📄 Who this article is for | Employers with HSA accounts |
🔐 Permissions needed | Manage Employees |
Health Savings Account (HSA) enrollments with Health Equity are handled differently depending on what type of account you have. If you need to enroll your employees in a Health Savings Account with HealthEquity and you don’t have an integration with your health plan partner, there are two ways to accomplish the enrollments. An employer can either enroll individual employees manually or enroll all employees at once via file upload.
If you have an integration with your company’s health plan partner, they will enroll members automatically through a secure file transfer. If you’re outsourcing to a payroll vendor, HealthEquity Client Services will need to help you set up the process for the
vendor.
📝 Note: If an employee is enrolled in an HSA with another employer, they must ask that employer to be unenrolled. Contact Client Services if assistance is needed.
Enroll an Employee in a Health Savings Account
Individual enrollments are completed through the Employer Portal. This option is best if you only have a small number of employees to enroll. You’ll need the following information for each employee you’re planning to enroll:
First and last name
Gender
Social Security Number
Employee ID
Date of birth
Email address
Physical address (cannot be a PO box)
Mailing address
Phone number
Coverage start date
Coverage level: self or family
Employee and employer coverage amounts
Individual HSA Enrollment Steps:
Login to the Employer Portal and click Employee Info > Enroll Employee
Populate the required fields
Click ‘Category/Department’ to designate an employee category based on department, location, or other criteria. This is helpful for filtering on various reports.
Under ‘Accounts’ click the ‘+ HSA’ button
Select an HSA plan
Choose their Coverage Level (family or self), Coverage Effective Beginning date, and enter the Employee and Employer Contribution amounts.
Click ‘Add Account’
Click ‘Enroll Employee’
Click ‘Continue’ in the Verify Submission popup
Your employee has now been enrolled pending the verification process.
⚠️ If a member already exists with HealthEquity, you will receive a warning banner stating that there is a possible duplicate. HealthEquity will review the accounts and reach out to you with any questions or concerns or you can contact the Client Services Team for immediate assistance.
📝 Note: Employers cannot update employee information, such as an address, on their behalf. Employees will need to login to the Member Portal to make any changes to their profile information.
Enroll Employees in an HSA using a Manual File
If you have several employees to enroll in a HealthEquity HSA plan, we suggest using a manual file upload method for faster enrollment. A manual file is also known as a “non-integrated file.”
This file is created by the client via a template that is completed and uploaded in the secure Employer Portal.
Click Employee Info > HSA Employee Upload.
Click the ‘Download HSA Employee Template' button to download the excel (.xlsx) file.
The HSA Employee Template comes prepopulated with three demo accounts as an example of how you format the information needed in each field.
Click the ‘View Template Instructions’ button to review the template field instructions. (There’s also another sheet in the template detailing the field instructions).
You will need to use the exact formatting for the template to upload correctly.
The template instructions will alert you to what fields are required to upload the template.
Click the ‘View Plan IDs’ button to obtain the HSA plan information needed to complete the template.
Complete the spreadsheet with new employee information.
When the template is complete, save the excel file in a safe place.
Click ‘Select files’ and locate and upload your saved excel file.
If there are no errors, the system will alert you that your file has been accepted and your employees have now been enrolled pending the verification process.
⚠️ If there are any formatting or matching errors in your file, you will receive an error message pointing to the error and rows that need to be corrected in your excel file.
📝 Note: this HSA enrollment file can only be used for initial enrollment. It cannot be used to update employee enrollment information.
Enroll Employees in an HSA Using an Integrated File
An integrated file is also known as an “EDI file,” and enrollment information is sent to HealthEquity via a third-party such as a health plan provider or payroll vendor.
An Electronic Data Integration (EDI) file feed automates the file process.
Additional fees may apply to initiate.
The EDI integration file is not uploaded in the Employer Portal but is transmitted via File Transfer Protocol (FTP), a secure way to transmit data.
Employee Enrollment Verification
Once enrolled, your employees’ identities are will go through an identity verification process as required by the U.S. PATRIOT ACT.
Once Verification is Complete:
Employer match or seed money can be deposited
Employees can begin to make contributions
A HealthEquity welcome kit is mailed to the employee
HSA cards* are mailed out to the employee
Employees can use their HSA funds
If Identity Verification Fails:
Both you and your employee will receive notification if the identity verification process could not be completed for that individual.
Your employee will need to submit approved documentation to complete the verification. Direct employees to review the HSA New Account Verification Member Help Center article for instructions on what documentation is approved and how to submit.
For more information and instructions, see the Identity Verification for New Accounts (Incomplete Verifications) support article.
📝 Note: As the employer, your matching or seed funds to employees may be held if the employee has not yet been verified. Funds will be available once the verification is complete.
*This card is issued by The Bancorp Bank; Member FDIC, pursuant to a license from Visa U.S.A. Inc. Your card can be used everywhere Visa debit cards are accepted for qualified expenses. This card cannot be used at ATMs and you cannot get cash back, and cannot be used at gas stations, restaurants, or other establishments not health related. See Cardholder Agreement for complete usage restrictions.