ProBenefits Benefits Administration System Update

March 19, 2019

ProBenefits is making an enhancement to their benefits administration system. This will affect the following types of plans: HRA, FSA, HSA, Transportation (QTE - Qualified Transportation). The transition for COBRA administration clients will occur later this summer.

Here is what you need to know:

(If your benefits renewed 4/1/19, you should have already received a communication from ProBenefits regarding this change.)

For all remaining clients, regardless of the renewal date, the transition will occur 5/1/19. Employers should be on the lookout for communications from ProBenefits:

  • Email announcing the new and improved platform
  • If you offer a debit card, you will receive a new authorization form for ACH debits/credits through Docusign, with a due date of April 10th
  • Once migrated to the new platform, you will receive instructions on how to log into the new employer portal

Here are the enhancements that you can expect:

  • Employers can opt-in to more frequent check reimbursements for their members
  • No more pre-funding requirement for debit cards*
  • Simplified enrollment census during renewal
  • New employer portal
  • More robust reporting

*Pre-funding will no longer be required. However, your account will be drafted as often as daily, to account for any claims reimbursed.

Employees with an email address on file will get an email with details on the transition. If no email is on file the member will receive a letter in the mail. The communication will summarize the following items:

  • A new Participant Portal will require members to create a new user name and password under the new user option
  • Members will need to download the new and improved ProBenefits mobile app. They will delete the old app
  • There will be a black out period at the end of April for a few days where their debit cards will not be available for use
  • New debit cards will be issued, and they will be received by 5/1/19.

Participants will automatically receive two new debit cards in the participant’s name. (If there is a secondary user, such as a spouse or partner, that user will simply sign the back of their card)

Here are the enhancements that your employees can expect:

  • Dependent care FSA funds will be available on the debit card. Employees will have access to funds up to their current Dependent Care balance
  • New participant portal and easy to use new mobile app
  • The same app and debit card will work for the FSA, HSA, HRA and Transportation Plans (as applicable)
  • HSA participants will be able to view investments and make contributions and distributions from the app
  • Mobile app will allow you to take a picture of your receipt and upload for claims substantiation
  • Mobile app will also have an eligible expense scanner to see what items are eligible to purchase with your debit card

Please reach out to your client manager if you have any questions.

 

EMPLOYEE COMMUNICATION

Below is a simplified message you can use to communicate this change with your employees

If ProBenefits currently administers any of the following accounts for you, we’d like to make you aware of some changes in their benefits administration system.

The changes affect any of the following: HSA, HRA, FSA (Medical & Dependent Care), Transportation Reimbursement (QTE)

What you need to know:

If you have an email address on file you will receive an email with details on the transition. If no email is on file you will receive a letter in the mail. The communication will summarize the following items:

  • A new Participant Portal will require members to create a new user name and password under the new user option
  • Members will need to download the new and improved mobile app. They will delete the old app.
  • There will be a black out period at the end of April for a few days where their debit cards will not be available for use
  • New Debit Cards will be issued, and they will be received by 5/1/19.

Participants will automatically receive two new debit cards in the participant’s name. (If there is a secondary user, such as a spouse or partner, that user will simply sign the back of their card)

Enhancements you can expect:

  • Dependent care FSA funds will be available on the debit card. Employees will have access to funds up to their current Dependent Care balance
  • New participant portal and easy to use new mobile app
  • The same app and debit card will work for the FSA, HSA, HRA and Transportation Plans (as applicable)
  • HSA participants will be able to view investments and make contributions and distributions from the app
  • Mobile app will allow you to take a picture of your receipt for upload
  • Mobile app will also have an eligible expense scanner to see what items are eligible to purchase with your debit card