Health Benefit Solutions:
User guide for employers
2
Welcome
You’ve made the important decision to offer your employees a
health and benefit account. By choosing Bank of America, you
are giving your employees a way to potentially maximize their
tax-advantaged savings to pay for their eligible expenses.
This guide will describe how Bank of America administers
your accounts, and also help you answer the most common
questions you may get from your employees regarding those
accounts. Our goal is to make sure you have an exceptional
experience, so we provide you with engaging tools and
resources to help make program administration as simple and
seamless as possible. While this guide focuses on the employer
experience, we also provide guides for your employees with
details on how to use their program.
This guide reflects the standard reimbursement account policies and procedures of Bank of America. We reserve the
right to change these from time to time to ensure effective and efficient administration of the reimbursement accounts.
The policies and procedures described in this guide determine the manner in which we administer the reimbursement
accounts unless we have expressly agreed to something different in your service agreement.
For plan sponsor use only. Not for distribution to the general public.
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For plan sponsor use only. Not for distribution to the general public.
Table of Contents
Ready to get started? ....................................................................................................... 4
Enrollment
Enroll your employees ...................................................................................................... 6
Enrollment process .................................................................................................... 7
File submission ...................................................................................................................10
Annual Enrollment (AE) best practices ................................................................12
Frequently asked questions during Annual Enrollment .............................. 14
Funding
Set up contributions for your employees’ accounts ................................... 18
Steps to submit your contribution file .......................................................19
Wire instructions .............................................................................................................. 22
Troubleshooting file errors ......................................................................................... 23
Your employees’ contribution limits and information ................................ 25
Managing your accounts
You’re up and running, now what? ......................................................................... 30
The Employer Portal made simple .........................................................................32
We help you get the message out ..........................................................................39
Tools for your employees .................................................................................... 40
Resources for you ..................................................................................................... 41
Claims processing .............................................................................................................43
Fees and billing ................................................................................................................... 47
Technical support ............................................................................................................. 48
Appendix
FAQs
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For plan sponsor use only. Not for distribution to the general public.
Ready to get started?
Support when you need it:
Your Bank of America Representative will partner with you to provide support for:
• Day-to-day inquiries
• Enrollment file follow-up and monitoring
• Annual Enrollment monitoring
• And more!
Just call or email your Bank of America Representative for assistance. Contact information can be found
on the employer portal:
healthbenefits.bankofamerica.com
Support when they need it:
Employees can call the dedicated phone number on the back of their debit card for account assistance.
Call center support — Available 24/7
• Our Customer Care Associates are available to help your employees when they need it. We have more
than 200 on-site associates in multiple locations to support customer care calls.
• Our Interactive Voice Response (IVR) system provides a comprehensive interactive experience for those
who prefer self-service options. The IVR allows quick access to account balances, debit card activation,
and transaction details.
Online chat
Real-time chat with a Customer Care Associate.
myhealth.bankofamerica.com
8:00 a.m. – 7:00 p.m. Eastern
Monday – Friday
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Enrollment
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Enroll your employees
Let’s start by getting your employees enrolled. We will work with you through the
steps that you and your employees will need to follow to open an account.
Health Savings Account (HSA) with another custodian?
If an employee has an HSA with another custodian, they can complete an HSA Transfer Request Form to
consolidate their accounts. Forms can be found on the member website under “Tools & Support”.
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Enrollment process —
the experience
1. Employee elects
benefits during
open enrollment
2. Employee
information
is loaded into
the system
3. Employee account
opened using
enrollment
elections
4. Enrollment
communications
sent to employee
with step-by-step
instructions to
get started
5. Employee
identity
verification
process run
(HSA only)
6. Employee needs
to activate their
debit card as soon
as it arrives so
they can begin
using it
7. Employee can
log in to their
new account
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What your employees can expect
To help you understand the process that your employees will experience, here is a quick overview of what
they can expect.
Welcome kit
Once enrollment has successfully processed, employees with an email address on file will receive a welcome
email with a link to step-by-step instructions on how to set up their account and tips to maximize the
benefits of their account. If there is no email on file, a welcome kit will be mailed within 5–7 business days.
User guide
Your employees will have access to content on our
Learn Center, that includes what they need to know
about setting up and managing their account(s).
Debit cards
1
Employees will receive a debit card in the mail within the
same time frame as the welcome kits. Learn more about
how the debit card works.
Additional support
Employees can find additional Tools & Support
on the member website including videos, calculators,
forms, FAQs and more.
1
This HSA debit card program is issued by Bank of America, N.A. Visa is a registered trademark of Visa International Service Association,
and is used by the issuer pursuant to license from Visa U.S.A. Inc.
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Identity Verification (IDV) — HSA only
In compliance with the USA PATRIOT ACT, we are required to obtain, verify and record information that
identifies each person or entity that wishes to open an account. Each employee’s information is processed
through an automated IDV.
What happens if my employee doesn’t pass IDV?
Most employees will pass identity verification, but if more information is needed, we’ll reach out to request
the additional forms of identification required from them. Following is a schedule of communications sent
requesting additional information:
Day 1 Day 5 Day 45 Day 90
Email notification sent
to the employee with
instructions to return
necessary documentation
to complete the account
opening process.
Customer Care will place 1
follow-up call if we have a
phone number on file.
If the information is still
outstanding, a follow-up
letter is sent in the mail to
the employee.
Letter includes instructions
to return necessary
documentation to complete
the account opening process.
If the information is still
outstanding, an email
notification will be sent.
This will serve as a final
reminder.
If the information is still
outstanding, the employee
will receive an Account
Closure Notification in
the mail.
Note: The HSA Accounts On Hold report will include all open IDV holds. This report will be automatically generated online every Tuesday and is
available on the “Reports” tab of the Employer Portal.
Employees can make contributions to their HSA and view their HSA on the member website, but
withdrawals and other access will be on hold until they provide the completed Identity Verification Form.
Note: If an employee does not provide the required information within 90 days after the first contribution date, they will receive an account closure
notification via mail and their account will be closed. If this happens, you will receive an email report showing pending refunds that will be returned to
the company. You will need to remove the employee from all enrollment, demographic and contribution files.
What happens if my employee submits information after the 90 days?
The employee’s account will be reopened, but they will have to work with you to start contributions again.
Employers should send a new election for the HSA to avoid file errors for reopened accounts.
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File submission
You’ll send Annual Enrollment (AE), demographic and contribution
files to Bank of America through a secure FTP (sFTP) website. Some
of our clients choose to combine their files and submit together,
but you may also submit each file individually. The layout for your
enrollment, demographic and contribution files will be reviewed and
tested by our Implementation Team during the onboarding process.
The sFTP website is different from the Employer Portal and shows
logs of all activity. You will receive notifications when a new user is
set up, changes their password, or if a password is going to expire.
The Bank of America CDEX Integration Document provides more
details on all file layout requirements. Employers are responsible for
limiting access to the sFTP site for authorized representatives.
Note: You can also submit a Manual file through the Employer Portal.
See page 50 for information on the process.
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AE and demographic file submission
Follow these steps to upload AE and demographic files to
Bank of America through the sFTP site:
1. Load AE and demographic files to the sFTP site.
2. An import notification will be sent to confirm status of the
file. You will either receive an email notification of Import
Complete, Import Failure, or Import on Hold. Your Bank of
America Representative will contact you if the file import is
not successful. See page 16 for a sample import notification.
3. Review the exception/error report on the Employer Portal for any
records that failed, indicating that an employee didn’t get enrolled
or updated in a plan. See page 24 for Common File Errors.
4. The Enrollment Report will detail which plans employees are
enrolled in.
Note: If you were a Bank of America client prior to 1/1/2017 and your company does not
currently use the CDEX integration file layout, there is a transformation process that will take
place at Bank of America to automatically convert your file to this format. If you have questions
on your current layout or are interested in upgrading to the CDEX layout, contact your Bank of
America Representative.
TIP
If you have to add employees
from a new division, be
sure to contact your Bank
of America Representative
in advance with the new
division details. The system
will need to be set up and
ready before the file can be
submitted.
Changing benefits or
payroll vendors?
If you are changing vendors and
file delivery will be impacted,
contact your Bank of America
Representative for support.
