Note: You must be listed as an authorized contact and have Super access to the employer portal to update participant contributions.
How to Add Employee Contributions
There are two ways to enter employee contributions:
Method 1: Manual Entry
Open the PARTICIPANT tab.
Search for the employee and click on their name to open their profile.
Navigate to the HEALTH CARE & DEPENDENT CARE tab.
Click on the ADD FUNDING link in the upper right corner.
Select the appropriate plan from the drop-down menu.
Enter the lump sum amount in the ’Pretax payroll deduction’ box (no dollar signs or commas; decimal points are allowed).
Set the ’Funding Date’ to today's date or any previous date within the Plan year.
Click SAVE.
The transaction will appear in the FILES tab as its own file, allowing you to track its status. Once posted, the adjustment will reflect in the participant's account within 2-3 business days.
Method 2: Uploading the Funding Template
Complete the funding template.
Upload the completed template in the employer portal under Files > Program Sponsor File tab.
Choose the file and click Upload.
Once the file is uploaded, review it under the Submitted Files section at the bottom of the page.
Important: Do not refresh the page during upload to avoid submitting the file twice. The file will post within 2-3 business days.
How to Reverse Employee Contributions
Note: Reversals apply only to Flexible Spending Account (FSA) and Health Reimbursement Arrangement (HRA) plans. Health Savings Account (HSA) reversals must be handled by the custodial bank.
Steps to Reverse Funding
Log in to the Employer Site.
Open the PARTICIPANT tab.
Search for the employee and click on their name to open their profile.
Navigate to the HEALTH CARE & DEPENDENT CARE tab.
Click on the ADD FUNDING link in the upper right corner.
Select the appropriate plan from the drop-down menu.
Enter the lump sum adjustment amount in the box, using a negative sign (e.g., -150.00; no dollar signs or commas, but decimal points are allowed).
Set the ’Funding Date’ to today's date or any previous date within the Plan year.
Click SAVE.
The transaction will appear in the FILES tab, allowing you to track its status. Once posted, the adjustment will reflect in the participant's account within 2-3 business days.
How to Check if the Funding File Posted Successfully
You can track the transaction under the FILES > Program Sponsor File tab. The file will appear as its own entry, where you can see its received status and whether it has been posted or rejected.
Optional: To receive email notifications for payroll deduction file processing results:
Go to the Company section on the dashboard.
Select Contacts.
In the active contact box next to your name, click View/Edit.
Check the box next to Payroll Deduction File Processing Results.
Click Save at the bottom of the page.
How to View Your Funding Method in the Employer Portal
Your funding method is listed on your funding invoice. To download your invoice:
On the dashboard, select Invoices under Company.
Enter search criteria to view or download your invoice.
Note: Funding details are located next to ’Remit’ at the top of the invoice.
Daily Funding: Invoice due date is one day after the invoice date.
Weekly Funding: Invoice due date is one week after the invoice date.
If you need a copy of your funding agreement, please contact client services.
How to Change Your Funding Method
To change your funding method, complete the Funding Profile Change Request Form.
Payment Methods Offered by HealthEquity
HealthEquity offers the following payment methods:
ACH DEBIT: HealthEquity will automatically debit the invoice amount from your bank account.
ACH WIRE/CREDIT: You wire funds to HealthEquity’s bank account. Not available to all clients - prior approval is required.
CHECK: Mail a check payment to HealthEquity.
Note: HealthEquity payment information can be found at the top left of your invoice next to ’Remit.’