Maxwell Health FAQs

There may be times when you need to move an employee to a different eligibility group. For example, you may have an employee who is in the “Out of State” group, but they’ve moved in-state to work at your company’s headquarters, so they need to be moved to the “In State” group. Or, you may have an employee who was part-time who has been promoted to full-time. How do you move them to this new eligibility group in Maxwell? Follow the below steps!

Click Make Changes on the employee’s profile.

Select the reason for the change and enter the date that this change is happening. Check the box to invite the employee to review and update their profile information and benefits. You can leave this unchecked if you want to enroll in the benefits on the employee’s behalf, or if you don’t want the employee to update their benefits as a result of this change. Click Create Event.

For example if the employee is moving from “Part-time to Full-time” and are newly eligible, you can select ‘Employee Newly Eligible’.

terminate

You can customize the email to the employee, or leave as-is and click Send Email. This will let the employee know it’s time to shop for benefits due to the change.

Immediately after you send the email,click the arrow to access the event drop-down and click Review Event.

Click the “Edit Benefits” circle and change the employee’s eligibility group to their new group by clicking on the edit icon to the right of the eligibility group.

Select the new eligibility group and click Save.

Scroll to the bottom of the “Benefits” page and click Save & Return to Profile. The employee will now have benefits available for them to shop.

When the employee has completed shopping, review the event and approve all updates. This will automatically process the employee’s benefits.

As a final step, any of the benefits that the employee is enrolled in, but is no longer eligible for.

FAQ

What if my employee is being moved from part-time to full-time and has a waiting period until their benefits are effective? How do I handle that?

The system cannot automatically enforce waiting periods part-time to full-time changes. When the employee is shopping for their newly eligible benefits, they'll see an effective date as the date that this change occurred. When you review the event and approve the updates, you can change the effective date to the date in the future when the benefits will become effective.

View the video or slideshow below to learn how to add an individual new hire. If you have a large group and would like to add multiple hires at one time, follow the steps listed here.

Note on Administrator Permissions

If a Standard Administrator has permissions that state salary information is not visible to them, Maxwell does not allow the Standard Administrator to add salary information (on the employee's profile or when adding a new hire for the first time). If an employee is eligible for salary-based products, a salary must be entered for that employee. That means Standard Administrators with salary restrictions cannot add new employees who are eligible for products that require a salary. While we have allowed Standard Administrators with salary restrictions to fill out the salary field in the past, we received feedback from Master Administrators that the permissions they set up should not allow them to do so. If a Standard Administrator should have access to salary, you can change their permissions under Settings > Administrators.

Frequently Asked Questions

I want my employee to start shopping for benefits before their date of hire. How can I do that?

Some customers have been able to achieve this by replacing the employee's work email with their personal email and then changing the shopping period to be ahead of the effective date for their benefits. The employee will receive an email to their personal email to set up their account in Maxwell. Once the employee does start at your company, you'll want to change their email address back to their work email.

Can I add an employee to Maxwell without kicking off a new hire event for them to shop for benefits?We understand that sometimes you need to add a new employee to the system, but maybe they shouldn't be in a new hire event (perhaps because your company acquired the employee in a merger). The Maxwell system does not open a new hire event for any employees whose date of hire is123 days in the past, which is the maximum new hire waiting period a benefit could have). If the employee was hired less than 123 days in the past, you can manually end the new hire event by clickingView Event Details > End Event.

Sometimes you need to terminate coverage of a single benefit without terminating the employee. For example, if an employee lets you know they no longer want to be enrolled in a benefit. When you terminate a benefit, you'll want to set the termination date of the benefit and keep a record for historical purposes. The employee, and any dependents, will no longer be covered.

Follow the steps below to do this.

Head to the employee's profile, and find the benefit you want to terminate on the "Benefits" tab. Click the drop-down and select"Terminate Benefit."

Enter the date the coverage should be terminated in the box. This is the last day the coverage will be effective for the employee to use. ClickTerminate Benefit.

Once the end date passes, this benefit will display as terminated on the "Benefits" tab.

Before you begin, please note that by terminating the employee, you're stating that they no longer work for your company.

Watch the slideshow or video below to learn how to terminate an employee:

Either the employee or the Administrator can request a change to employee’s information or benefits in Maxwell. You can make a change due to a life event (for example, marriage or birth/adoption of a child), or to make a correction.

In this article, we’ll review a few different workflows on how to make changes in Maxwell. Check out the full list of life events and change reasons available in Maxwell here.

For a quick two-minute walk-through of how changes and life events work in Maxwell, check out this video:

In this article:

Change workflows

The employee requests a change

The Administrator requests a change and has the employee review and update their profile and benefits

The Administrator requests a change and makes the updates on the employee’s behalf

The Administrator makes a quick correction

FAQs

Change workflows

The employee requests a change:

The Administrator requests a change and has the employee review and update their profile and benefits:

The Administrator requests a change and makes the updates on the employee’s behalf:

The Administrator makes a quick correction:

Sometimes, you just need to make a quick correction and be on your way. There are a few different ways you can do this:

A)You can find what you need to correct and edit straight from the employee’s profile, whether it's an update to benefits coverage or profile information.

linked together

Making a quick edit to the employee's DOB

Making a quick edit to the employee's coverage

B)Or, if you need to make a few updates, you can do it all at once by clicking Make Changes and continuing on with a correction. You’ll want to use this method if you plan to notify the employee by email that these changes have been made, as that is built into this workflow.

Note: These updates will feed over on the next weekly EDI feed after they’re approved.

FAQs

I’m reviewing a life event and see waived benefits as a change in the “Review Updates” section, but my employee didn’t waive anything new. Why are these displaying?

With the release of the new life event workflow in May 2019, benefits that an employee chose not to enroll in, but did not take action to waive, are listed as “waived” benefits in the system. This is now consistent with the logic for annual open enrollments and new hires. For employees who existed before this change, these passively waived benefits will display on the Administrator side in the “Review Updates” section the first time that they update their benefits. However, they should not display for any events after that one.

I'm reviewing a life event and see that another benefit is showing up as added/changed/termed/waived that wasn't touched as part of the event. What's going on?

This is probably because you have two benefits that are set up to be . Your Advisor may have set this up to create an intuitive experience and to ensure that plan rules are followed correctly. For example, your Advisor may have set up the HSA benefit to be linked to the HDHP benefit, because the plan rules state that an employee should be automatically enrolled in the HSA if they're enrolled in the HDHP. That's why on the "Review Updates" screen, you'll see both the HDHP and HSA listed as "changed," even if the change was made only to the HDHP (for example, to add a dependent to the plan).

If you don't think this is because benefits are linked together, it may be because you made multiple changes within a 15 minute window. For example, if you made changes due to a correction and then, within 15 minutes, made more changes due to a life event, you'll see the changes that happened due to the correction on the "Review Updates" screen for the life event. You can ignore these, as the changes have already been made in the system.

I want to make changes to the employee's information that are unrelated to the life event that they're in. Can I dothat?

You can do that, but you should be aware that any changes you make to the employee's profile or benefits while they're in a life event will appear to be made due to the event when you review on the "Review Updates" screen. You should wait until after the current event has ended to make additional changes if you don't want them grouped under that life event. In the below example, I'm fixing the employee's DOB during a life event for birth of a child. Later when I go to review the event, I'll see the DOB update listed.

I want to cancel a life event. How do I do that?

If you or the employee have started a life event that you don't want to follow through with, you can clickView Event DetailsandApprove All Updates on the employee's profile, as long as you nor the employee made any changes yet. (You should make sure that it says "NO CHANGES" on the "Review Updates" screen.)

If you or the employee have made changes, you can deny the benefit changes and manually update the profile changes before clicking onApprove All Updatesto end the event.

Note: If you're more of a visual learner, watch a video on this topic.

At times, carriers will request evidence of insurability (EOI) for voluntary benefits when the plan participant chooses a coverage amount that is over the guaranteed issue amount (the amount that is pre-approved by the carrier). The carrier will also require EOI if the plan participant is a late entrant. This article covers how to approve or deny the total requested amount in Maxwell once you hear back from the carrier on their EOI decision.

How to approve or deny the total requested amount

Learn more >

Clients of the Maxwell + Sun Life solution: Please note that you do not need to take this step for your Sun Life benefits as the decision will be processed on your behalf!

Head to the enrolled benefit on the employee's profile and clickProcess EOI Request >>

Check the box to approve or deny coverage for the employee.

If you approve the employee and there’s dependent coverage pending that you’re still waiting for a decision on, you can select “Process at a later date” for the dependent. This will keep the dependent coverage pending.

If you’re approving coverage, add an effective date.

If you want to send an email to the employee notifying them that this has been processed, check the box “Notify employee of processed request.”

Head to the “Benefits” tab and notice that approved amounts will display (as of the new effective date that you entered) on a new enrollment for the same voluntary plan.

In this article, you’ll learn how to add new hires and update existing employee demographic information in bulk.

Add New Hires in Bulk

Update Existing Employee Information in Bulk

Heads up: You cannot upload dependent information, product information, or custom fields in bulk.

Add New Hires in Bulk

Heads up: To prevent Standard Administrators from updating salaries they shouldn’t have access to, the Bulk Upload tool is only available to Master Administrators and Advisors masquerading as Master Administrators.

Bulk Upload allows you to add multiple new hires, and kick off their open enrollment. Great for large groups, this functionality is an alternative to adding new hires one by one by click Add/Edit Employees > Add Employee. Read more information on adding hires one at a time.