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Annual Enrollment (AE) best practices
File due date
The AE file is due at the end of the first full week of December. Files received after this time may
experience delays in setup and fulfillment.
How to submit the AE file
The best way to submit the AE file is to send a separate file containing only the elections for the upcoming
plan year.
File format
The AE data should be sent using the same file format as the weekly ongoing files.
File naming convention
To distinguish your AE files, please add “AE” to your standard naming convention.
Example: AE_data_companyname_eligibility.txt
Please continue your ongoing file schedule for the remainder of the year to ensure that any current-year coverage changes are processed accurately.
Welcome letter impacts
New employees or those with a plan change will receive a welcome kit when the AE file is loaded into
the system.
Debit card impacts
Debit cards will be sent to all new employees once the AE file is uploaded into the system.
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Best practice examples
Product Consumer Data Exchange (CDEx files) EZ Eligibility Files
Health Savings
Account (HSA)
If the employee continues HSA coverage in the new plan year, continue to send an “HSA
Benefit Effective Date” only.
Do not send an “HSA Benefit Termination Date” for the current plan year.
Send enrollment information for all employees enrolled for the new plan year.
Those that are newly enrolled in the HSA or have a change in coverage are the only required
employees to be sent on the AE file.
The original enrollment effective date should be sent on the AE file unless there is a change
in the HSA-qualified health plan coverage level. If there is a change to the coverage level,
please send the new enrollment effective date of the change in coverage.
Flexible Spending
Account (FSA)
Limited Purpose
Flexible Spending Account
(LPFSA)
Dependent Care
Flexible Spending Account
(DCFSA)
There is no need to send “Coverage End Dates”
on the file as we automatically assign a
“12/31-of-current-year-end” date.
“Plan Period Ends” field should be
12/31 of the new plan year.
Health Reimbursement
Arrangement (HRA)
There is no need to send “Coverage End Dates” on
the file as we automatically assign a “12/31-of-
current-year-end” date.
If an “Employer Contribution Amount” is included on
the file, it will be applied overnight on 12/31.
“Plan Period Ends” field should be
12/31 of the new plan year.
If an “HRA Plan Period Contribution”
amount is sent on the file, it will be
applied overnight on 12/31.
Lifestyle Spending
Account (LSA)
There is no need to send “Coverage End Dates” on
the file as we automatically assign a “12/31-of-
current-year-end” date.
If an “Employer Contribution Amount” is included on
the file, it will be applied overnight on 12/31.
N/A
Commuter Benefits There is no need to send “Coverage End Dates”
on the file as we automatically assign a
“12/31-of-current-year-end” date.
N/A - EZ Eligibility Files cannot
be used.
Note: These examples assume calendar year funding. Contact your Bank of America Representative for more specific details if you have an
off-calendar plan year.
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Frequently asked questions during
Annual Enrollment
Plan changes have different impacts based upon the various product combinations that are outlined below:
When is an HSA first established?
The HSA relationship is established when the account is approved by Bank of America and the Custodial
Agreement is mailed. But it is the effective date of the HSA, for purposes of the IRS Rules, that determines
when medical expenses are eligible for tax-free distributions from an HSA. An HSA is not considered
effective for IRS purposes until a contribution has been made, or satisfied any other applicable requirements
set forth in applicable state trust law. The Custodial Agreement outlines requirements for employees.
Does an HSA group have to send an AE file?
It is not required if there are no plan changes. However, if your group has new enrollees, it’s a good idea to
send a new AE file so the new employees have access to their debit cards as soon as the account is funded.
If you don’t want to send an AE file, you can add the new enrollees via the Employer Portal.
If an employee has an HSA and adds an LPFSA, DCFSA, Commuter or LSA for
the new plan year, will they receive a new debit card?
Yes. A new debit card will be mailed to the employee on the plan effective date of their new enrollment —
typically mailed the first week of January. Funds will be available to the employee in their account on the
first day of the enrollment, however, they will need to wait until the new debit card(s) arrive if they want to
pay using their debit card. Anytime a new debit card is issued, a notification will be sent to the employee
detailing the new debit card mailing and timing for using the new card.
If an employee has an LPFSA, Commuter, LSA or HRA and adds an HSA, will they
receive a new debit card?
No. The employee will continue to use their current debit card. The HSA will be added to that card on the
plan effective date with the HSA funds becoming available per the standard timing of the first payroll cycle.
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What happens if an employee currently has an FSA,
but has enrolled in the HSA only for the new plan year?
Depending upon carryover provisions of your plan, the answer to this
question varies:
1. If there is not a carryover when the new enrollment is effective,
employees will lose access to their current card on 12/31. A new
debit card will generate with the effective date of the enrollment.
2. If there is a carryover, the remaining FSA funds will roll into an
LPFSA (if offered) and there will be no disruption to the debit card
for the new plan year. If no funds are available to roll, the employee
will lose access to their current card on 12/31 and a new debit
card will generate on the effective date of the enrollment.
What happens if an employee is currently enrolled
in an FSA plan that has a grace period and they
move to an HSA only health benefit?
This varies depending upon the balance in their FSA at the end of
the year.
1. If the FSA has a zero balance at the end of the year, the effective
date of the HSA plan will be 1/1. Employees will continue to use
their existing card for their HSA through the grace period of 3/31
and a new debit card will be mailed on 4/1.
2. If the FSA has a balance at the end of the year, the employee will
continue to use their current debit card through the grace period.
At the end of the FSA grace period, the employee’s HSA enrollment
will become effective and a new card will be mailed on 4/1.
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Import notifications
There are multiple notifications that could be sent from the system
when a file import is received:
File import complete
Confirms successful receipt of a file that has been processed on the
system. Shows the breakdown of total records and any failed records,
and includes a link to the Import Report on the Employer Portal.
File import failure
Generates if a file doesn’t meet the requirements for processing and
lists the failure reason. The original file will display on the Import
Queue as a canceled file. See page 24 for Common File Errors.
File import on hold
Generates if a “warning threshold” has been met on the file. You
will need to review the warnings and either cancel, override, or send
accurate records to import.
Import complete email
You can designate access for others
to review the import file reports.
Let us know if you want us to send
import notifications to your payroll
or benefits provider.
Access “Import Report”
TIP
Be sure you access the
Import Report link within
the notification to review
potential file errors. For
more information on
troubleshooting file errors,
please see page 23.
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For plan sponsor use only. Not for distribution to the general public.
Funding
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For plan sponsor use only. Not for distribution to the general public.
Set up contributions for your
employees’ accounts
Once your employees are successfully enrolled in the program, you
can begin submitting payroll deductions and employer contributions.
To do this, you can submit a contribution file through the sFTP
website or use the Employer Portal to upload a contribution file.
Provide payroll calendar annually
Your Bank of America Representative will help you set up a Payroll
Calendar that includes the file funding and wire/ACH receipt dates.
We monitor the schedule to ensure that all files and funding
payments are received accurately and on time.
Note: Be sure to let your Bank of America Representative know about changes in your payroll
schedule, so we can update our records for monitoring.
Annual Enrollment updates
During Annual Enrollment each
year, your Bank of America
Representative will work with you
to complete the Benefit Renewal
Guide. This form documents
new product changes and the
upcoming payroll calendar.
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For plan sponsor use only. Not for distribution to the general public.
Steps to submit your contribution file
Day 1 Day 2 Day 3
Employer sends both funding files
and wires/ACH to Bank of America
based on scheduled payroll calendar
date. Files are generally processed
immediately or no later than 24 hours
after receipt on business days. (See
wire and ACH instructions on page 22.)
Email notification is generated when
the file is received.
If a file is overdue or unexpected, an
email notification will be generated.
Employers using ACH must initiate the
ACH on Day 1 with an effective date
for the following business day so the
file and ACH can be matched on Day 2.
Most employers send the wire
amount on Day 2 after the file has
been processed (Day 1) and the final
funding amount is determined. Wires
can be received on Day 1 with the
funding file, but the file and wire need
to be matched by 2 p.m. Eastern to
ensure posting of funds the following
business day. ACH must be initiated
by the employer (Day 1) with an
effective date of the match date
(Day2) so the funds can be available
the following business day (Day 3).
