Enrollments for a Flexible Spending Account (FSA) or a Health Reimbursement Arrangement (HRA) are completed through the employer portal by enrolling each employee individually or via manual file upload. Enrollments can also be completed with an integrated file through your health plan partner or payroll vendor.
Information Needed to Enroll an Employee
Be sure to have the following information to complete enrollment.
First and last name
Gender
Social Security number (SSN)
Date of birth
Address
Phone number
Coverage start and end date
Election amount
Enroll Employees Individually
Fill out the form with the employee information.
Boxes marked with a red asterisk are required.
Once complete, click on the +FSA button and add in the plan start date as well as election amounts.
Next click the purple Add Account button.
Save and enroll by clicking on the Enroll Employee button.
Enroll Employees with a Manual File Upload
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 the ‘Download Employee Template' button to download the excel (.xlsx) file.
The Employee Template comes prepopulated with demo accounts as an example of how you format the information needed in each field - be sure to delete them before uploading.
Click the ‘View Template Instructions’ button to review the template field instructions.
There’s also a 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 your saved excel file and upload.
Note: You can also do a separate election amount upload and dependent upload after you have done the enrollments. To find this template, navigate to Employee Info-FSA/HRA Eligibility Upload-Election Upload.
Enroll Employees with an Integrated File
Another option is going through a third party such as a health plan partner or payroll vendor using an integrated file also known as an “EDI file.”
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.
For more information about setting up an EDI integration file via a third-party data vendor or your internal technical team, please contact the Client Services Team.
Live Chat: 7am-6pm CST Monday through Friday
Phone: 855.428.0447
Enrolling Employees in Both a Health Savings Account and a Dependent Care FSA
If the employee is enrolling in both and you are using the employee file upload method, complete separate enrollment forms to upload for each of those accounts. See our article on how to enroll an employee in a Health Savings Account (HSA).
If you use the Enroll employee option, you can add both accounts while enrolling the employee.
Things to Know
Our system checks for duplicates, but you will still want to closely review your employee details to ensure you are not setting up duplicate accounts for an employee.
Once enrolled in the FSA (Flexible Spending Account) or HRA (Health Reimbursement Arrangement), your employees’ funds are available to use beginning the first date of the plan year when accounts are funded.
If enrolling in an HSA or DCFSA (Dependent Care Flexible Spending Account) the funds are available as they are debited from the employee’s paycheck and sent to HealthEquity.
Your employee will receive a welcome letter and/or cards* in the mail within 7 – 10 business days.
If they have previous year accounts, they may not receive a new card. Cards are good through expiration dates, usually up to three years.
*This card is issued by The Bancorp Bank, N.A., 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.