Follow these steps:

Head to People > Bulk Upload

Click Download Template. Note: new hires can also be added to the employee data export if you’d like to update existing information and add new employees at the sametime.

run a Change Report

Open the downloaded template file and add information on your new hires. Please note:

The way you enter the data needs to follow certain conventions in order for it to be imported successfully. The starred fields (such as “First Name”) indicate that field is required. There’s also guidance listed on the “Bulk Upload” page under "View tips for a successful upload"

The only fields you are able to update in bulk are listed in the template.

When adding a new hire using Bulk Upload, email is required. Email is what they’ll use to log into Maxwell. If this new hire does not have an email, we recommend you create one using a standard pattern for consistency (example: [email protected]).

The Date of Hire field will be used to calculate the Open Enrollment Start Date based on the set waiting period(s).

By default, Excel will display a warning message about numbers stored as text in the SSN, Zip Code and Annual Salary fields. You can safely ignore these warnings.

Once you've completed filling in the downloaded template, save it to your computer in XLS or CSV format.

Upload the completed file into Maxwell back on the “Bulk Upload” page either by dropping it or browsing for it. Once you add your file, the system will validate your data. Any errors that need to be fixed will be displayed with the exact location on where to find the error in your file. When you’re done correcting any errors on your completed file, reupload the file.

Once your upload is complete, review a summary before you confirm the changes. Click Yes, make these changes! after reviewing.

Your changes will be applied and you’ll see a confirmation page with the option to send a welcome email. Your New Hires' email addresses will populate automatically in the "Recipients" box. Please note that you may send welcome emails at a later time, but this distribution list won't be saved, and you'll need to add employees to the email manually. Note: If you’d like to look back at what you changed in more detail, you can always run a Change Report.

Your new hires will now be in a new hire event with benefits available to shop based on their Eligibility Group’s new hire waiting period (unless the date of hire is over 123 days in the past, in which case, a new hire event and the associated benefits will not open). Any personal information that wasn’t added via the Bulk Upload tool will be completed by the employee when they log into Maxwell.

Update Existing Employee Information in Bulk

Heads up:To maintain Standard Administrator permissions with regards to salaries, the Bulk Upload tool is only available to Master Administrators and Advisors masquerading as Master Administrators.

Bulk Upload allows you to upload existing employee information in bulk. Follow these steps:

There are two ways you can get started:

Head to People > Bulk Upload and download an export of your employee data. This is a good option if you want to reference your existing employee data to make the changes or add new hires at the same time you’re updating existing information.

Note that only the fields that are able to updated in bulk will be completed in the exported file. If you want to run a full census report, head to Tools > Reports.

“Maxwell ID” is one of the columns listed on the export. This is a system-generated ID assigned to the employee that should be used for updating employee information in bulk if you don’t have an Email for the employee to provide. You cannot change this ID and it’s not listed on the employee’s profile as it’s only used for Bulk Upload.

"New Annual Salary" and "New Salary Effective Date"fields will be blank on the CSV file. This is to ensure that you don't accidentally forget to update the salary effective date if you're changing an employee's salary. When uploading a new salary, the effective date is always required.If the effective date matches the salary record that already exists for that employee, the existing record will be replaced with the amount you'ree uploading.

You can also use an outside XLS (Excel) or CSV template, including the one you’ve downloaded from another payroll or HRIS system. Only the required fields and the fields being updated need to be included in the import file. You just need to make sure of a few things:

Only include column headers that are listed in the template file and make sure they are spelled correctly. For your convenience, the column headers are listed here:

First Name

Last Name

Middle Name

Prefix

Suffix

SSN

Date of Birth

Gender

Disabled

Street Address

Suite/#

City

State

Zip Code

Email*(required or you can use "Maxwell ID")

Home Phone

Eligibility Group

Date of Hire

Job Title

Annual Salary

Maxwell ID*(required if "Email" is not complete)

The way you enter the data needs to follow certain conventions in order for it to be imported successfully. The starred fields (such as “First Name”) indicate that field is required. See guidance listed on the “Bulk Upload” page:

Whether you’re using your exported data or an outside file, keep the following in mind while completing the file you’re going to upload:

This is not likely, but if updating eligibility group in bulk, keep in mind this change may warrant a change to products. Follow these steps if you need to make a change to products as a result of this update of eligibility group >

If you’d like to clear out any data from Maxwell, enter “NULL” in the field on your file. Any fields that are simply left blank will not be cleared out.

Once you've completed filling in the downloaded template, save it to your computer in XLS or CSV format.

Upload the completed file into Maxwell back on the “Bulk Upload” page either by dropping it or browsing for it. Once you add your file, the system will validate your data. Any errors that need to be fixed will be displayed with the exact location on where to find the error in your file. When you’re done correcting any errors on your completed file, reupload the file.

Once your upload is complete, review a summary before you confirm the changes. Click Yes, make these changes! after reviewing.

You’ll see a confirmation page letting you know your changes have been applied. Note: If you’d like to look back at what you changed in more detail, you can always .

In this article:

What is a salary-based benefit?

Which salary will be used as a basis for calculating costs and coverage amounts for benefits?

Frequently asked questions

What is a salary-based benefit?

Many employers offer benefits that look at the employee's salary to determine the coverage amounts and costs. Here are some common examples:

A basic life product with an issued amount based on X times the employee’s salary

A disability product in which an employee will receive a certain percentage of their salary in the event they become unable to work

If you're not sure which benefits that your company offers are based on salary, reach out to your Advisor.

Which salary will be used as a basis for calculating costs and coverage amounts for benefits?

You can control which salary should be used when calculating available coverage options for salary-based benefits underSettings > Preferences. This is especially important if you make a change to an employee's salary.You’ll always need to go into Maxwell to update the employee’s annual salary field and add a new salary effective date. From there, whether the employee's enrollments salary-based benefits update is up to you.

Here are your options:

Use what the employee’s salary was on the day that the plan year started. This is a good option if you don’t want salary-based benefits to update as you make changes to employee salaries throughout the year. Let’s say you have a plan year from 1/1/19 - 12/31/19 and you change an employee's salary, effective 3/1/19. This employee’s salary-based benefits won’t update to reflect the new salary until 1/1/20 when the plan is renewed.

Use the employee’s most recent salary. This is the option you’ll want to go with if you always want enrollments to be in sync with the employee’s salary. If you select this option, you can then select exactly when you want those benefits to be updated:

Immediately as of the date the new salary is effective.

Example: If the new salary is effective on 11/1, enrollments will update effective 11/1. If the new salary is effective on 11/2, enrollments will update effective 11/2.

First of the month following the date the new salary is effective.

Example: If the new salary is effective on 11/1, enrollments will update effective 12/1. If the new salary is effective on 11/2, enrollments will update effective 12/1.

First of the month coinciding with or following the date the new salary is entered

Example: If the new salary is effective on 11/1, enrollments will update effective 11/1. If the new salary is effective on 11/2, enrollments will update effective 12/1.

Here's an example of how this will work:

Update an individual employee’s salary from their employee profile or multiple employees' salaries via Bulk Upload following the same process you would to update any employee information.

If updating on the employee's profile, you'll see a message letting you know which benefits are salary-based and will be updated as a result, if the employee is enrolled in them. Once you save the change, you can see the updates reflected on the employee's benefits.

Please note that if you update an employee's salary as part of a life event or correction, and your settings dictate that the salary-based benefits will be updated as a result of that salary change, you will not see the employee's salary-based benefits listed as "changed" in the "Review Updates" section. Do not be alarmed; the benefits have updated automatically, and you will see them reflected on the employee's "benefits" tab.

Viewing the salary basis in reporting

All Pending Elections, Coverage, and Cost reports reflect costs and calculations based on the salary that is effective when the benefits represented on the report are effective. See the “Salary Basis” field on the report, which will tell you the annual salary that was used as the basis for these costs and calculations.

Frequently asked questions

Q: I want to update an employee's salary and enrollments, but they're not effective for some time in the future. Can I still enter them now?

A: Yes! You can enter them now with an associated salary effective date that's in the future.

Q: I have a BambooHR integration. Will the salary effective date field pass down from my BambooHR system into Maxwell?

A: The salary effective date field will not pass down automatically from BambooHR into Maxwell at this time. That field will need to be entered manually in Maxwell, even if it is already populated in BambooHR.

Q: What if a salary increase causes employee coverage to increase above the guaranteed issue amount? Will that be a problem if my portal is set to automatically update salary-based enrollments?

A: For benefits that require evidence of insurability (EOI) to be approved for coverage over the guaranteed issue (GI) amount, a salary increase will not automatically increase coverage over the GI amount. Coverage will only automatically increase up to the GI amount, if applicable. Any amount of coverage over the GI amount will be reflected as "pending" and will require carrier approval before it can be processed as approved coverage.

Q: I updated the salary, but I did not see a change to the employee's salary-based enrollments. What's going on?

A: An updated enrollment will only be created if the salary change results in a change in the coverage amount or cost. For example, if an employee's coverage amount is already above the maximum coverage amount as allowed by the plan, they will not see a new enrollment when a salary is changed since nothing has actually changed with the enrollment.

Q: I want to handle my salary updates manually. Can I do that?

A: With the new ability to determine when a salary is effective, coupled with the settings where you can determine when the salary-based enrollments are updated, you shouldn't need to make any manual updates to salary-based enrollments. If the reason is that you didn’t have the setting set correctly before you made the salary change, you can change the setting now, delete the salary you added, and re-add the salary. You’ll see that the enrollments will then update as you would expect, based on the settings.

I need to upload salaries that were effective in the past, and I'd like employee enrollments in salary-based benefits to also be effective (at the same time) in the past. What should I do?

A: Ensure your Preferences are set to:"Use the employee's most recent salary|Immediately as of the salary effective date."Once you have that setting set, you can bulk upload the past salaries with their past effective dates (or update them individually on the employee's profile).