The wire/ACH will be compared with
the file to confirm the amounts
match. Your Bank of America
Representative will be in touch if:
• The wire/ACH is overdue.
• The wire/ACH is less than the file
amount, you will be asked for an
updated wire/ACH.
• There is a wire/ACH overage, you
will be notified and a refund will be
generated by wire/ACH.
Matching wires/ACH must be received
by 2 p.m. Eastern one business day
prior to the contribution date.
Funds will be posted the next
business day and generally available
by 12 p.m. Eastern (but no later than
2 p.m. Eastern).
The availability of funds may be
impacted based on certain Federal
Reserve Bank holidays.
Bank of America may suspend or
terminate services in accordance
with the Services Agreement if the
wires/ACH transfers are not timely or
completely received.
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For plan sponsor use only. Not for distribution to the general public.
File and funding notifications
Examples of notifications you may receive:
Import Notification
Lets you know we received your file and if it processed correctly. You will either receive a notification of
“Import Complete”, “Import Failed” or “Import on Hold.” If your file submission contains errors or fails, please
refer to the Troubleshooting File Errors section on page 23.
Contribution Funding Notification
Lets you know that your Funding Request Report is available online. The report will let you know the amount
of payroll deductions and/or company contributions that you need to fund.
Note: If you send a file and don’t receive a confirmation within 24 hours, please contact your Bank of America Representative.
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For plan sponsor use only. Not for distribution to the general public.
Overdue file notification
When a file is expected but hasn’t been received yet, we’ll send you
an email notification. If a wire/ACH is overdue, you’ll be contacted by
your Bank of America Representative to let you know that your wire
has not been received. You’ll need to send the wire/ACH to Bank of
America. If the wire is received by 2 p.m. Eastern, and the wire and
file match, the contributions will post overnight.
Your employees will have access to their funds the next business day
by 12 p.m. Eastern (no later than 2 p.m. Eastern).
Unexpected file notification
If we receive an unexpected file, we’ll send you an email notification.
You may also be contacted by your Bank of America Representative.
If it is a valid file, you will be responsible for sending a wire by 2 p.m.
Eastern. If the amounts match, the funds will post overnight. Your
employees will have access to their funds the next business day by
12 p.m. Eastern (no later than 2 p.m. Eastern).
TIP
Duplicate/Incorrect Files:
Call your Bank of America
Representative immediately
if you believe a duplicate
or incorrect file has been
submitted. Duplicate
contribution files cannot
be accepted on the system
within the same day, but
erroneous files will need to
be corrected immediately to
prevent reversal adjustments.
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For plan sponsor use only. Not for distribution to the general public.
Wire instructions
Here’s all the information you need for sending a wire to
fund contributions:
Bank Name/Location: Bank of America Charlotte, NC
ABA Number: 026009593
Account Name: Bank of America Health Benefit Solutions
Account Number: 1291067913
Reference: (Group Name)
ACH push instructions
Here’s all the information you need for sending an ACH to
fund contributions:
Bank Name/Location: Bank of America Charlotte, NC
ABA Number: 026009593
Account Name: Bank of America Health Benefit Solutions
Account Number: 1291067913
Reference: (Group Name)
ACH pull instructions
Here’s all the information you need to provide to Bank of America:
Bank Name/Location: To be obtained from the employer
ABA Number: XXXXXXXXX
Account Name: To be obtained from the employer
Account Number: XXXXXXXXX
Reference: (Group Name)
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For plan sponsor use only. Not for distribution to the general public.
Troubleshooting file errors
When a file contains errors, the Exception Report will need to be
reviewed. Follow the link provided in the import notification you
received, or log in to the Employer Portal and click on “Imports” tab.
Locate the file and choose “View More.” Then click on “Review.”
The Exception Report is an Excel workbook with various tabs.
You will only need to review sheets 1 through 3.
Sheet 1: Demographic errors
Sheet 2: Enrollment errors
Sheet 3: Contribution errors
TIP
Remember, the easiest
way to correct file errors
is to submit a new file that
contains only the records
that needed corrections.
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For plan sponsor use only. Not for distribution to the general public.
Common file errors
Here is a sampling of the most common errors you may encounter. The File Error Message Guide will show
you and list them by type, assist with troubleshooting, and provide tips on how to correct the issues.
Common error Solution
Contribution amount is not in
the correct format
Make sure only numbers were entered (no dollar signs, commas, etc.).
File failed / On hold Cancel the file, make sure to use the template from the Employer Portal with no layout
changes. Important: Files will not process until the failed/on hold file has been canceled.
Employee with ID ‘XXXX’
cannot be found
Make sure the Identifier is correct. These can be found on the Employer Portal under
step 3 of Import Data by clicking the ‘View Setup Information’ link.
Important: If you saved the employee file as a .CSV, leading zeros will fall off when you
reopen. Avoid this by saving the file in .xls format, or by not opening a file once it’s saved.
Plan Name ‘XXXX’ cannot
be found
Make sure the plan name is spelled correctly. This can be found in the Employer Portal
under step 3 of Import Data by clicking the ‘View Setup Information’ link. This could
also mean that there is no enrollment for that plan or that the enrollment was sent prior
to the plan year effective date.
Prior Tax Year is not a valid
contribution tax year (HSA only)
Contribution is trying to be posted to prior year after tax deadline, leave prior tax year
field blank.
That status effective date must
be on or after the employee’s
enrollment effective date
Update enrollment effective date needs to be on or after the effective date of your
most recent status.
Hire Date cannot be in
the future
Update date or resubmit record on or after the employee’s hire date.
Class Effective Date must be
greater than or equal to the
employee’s hire date
Must be on or after the employee’s hire date.
Need help?
If you still need help troubleshooting, please call your Bank of America Representative.
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For plan sponsor use only. Not for distribution to the general public.
Your employees’ contribution
limits and information
Health FSA LPFSA DCFSA HRA HSA LSA Commuter
How it works Allows you to
set aside pre-tax
dollars to help
pay for qualified
medical expenses
that occur during a
12-month period.
Your employer can
also choose to
contribute to your
Health FSA.
Like an FSA, but
typically offered in
combination with
an HSA. Can only be
used for qualified
dental and vision
expenses.
A reimbursement
account that uses
pre-tax dollars for
dependent care
expenses including
daycare, after-
school care and
adult care.
An employer-
funded account
that helps you
pay for qualified
medical expenses
not covered by your
health plan.
A tax-advantaged
personal health
care account that
works with an HSA-
qualified health plan
to pay for current
and future medical
expenses.
An employer
funded account
that helps support
your overall health
and well-being.
Your employer
adds funds to your
account and you
can use that money
to pay for eligible
products and
services related to
physical, financial
and emotional
wellness.
Allows you to set
aside pre-tax dollars
from your paycheck
to pay for qualified
commuting
expenses, such as a
monthly train pass
and parking at the
station.
Maximum
contribution limits
Based on employer plan rules, but typically
up to $3,200 per employee per year.
Based on employer
plan rules and
income limitations,
but typically up
to $5,000 per
household per year.
Although there
is no set limit,
it’s subject to
antidiscrimination
rules.
View IRS
contribution limits.
Your employer
will deposit funds
into your LSA
based upon your
company’s plan
rules.
$315 monthly
contribution and
spending limit per
account for each
transit and/or
parking account.
(Please note that
there is a monthly
contribution limit,
which is set by the
IRS on an annual
basis).
Do unused funds
in your account
carryover to the
next year?
Up to $610 if your employer allows. No, funds must be
used during the
plan year.
Yes, refer to your
employer for
specific details.
Yes, unused
balances carryover.
It’s yours to keep
and you never
lose it even if you
change jobs or stop
working.
You are encouraged
to spend your funds
in the calendar year
they are awarded.
Check your benefits
plan information
to see if your
employer allows the
funds to roll over.
Yes, refer to your
employer for
specific details.
When is the money
in your account
available for use?
The full contribution amount is available
on the first day of coverage in your plan
year.
Funds are available as soon as contributions are deposited into your account throughout the year.
Can it be combined
with another health
and benefit account?
Yes, with a DCFSA,
HRA, LSA or
Commuter.
