Employer Guide to the HSA Contribution Manager Online Management of HSA Contributions

HSA Contribution Manager Overview

You can use the HSA Contribution Managerto manage and fund the HSA accounts set up for your employees. The process is simple: Use the auto-fill feature to fill out the form, make any changes since last payroll, confirm the new payroll date and submit the form electronically. A few quick clicks and you are finished! This service is free of charge and can save you time and money. The HSA Contribution Manager allows you toview your employee list, delete employees who are no longer on the HSA plan, change employee contribution levels, and create and upload contribution files.

Setting Up an Employer Account

If your company currently funds employee health savings accounts and does not have access to HSA Contribution Manager, contact Customer Service at 888-354-0697. We will enroll you in HSA Contribution Manager and provide Internet access for making contributions for employees enrolled in the company's HSA plan.

Once you have been registered as an employer, HSA Contribution Manager is a turnkey system that can be ready for your use within hours. HSA Contribution Manager is designed for use by you, your Bookkeeper, or Accounts Payable Clerk.

Step One – Enroll Your Company

The first step is to enroll your company. Call Health Savings Administrators at 888-354-0697 or Click here to download an Employer Packet.
If you want to have Health Savings Administrators debit your business account you will also need to download an ACH Authorization.
Simply complete both forms and send them via fax to 804-726-1570, Attn: HSA Contribution Manager or via mail to Health Savings Administrators, HSA Contribution Manager, 10800 Midlothian Turnpike, Suite 240, Richmond, VA 23235.

If you have questions or wish to sign up over the phone, contact us at 888-354-0697. You will be given an employer ID and password and can access the HSA Contribution Manager through the Employer Login. You will then be able to access your employees and manage their HSA contributions.

How to Login to the Contribution Manager

Enter your Employee Identification Number (EIN)
Enter your PIN – This supplied via email after your account is set up. You can change it at any time by visiting the Employer Login Page
Once you have entered your Employer Identification Number (EIN) and your PIN, click on “Login” to complete the login.

View Your List of Employees or Submit a Contribution Form

When you log in you will have a choice of viewing a list of all of your current employees or proceeding directly to preparing an HSA contribution.

The View Employee List page provides you with a list of all current employees, their most recent contributions, and the most recent payroll processed. On this page employees can be marked for removal from the current employee list.

This screen shows the current employees with HSAs for this employer. These are individuals that we have identified as being employed by that company and who are actively contributing to their HSA.

To change an employee contribution, use the Submit a Contribution Form process, then you will have an opportunity to make individual changes later when you preview the Contribution Form.

Managing Your Current Employee List

Removing Employees

If employees are no longer participating in the HSA program (for example: they may have terminated or retired) you may remove them from the Current Employee List. To delete an employee who has resigned or retired, just click on the “Remove Employee” button. They will be marked as inactive in our database. No data will be lost, nor will it close that employee’s account. The employee can continue to use the account as usual with the exception of the payroll-deducted contributions. The following business day, that employee’s name will no longer be visible on your employee list.

Adding Employees

To have an employee added to your current list they must first complete an enrollment form and designate you as the employer. If you do not see an employee on this list that you believe should be included please call Health Savings Administrators Customer Service immediately at 888-354-0697.

To submit a contribution, click on the “Return to Main Menu’ button that is found at either the top or bottom of the page.

Managing Your Contributions

First, return to the Main Menu, if you are not already there.

To submit a contribution you must provide three pieces of information:

You have an option to have the form automatically filled in with the most recent contribution information. This is recommended.
If administrative fees are due, (you will have received an invoice from us if the employer is paying the fees) you can have the fee field automatically entered as well.
Pick the appropriate tax year for these contributions. In most cases the current year is the appropriate choice. However, there may be contributions made between January 1st and April 15th that may apply to the previous year. If you have questions about the appropriate tax year for the contribution, please call Health Savings Administrators at 888-354-0697.
Lastly, click on “Submit” to generate the draft contribution form.

If needed, you may return to this page before you finalize the contribution process.

Note: that new employees who have not had a contribution made through the Contribution Manager System will need to have their contribution information entered manually the first time.

Make Corrections, Additions, or Changes to Employee Contribution Amounts

The screen you will see after submitting the initial contribution form allows you to make changes to individual employee records. Note that a Payroll Date is required in the top left corner of the page. On this screen you can manually change any of the contribution amounts. This is helpful if a few employees have decided to increase or decrease their contributions. If you used the auto-fill on the previous screen, then you need only make changes to the exceptions.

Before you can leave this screen you must enter the Payroll date – the system will not allow you to proceed without a payroll date. In addition, if you enter the same payroll date, the system will not allow you to preview the contribution form.

Once you have entered the Payroll date, click on the “Preview Contribution Form” button and you will see a preview of the contribution sheet with contribution and fee amounts totaled. You will have one more opportunity to make changes, if needed.

Preview Your Contribution

You have not finalized the process at this point. You can still make changes if necessary by clicking on the “Modify Contribution Form” button at the bottom of the screen.

Decide if you will be sending the funds via paper check or by electronic fund transfer (ACH). ACH avoids the extra steps of preparing and mailing a check; and it will get the money into your employee’s accounts faster.

If paying by ACH, please let us know what day you would like to have the funds withdrawn. You can complete this process several days in advance. This allows you to accommodate staffing availability and allows you to use your slow time to prepare the HSA contributions.

To finalize your Contribution for this payday follow these four steps:

Review the Fees and Deposits for accuracy.
Pick your method of funding.
For ACH, enter the transfer date for the money.
Click on “Submit Contribution Form.”

If you are not ready to submit, click on “Modify Contribution Form.”

Print Your Contribution Record

Your contribution has been submitted. You will see a message that says “Your contribution was successfully submitted.” Print this screen for your records.

If you are sending a check, enclose a copy of the printed summary page with your check. If you are funding the contribution via ACH, print only one copy and keep it for your records. This is the final report on your contribution. You cannot change this form.

Please contact Customer Service at 804-378-7756 or toll-free at 888-354-0697 if you need assistance.

Security

In an effort to provide the highest degree of confidentiality and security for your financial information, Health Savings Administrators recommends the use of 128-bit encryption browsers.

Encryption is the process for scrambling your contribution information as it passes between our website and your computer. The encryption process is built into most Internet browsers. The larger the number of bits for encryption (e.g., 40 or 128) the more difficult (exponentially) it is for an unauthorized person to unscramble the transmission. The highest level of encryption commercially available is 128-bit and is a more secure way to guard your contribution information.