Employer Onboarding: Onboarding Status

Lead your new Employer groups through Onboarding to Client Status

Onboarding Status

After you have moved the Employer group to Onboarding status, a new checklist will appear in the Setup tab.

While there are a few tasks on the checklist that Agents can complete, most of tasks must be completed by the Employer. A green check-mark next to a task denotes that it is completed—we encourage you to look at the checklist often to track your Employer's progress. 

Agent View and Agent-only Tasks

There are five tasks in the Onboarding Status that you can complete as the Agent: Designate Initial contacts, Verify Employee Census, Review and Lock ICHRA Contributions, Schedule Welcome Emails, and Update Employer Status. 

You will also need to finalize and lock the ICHRA contribution model during the Onboarding stage, if it has not been completed yet.

Designate Initial Contacts

• Can be completed by Agent or Admin
• This task must be completed before the Employer can move on to other tasks. Designating the initial business contacts determines who will carry out the tasks on the checklist. At minimum, the Employer or the Agent must designate an Admin and a Signer. Certain tasks may also be completed by someone in the Finance role. 
  • The Admin role has complete administrative access to your benefitbay portal, and can complete every task, with the exception of the Signer-specific tasks. 
  • The Signer role is only able to see and sign the Contract and the ICHRA Plan Document.
  • The Finance role will be able to authorize banking setup and provide funding details.
• The same person can be assigned to multiple roles. For example, a company might have one person fill both the Admin and the Signer role. Or, they may want to assign the Signer and Finance roles to the person who is responsible for financial decisions, but does not need to view employee information. 
  • More information about User Roles can be found in the User Roles knowledge base article.

Verify Employee Census

• Must be completed by Agent.
  • This step is not visible to the employer. 
• Please ensure that the census is fully updated and contains all benefit-eligible employees.
  
  

Review and Lock ICHRA Contributions

• Must be completed by Agent.
  • This step is not visible to the employer.
• At this stage, the onboarding process cannot proceed if the model is not locked.

Schedule Welcome Emails

• Must be completed by Agent 
• The Welcome Emails will go out to all eligible employees on or before the first day of Open Enrollment.
  • Details include: Open Enrollment dates, login instructions, and guidance on how to contact the benefitbay Support team.
  • Please note: Employees will not be able to access their shopping experience in the platform until the day that Open Enrollment begins.

Update Employer Status

• Must be completed by Agent 
  • This step cannot be completed until the rest of the checklist tasks have been completed. 
  • This step is not visible to the employer.

Onboarding Status: Employer Views

All Employer contacts will see a popup at the top of their screen with link to a Video Walk-through of the checklist, as well as an ICHRA Announcement Template. 

Again, there are three Employer roles that will be able to view and complete Onboarding tasks. 

The Signer and Admin roles are required. An Admin will be able to complete most Onboarding tasks. There are three tasks that only the Signer can complete (see below for more detail)

An optional Employer role at this stage is Finance. A Finance user will be able to complete two steps (see below for more detail). These two steps can also be completed by an Admin, as the Finance role is not required. 

Employer Views: Side-by-side

The images below show a side-by-side view for the Employer roles of Admin, Signer, and Finance. 

     

Continue reading for more detail about each view and each task. 

Signer View

          

The Signer role sees the following tasks:  Contract Pending/Contract Signed,  Review Reimbursement Schedule, and Sign ICHRA Plan Document.

 

 

 

 

Contract Pending / Contract Signed

• Must be completed by Signer.
• This task may be titled "Contract Pending" if the Signer has yet to sign the contract. If the Signer has completed the contract, the task will be titled "Contract Signed."
  • Completed contracts can be viewed in the Documents tab. 
• More information can be found in the Contract knowledge base article.

Review Reimbursement Schedule

• Must be completed by Signer.
• The Reimbursement Schedule is generated in the benefitbay platform as soon as the contribution model is locked. 
• The Signer will electronically sign their approval of the locked model.

Sign ICHRA Plan Document

• Must be completed by Signer.
• The ICHRA Plan Document provides specific details about the ICHRA benefit such as employee eligibility, reimbursement amounts, and administrative procedures. 
• The Signer will electronically sign their approval of the plan document.

Finance View

The Finance role sees the following tasks: Authorize Banking Setup and Provide Funding Details. Each of these tasks may be completed by either an Admin or a Finance user.

See the Admin section for more details about each of these tasks.

 

 

Admin View

The Admin role can see all Employer tasks. Admins can complete all visible tasks, with two exceptions: 

• Admins cannot complete the Signer's three tasks.
• Admins cannot Schedule Welcome Emails (only Agents can complete this task).

 

 

 

This is the full list of tasks that an Employer Admin can view:

Designate Initial Contacts

• Can be completed by Agent or Admin.
• See above for more detail.

Contract Pending / Contract Signed

• Must be completed by Signer.
• See above for more detail.

Authorize Banking Setup

• Can be completed by Admin or Finance.
• This authorizes benefitbay to set up your company’s Advanced Reimbursement Checking (ARC) account account with our banking partner.
  
  

Verify Employer Profile

• Must be completed by Admin.
• We ask that Admins carefully review and verify the information on the Employer Profile.
  • Especially of note on the profile is the Waiting Period, FEIN, and Payroll Frequency.
  • Admins should also verify that the Employer logo and signature are uploaded. 

Provide Funding Details

• Can be completed by Admin or Finance.
• To fund the company’s ARC account, the Admin will click “Complete ACH form” and enter their company’s funding details.
• Using ACH pulls to fund their account ensures that the employee premiums are funded automatically every single month.

Review Reimbursement Schedule

• Must be completed by Signer.
• See above for more detail.

Sign ICHRA Plan Document

• Must be completed by Signer.
• See above for more detail.

Schedule Implementation Meeting

• Must be completed by Admin.
• The Admin will schedule an implementation meeting with their benefitbay Customer Success Manager. 
  • The Customer Success Manager will be responsible for ensuring that the meeting invitation is sent to the Agent, the HR team, and the Finance team.
  • We recommend scheduling this meeting two weeks prior to Open Enrollment, but it can be scheduled up to 5 days prior to the start of Open Enrollment.

Schedule Welcome Emails

• Must be completed by Agent 
• See above for more detail.