Yes, with a DCFSA,
HRA, HSA, LSA or
Commuter.
Yes, with a Health
FSA, LPFSA,
HRA, HSA, LSA or
Commuter.
Yes, with a Health
FSA, DCFSA, LSA
or Commuter.
Yes, with an LPFSA,
DCFSA, LSA or
Commuter.
Yes, with a Health
FSA, LPFSA,
DCFSA, HRA, HSA
or Commuter.
Yes, with a Health
FSA, LPFSA,
DCFSA, HRA, HSA
or an LSA.
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For plan sponsor use only. Not for distribution to the general public.
HSA excess and over
contributions
Employees with an HSA may occasionally make an excess or over
contribution to their account. In these cases, we will notify them
so they can make the required adjustments.
Terms to know
“Excess contribution”
The amount of aggregate annual contributions to an HSA that
exceeds the individual’s annual contribution limit. The annual
contribution is based in part on the individual’s level of HDHP
coverage and the number of months they are an eligible individual.
The IRS imposes an excise tax on excess contributions, plus
earnings, that are not timely withdrawn by the individual.
“Over contribution”
The amount of a contribution in excess of the family statutory
maximum plus 55+ catch-up contribution.
Note: You will receive a file error if you try over contributing to an employee account.
The IRS Code does not allow Bank of America, N.A. to accept annual contributions over the
statutory maximum amount for family coverage plus the Age 55+ catch-up contributions. If
an excess contribution is detected on a contribution, the entire contribution will be rejected, not
just the amount of the overage.
Excess contribution example
An individual with self-only
HDHP coverage who is an
eligible individual for the entire
tax year can contribute a yearly
maximum of $4,150 to their HSA.
An employee has made year-
to-date contributions of $3,950
and then sends in an additional
$300 contribution by check to their
HSA. The check causes an excess
contribution of $100.
$3,950 YTD contributions
$4,150 maximum
$100 excess
$300 contribution
Over contribution example
$9,300 is the annual maximum
for a family, which includes the
55+ catch-up contribution. An
employee, age 57 with family
coverage, has made contributions
year-to-date of $9,000 and then
sends in a $400 contribution by
check to their HSA. The check
causes a $100 over contribution
problem. The $100 would be
automatically returned to the
sender of that over contribution
(check or direct deposit).
$9,000 YTD contributions
$9,300 maximum
$100 over
$400 contribution
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For plan sponsor use only. Not for distribution to the general public.
Employee notifications
Employees will be alerted with one of the following notifications regarding any excess or over contributions:
Excess Contribution Notification
An email will be sent if an employee’s contribution exceeds the IRS maximum based on coverage level and
age. An HSA Distribution Request Form must be completed before an excess contribution can be returned.
Employees will also be instructed to contact their tax advisor regarding tax implications.
Note: The monies will be returned directly to the employee when they complete and return the HSA Distribution Request Form.
Over Contribution Notification
An email will be sent if the employee has over contributed and will let them know we will be refunding the
portion of their contribution that put them over the limit.
Excess/Over Distribution Notification
A letter will be mailed to your employee when an excess or over contribution has been corrected and a
refund has been processed. The letter will detail the contributions and earnings breakdown.
Employer notifications
Refund notification for contributions over the statutory maximum
An email will be sent with a report of refunds as they are being processed. This will ensure the refunds are
processed in a timely manner. There is no set frequency on when refund files are sent. All refund files will
be sent as the refunds occur. For any over contribution refunds originated from files, Bank of America will
review each over contribution and return the funds to the employer via wire or ACH. An email notification
will be sent to the Primary Employer Contact as well as your Bank of America Representative with the
refund file showing the refund amount.
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For plan sponsor use only. Not for distribution to the general public.
HSA contribution errors
In the event an employee was not eligible for an HSA and a contribution was applied in error, notify us as
soon as possible so we can resolve the issue. The transaction will be entered as an adjustment distribution
to ensure no tax reporting occurs. Then, any employer contributions would be returned to you via the
normal refund process.
We have controls and notification alerts in place to prevent the processing of unexpected or erroneous
contribution files. In the event an administrative error occurred by you or a third party vendor that impacts
contribution deposits (i.e. payroll provider issue, inadvertent contribution file, administrative client issue,
name issues on the file), the following actions will take place to resolve the issue:
1. You’ll submit a written request via email to your Bank of America Representative to reverse the
contribution. A valid administrative processing reason must be included, along with authorization to
reverse the transactions.
2. Once the authorization is documented, the funds are adjusted out of the impacted accounts and
returned to you via the normal refund process.
HSA zero balance closures
Bank of America will monitor all HSAs with zero balances and send engagement notifications reminding
participants about their account benefits and instructions for submitting contributions.
• Engagement notifications will be sent after six months, 13 months, and 16 months of no activity
and a zero balance.
• After 18 months of no activity and a zero balance, the account will be closed.
• We will send the employee a notice confirming that the account has been closed.
• You can run an HSA Account Detail Report to review the status of employee accounts.
• The employee’s HSA status will update to inactive.
Note: An account can be reopened if Bank of America receives an enrollment file showing a new HSA effective date.
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For plan sponsor use only. Not for distribution to the general public.
Managing your accounts
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For plan sponsor use only. Not for distribution to the general public.
You’re up and running, now what?
Bank of America makes the ongoing management of your Benefits Plan as easy as possible so you can
focus on running your business.
1. Individual employee updates
Employers using sFTP to send demographic and enrollment updates should include changes on the next
demographic and enrollment file. Changes can also be made manually in the Employer Portal. Here’s how:
Demographic changes: Choose the “Employees” tab, locate the employee by using the “Search” feature and
then make the needed changes.
Enrollment changes: You can make changes to plan elections when your employee has a life event, such
as getting married or having a baby. Employers are responsible for ensuring that the changes comply with
applicable law. For employees with HSAs, you can make changes to coverage levels between individual/
family. Go to the “Employees” tab and click “Enrollments.”
Multiple employee updates
Employers using sFTP to
enroll employees can include
demographic changes on the
next file. Or, it’s easy to make the
following changes using the File
Import feature:
• Upload demographic updates
with a new demographic file.
• Upload coverage levels
(individual or family) or election
changes with a new enrollment
file. See page 51 about the File
Import feature.
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For plan sponsor use only. Not for distribution to the general public.
2. Employee terminations
Employers using sFTP to send demographic updates should include
termination dates on the next demographic file.
Changes can also be made directly on the Employer Portal. To enter
an employee’s termination date manually, click on the “Employees”
tab to find the employee. Under “Status,” click “Add New Status,”
select “Terminated,” enter the termination date and click “Add Status.”
TIP
• If using recurring contributions, make sure the terminated
employee is removed from the contribution file or there will
be errors in processing.
• Remember to coordinate any manual termination updates
with your enrollment source to ensure the data is not
overlaid by an automated sFTP file submission.
• Remember to coordinate any manual demographic updates
with your enrollment source to ensure the data is not
overlaid by an automated sFTP file submission.
What happens to terminated
employee accounts?
• Terminated employees with
an HSA balance will receive
a notification confirming a
change to retail-based fees
that will be deducted from their
account balance.
• Employees with only an FSA/
LPFSA/DCFSA/HRA/LSA/
or Commuter balance will be
updated with a “terminated”
status. The employee will
remain under the employer
group and can use their funds
through the end of the run-out
period when the account will
beclosed.
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For plan sponsor use only. Not for distribution to the general public.
The Employer Portal
made simple
The Bank of America Employer Portal is a one-stop solution
designed to help you support your employees in the management of
their health and benefit accounts. It also provides the resources to
help you understand and manage your company’s plan.
Pick the tab you need:
1. Imports
2. Set Up Contributions
3. Reports
4. Employees
5. Tools
Custom reports
You can request custom reports at
any time. Just let us know what you
need and we are happy to help.
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For plan sponsor use only. Not for distribution to the general public.
1. Imports
Where you would see the results of your sFTP file submission or would manually import enrollment,
demographic, and contribution files. See page 50 for full instructions.
2. Set Up Contributions
Allows you to schedule contributions either on a one-time or recurring basis.