I want to change the effective date of an existing salary. How do I do that?

A:If you’d like to update the salary effective date, you can do that by adding the same annual salary with a new effective date (either individually or in bulk) and deleting the existing salary that you want to correct.

If you’ve recently rehired an employee, you may be wondering how to take this action in Maxwell. This article will teach you how to do this, and transition the employee from an inactive to active status. It also explains how to use this workflow if you accidentally terminate an employee.

Follow these steps to rehire an employee in Maxwell:

Can I use the same process to rehire an employee after an accidental termination?

If you accidentally terminated an employee, you can fix it by rehiring them using the steps above. Keep in mind:

If you have products with an automatic connection (via EDI or integration with the carrier or vendor), there may be an issue unless you take this action immediately.

To fully return the employee back to their original state, and remove the termination from the system, please contact our Support team at [email protected] or (866) 629-7445. They’ll walk you through this process for your unique situation, and make sure to complete it correctly.

When you add a new hire to Maxwell, the Effective Date for the benefits will automatically be calculated from the Date of Hire (DOH) plus the waiting period indicated at implementation. You can see the Effective Date of the new hire’s benefits by going to their profile, selecting “View Event Details” in the “Actions” drop-down, and clicking Edit on the benefit you want to see the effective date for. In the example below, the waiting period is the first of the month following the date of hire because the date of hire is 5/20/19 and the effective date is 6/1/2019. You’ll want to make sure to click Cancel to click out without saving anything!

New hire waiting period options

Maxwell Health supports seven different waiting periods, which are all listed as options at implementation.

Date of Hire (DOH).

For example:

DOH = October 1, Effective Date = October 1

DOH = October 15, Effective Date = October 15

Date of Hire (DOH) plus the number of days/months of your choice.Please note that the DOH counts as one of the calendar days.

For example:

DOH = October 1, Effective Date = November 1 (for plus 30 days)

First of the month following DOH - coinciding with current month.This means that if the DOH is on the first of the month, the employee will be eligible that day.

For example:

DOH = October 1, Effective Date = October 1

DOH = October 15, Effective Date = November 1

First of the month following DOH - not coinciding with current month.This means that if the DOH is on the first of the month, the employee will be eligible the following month.

For example:

DOH = October 1, Effective Date = November 1

DOH = October 15, Effective Date = November 1

First of the month following 30 calendar days, 45 calendar days, 60 calendar days, 90 calendar days, or 3 months after DOH - coinciding with current month.This means that if the 30th calendar day (for example) lands on the first of the month, the employee is eligible that day. Please note that the DOH counts as one of the calendar days.

For example (for 30 days):

DOH = October 1, Effective Date = November 1

DOH = October 3, Effective Date = November 1

DOH = October 15, Effective Date = December 1

First of the month following 30 calendar days, 45 calendar days, 60 calendar days, 90 calendar days, or 3 months after DOH .This means that If the 30th calendar day (for example) lands on the first of the month, the employee is eligible the following month. Please note that the DOH counts as one of the calendar days.

For example (for 30 days):

DOH = October 1, Effective Date = November 1

DOH = October 3, Effective Date = December 1

DOH = October 15, Effective Date = December 1

Please note:The Affordable Care Act (ACA) mandates that employers cannot wait more than 90 calendar days to offer medical insurance coverage to eligible employees. For this reason, the system will cap the New Hire Waiting Period to 90 days from the employee's date of hire.

____________________________________________________________________

If you see an effective date for a product that's not consistent with the indicated waiting period selected by your Advisor, pleasecontact Maxwell Customer Support at [email protected] or call (866) 629-7445.

We know that cases may come up where you need to delete an enrollment in Maxwell. For example, you might need to change an effective date of enrollment. In that case, you'd need to delete the enrollment first and then change the effective date.

IMPORTANT:Before taking the steps below, please make sure you’re deleting an enrollment that you don’t want any record of in the system.Once deleted, it is not possible to replace that enrollment's history. If this plan is EDI-enabled please do not delete the enrollment. Instead,contact our Customer Support team at [email protected] or (866) 629-7445 for help taking this action. They willensure the correct procedure is followed and the EDI file feed is not negatively impacted.

To delete an enrollment, take the following steps:

Head to the employee's profile, and find the enrollment on their "Benefits" tab.

Select the drop-down on the benefit and clickDelete Benefit.

A pop-up will ask you to confirm that you want to delete the benefit. ClickYes - Delete Benefit.

That's it! If you need to re-enroll the employee in a new benefit, you can make a correction by clickingMake Changes.

NOTE:You cannot delete a past enrollment. Changing past enrollments has led to downstream issues in reporting, integrations, and EDI feeds. If you need to do this, please contact our Customer Support Team at [email protected].

To reset an employee's password, you just need to go to their profile page and click Options > Reset Password > Send.The employee will receive an email with instructions on how to reset their password.

See below:

Note:For security reasons, password reset links are only valid for six days. If employees wait over six days to follow the link and reset their password, the link will expire and you'll need to resend it.

Add or remove a dependent from coverage on behalf of an employee by following the steps below. Please note that an employee can also initiate this by requesting a change on their side.

Prefer learning by video? Check out these resources:

Add a dependent to benefits coverage

Remove a dependent from benefits coverage

Correcting employee benefit enrollments

Navigate to the employee’s profile by clicking People > Active Employees > View Profile. From here, there are different steps depending on whether the change is due to a correction or a life event.

NOTE:Do not delete the dependent from the employee’s profile, or have the employee remove the dependent from their information entirely. You will have no record of the coverage, and you may want it for ACA and other recordkeeping purposes.

If this change is due to a correction

For example, the employee just finished their enrollment but forgot their spouse and you haven’t processed the enrollment with the carrier yet. Take the following steps:

Click the drop-down on the benefit under the “Benefits” tab. Select “Edit Benefit.”

in this article

Check the box next to the dependent you would like to add (or, uncheck the box if you’d like to remove the dependent). Click Save. The effective date will default to today’s date, but you can change that.

Note: if you want to change the effective date to the same date as the existing enrollment, you’ll need to delete the existing enrollment first.

Scroll to the bottom of the “Benefits” page and click Next.

On the “Review Updates” screen, you’ll see that the spouse has been added to the benefit. If this plan has any other plans linked to it (such as an HSA linked to a medical HDHP), you’ll also see that plan was updated. Click Approve all Updates.

You can choose to notify the employee that the update has been taken care of by checking off the “notify” box. Click Approve Updates.

Whether you choose to send the employee an update or skip it, you’ll see the dependent is now covered on the benefit under the employee’s “Benefits” tab.

If the change is due to a life event

If you need to add or remove a spouse due to a life event, follow the steps outlined .

Follow the steps below to add a Member ID for a specific employee's benefit.

Note:If you need to add multiple Member IDs for multiple employees and products in bulk, please reach out to your Advisor or Maxwell Account Manager. We can facilitate this for you on your behalf.

COBRA is a provision that requires continuation of coverage to be offered to covered employees, their spouses, former spouses, and dependent children when group health coverage would otherwise be lost due to specific “qualifying” events.

Many employers hire a COBRA administrator to help them fulfill COBRA requirements including providing notices and having individuals elect continuation of coverage. Maxwell does not act as a COBRA administrator. But you will use Maxwell to manage qualifying events that cause an employee to be eligible for COBRA coverage. We also have integrations with leading COBRA administrators Discovery Benefits and Accrue Solutions. The integration is not automatically added. If you are a Discovery or Accrue COBRA client, reach out to your Advisor for more information on getting this integration set up. Learn more about theintegrations here.

NOTE: To learn more about COBRA, the requirements under the law, or whether or not a specific employee is eligible for COBRA, we recommend consulting with your benefits advisor, your COBRA administrator, and/or online resources like the U.S. Department of Labor’s website here.

In this article:

COBRA Terminology

Marking COBRA Eligibility Due to a COBRA Qualifying Event

Run a COBRA Eligibility Event Report

Notes

COBRA Terminology

Before jumping into the steps to marking COBRA eligibility, let’s talk COBRA terminology.

COBRA Qualifying Events

These are the events that make employees, and/or their spouses and children eligible for COBRA. Below is a list of those events, who is typically eligible, and how that event translates to the Change Reason in Maxwell.

Name of COBRA Qualifying Event in Maxwell

Full Description

Who is Typically Covered

Related Change Reasons in Maxwell

Termination

Termination of the employee's employment for any reason other than gross misconduct

Any individuals covered on the plan (employee, spouse, dependents) at the time of the event

Termination

( learn how to terminate an employee here )

Reduction of Hours

Reduction in the number of hours of employment

Any individuals covered on the plan (employee, spouse, and dependent children) at the time of the event

Full-time to Part-time

Employee Loss/Gain of Coverage

Entitled to Medicare

Covered employee becomes entitled to Medicare

Spouse and dependent children covered on the plan at the time event

Eligible for Medicare

Divorce or Legal Separation

Divorce or legal separation of the spouse from the covered employee

Spouse and dependent children covered on the plan at the time of the event

Legal Separation

Divorce

Death

Death of the covered employee

Spouse and dependent children covered on the plan at the time of the event

Termination with Termination Reason of “Deceased Employee”

( learn how to terminate an employee here )

Dependent Age Off

Loss of dependent child status under the plan rules

Dependent child covered on the plan at the time of the event

Dependent Age Off

COBRA Qualifying Event Date

This is the date that the COBRA Qualifying Event occurred. As an example, if the COBRA Qualifying Event is Termination, then the COBRA Qualifying Event Date would be the date of the Termination.

