Inputting timely terminations into the benefitbay® platform is one of the most important tasks in administrating your company's ICHRA.
Terminating an Employee
- Login to benefitbay and navigate to the "Employee Management" tab under your company's name on the left navigation under
- You will search for the employee name in the search area or locate them on the page
- Once you locate the employee you want to terminate, you will click on the 3 dots on the right side of the line with their name
- Select the red "Terminate employee"
- Enter the following information:
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- "Termination date" - enter the last date worked or scheduled to work
- "Note"- this is optional, add anything you would like
- "Final coverage month" - enter the last month your organization will provide coverage
- Generally, this is the same month as the last date worked
- The employee's coverage may extend additional month(s) beyond the end of their employment for different reasons, such as a severance agreement.
If the premium has already been paid for a future month, you will be prompted to enter that month.
- Employee plans and final coverage months
- This area will have all the plans the employee or their dependents are enrolled in with the months that have been paid. This information is important for your payroll team in case a future month's premium needs to be deducted from the final paycheck.
- WAIVERS: if the employee didn't have any coverage enrolled, this area will be blank
- Select the blue "Terminate employee" at the bottom of the page
IMPORTANT: Enter this information as soon as you have it available. You may enter upcoming terminations as well. We will not contact the employee until 24 business hours after the termination date. Failure to enter terminations timely may result in premiums being paid from the company's ARC account.
- You will see a confirmation message verifying that you want to terminate the employee
- Click the blue "Yes, terminate employee" button in the middle of the page
- You will be directed to the "Employment history" for the employee.
- Once the termination is entered, a support specialist from our team is notified of the termination, They will ensure the premium payments are current and that no premium payments for next month's coverage are paid.
- The next business day after the termination date our support team will send termination instructions to the individual employee. The employee will have the option to either cancel the individual plan (see cancellation template here) or change their payment information to a personal payment method if the employee would like to keep the coverage.
Reverting a Termination-(Cancelling the Termination)
This should only be used if you accidentally terminated the wrong employee. If the employee had coverage, please contact your Customer Success Manager to ensure no premium transactions have been disputed.
If the employee was previously employed, you will want to rehire the employee instead. For questions, work with your Agent or Customer Success Manager.
- Login to benefitbay and navigate to the "Employee Management" tab under your company's name on the left navigation under
- Click the 3 dots located in the top right side of the screen and select the "Terminated employees" option
- Locate the employee you need to revert the termination for (you can use the search feature at the top of the screen)
- Click the 3 dots on the left side of the line of the employee
- Select "Employment history" from the options menu
- Click the 3 dots menu next to the employment history you want to revert
- Click "Revert termination" from the options menu
- You will see a green message at the top of the screen stating the termination has been reverted
- The termination information will be removed from the employment history record
- The employee will also be moved from the "Terminated Employee" section to the "Employee Management" section
Viewing a Terminated Employee
- Login to benefitbay and navigate to the "Employee Management" tab under your company's name on the left navigation under
- Click the 3 dots located in the top right side of the screen and select the "Terminated employees" option
- You will be directed to the "Terminated employees" section
- You can use the search or date filter feature at the top of the page to locate a specific employee
- This screen is also designed to be used as a COBRA report to send to your company's COBRA administrator
- After you filter/search the employee information needed, click the blue "Download (.CSV) located on the top right corner of the screen
- For more information, here is an article regarding ICHRA and COBRA