3. Reports
Where you can access your scheduled reports on the first of each month. Reports are automatically
generated, so you simply need to download them. You can also run certain reports on demand anytime.
Note: You can choose to receive an email alerting you when on demand reports are ready, but you will not get a notice each month when it’s time to
pull the monthly scheduled reports.
Banking reports
Report Frequency Description
Reconciliation by
Batched EFTs Report
Scheduled
Monthly
View the checks and batched NACHA EFTs, recorded in the health and benefit
accounts platform, which have moved into and out of your bank account.
The report provides information about transactions that have occurred on the
employer’s bank account statement(s). The report includes a roll-up of debits,
credits and checks applied to the employer’s account and details behind the
transactions. Wire transactions will not be included in this report.
Payment History
(non-HSA)
OnDemand View all reimbursements and payments for a specified time period. You may
view all payment types or specify a particular type of payment, e.g. checks.
Provides information about reimbursements made for an employer group
and assists in reconciliation of reimbursement/payments made by an
employer group.
Repayments Report
(non-HSA)
OnDemand See summary and detail consumer repayments for a specific period of time.
Repayment methods include: All, Check, EFT, Payroll Deduction, and Claims
Applied. The report assists in the review and audit of repayments.
Employer Funding
Notification
Daily View the summary and details of the claims that need to be funded along
with any funding adjustments.
Employer ACH
Funding Report
Scheduled
Monthly,
Weekly, Daily
Consolidated report showing all transactions that impact the employer’s bank
account by transaction type, including the claim reimbursements and reissued
employee payments. Report can be run by division and includes both summary
and detailed information.
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For plan sponsor use only. Not for distribution to the general public.
Plan management reports
Report Frequency Description
Account Balance
Detail Report
(non-HSA)
OnDemand You can use this report to view plan balance summaries and consumer
account balance detail as of a specified date. This report displays all data
used to calculate the available balance, plan year balance, and cash balance.
Accounts On Hold
(HSA only)
Scheduled
Weekly
This report will be available online every Tuesday and lists all employee
accounts on hold due to identity verification. Includes the first contribution
date, the date the account is expected to close, and the funds that would
be returned. Also includes contribution amounts on hold and the employees
email addresses so you can easily communicate to your employees who
haven’t completed their account opening.
Enrollment Report
(non-HSA)
OnDemand View employee enrollment information in applicable plans as of a specified
date. This includes consumer status, first payment date, employer
contributions, election amount, payroll deductions, current total deductions and
reimbursement method. The information is broken out by plan type and plan
year. This report assists in assessing the employees who have enrolled in a plan.
HSA Account Detail
Report (Summary)
Varies This report provides data regarding an employee’s HSA activity. This report
includes account status, contribution details and tax year contribution
summaries.
HSA Account Detail
Report (Detailed)
Scheduled
Monthly and
OnDemand
This report shows the itemized Payroll Deduction and Employer Contributions
made for each employee by date.
HSA Employer
Summary Report
Scheduled
Monthly
This report provides aggregate monthly HSA statistics and balances. Includes
average account balance, distributions and contributions.
Claim History
Report (non-HSA)
OnDemand Provides a look at each employee claim submitted by submission date, claim
amount, amount paid, amount pending, amount denied and the claim status
(Paid, Denied, Pending Receipt, etc.) broken out by plan.
Reimbursement
Detail Report
(non-HSA)
OnDemand View all claims reimbursed, by plan, for a specified period of time.
Plan Year Closure
Notification
Annual View consumer cash balance (i.e. forfeiture balance) and pending repayments
(i.e. taxable items) when the plan year is closed.
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For plan sponsor use only. Not for distribution to the general public.
Plan management reports (continued)
Report Frequency Description
HSA Contribution
Funding Notification
Varies View HSA contribution dollars required to fund employee accounts via
wire payment.
HSA Funding
Collection
Notification
Varies View HSA contribution and payroll deductions that will fund employee accounts via
ACH payment. This notification could also trigger daily, showing employees who
haven’t passed the Identity Verification (IDV) process. The “Funds on Hold” section
of the report lists impacted employees and the failure reason.
Fee Funding
Notification
Scheduled
Monthly
View the funding that will be collected for employer-paid monthly maintenance
fees. The report breaks down the fees charged for each employee.
Claim
Reimbursement
Notification
Varies View claims reimbursed for a specific reimbursement date. This notification is
used by employers to review reimbursements for claims in process.
Debit card reports
Report Frequency Description
Card Status Report OnDemand Groups can view a list of the cards that have been issued to employees. The report
provides information about debit cards sent to consumers and assists in reviewing
the number of debit cards issued to consumers in the group.
Debit Card
Funding Collection
Notification
(non-HSA)
Varies Allows employers to view a summary of the debit card transactions that require
funding by settlement date. The report is summarized and includes employee level
transactional detail for the plan year.
TIP
Divisional reporting is also available when employee division detail is included on the demographic files.
Set the report parameters under “Group by Division” and then select any divisions you want to include.
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For plan sponsor use only. Not for distribution to the general public.
4. Employees
Where you can find real-time employee data that allows you to better answer your employees’ questions.
Search for an employee by using SSN with Employee ID or First Initial, Last Name and last 4 digits of SSN.
Then, you can view the following:
Profile: Personal information such as name, address and date of birth.
Dependents: View dependents for your employees.
Account Summary: View the non-HSA plans your employee is enrolled in. You’ll be able to see benefit
elections, claims and balance amounts.
Enrollments: Review the summary of an employee’s current and past enrollments including effective dates,
employer contributions and contributions-to-date sent by the employer. Deposits made by the employee to
the HSA will not show.
Contributions: View all your posted payroll deductions and employer contributions to verify monthly
contribution amounts.
Claims: For non-HSA accounts, view all claims
that have been filed, paid, or need substantiation.
Status: See the history of an employee’s status
and make any updates.
Debit Card: Review employee debit card and
purse information.
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For plan sponsor use only. Not for distribution to the general public.
5. Tools
Where you can find the Employer Guide, the Employee Notification
Reference Guide, and all employer and employee forms including:
Employer forms:
Authorization Agreement for Payment
Employer Contact Change Form
Company Change Form
Employee forms:
All employee forms can be found here and on the member website
under the “Tools & Support” tab.
health & benefit accounts
Authorization agreement for payment
Instructions: Please email or fax the completed form to your Client Service Manager or Business Support Team.
All fields are required.
Payment of employee claims, debit card transactions, and direct deposit payments will be settled directly to the Company’s bank account
(“Account”) at the depositor y financial institution named below (“Depository”).
Company name Tax ID Number (EIN) (xx-xxxxxxx)
Daily reimbursements:
I hereby authorize Bank of America to initiate debit/credit entries to the Account for Reimbursement Claims. (Each business day or
as they occur. The Reimbursement Claims include, but are not limited to, manual/online/debit card transactions for FSAs and HRAs.)
Important* Bank of America’s originating company ID: 6521523496; if filters are not established, ACH errors will occur and could
delay plan processes.
Depository name
Routing number Account number
Monthly fees:
If requesting ACH Pull for monthly fees, please complete the below. I hereby authorize Bank of America to initiate debit/credit entries
to the Account for Fee Funding (Any employer paid fees, including, but not limited to, Set-up Fees and Monthly Fees).
Important* Bank of America’s originating company ID: 6521523496; if filters are not established, ACH errors will occur and could
delay plan processes.
Depository name
Routing number Account number
Continued on next page.
Employer Portal user change form
Instructions: Use this form to document the designation or updates of an authorized Employer Portal user for your
Employer Group. Please email the completed form to your Client Service Manager or the Business Support Team. Please
allow two business days for processing.
All fields are required.
Step 1: Company information
Company name Company code
To add authorized Employer Portal users, please follow Step 2a: Portal user addition.
To update existing user information, please follow Step 2b: Portal user update.
To remove access for an existing user, please follow Step 2c: Portal user removal.
Step 2a: Portal user addition
Please complete this section to add authorized user(s).
Access role (select one)
Employee Administrator — Manage individual employee data via an online form. May include adding new employees, adding dependents,
updating employee profiles, updating dependents, enrolling employees, adding, updating and removing employee enrollments, updating
advance account balances, and cancelling on hold contributions.