COBRA Eligibility Date

This is the date the employee or dependents are eligible to begin COBRA coverage, should they choose to enroll in it. This date will always be after the COBRA Qualifying Event Date or product end date, as COBRA coverage usually kicks in the day after active coverage ends.

COBRA Eligible Individuals

These are all individuals eligible for COBRA coverage due to the COBRA Qualifying Event. The eligible individuals will always be assumed to be the individuals who are covered on the product, unless the COBRA Qualifying Event is Dependent Age Off or Divorce or Legal Separation. In these cases, you can customize which individual(s) are eligible for COBRA. They will be marked eligible for any of the COBRA-eligible products they’re actively covered on.

Marking COBRA Eligibility Due to a COBRA Qualifying Event

Follow these steps to mark an employee COBRA-eligible due to a qualifying event:

Step One: Indicate a coverage change in Maxwell. How you’ll do this depends on the type of COBRA Qualifying Event.

For Terminations and Death of a covered employee, you will first terminate the employee by clicking Options > Terminate Employee on the employee’s profile

After you fill out the relevant dates and termination reason and click Terminate Employee, click Terminate & Continue to COBRA to complete the termination and continue to COBRA eligibility.

Note: If you know the employee or their dependents are not COBRA-eligible for any products, or if you’d like to do the COBRA piece later, you can click Terminate & Exit.

[email protected]

For Reduction of Hours, Entitled to Medicare, Divorce or Legal Separation, and Dependent Age Off qualifying events, you’ll first change the employee’s coverage and/or information based on the corresponding change reasons listed in the table above. Once you’ve ended the change event and processed product changes, click Options > Manage COBRA Event.

Step Two: Once you’re on the COBRA eligibility screen, complete the following fields:

COBRA Qualifying Event.If you went through the termination workflow, this field is pre-populated to “Termination.” You’ll want to change this to “Death” in the rare scenario where the termination reason was “decreased employee.”

COBRA Qualifying Event Date.Note: If you went through the termination workflow, this field will be pre-populated to reflect the Date of Termination.

COBRA Eligibility Date.Note: If you went through the termination workflow, this field will be pre-populated to the day after the Date of Product Termination (i.e. - not the day after the employee is terminated, but the day after the benefits coverage ends).

COBRA Eligible Individuals.Note:This field will only exist for Dependent Age Off and Divorce or Legal Separation.

Step Three: Review the products listed as eligible for COBRA, and adjust the COBRA eligibility for any as necessary. Please note that the system pulls all medical, dental, vision, and financial products the employee is or was recently enrolled in. While these products typically offer continuation of coverage under COBRA, you may want to double check your plan design/summary document to make sure that’s the case. Note that if a dependent is aging off a particular product, you’ll definitely want to make sure you toggle COBRA eligibility off for all other products, as they do not relate to this event.

Step Four: When you’re all set, click Confirm COBRA eligibility and OK to mark the employee COBRA-eligible. Their employee profile will display their COBRA Eligibility Date, even in the case where it’s a dependent who is eligible for COBRA coverage.

See below for instructions on how to see a report with all COBRA eligibility information. If you're using a COBRA integration, this information will be sent to the administrator on the next file (which runs every Monday morning at 5am ET).

Run a COBRA Eligibility Event Report

Run a report to pull an .xls file listing all individuals (employees and dependents) who became COBRA-eligible during a defined period of time. This is helpful whether you’re looking to send the file right over to a COBRA administrator, or get the information over to the carriers yourself. Follow the steps below:

Head to Tools > Reports > Library and click into the “COBRA Eligibility Event Report.”

Customize the report with the information you’d like to see

The COBRA Eligibility Date filter will already be set to pull information on individuals who became COBRA eligible over the past week. You can adjust this to a different date range or single date to get what you’re looking for.

You can also remove columns, depending on the information you or your COBRA administrator needs. If you’d like, save the report as a custom report to come back to in the future.

When you’re done, click Download Report, and save the report to “Report Downloads” so you can access securely in the future.

Notes

Maxwell does not act as the COBRA administrator. Among other things, this means that employees will not log into Maxwell Health to make their COBRA elections.

Maxwell does not track the entire time period during which the individual is eligible for COBRA coverage, only when they became COBRA-eligible due to a qualifying event.

If you marked an individual COBRA-eligible on accident, please reach out to Customer Support at to reverse that change.

You can mark products as COBRA-eligible within 45 days of them being terminated. This is because COBRA requires that the employer provide notice of a COBRA qualifying event such as termination to the plan administrator within 30 days.

Products can be “linked together” so the availability of one product is conditional upon the election of another product. This type of setup is especially common for financial products. For example, you can link an HSA to a HDHP medical plan such that the HSA is hidden until the employee selects to enroll in the HDHP medical plan. This works well because you can prevent an employee from selecting an HMO medical plan and an HSA.

NOTE: You will want to discuss any linked product scenarios with your Advisor. They will be responsible for the initial setup of products when your portal is implemented with Maxwell. Any ongoing updates to linked products should be directed to your Advisor as well.

In this article you'll learn:

Common ways to link products

Unsupported linking in Maxwell

Things to consider when choosing linked products

Common ways to link products

Here we’ve highlighted some common ways you can link products together to make for a more intuitive shopping experience.

Set up a product so it’s hidden until the employee selects to waive another product.

Set up the HSA product to be hidden until the employee selects to enroll in the HSA-compatible medical product (HDHP).

Set up the HSA product to be hidden until the employee selects to enroll in the HSA-compatible medical product (HDHP). Once the HSA-compatible medical product is selected to enroll, the HSA product will be added to the employee’s cart. This is useful if you, as the employer, are contributing to the HSA account.

Set up the dental/vision product to be hidden until the employee selects a certain medical product. Once the medical product is “Selected to Enroll”, add the dental/vision product to the employee’s cart (Selected to Enroll).

Set up the pediatric dental plan to be added to the employee’s cart (Selected to Enroll) if the employee elects to enroll in a particular medical plan.

Set up the Health Advocate or Teladoc plan to be added to the employee’s cart (Selected to Enroll) if the employee elects to enroll in a particular medical plan.

Note:

Maxwell automatically hides an FSA product from the shopping experience if an HSA product is displayed. We will display a Limited Purpose FSA product if an HSA is product is displayed.

You can also work with your Advisor to decide if the coverage level of the linked product should match the same coverage level of the base product, and whether or not the coverage level of the linked product can be edited. You’ll likely want to consider this when linking between medical, dental, and vision products.

For the above scenarios where the linked product is also added to the employee’s cart automatically, you can also decide that the linked product cannot be waived (and therefore removed from the employee’s cart).

Unsupported linking in Maxwell

Maxwell does not support linking products in the following ways:

Products cannot be set up to link together such that if the employee waives one product, another product is automatically waived.

We don’t support the linking of three products together. For example, you cannot set up linking in such a way that if the employee selects to enroll in the HDHP, and they waive the HSA, then the FSA is displayed.

Things to consider when choosing linked products

When working with your Advisor on the setup of linked products, there are a few things that you should keep in mind:

Linking benefits together works only for theemployeeshoppingexperience. If you're shopping on behalf of the employee on the Administrator side, the linking rules will not always apply. You'll want to make sure that you enroll the employee in each benefit as expected.

It can be complex to link together medical and financial products with different plan years. When possible, we recommend that linked medical and financial products have the same plan year. If this is not possible, there are two important caveats to consider:

Example: The medical and HSA plan year is 9/1/17 - 8/31/18, and the FSA plan year is 1/1/18 - 12/31/18.

The products have been linked such that the FSA is hidden if the employee selects the HSA.

You hold one OE for medical/HSA products in August 2017, and one for FSA products in December 2017.

For the December OE, the system will not identify which employees are enrolled in an HSA from the previous Open Enrollment and therefore hide the FSA product. You would need to manage FSA eligibility on an individual basis.

Linking rules only work during Open Enrollment if all the products are included in the same Open Enrollment event. If you're holding two different Open Enrollment events for a set of the linked products, they will not operate as linked.

Extra steps are required for any new hires during the gap in effective dates. In Maxwell, employees cannot shop for both current and future products of the same type, at the same time. There is a way to allow the employee to be enrolled in the current product and select the future product, but it does require a few extra steps.

NOTE: If you are unsure of your product setup, or what products have been linked together, please reach out to your Advisor or [email protected].

On the employee’s profile, there are a set of fields that are standard to the Maxwell platform, such as Name, Address, SSN, etc. However, you can add custom fields that are not standard, such as the employee’s department or t-shirt size.

In this article:

Setting up custom fields

Updating custom fields

Notes

Setting up custom fields

You can add custom fields to display on each employee profile by going to Settings > Custom Fields. Note that you need to be a Master Administrator to access these settings. To set up a new custom field, follow these steps:

Click New Field

Enter a “Display Name,” which is how the custom field will display to both you and employees.

Select the Eligibility Groups that the custom field should be made available on.

Select the type of custom field, which allows you to control what gets entered here

“Input” means this field will accept any character type.

“Number” means that only numbers will be accepted.

“Date” means that you can only enter date information. You can also add a minimum and maximum date if you’d like to prevent employees from entering a date outside a certain range.

“Options” means there will be a drop-down to select from.

Check the “visible to employees” box if you want this field to be entered or viewed by employees.

Check the “required” box if this field is required to be completed by employees. Note: this will not make the field required on the Administrator side. If your employer’s EDI connection works via custom fields, you’ll want to make sure custom fields aren’t blank on the employee’s profile.

You can choose to customize the “error message” that displays to employees if their entry does not pass validation. If no error message is entered and the field is set to required but not completed, the error message will display as “This field has an error.”

Click Save.

