an account A remembered computer does not need a security code to logon However the site key will display and should be reviewed hsamember com THE hsa SOLUTION The site key above has been generated for your account Once this site key is generated you will see it during all future logins Enter Password Verify the site key displaying above belongs to your account If itis correct continue logging in DO NOT continue to log in if the above site key is unrecognized Contact the ACS BNY Mellon Customer Service Center at 1 877 HSA 4200 1 877 472 4200 Customer Service Representatives are available Monda
37. tion will display After you have reviewed this information you may return to the application by pressing Return to Previous Page link found at the bottom of the Help with this page information Payroll File Date At the top of the screen indicate the effective payroll processing date for this submission The default is today s date Note contributions will not post to the accounts unless 1 the effective date has been reached and 2 sufficient funds are available in the employer account Indicate the effective date for the file to process The default is today s date The format is MM DD YYYY If the date entered is not a business processing date the file will process on business processing date following that date For example September 24 2011 is a Saturday Input with that effective date will process on Monday September 26 2011 Input a file description in the field below Date This may be your employer name the file date etc Each submission should have a unique submission for identification purposes Both the effective date and description are required inputs If you do not complete information in these fields the update feature will not process A popup will remind you to complete these sections Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 14 Contribution Information Employee and Employer You may enter contribution
38. u have made to that point will be lost You will need to re input this information You need to logout and re login if you wish to submit multiple payroll files in a single day Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification 21 Funding Your Payroll Contribution The information submitted via Payroll On the Web will process only when 1 the effective date has been reached and 2 sufficient funds are available in the employer account File input will not post to accounts until funding equal to or greater than its total posts to the employer account A lump sum transfer of funds sufficient to cover the Employee Contributions and the Employer Contributions should be remitted to Bank of New York Mellon via ACH or check ACH Origination Employers should direct ACH funding to Receiving Bank Bank of New York Mellon Receiving Bank Address PO Box 535416 Pittsburgh PA 15253 Bank Transit Routing Number 011001234 Receiving Bank Account Bank of New York Mellon HSA Custodial Account Receiving Bank Account Number 9500998 XXXXXXX Addendum Information Provide Employer Name ACH credits must be received one day before payroll effective date and should be directed to a checking not savings account Check Employers should mail a check payable to Bank of New York Mellon a c 9500998XXXXXXX Checks may be mailed to ACS BNY Mellon HSA Solution HSA Operations
39. ubmitted over secure FTP connections In the rare instance when email communication containing personal information regarding the employer or accountholder including name address zip code email address telephone number dates including date of birth or effective date account number and Tax ID or Social Security Number is required the email should be sent over a secure link i e Tumbleweed Secure Message or with a PGP encrypted email Employers may obtain a PGP encrypted email valid for six weeks from the employer support team In accordance with security guidelines established by the FFIEC Federal Financial Institutions Examination Council HSA web users may be asked to respond to security questions or provide security information during authentication Notification of such requirements will be displayed on the website to inform users of logon updates In addition the web may not display the accountholder s name or account number in full in compliance with these security guidelines For security reasons a user id is locked after three unsuccessful attempts to logon to the site three months after the account s effective date and or after six months of inactivity A locked account needs to be unlocked by a service representative Employer support representatives are available during our hours of operations Monday Friday 8am 8pm Eastern Time accountholder service representatives are available during our hours of operations Monday
40. ve been received by enrollment file submitter v After verifying both of these events contact the employer support team For research purposes we will need the social security number and name of the person Why is an account frozen Accounts designated as frozen have processed successfully onto the recordkeeping system However the accountholder has not completed signature processing either electronic or master signature card What actions should be taken regarding the frozen accounts Employees can open their frozen accounts by completing the signature process Electronic signature e sig can be completed by logging onto the member website The url is www hsamember com The user id for an accountholder is their account number Their initial logon password is their social security number What is the employer code and how do use it Each employer is assigned a three character employer code This is used to uniquely identify your accountholders It is submitted for each accountholder In addition funds from your employer sub account can only post to accounts that are listed in your employer code When an account employee terminates the employer code is changed to XXX The employee will no longer display on your Payroll on the Web Funds from your employer sub account cannot post to an account with an employer code different from yours What do do with funds withheld for a former employee no longer displaying on POW If the accou
41. view account activity Create your userid for specific time periods select the Account History tab Account HSA Checking 95009980003418 Update Account Profile Employer Code L37 Health Plan ABC Accountholder Current Balance Available Balance As of Date Action Helpful Hints DEMO EMPLOYER 0 00 0 00 02 01 2010 view Account History Sub Account Summary Sub Account Summary Displays account number employer name current and available balance and provides access to account history If you select the account name link the information stored in Checking Account Profile i e current profile and address for your firm will display Please contact the Employer Support Team to update this information If you select the View History button or the Account History Tab you can elect to view Transaction or Daily Balance information for the employer account You can also select to view transactions with a specific dollar value The Message and Alerts links indicate if you have information to review You can also setup a link to provide email notification of account activities Alerts can keep you informed when funds post to the account as well as when files are processed against the account FAQs Help Glossary Site Map Contact Us Log Out hsamember com THE hsa SOLUTION g Group Online A DE voices Enrollment Tuesday December 28 2010 HOME gt Account History Communication Center Account History Hep Mes
42. y Friday 8am 11pm eastern time Employer support is available Monday Friday 8am 8pm eastern time Enter your Password If this is your personal computer or one that you regularly use and is secure for your information select Trust this PC so you do not require a Security Code for each logon Trust this PC YesO NoO Forgot Your Password Change Your Password aa ene esa arr ll Ire insted Information contained in this guide is proprietary and confidential for employer use It is subject to update and modification PROVIDING AN EMAIL ADDRESS Upon logging into the site users are prompted to provide a valid email address Once an email address is on file email capture screens will not display Fields are provided for a second email and or a phone number Email addresses can be updated going forward see second screen shot FAQs Help Glossary Site Map Contact Us Log Out hsamember com THE hsa SOLUTION Sub Account Account History Employer Services Payroll on the Web Reports Manage Access Group Online Summary Enrollment elec ER DEMO EMPLOY HOME gt Update Account Profile Communication Center Update Account Profile Messages Onew To ensure your Account Profile is current and you receive HSA account information on a Alerts Onew timely basis please review your profile below and update it if necessary Your existing Primary E mail Address is None Provided Your existing Secondar
43. y E mail Address is None Provided Your existing Phone Number None Provided Enter new Primary E mail Address Enter new Secondary E mail Address Enter new Phone Number no spaces j Untrust to help prevent unauthorized access to your account by O Untrustjustthis PC Untrust all PCs requiring a Security Code for a log in from an untrusted computer sim Should you decline to provide the email address at this time you will be requested to provide it at subsequent log on FAQs Help Glossary Site Map Contact Us Log Out hsamember com THE hsa SOLUTION scene immersive rs anaes ere elcome DEMS EMPLOYER Tuesday December 28 2010 HOME gt Update Account Profile Communication Center Update Account Profile Print Dessanes new ensure your Account Profile is current and you receive HSA account information on a Alerts Onew timely basis please review your profile below and update it if necessary Microsoft Internet Explorer xj C We ask you to re consider submission of an e mail address Our secure authentication process includes sending you e an e mail Do you want to wait EE Enter new Secondary E mail Address Enter new Phone Number no spaces Untrust to help prevent unauthorized access to your account by O Untrustjustthis PC Untrust all PCs requiring a Security Code for a log in from an untrusted computer Information contained in this guide is proprietary and conf
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