Employee Reviewer — Search for employees and view employee details.
Import Administrator — Import new files, view the import queue, take action on files in the import queue and access the exception log to
view errors within import files or update errors and resubmit new files. Schedule recurring contributions, cancelling on hold contributions.
Import Monitor — View the import queue and access the exception log to view errors within import files.
Informer — View plans and access resources.
Report Manager — Request, view, remove reports and view employer dashboard.
Report Reviewer — View scheduled reports and employer dashboard.
New user information
Name
Email address Phone number
Continued on next page.
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For plan sponsor use only. Not for distribution to the general public.
Administrative access options
Access to employee data on the Employer Portal varies by
administrative level. If more than one person requires access to help
manage your program, you can add them with different levels of
administrative and report access by completing and submitting the
Employer Contact Change Form.
If you are your company’s primary contact, you have the authority to
choose who can access the Employer Portal.
Note: Federal and state privacy laws, such as HIPPA, may impose restrictions on access by
youremployees.
Access level Description
Employee
Administration
Manage individual employee data via an online form. May include adding
new employees, adding dependents, updating employee profiles, updating
dependents, enrolling employees, adding and updating employee enrollments.
Employee Reviewer Search for employees and view employee details.
Import Administrator Import new files, view the import queue, take action on files in the import queue,
and access the exception log to view errors within import files or update errors
and resubmit new files. Schedule recurring contributions.
Import Monitor View the import queue and access the exception log to view errors
within import files.
Informer Request, view, remove reports and view metrics.
Report Manager View scheduled reports and metrics.
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For plan sponsor use only. Not for distribution to the general public.
We help you get the
message out
One of the best features of the Bank of America Benefit Plan is
that we help you communicate with your employees about their
health and benefit account benefits. We partner with you from
the beginning to provide year-round marketing materials for your
employees that communicate the benefits of their accounts.
We’ll stay in contact with your employees
We recommend that you provide employee email addresses on your
enrollment and demographic files so they can receive important
communications such as statement notifications, receipt reminders,
and payment confirmations. If you cannot include email addresses
on your files, employees can go to the “Profile” tab of the member
website and provide their email address. We also recommend
reaching out to your IT team and ask them to whitelist the following
email addresses:
healthaccountservices@ hbs.bankofamerica.com
healthaccounts@ hbs.bankofamerica.com
bankofamericahealthaccounts@ hbs.bofa.com
Employee access
Employees can access
information, forms, and history of
communications regarding their
account on the member website
at myhealth.bankofamerica.com.
We’ll also send service
notifications and account updates
via email.
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For plan sponsor use only. Not for distribution to the general public.
Tools for your employees
1. MyHealth app
1
: Your employees’ health and benefit accounts on
the go. The app can be downloaded by searching for
“MyHealth BofA” on the App Store℠
or Google Play.™
2. Debit Cards: Mailed directly to your employees within 5-7
business days after enrollment. They will also receive instructions
on how to activate their cards and what to do if the cards are
lost or stolen.
Note: Employees can order up to 9 debit cards for themselves and dependents age 18
or over. The cards have the dependent’s name on them and an email can be sent to your
employee whenever a new card is mailed.
Resources for your employees
1. Welcome kit: Emailed to your employees within 24 hours. If
there is no email on file, a welcome kit will be mailed to them
within 5–7 business days.
2. Learn Center: Educational content designed to help employees
make the most of their health and benefit accounts based
upon their individual needs, whether they are beginners or
moreadvanced.
3. User guide: The content on our Learn Center contains what your
employees need to know about setting up and managing their
health and benefit accounts.
1
Data connection required. Wireless carrier fees may apply. Mobile app is available on most devices. App Store℠ is a service mark of Apple Inc.
Google Play™ store is a registered trademark of Google LLC.
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For plan sponsor use only. Not for distribution to the general public.
Resources for you
1. Employee Communications Center: Includes materials that you
can easily customize and share with employees to help them
understand and better utilize their health and benefit account
benefits. Specific messages include open enrollment, ongoing
account management, health and benefit account optimization
and more. Just click and print, or download and email. Yes, it’s
really that easy!
2. Employee Notification Reference Guide: Provides a direct
link to all system-generated notifications your employees may
receive throughout the life cycle of their health and benefit
accounts. You can use this guide as a quick reference for any
questions you or your employees may have.
3. Targeted campaigns/communications: Specific email campaigns,
sent by Bank of America, designed to help employees maximize
their benefits and simplify their account management. The
emails are targeted messages designed to motivate specific
behaviors, such as Maximize contributions, Download the MyHealth
mobile app, Set up direct deposit, and Investing with your HSA.
TIP
Engage your employees
throughout the year, not only
around enrollment periods,
since employees’ timelines
for making decisions depend
on their own circumstances.
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For plan sponsor use only. Not for distribution to the general public.
Ongoing support for your employees
FSA/HRA/LSA/Commuter account statements: Generated
quarterly and available to your employees on the member website
two business days after quarter end. These statements will reflect
activity for all non-HSA health and benefit accounts (example:
employees with both FSA and DCFSA LPFSA accounts receive
one statement).
HSA account statements: Generated quarterly and available to
your employees on the member website five business days after
quarter-end. These statements will reflect activity for both HSA cash
accounts and any balances in investment accounts. Employees will
receive an email when these statements are available. Employees
can also opt into paper delivery as well as online.
Note: An employee can easily monitor their activity more frequently using the “Accounts” tab of
the member website.
Tax Forms: Bank of America will mail both Form 1099-SA and Form
5498-SA. Your employees will use these to report HSA contributions
and distributions. Employees can also access their tax information
anytime throughout the year on the member website under
“Message Center” and clicking on “View Statements” and then “HSA
Tax Statements.” An email notification will be sent when employee
tax documents are available online.
Account agreements
The HSA Custodial Agreement will
be included with the debit card
package. Bank of America will also
provide additional agreements to
your employees related to privacy,
debit card and investment terms
and conditions.
TIP
Form 1099-SA will be
mailed in January because
employees can make prior-
year contributions to their
HSA until the prior-year tax
filing deadline (generally
April 15). Form 5498-SA
will be mailed in May after
the end of the prior tax
year to ensure all prior year
contributions are captured
on the 5498-SA form.
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For plan sponsor use only. Not for distribution to the general public.
Claims processing
Employees with an HSA need to keep their receipts, but won’t need to follow the substantiation process.
For claims processing, it’s important that both you and your employees understand how the claims process
works, and how to substantiate transactions. Please take a moment to click through to the “Substantiating a
transaction” article on the Learn Center to see how claims are processed for your employees.
Claims and the Visa® debit card process for multiple accounts
If an employee has multiple health and benefit accounts, such as an LPFSA and an HSA, all accounts will be
on one card that can be used to pay for qualified expenses. Money will come out of the LPFSA first, then
from the HSA — this is because some merchants have the ability to identify a specific product as an eligible
expense for FSAs.
If one account is suspended due to an unsubstantiated claim, the debit card suspension applies only to the
account that is delinquent. If employees need to pay for a qualified expense at point of sale, the money will
automatically come out of another eligible account tied to the debit card, in most cases an HSA.
Note: Employees need to use their pre-tax contributions to pay for qualified expenses. If they cannot provide required documentation, the account will
be suspended on their debit card.
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For plan sponsor use only. Not for distribution to the general public.
What is copay matching?
Employers have the option to submit copays under your major
medical plan for items such as medical, dental, and vision expenses.
You’ll provide copay information annually to your Bank of America
Representative through the Benefit Renewal Guide. When employees
who participate in your major medical plan use their debit card for
Health FSA/LPFSA transactions that match the employee’s copay
amounts (or multiples of the copay up to five times the copay) under
your major medical plan, the claims are automatically substantiated.
Copay matching example
If the copay amount for the
employee under your major
medical plan is $10 for medical
and an employee uses their debit
card at their doctor’s office for
$10, they will not need to submit
substantiation.