When a custom field is saved, it will be listed in the custom field table. If you selected all Eligibility Groups, you’d see a row for each group. You can ignore the “Census Value” column, as that is for internal Maxwell Team use only.

Note: If you need to set up custom fields for your EDI connection or payroll integration (Paychex Flex Enterprise, ADP Workforce Now, or Paylocity if not using SSN) to work properly, please reach out to [email protected] to add custom fields. They’ll set up the custom fields accordingly to prevent any disruption to your connection.

Updating custom fields

You can update or delete custom fields at any time.

Note: if you offer products with an EDI connection or a payroll integration (Paychex Flex Enterprise, ADP Workforce Now, or Paylocity if not using SSN), please reach out to [email protected] to edit or delete custom fields that affect the connection/integration. They’ll update the fields and adjust your file accordingly to prevent any disruption.

Notes

If you want to see what your employees have completed for their custom fields, best practice is to run the “Demographic Census Report” under Reports > Library

At this time, you cannot upload custom fields in bulk via the Bulk Upload tool

At this time, you cannot set up forms to autopopulate custom field information

In thisarticle:

What is evidence of insurability?

How does Maxwell handle evidence of insurability?

Are there any exceptions?

What else should I be aware of?

What is evidence of insurability?

Evidence of insurability (EOI) is personal health information that insurance carriers require plan participants to provide. This is often done through an EOI application that serves as a medical questionnaire.

Carriers usually request an EOI application to be submitted for voluntary plans when the plan participant chooses a coverage amount that is over the guaranteed issue amount (the amount of coverage that is pre-approved by the carrier).

The carrier will also require EOI if the plan participant:

Chooses to enroll in any amount of coverage when they declined coverage in the past

Chooses to increase their existing coverage by any amount

These are commonly known as late entry rules (or late entry penalties). They’re a standard way for carriers to manage their risk for voluntary plans.

How does Maxwell handle evidence of insurability?

Here’s what happens in Maxwell if an employee, spouse, or child elects coverage in a plan that requires EOI based on the above rules:

Employee enrolls in the benefit

They’ll see their pre-approved amount and their pending amount represented once they enter a coverage amount over their guaranteed issue:

these steps

If you’re ever electing coverage on behalf of the employee in Maxwell, you should add the entire coverage amount that the employee would like to elect on the voluntary plan. The system will automatically let you know what coverage is pre-approved and what coverage is pending EOI.

You review the enrollment

As the Administrator, if you view the event details on the employee’s profile, you’ll see that the employee has elected the voluntary plan and that the coverage is pending EOI. You can also tell the reason that EOI was neededeither the coverage amount was over the guaranteed issue, or if the plan participant is a late entrant into the plan.

If the employee is in OE and you want to see if an election they’ve made requires EOI before you’ve ended the event, go to the employee’s profile and click Actions > View Event Details on the banner. You can then see if the election they made is pending EOI by going to the “Benefits” section.

Whether it’s an open enrollment event, a new hire event, or a life event, you’ll approve the pre-approved amounts by approving and ending the event. You can then view the pre-approved coverage and the total amount requested on the employee’s “Benefits” tab:

For plans that are pending EOI due to late entry with a pre-approved amount is $0, the cost will be hidden, and the effective date will be listed as “Pending EOI Decision.”

Note for clients of the Maxwell + Sun Life solution: You will not see the "Process EOI Request" button on the employee's Sun Life benefit because the decision will be processed on your behalf. See more below.

For an annual Open Enrollment, you can also download a report that will list all the enrollments that were part of the OE and include coverage that’s pending EOI. This report will be available right on the screen after you end the OE.

Employee completes the EOI application

At this point, the employee will need to fill out the carrier's EOI application. How this is done depends on the carrier, so you'll want to look up the process on the carrier's website, or ask your Advisor for guidance.

If you have EOI forms set up in your portal: Maxwell will immediately send the employee an EOI form to complete when they submit their enrollment. Learn more about auto-sending forms here >

Note for clients of the Maxwell + Sun Life solution:Within two business days of submitting their enrollment, any employee with a pending EOI amount will receive an email asking them to complete their EOI application online in their Sun Life portal. These employees will also receive reminder emails 30 days and 60 days after the first email is sent if they still haven't completed the application.

You send the elections over to the carrier

If you have an EDI connection with the carrier, this will happen automatically. Please note that the election may send over to the carrier before you approve the event.

If you're using forms, you should send the completed EOI forms over to the carrier.

If you're using Maxwell reports, you'll want to run the “Pending Elections Report” which will always display the full requested coverage amount, even if the pre-approved amounts have already been approved (by ending the event). The pre-approved amounts that have been processed will display on the “Coverage Report.” Similarly, the “Pending Elections Cost Report” will show cost information based on the full requested coverage amount, even if the pre-approved amounts have already been processed. The cost of the pre-approved amounts will display on the “Enrolled Cost Report.”

Clients of the Maxwell + Sun Life solution: You do not needto take this step for your Sun Life benefits as Sun Life will have the coverage information right away. You do not need to approve the EOI request in Sun Life Connect to start the application review process.

The carrier reviews the elections and the employee's application

How long this step takes varies by carrier.

Clients of the Maxwell + Sun Life solution: You can track the EOI application status within Sun Life Connect.

The carrier notifies you that the additional coverage amounts are approved or denied

At this point, you should approve or deny those amounts in Maxwell. Learn how to close out EOI here >

Clients of the Maxwell + Sun Life solution:

Sun Life will communicate the decision to you via email, but you do not need to take any action in Maxwell. The decision will be processed in Maxwell on your behalf.

Sun Life will communicate their decision to the employee directly via email and postal mail for approvals, and via postal mail only for denials.

Are there any exceptions to the above rules?

Special rules during annual open enrollment

In an effort to increase participation, some carriers may offer different evidence of insurability requirements during your company’s annual open enrollment. While a carrier will always require evidence of insurability for employees who are offered the product for the first time and choose to elect over the guaranteed issue, they may allow some flexibility when it comes to those who were previously offered coverage or want to increase their coverage at this point.

Maxwell offers the flexibility to run an open enrollment that allows every employee and spouse to be treated as a first-time enrollee with access to the guaranteed issue, regardless of their past interactions with the product (sometimes called a “true open enrollment” or “one-off special open enrollment”).

Maxwell also offers the ability to enable employees to increase their inforce coverage by an additional amount without requiring evidence of insurability (sometimes called “additional purchase guarantee” or “one-off provision”).

Your Advisor will set this up in your Maxwell portal if the carrier offers these terms.

Special rules outside of annual open enrollment

If an effort to increase participation, some carriers may allow late entrants to enroll in the lowest increment withoutrequiring evidence of insurability. This is an available option for any plans with late entry rules, as long as the plan allows employees to choose their increment amounts. Your Advisor will set this up in your Maxwell portal if the carrier offers these terms.

Some carriers may also allow late entrants to enroll up to the guaranteed issue amount without requiring evidence of insurability for certain life events that result in a family status change, including: Birth or Adoption of a Child, Change in Domestic Partnership Status, Change to Spouse Coverage, Family and Medical Leave Act, Marriage, Divorce, Death of Spouse or Dependent, Part-time to Full-time, Full-time to Part-time, Spouse Loss/ Gain Insurance Eligibility.

Note: If this rule is not set up, EOI will be required during any life event for the employee or spouse (other than Marriage and Change in Domestic Partnership Status for the spouse).

Special rules for rehires

At times, carriers allow rehires not to be subject to EOI based on late entry rules if it’s been an extended period of time since they left the company and were previously enrolled in or offered coverage. Currently, Maxwell does not allow for this scenario and ensures late entry rules are applied to all rehires, regardless of how long it’s been since they were previously employed by the company. (Of course, this requires that the employee was listed in the Maxwell system during their previous employment). While this may cause a voluntary product to pend EOI when it’s not necessary, the Administrator can always manually approve the full amount in Maxwell without having the individual complete a form.

What else should I be aware of when it comes to evidence of insurability?

In Maxwell, evidence of insurability can be set up on all voluntary lines of coverage (life, critical illness, disability) except for voluntary cancer and voluntary accident plans. EOI is not commonly covered for these types of plans.

Maxwell does not support different guaranteed issue amounts based on the employee or spouse’s age.

Maxwell does not support giving late entrants access to a guaranteed issue amount above $0.

Maxwell does not support age-based guaranteed issue amounts.

One of the late entry rules mentioned above is if an employee declines coverage, they will be subject to evidence of insurability the next time they’re offered coverage. Please note that in the Maxwell platform, the employee does not need to actively waive or even log in to be considered as “declining” coverage. They only need to have been offered the product at a point in time.

For voluntary critical illness products, some carriers do not use a form and instead have the employee answer health questions right in the Maxwell shopping experience after they elect a coverage amount that requires EOI. For those products, Maxwell does not currently support late entry rules and only requires EOI if the employee elects over the guaranteed issue. You can manually administer late entry for these products by following .

The benefits cart is where your employees will review their benefits offering. The benefits cart will display after employees have added or updated their profile information. Employees can return to their benefits cart at any point during the shopping experience by clicking the cart icon on the top navigation.

Benefit types

The benefits cart first organizes all the plans that you’re offering by benefit type, such as “Medical.” This introduces the employee to the type of benefit before they dive into their plan options (such as HMO, EPO, PPO, HDHP, etc.).

The cart explains each benefit type in plain language to drive an understanding of the overall purpose before the employee jumps into specific plan options and coverage details.

Once the employee has made a selection, information about that selection will replace the description. If the employee enrolled in one of the plans, that plan’s name and coverage details will display. If the employee actively waives the benefit type, then a record of that action will display.