Employer funding for non-HSA accounts
Employers are responsible for funding claims for non-HSA accounts by utilizing our claims-based funding
method. The Employer ACH Funding Report will be available on the Employer Portal every day (typically at
10:30 a.m. ET) and includes transactions with effective date of the prior day. Transactions are posted to the
employer’s bank account based on the payment or repayment of an employee’s claim. The ACH transaction
will consolidate reimbursements, debit card transactions and repayments and the report will break out all
employee-specific transactions to get the required form.
Recurring claims
Your employees can set up automatic re-occurrence of a reimbursement from a health and benefit account:
• Recurring orthodontia claim — can be set up by completing the Automatic Orthodontia Reimbursement Form
• Recurring dependent care reimbursement — can be requested by completing the Recurring Dependent
Care Request Form
Note: Forms can be found on the member website under the “Tools & Support” tab.
Claim appeal
Employee can appeal the denial within 180 days of the date they receive a denial letter. They will need to
call Customer Care to get the required forms.
Claims payment processing
Employers will receive two reports for claims payments and multiple transactions may be posted daily.
There will be separate transactions for manual/online/mobile claims as well as debit card claims.
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For plan sponsor use only. Not for distribution to the general public.
Carryover provision
If an employer chooses, a carryover provision can be elected. This provision allows employees to carryover
up to $640 of their unused Health FSA or LPFSA balances remaining at the end of a plan year, and is
designed to minimize amounts subject to forfeiture.
If an employee files a claim for the prior year and requires the use of the carryover funds, the system will
automatically allocate the funds back to the prior year. The prior year claim will be paid and remaining funds
will be carried forward. This will be a seamless process for the employee.
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For plan sponsor use only. Not for distribution to the general public.
What’s the employee experience?
For most plans and employee enrollment scenarios, the current year carryover amount will be applied to the
employee’s account at the start of the new plan year.
Note: This carryover provision does not apply to Dependent Care FSAs.
Employee has elected FSA for next year Employee has not elected FSA for next year
The debit card will include the prior year
carryover balance (if applicable) and the
new plan year election.
The carryover is added at the start of the new
plan year. The run-out only comes into play if the
employee has a claim for the prior year during
that time.
The debit card will include the prior year
carryover balance (if applicable).
Options for the FSA carryover provision
Our system allows for flexibility with carryover set-up. You can provide this information to your
Bank of America Representative on the Benefits Renewal Guide:
1. Choose a minimum or maximum rollover amount between $0–$640.
2. Select the employment statuses that should be included for carryover processing.
3. Accounts with balances remaining at year’s end are no longer required to be carried over. Employers
have the option to limit carryover to just those employees who have made an election to their Health
FSA or LPFSA for the subsequent year.
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For plan sponsor use only. Not for distribution to the general public.
Fees and billing
On a monthly basis, you’ll receive a Fee Funding Notification email,
so you always know what’s going on with your billing. These are
sent around the 11
th
day of the month following the billing period
and include instructions on how to view your bill online. The invoiced
amount is based on the number of active employees enrolled on the
system at the end of the billing period.
Note: You will not be billed for any employees who were enrolled in an HSA and terminated
prior to the 1
st
calendar day of the month you receive your Fee Funding Notification.
View and download your report
• Log in to the Employer Portal
• Click on the “Reports” tab
• Click on “Employer Fee Funding Notification”
• Select the desired monthly report
If you are set up for ACH,
fees will be pulled by the
15
th
day of the month
Otherwise, please remit payment
by the agreed upon contract
terms. Remember to indicate
which month the payment is for.
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For plan sponsor use only. Not for distribution to the general public.
Technical support
Forgot your password?
1. On the login page, click on “I forgot my password”
2. Enter your Username
Note: You’ll see a confirmation that an email was sent to the address on file.
3. Once you receive your temporary password, enter it into the login
4. You’ll be prompted to change your password
Note: Be sure you enter a minimum of 8 characters, include upper and
lowercase letters and at least one number.
System and browser requirements
To access the Employer Portal, your system must meet
these requirements:
• High-speed internet connection
• Adobe Reader 7.0 or greater
Browser software Minimum version required
Microsoft Edge Current and prior two versions
Mozilla FireFox Current and prior two versions
Google Chrome Current and prior two versions
Apple Safari 5.x or greater
49
For plan sponsor use only. Not for distribution to the general public.
Appendix
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For plan sponsor use only. Not for distribution to the general public.
Employer Portal file submission
If you are not using sFTP to submit your files, you can import enrollment, demographic, and contribution
files directly through the Employer Portal. The next few pages will detail those instructions.
Demographic and enrollment file upload detail
There are two ways to enroll your employees through the Employer Portal:
1. Manual entry
2. File import and upload
Manual entry
This option allows you to manually enter your employee’s enrollment information online through the
Employer Portal.
Here’s what you’ll do:
1. Under the “Employees” tab, click “Add Employee.”
2. Enter the employee’s profile information and then click “Add Employee.”
3. You’ll receive the message, “Employee Profile Added,” then select “Add Enrollment.”
4. Choose the benefit plans for enrollment and click on “Enroll.”
5. Complete additional fields.
6. Click “Add Enrollment(s).” Then you’ll see a message that your employee was successfully enrolled.
Note: Even though the fields are not required, we highly recommend adding the employee’s phone number and email address. This will allow us to reach
your employees, if needed, and to enable your employees to receive important notifications about their account, enhancing the employee experience.
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For plan sponsor use only. Not for distribution to the general public.
File import and upload
This is a two-step process. First, a demographic file will need to be submitted and then the enrollment file
will be uploaded.
Note: Once you have all your employee demographic data ready, you can expect the process to take about 10 minutes, depending on the number of
employees you need to enter.
Step 1: Submitting the demographic file
1. From the “Import” tab select “Add New Import.”
2. Then select under import type “Demographic.”
3. Click “Open Template” to open the file in Excel.
4. Complete the template, attach and select “Import.”
Note: An information box will appear to remind you of what data is needed and in what format.
Terms you’ll need to know
“EmployeeIdentifier” – Your internal Employee ID used as the identifier in our system.
“StatusEffectiveDate” – The employment date.
Demographic file layout
EmployeeIdentifier LastName FirstName DateofBirth AddressLine1 AddressLine2 City State ZipCode Country
000000333 Martin Chris 04/04/1975
123 Main St. Anytown NY 10 036
Leave blank
Username Password EmailAddress HomePhone EmployeeNumber EmployerEmployeeID
000000333
Must match plan
name on system.
View Setup Data link.
Leave blank
Required field –
must match
EmployeeIdentifier
SSN Division Class Payroll PayrollEffectiveDate EmploymentStatus StatusEffectiveDate
XXXXXXXXX
Active 01012016
Required
field
Leave blank
Leave blank
Options: Active, COBRA, LOA,
LaidOff, Retired and Terminated
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For plan sponsor use only. Not for distribution to the general public.
File import and upload (continued)
5. Once your file is complete, save it to your hard drive.
Use this file for processing.
Here’s how:
• Under the “Imports” tab, click “Browse,” locate the saved file
and click “Open.”
• Next, click “Import Data.”
Note: Be sure that your file completes without error. This typically takes 5 minutes, but
could be longer during peak processing periods.
• If the file import uploads to the system, you’ll see an
“Import Submitted” message.
6. Once the file import is complete, it will be placed in either the
“Failed/On Hold” section or the “Completed” section of the
“Import Queue.”
Step 2: Uploading the enrollment file
1. To upload the enrollment file follow the “Step 1” process
above, but instead of choosing “Demographic,” this time
choose “Enrollment.”
2. Before you begin, reference the template below for the correct
data that must be entered into the template.
Enrollment file layout
EmployeeIdentifier ElectionAmount PlanName EnrollmentEffectiveDate EmployerContribution EnrollmentTermDate
000000333 0 08/01/ 2016
HSA/HRA = $0
FSA = Annual election
Commuter benefits = Monthly election
LSA = $0
Must match plan name on
system. View Setup Data link.
HRA = May be required
FSA = Enter amount
LSA = May be required
FSA/HRA/LSA
only
PrimaryReimbursement ElectionAmountIndicator HDHPCoverageLevel EnrolledInClaimsExchange HSATermsFlag
PerPay Single
Leave blank Options (HSA only):
PlayYear, PerMonth
and PerPay
Options (HSA only):
Individual and Family
Leave blank
TIP
You will have to confirm
that all files are submitted
successfully and that any
errors or exceptions
are corrected. Please refer to
“Troubleshooting file errors”
on page 54 for help.