The employee has selected the PPO plan, waived dental coverage, and has not made a decision about vision coverage yet.

The plan information will already be displayed in the benefits cart before the employee takes any action if the employee:

Has been auto-enrolled in the benefit by their employer

Is in a passive annual open enrollment and their previous coverage has been rolled over

Is reviewing their current coverage due to a life event

Example of an auto-enrolled plan

Employees must either enroll in or waive medical, dental, and vision benefit types. That doesn’t necessarily mean they need to log into Maxwell and make a decision. If you’re running a passive annual open enrollment and their coverage from last year has been rolled over, that will satisfy the requirement.

The cart lets employees know that medical, dental, and vision are required. The “Proceed to Checkout” button is disabled until these requirements are fulfilled.

Value categories

The benefits cart makes the benefits offering easier to digest and comprehend by automatically organizing benefit types into five or fewer categories based on the value the set of benefit types bring to the employee.

Here’s a list of the categories and the benefit types that fall within each category:

Category

Benefit types

Keep you and your family healthy

Medical

Dental

Vision

Critical Illness

Accident

Hospitalization Insurance

Cancer

Gap/Supplemental

Telemedicine

Fitness, Fitness Reimbursement, Fitness Tracking

Health and Wellness

Health Concierge

Protect your income

Short Term Disability

Long Term Disability

Protect those who count on you

Life

Life and AD&D

AD&D

Plan your finances

HSA

HRA

FSA, LFSA

DCA

Commuter

401k, 403b

Pension Plan

Profit Sharing Plan

529 Plan

Student Loan Assistance, Tuition Assistance

Other benefits available to you

Everything else not found above including Long Term Care, EAP, Travel Assistance, Adoption Services, Identity Protection, etc.

Note:

The order of the categories and the benefit types within a category have been set for the best user experience and cannot be customized.

If your company does not offer any benefit types under a value category, it will not display. For example, if your company doesn’t offer any disability benefits, the category “Protect your income” will not display at all in the benefits cart.

If your company only offers benefit types that fall under one value category, it will not display. For example, if your company only offers medical, dental, and vision benefits, the “Keep you and your family healthy” value category will not display.

Actions

When the employee is ready, they can review the plans available to them by clicking Review Options. We recommend that the employee starts at the top with Medical. If multiple plans are offered, the employee will be brought to a new page with the plan options represented in tiles. If there is only one plan option, they’ll be brought directly to that plan’s coverage details.

There are three medical plans offered, so the employee is taken to a new page where they can see their options laid out.

Once an employee has made a selection, they’ll see it represented in their cart when they return. From there, they can view details of the plan, change the plan (if other options are available), or waive the plan (if allowed).

Once the employee has finished selecting their benefits, they can review their recurring costs and proceed to checkout where they can review their benefits before submitting their enrollment.

FAQ

Can I customize the names of the value categories or the benefit types and their high-level descriptions?

The names of the value categories, benefit types, and the high-level descriptions were thoroughly researched by the Maxwell team and cannot be customized.

Life event settings allow you to control the benefit changes that employees can make during life events in Maxwell. You can determine which life events qualify an employee to make changes to benefits, which benefits specifically can be changed, and when those changes should become effective.

In this article:

Set up life event settings

Example workflow with some benefits unavailable to change

Example workflow with all benefits unavailable to change

FAQ

Set up life event settings

You can set up these rules in the Administrator view of your Maxwell portal under Settings > Life Events. Both Master and Standard Administrators can view the Life Event Settings, but only Master Administrators can edit them. Learn more about Administrator permissions >

Here’s what you can customize:

Customize which benefits should be available for employees to review and update

The life event settings will default to allow employees to review and update all benefits as a result of any life event. For each life event, you can control which benefits should be available to the employee to review and update. For example, for a “Change of Address” life event, you may want to uncheck all benefits from being available to change. For a “Marriage” life event, you may want to uncheck financial accounts form being available to change.

To edit the settings, click Edit Settings, uncheck the benefits that shouldn’t be available, and click Save. You’ll be asked to confirm the changes. You should think about any life events that are currently in progress and make sure it’s okay that these changes are applied for those employees right away. (You can see which life events are in progress by going to your Dashboard.)

Note:These settings do not allow you to determine what actions an employee can specifically take when they are editing the benefits available to them. For example, you may only want employees to be able to add their new dependent to their medical coverage for a “Marriage” life event. The system will not stop them from taking additional actions, but you will have the control to deny any changes that should not have been made on the Administrator side before you approve the event.

Customize when any changes to benefits should be effective

The life events settings will default to have coverage changes effective on the date of the life event. For each life event, you can control when coverage changes should be effective with the following options:

Date of life event

Example: Life Event Date = 9/10, Effective Date = 9/10

Date of life event + 30 days

Example: Life Event Date = 9/10, Effective Date = 10/10

Date of life event + 60 days

Example: Life Event Date = 9/10, Effective Date = 11/9

First of month following life event date

Example: Life Event Date = 9/10, Effective Date = 10/1

Example: Life Event Date = 10/1, Effective Date = 10/1

First of month following life event date + 30 days

Example: Life Event Date = 9/10, Effective Date = 11/1

Example: Life Event Date = 10/1, Effective Date = 11/1

First of month following life event date + 60 days

Example: Life Event Date = 9/10, Effective Date = 12/1

Example: Life Event Date = 10/1, Effective Date = 12/1

To edit the settings, click Edit Settings, select the effective date from the setting, and click Save. You’ll be asked to confirm the changes. Note that changes to the effective date of coverage will not impact any in-progress life events. (You can see which life events are in progress by going to your Dashboard.)

Note: The date that the coverage is effective will apply to all benefits, even if they’re unchecked to be editable by the employee. That allows the setting to be applied if the Administrator makes a change to the benefits.

Things to keep in mind when setting up life event rules:

In the system, the employee will always have 30 days from the date that they requested the life event to make changes to their profile (and benefits, if applicable). You cannot customize that window of time from the settings, but you can on an individual employee basis by editing the event from the employee’s profile.

These settings will only dictate what benefits your employees should be able to make changes to. You’ll still have the ability to make any changes that you like (including the effective date of the benefits changes), should you trigger and process the life event on the employee’s behalf from the Administrator view.

Example workflow with some benefits unavailable to change

Note: to see example workflows where all benefits are available to change, head over to the Change an Employee’s Information or Coverage article, as this is the default functionality even for those employers who are not participating in the beta.

Here is the workflow if an employee requests a life event and some benefits unavailable to change, based on the life event settings:

Please note: the above screens include coverage selection updates that are going live in the employee experience on 10/15. See these release notes for more information.

Example workflow with all benefits unavailable to change

Here is the workflow if an employee requests a life event and no benefits are available to change, based on the life event settings:

Frequently Asked Questions

Will I need to update the life event settings when the benefits renew in the new plan year?

Because the settings are based on the benefit type (rather than the individual plan), you will not need to update the settings when a new plan year begins. The only thing you should keep in mind is that any benefit types you’re offering for the first time will be set to the default, so you may want to configure the settings for that benefit type.

I want to make an exception for a single employee. What should I do?

You cannot make an exception for a single employee and allow only them to bypass the life event rules, however, you can make the updates from the Administrator view, which would allow you to make any changes you need to.

When an Administrator or an employee initiates a life event in Maxwell, they will choose from a list of events or change reasons.For more details on the steps you may need to take with life events, you can review how to Change an Employee's Information or Benefits.

View of Life Events as an Admin

View of Life Events as an Employee

salary-based products will update automatically based on your salary effective date rules.

The full list of Life events is included below and is categorized as following:

Dependent Add Events

Dependent Drop Events

Employee Add Events

Employee Drop Events

Additional Life Event Options

Here are a few tips as you work with Life Events in Maxwell:

Certain life event reasons are available only to Administrators. These have been noted in the list of life events below.

If you would like to customize which benefits should be available for employees to review and update for each life event, you can setup your Life Event Settings.

Because the life events and change reasons accepted by each carrier are different, the list is not intended to be exhaustive. It does not contain examples for every reason out there, but it covers the most common ones.

Each carrier has different names for change reasons- or life events. The terminology used in Maxwell (e.g. “Birth or Adoption of Child”) may not match up exactly with the terminology that the carrier uses (e.g. “Change in Number of Dependents”). You should be able to cross-reference between Maxwell and the carrier and find a match. We cannot customize the change reason or life event list specifically for your portal or for different carriers.

Dependent Add Events

These life events can be used to track when an employee has a change in family status with one or more dependents.

Birth or Adoption of Child

Employees who have a baby or adopt a child can typically add their child to their insurance plans.

Court Order: Add Dependent to Coverage

Dependent Lost Eligibility for Medicaid or State Program

Dependent Lost Eligibility for Medicare

Dependent Lost Insurance Coverage

Gain of Child Custody

Marriage

Employees who get married can typically add their spouse to their insurance plan, or cancel their coverage if they’d like to enroll in their spouse’s plan.

New Domestic Partner

Dependent Drop Events

These life events can be used to track when an employee has a change and may need to remove a dependent from their coverage.

Court Order: Remove Dependent from Coverage

Death of Spouse or Dependent

Dependent Age Off

If an employee’s child leaves the plan due to “aging off” at age 26, an employee can change their coverage accordingly.

Court Order: Remove Dependent from Coverage

Dependent Gained Insurance Coverage

Dependent Newly Eligible for Medicaid or State Program

Dependent Newly Eligible for Medicare

Dissolution of Domestic Partnership

Divorce or Legal Separation

You should use this life event if an employee wants to remove a dependent spouse from their coverage.

Loss of Child Custody

Employee Add Events

These life events can be used to track when an employee wants to add a new coverage.

(Note: these events are available to Administrators Only)

Employee Lost Eligibility for Medicare

Employee Lost Medicaid or State Program

Employee Newly Eligible

Use this life event if one of your employees has recently had an eligibility change. For example, if they were previously covered by a plan outside of the employer, like an employee who was covered by a parent’s plan, but has aged off of it, an employee who was covered by a spouse's plan but has had that coverage terminated, or an employee who has moved from part-time to full-time and is newly eligible. Follow these directions for processing a change that results in an eligibility group change.

New Hire (BambooHR Integration Only)

Use this life event only if you have the BambooHR integration set up in Maxwell. Read about how you would use this to add new hires that sync into Maxwell from BambooHR.

Please note, this life event does not appear as an option in the Life Event Settings.

Employee Drop Events

These life events can be used to track when an employee should be removed from existing coverage.

(Note: these events are available to Administrators Only)

Employee Lost Eligibility

Use this life event if one of your employees has changed eligibility. Examples include an employee moving from full-time to part-time or changing eligibility groups. This life event can be used to document their cancellation of coverage.

Employee Newly Eligible for Medicaid or State Program

If an employee would like to enroll in Medicaid, this life event can be used to document their cancellation of coverage with their employer.

Employee Newly Eligible for Medicare

If an employee would like to enroll in Medicare, this life event can be used to document their cancellation of coverage with their employer.

Leave of Absence

Please note that this does not put the employee in an "on leave" status, Maxwell only has two statuses "active" and "inactive."

Additional Life Event Options

Change of Address

If an employee moves to a new area, they may need to make changes to their benefits coverage. This can also be used to record a move that doesn’t require a change to benefits coverage.

Change to Spending/Savings Account Contribution

Employees should use this change reason if they want to change the contribution amount to their financial products.

Change of Compensation (Note: available to Administrators only)

A change in compensation likely won’t result in an employee’s ability to enroll in new coverage or change their existing coverage. But you may use this life event to record that a change of compensation occurred. Keep in mind that when you approve and end this event,

Here you can find detailed information on Maxwell’s EDI process once an EDI connection is requested by your broker. The below chart explains the lifecycle statuses of an EDI ticket, along with definitions of those statuses and estimated time that each status is estimated to take for completion.

Please note:the “Time in Each Status” are estimates only. Definitive times generally depend on how quickly carriers respond and how promptly brokers and employers are able to clarify issues as they arise throughout the process.

IMPORTANT: Listed as "on hold" in the implementation status, these are instances where the broker, employer, and carrier can influence the overall timeline. In some instances the timeline is not affected in others the timeline can be elongated significantly.

Status

Implementation Status

Definition of Status

Estimated Time in Each Status

EDI Request Kickoff

In Progress

Maxwell creates EDI ticket and assigns it to an EDI analyst to begin work.

3 Weeks

Waiting on information from broker

On Hold

This status will occur when we need information from a broker or an employer before we can proceed.

Until these are responded to, we cannot move forward with creating a test file.

Depends on Broker Turnaround Time

Waiting on information from carrier

On Hold

This status will occur when we need information from a carrier before we can proceed.

Until these are responded to, we cannot move forward with creating a test file.

Depends on Carrier Turnaround Time

Waiting for Portal Go Live

On Hold

This status will occur when the Maxwell health portal is not yet live.

Until the portal is completed and live, we cannot move forward.

Depends on Maxwell PortalImplementation

Set Open Enrollment Dates in Portal

On Hold

This status will occur when the Maxwell Health portal's open enrollment dates have not been set.

Until the open enrollment is configured and employees shop we cannot move forward.

Depends on Maxwell Open Enrollment Configuration Time

Reached out to Carrier for Requirements

In Progress

In order to move forward with the file creation process, some carriers/vendors require that the broker reach out to the carrier first and/or fill out carrier specific forms or questionnaires.

Depends on Broker/Carrier Turnaround Time

Reviewing your EDI Requirements

In Progress

The EDI team works to review the structures and data necessary to create your edi feed.

1 week

Building your EDI file

In Progress

The EDI team begins work coding and building out your edifeed.

3 weeks

File Testing with Carrier

In Progress

Maxwell Health will send test files and receive discrepancy reports from the carrier/vendor. Maxwell will clear those discrepancies up (with the help of the broker) and re-send test files until sign off is given by the carrier/vendor.

2 weeks

Preparing for Go-Live

In Progress

The EDI team takes necessary steps to ensure that your EDI feed goes live and that our production support team is prepared to ensure its success ongoing.

1 week

Live File

Completed

Carrier/vendor provides sign off on test file and the file is "turned on."

Once this occurs, our data operations team will notify the contact with instructions on when the file will be sent and at what frequency.

N/A

Note: This functionality is currently in beta and only available for a limited number of clients. If you’re interested in the upcoming Paylocity 360 API integration and would like to be notified of updates or want additional information, reach out to Kaylie Bryslawskyj, Sr. Product Marketing Manager, at [email protected]!

Maxwell's 360 bi-directional API integration with Paylocity gives you a simple way to connect important benefits-related data in real-time. With this integration, it’s easy to manage your payroll changes while keeping your systems in sync!

In this article, we’ll cover:

About the Integration

Get Started

Pricing

Not Supported by the integration

About the Integration

This integration will automatically synchronize your employee’s demographic information bi-directionally between Maxwell and Paylocity, giving you the freedom to update employee information in either portal. In addition, deductions and earnings from your employees’ benefits in Maxwell will flow into Paylocity in almost real-time.

Once employees are matched between portals and the integration is live:

Demographic informationchanges, including SSN and email, sync bi-directionally (both ways) between Maxwell and Paylocity. A change in one system will automatically update the other system.

Benefit deductions and earningschanges sync one way - from Maxwell to Paylocity.

For more details on integration activity, check out this article about how the integration works.

Get Started

Adding and setting up the integration is self-service and can be completed at any time. As long as you are already a Paylocity customer and have your Paylocity Company ID handy, you’re ready to get started.

>>Check out this article for more information on how to set up the integration.

Pricing

Paylocity charges a one-time $350 setup fee for the integration, as well as an ongoing $10 fee per pay period. How often you pay the $10 fee is based on your company's paycheck dates. For example, if your paycheck dates are set up on a monthly basis, your company will make twelve $10 payments for the year.

Please Note: Paylocity is currently waiving the setup fee for clients that switch from an existing 180 file-sync integration with Maxwell, to the 360 bi-directional API integration with Maxwell.

Paylocity invoices employers directly for the setup and ongoing integration. If you have any billing questions, please contact your Paylocity representative to review.

Not supported by the integration

The following is not supported with the 360 API Paylocity Integration:

The integration currently does not support auto-creating new employees in Paylocity from Maxwell. You should always add new hires into Paylocity first.

Manual or one-time adjustments, such as prorating the employee’s contribution for a partial pay period or catching up and doubling the contributions for a missed pay period are not supported in Maxwell (and therefore the integration). Maxwell handles recurring deductions, as in the same amount for each paycheck. You’ll make these types of adjustments in the Paylocity system after the recurring deduction is synced over from Maxwell. Learn more about per pay period amounts in Maxwell >

Setting up multiple portal connections from Maxwell to Paylocity is not supported. Only one Maxwell connection will be allowed per Company ID. If you need to connect a different portal, you must first disconnect the Company ID from the 1st portal.

Unsupported Payroll Code Configurations

There are complex payroll code overrides that we cannot support today with the Paylocity Integration. If possible, you should work with Paylocity to update your payroll codes in their system so that you can use the integration to sync benefit costs. This includes:

Override any benefit by a custom field in Maxwell

Override a commuter benefit with a separate payroll code for biking, parking, and transit amounts

Override a voluntary benefit with a different payroll code for the insured individual: employee, spouse, or child

Support

If you have a question about the API Integration functionality, setup, billing, or your sync, please contact Maxwell Customer Support at [email protected].

If you have a question about Paylocity functionality or product offering, contact your Paylocity representative or visit their site.

[email protected].

HealthEquity is one of Maxwell’s chosen providers for HSA accounts for employers. Our integration with HealthEquity automatically sends eligible employee information over from Maxwell to HealthEquity.

Get started

If you’re using the HealthEquity integration, it will be added and turned on by the Maxwell team. When your Advisor implements you on Maxwell, they’ll provide some information including the billing contact.

If you're an HR Administrator, please talk to your Advisor if you’re interested in using the HealthEquity integration. If you're an Advisor, please include the request for the integration at implementation, or use this form to request it off-cycle.

How the integration works

Once the integration is set up and turned on, Maxwell will automatically send information about the employer and enrolled employees to HealthEquity every weekday at 6am ET. This file is an eligibility file only and does not include contribution information.

Note:

Because the file does not include employee contributions, the HR Administrator is responsible for running a report and uploading contributions directly into HealthEquity each month. A custom report will be added to your “Reports Library” in Maxwell with all the information you need. Note: if a custom report has not been added to your portal, you can create one by following these steps >

The file does not include pending enrollments. Employees will only be added to the file after their HealthEquity product has been processed.

If you already have a Medical plan that is embedded with Health Equity, then setting up this integration is not necessary

Once HealthEquity receives the first file from the employer, they’ll generate employer and employee accounts. They’ll send a welcome email to the employer’s main contact (provided by your Advisor at implementation). The email will include:

A link to the HealthEquity employer portal

Instructions on how to upload employee elections and contributions into the HealthEquity portal

Instructions for how to register for a demo of the HealthEquity employer portal

2020 Plan funding

The fee for HealthEquity HSAs is $2.95 PEPM.There are no additional costs.