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For plan sponsor use only. Not for distribution to the general public.
Once all employees are enrolled
Pull the HSA Account Detail Report - Summary Version and the Account Balance Detail Report to confirm
all employees have been enrolled. Then, submit contributions for these employees. Your Bank of America
Representative will help you set up a Payroll Calendar that includes the file and funding receipt dates.
You can use the Employer Portal to upload a completed contribution file. Follow the easy-to-navigate menus
and reminders that will pop up as you move through the process. Funding will typically appear in employee
accounts within 2-4 business days.
Submitting your contribution file
1. Under the “Import” tab, click “New Import.”
2. Select “Contribution” from the import list.
3. Click on “Open Template,” open the file in Excel and complete.
4. Before you begin, reference the template below for the correct
data that must be entered into the template.
Note: An information box will appear to remind you of what data is needed and in
what format.
Contribution file layout
5. Once you’ve completed your contribution file, save it to your hard drive. Use this file for processing.
To upload the contribution file:
• Under the “Import Data” tab, click “Browse,” locate the saved file and click “Open.”
• Next, click “Import Data.”
Note: Be sure that your file completes without error. This may take a few minutes.
• If the import is successful, you’ll see an “Import Submitted” message.
At this point, your file will be placed in either the “Failed/On Hold” section or the “Completed” section of the
“Import Queue.”
EmployeeIdentifier ContributionDate ContributionDe scription ContributionAmount PlanName
000000333 08/10/2023 Payroll 2350
Options: Payroll and
Employer
Must match plan name on system.
View Setup Data link.
TIP
If there is an issue with your
file upload, you will need to
correct any errors. Please
refer to “Troubleshooting file
errors” on page 54 for help.
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For plan sponsor use only. Not for distribution to the general public.
Troubleshooting file errors
Go to the “Import” tab, select your file to review, then select “Review.” The error reports will then display
for review.
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For plan sponsor use only. Not for distribution to the general public.
FAQs
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Frequently asked questions from your employees
What happens if an employee loses their debit card?
Employees should report a lost or stolen card immediately by calling Customer Care or on the
member website.
What is a micro-deposit?
For security reasons, a one-time micro-deposit process is necessary to activate an employee’s bank
account. This additional security step is for the protection of your employees, and ensures that bank
account information is accurate by requiring them to validate a random small dollar amount, anywhere
between 1 and 99 cents, that will be made “in to” and “out of” the bank account that’s being set up.
Can an employee still use their debit card to pay for health care expenses from
their HSA if their non-HSA is suspended due to a substantiation issue?
Yes, if the non-HSA account is suspended due to substantiation issues, then the debit card will
automatically pull from the HSA.
If an employee has money taken from HSA but they wanted it taken from
another account, how can they make that change?
Employee should contact Customer Care for assistance at the number on the back of their debit card.
What happens if an employee sees a transaction on their debit card that they
didn’t initiate?
If your employee suspects fraud or error on their health and benefit debit card, they should contact
Customer Care to report the charge as soon as possible. For more information on disputing a transaction,
refer your employees to the Health & Benefit Account User Guide.
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For plan sponsor use only. Not for distribution to the general public.
What happens when a check goes unclaimed?
a. For non-HSA checks: If an unclaimed check is less than 90 days old and is within the plan year, the
check will be reissued to the employee. If an unclaimed check is older than 90 days and is outside of
the plan year, the check will be voided and a credit will be sent back to the employer.
b. For HSA checks: If an unclaimed check is more than 90 days old and is still within the calendar tax
year, a contribution adjustment will be processed and the monies will be re-deposited back into the
employee’s account. If an unclaimed check is more than 90 days old but is within a different calendar
tax year, a contribution adjustment will be processed, re-depositing the monies back into the employee’s
account. A corrected 1099 for the previous tax year will also be processed.
How does an employee request a transfer from another custodian into their
Bank of America HSA?
a. Your employee will need to set up a Bank of America HSA prior to requesting the transfer, as they will
need their account number to complete the transfer.
b. The Employee submits an HSA Transfer Request Form to their current custodian.
c. The current custodian will process the transfer and send a check to Bank of America for contribution.
d. The contribution will be applied as a transfer and will take two business days to process.
How does an employee request a transfer out of their Bank of America HSA to
a new custodian?
a. Your employee can submit an HSA Distribution Request Form. This form is on the member website under
the “Tools & Support” tab.
b. The HSA Distribution Request will be processed within two business days (checks will be mailed in
3-5 business days).
What happens if an employee sends in a form that is rejected?
If a form is received for processing but is missing required information, a Customer Care Associate will
reach out to them requesting additional detail or a revised form.
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For plan sponsor use only. Not for distribution to the general public.
What happens in the event of an employee death?
a. Customer Care will need to be notified of the death.
b. We will provide information about the documentation needed to initiate fund disbursement:
i. Death Certificate
ii. Beneficiary Account Distribution Form
c. In the absence of a valid beneficiary designation, other legal documentation will be required such as
Letters of Testamentary, Letter of Appointment of Executor, or Small Estate Affidavit.
d. The Customer Care Center will send the Beneficiary Account Distribution Form to the designated
beneficiary, executor of estate or other designated person.
e. The funds will be disbursed via check directly to the beneficiary, or estate of the deceased. If the
beneficiary is a spouse, they have the option of opening an HSA with Bank of America in their name.
f. Plan Sponsor should send an email notification of an employee death to the CSM.
Where can employees go to learn more about Commuter Benefits?
The Commuter Benefits FAQ on the Learn Center provides more information about this benefit and
how to use it.
Where can employees go to learn more about Lifestyle Spending Account Benefits?
The Lifestyle Spending Account FAQ on the Learn Center provides more information about this benefit and
how to use it.
Bank of America Health Benefit Solutions does not provide tax or legal advice. This summary is provided solely for general information
purposes, and is not to be construed as tax or legal advice. Please consult with your own attorney or tax advisor to understand the tax and legal
consequences of your HSA and your particular situation.
Bank of America, N.A. makes available The HSA for Life® Health Savings Account as a custodian only. The HSA for Life is intended to qualify as
a Health Savings Account (HSA) as set forth in Internal Revenue Code section 223. However, the account beneficiary establishing the HSA is
solely responsible for ensuring satisfaction of eligibility requirements set forth in IRC sec 223. If an individual/employee establishes a HSA and
s/he is not otherwise eligible, s/he will be subject to adverse tax consequences. In addition, an employer making contributions to the HSA of
an ineligible individual may also be subject to tax consequences. We recommend that applicants and employers contact qualified tax or legal
counsel before establishing a HSA.
Retirement and Personal Wealth Solutions is the institutional retirement business of Bank of America Corporation (“BofA Corp.”) operating
under the name “Bank of America.” Investment advisory and brokerage services are provided by wholly owned non-bank affiliates of BofA Corp.,
including Merrill Lynch, Pierce, Fenner & Smith Incorporated (also referred to as "MLPF&S" or "Merrill"), a dually registered broker-dealer and
investment adviser and Member SIPC. Banking activities may be performed by wholly owned banking affiliates of BofA Corp., including Bank of
America, N.A., Member FDIC.
Mutual Fund investment offerings for the Bank of America HSA are made available by Merrill Lynch, Pierce, Fenner & Smith Incorporated
(“MLPF&S”), a registered broker-dealer, Member SIPC and a wholly owned subsidiary of Bank of America Corporation (“BofA Corp.”). Investments
in mutual funds are held in an omnibus account at MLPF&S in the name of Bank of America, N.A. (“BANA”), for the benefit of all HSA account
owners. Recommendations as to HSA investment menu options are provided to BANA by the Chief Investment Office (“CIO”), Global Wealth &
Investment Management (“GWIM”), a division of BofA Corp. The CIO, which provides investment strategies, due diligence, portfolio construction
guidance and wealth management solutions for GWIM clients, is part of the Investment Solutions Group (ISG) of GWIM.
Investment products:
Are Not FDIC Insured Are Not Bank Guaranteed May Lose Value
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