HCRA, FSA, HRAFLEX benefit connectivity is also available. HealthEquity Maxwell Pricing does apply. Please refer to your HealthEquity Sales Representative for more information.

HealthEquity COBRA connectivity is not available.

HealthEquity will bill employers directly.

Note: HRA plan designs: dependents not supported, no claims integration.

Support

For technical questions about the Maxwell Health + HealthEquity integration, please contact Maxwell Customer Support at [email protected]. For more general questions about Maxwell Health + HealthEquity, please contact your Advisor and/or the Maxwell Health Marketplace Team at

For questions regarding HealthEquity products, ID cards, the HealthEquity employer portal etc., please contact your HealthEquity representative.Employers and brokers can call 866.382.3510 or email [email protected] for assistance. Employees can call 1.877.323.2887 or email [email protected].

Welcome to Maxwell University!

Our live training sessions led by Maxwell product and customer experts are focused on getting you started quickly and providing you tips to help you manage your employee and benefit info in Maxwell Health.

Live Workshop Q&A Session with Maxwell Health

February 19, 2020 at 12:00PM ET

Have a question about how data feeds (EDI) in Maxwell work? If you have an established EDI connection, or are in the process of implementing one, you'll love the chance to ask your specific questions in our live workshop ... read more

Discovery Benefits is one of Maxwell Health’s chosen providers for COBRA administration services. Discovery is transforming the complexity of employee benefits administration with innovative solutions and extraordinary customer service delivered by empowered and knowledgeable employees. As a leader in benefits administration, Discovery Benefits is simplifying the benefits process for clients with cutting-edge technology and trained experts dedicated to providing a superior customer experience.

Employers who use Discovery Benefits as their COBRA administrator can use Maxwell’s integration to easily get COBRA-relevant information over from Maxwell to Discovery Benefits.

Included in this article:

How the integration works

Get started

Pricing

Support

How the integration works

Once set up, Maxwell will automatically send two files over to Discovery on a weekly basis on Mondays at 5am ET.

The Initial Enrollee File will include all newly eligible employees (and covered dependents) who have elected (confirmed) medical, dental, vision, FSA, or HRA products. This will let Discovery know to send the initial general notice to inform employees and covered dependents of their COBRA rights.

The Qualifying Event File will include all employees and/or dependents with new COBRA qualifying events, and their associated product/demographic information. To be included on the file, the employee must be marked COBRA-eligible due to a qualifying event in Maxwell. After Discovery receives the file, they’ll take care of the rest! This includes sending qualified beneficiaries election notices, managing coverage elections, and offering an online account where COBRA enrollees can access information about their coverage and make payments. Of course, Discovery will also communicate all coverage information to insurance carriers, including any changes.

Note:

Both files are changes-only and will include only new enrollees or qualifying events since the last file.

Only medical, dental, vision, FSA, and HRA products are sent over on the file. Teladoc enrollments will not send over on the file, even if it comes bundled with medical. You will need to enter information for Teladoc in Discovery Benefits manually.

If there are any errors or discrepancies on the file, the Discovery Benefits team will notify you immediately and work with you to get them resolved. The Maxwell Team will also send you a weekly discrepancy report, as they do for all integrations. Any reported file errors will then need to be keyed directly to Discovery Benefits’ Employer Portal by the broker or employer. Because COBRA notifications are time-sensitive, it is always best practice to check your Discovery Benefits web portal routinely to verify all initial notifications and qualifying events have been processed. It is the responsibility of the employer to ensure the accuracy and timeliness of the qualifying event and new hire information that is provided to Discovery.

Get started

For new employers on Maxwell, your Advisor will submit information (such as the Discovery Benefits client code and billing information) to the Maxwell team during the employer implementation process, the Advisor will submit information to the Maxwell team. Either you or your Advisor will also be required to submit a New Client Setup Form to Discovery Benefits and work with their Implementation Managers to get your Discover COBRA administration up and running. Maxwell will work with Discovery Benefits to get your integration up and running.

If you’re already a Discovery Benefits COBRA administration customer through the Maxwell Marketplace, we're already working with Discovery and your Advisor to set up your integration. Either Maxwell or your Advisor will be in touch with next steps!

If you’re already a Discovery Benefits COBRA administrator customer, but not through the Maxwell Marketplace, talk to your Advisor about getting this setup with Maxwell. That way, you can take advantage of the integration. Your Advisor will use this form to request the integration.

Not a current Discovery Benefits COBRA customer, but interested in becoming one? Great! Let your Advisor know that you’re interested, and they’ll fill you in on next steps.

Pricing

All Discovery Benefits pricing information is listed here.

Support

For technical questions about the Maxwell Health + Discovery Benefits COBRA integration, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the Maxwell Health + Discovery Benefits integration, please contact your Advisor and/or the Maxwell Health Marketplace Team at [email protected] . For questions regarding Discovery Benefits products, please contact your Discovery Benefits representative.

Please note:the Discovery Benefits COBRA offering through the Maxwell Marketplace as described above is not available toClients sitused in New York. However, if the Clientalreadyuses Discovery Benefits for COBRA administration, they are able to access the COBRA integration through Maxwell Health.

Our ACA tool helps you meet the compliance requirements of the Affordable Care Act’s (ACA) employer mandate. The employer mandate requires large employers to offer coverage to employees and their dependents. To demonstrate that they have done this and are in compliance, employers must file IRS forms on an annual basis.

Much of the employee data you will need to comply with the employer mandate is already stored in your Maxwell Health portal. The ACA tool allows you to access this existing information to use for your IRS reporting.

Note:To minimize the amount of contact with sensitive employee information in the ACA Data Extract, the Manage ACA tool requires you to be a Master Administrator in Maxwell Health. Standard Administrators do not have access.

The Maxwell Health ACA Package

The Maxwell Health ACA Package, available through the Manage ACA tool, is a zip file containing a data extract and a PDF.

The data extract contains all of the employer mandate-relevant information within your Maxwell portal, including:

employer information

employee and dependent current demographic information

employee and dependent medical product information

The PDF is a universal Maxwell Health document that includes:

instructions on interpreting the data extract

descriptions of where within the IRS forms the information from the extract is useful

a comprehensive data dictionary allowing any reader, including those not familiar with the Maxwell Health system, to successfully interpret the data fields

a list of data limitations

For more information: Read the PDF: About the Maxwell Health ACA Data Extract and see an example data extract.

Send the ACA Package securely.Think the ACA Package would be useful for your business? Send it to yourself, your colleagues, one of our compliance partners, or other third party vendors assisting you with ACA compliance via secure, HIPAA-compliant mail directly from your administrator portal. Read how to send the ACA Package.

ACA Partners

https://info.maxwellhealth.com/aca-reporting-service

ABOUT BENEFITSCAPE:

BenefitScape’s smart, secure and cloud based ACATech software works seamlessly with Maxwell data to provide zero-error, on-time ACA Compliance with minimum fuss. By focusing exclusively on ACA Compliance and working with Maxwell data, Benefitscape is able to provide unrivaled cost efficiency and superior customer service to Maxwell clients and hundreds of diverse employers across the USA.

VALUE OF ADDING BENEFITSCAPE TO YOUR BENEFITS OFFERING:

Features

Tracking, reporting, and IRS e-filing

Unrivaled client support

Dedicated, flexible ACATech software

Zero-error IRS coding

All Form 1095 processing, print, and distribution

Authorized IRS E-filer

HIPAA compliant

Flexible and cost-efficient

Free penalty diagnostics How It Works

Initiate the ACA data extract out of the Maxwell platform and send over to Benefitscape via Maxwell’s ACA tool.

The Benefitscape team will work with you to complete the forms and filing process. BENEFITSCAPE IS AVAILABLE TO...

Applicable Large Employers (ALEs), who are required to report, are employers who had 50+ full-time employees, including full-time equivalent employees, on average during the prior calendar year.

COST: A fixed fee of $1,500 per client and $5.00 per employee.For cases above 500 lives, contact Benefitscape for a customized quote.

To request more information or begin working with Benefitscape, fill out this contact form: https://info.maxwellhealth.com/benefitscape

ABOUT ACA REPORTING SERVICE:

ACA Reporting Service is a full service Affordable Care Act (ACA) reporting company. Their ACA reporting solution was built out of an in-depth knowledge and understanding of employee benefits, which is the major difference between their solution and the majority of competitors who approached this reporting from a technology or payroll background. Having established relationships with the actual individuals who are ultimately responsible for this annual reporting (human resource directors, finance directors & benefit brokers) and knowing the type of functions they perform each day, ACA Reporting Service has designed a client experience to fit their clients perfectly. Most importantly, their #1 focus and goal is to be a service company delivering a great client experience. It is this focus on serving their clients which helps them achieve a 98\%+ client satisfaction rate.

VALUE OF ADDING ACA REPORTING SERVICE TO YOUR BENEFITS OFFERING:

Features

Form 1094 & Form 1095 creation

Form 1095-C code calculation

Convenient PDF form delivery

E-filing forms to IRS

HIPAA & HITECH compliance including BAA

Compatible with any payroll system

Compatible with any medical plan How It Works

Initiate the ACA data extract out of the Maxwell platform and send over to ACA Reporting Services via Maxwell’s ACA tool.

The ACA Reporting Services team will work with you to complete the forms and filing process.

ACA REPORTING SERVICE IS AVAILABLE TO:

Applicable Large Employers (ALEs), who are required to report, are employers who had 50+ full time employees, including full-time equivalent employees, on average during the prior calendar year.

COST:Pricing for ACA reporting is based upon the number of forms created and filed. To calculate the number of forms, total your number of employees who were full time on any day of the calendar year, and refer to the chart on the last page here. Pricing is based per EIN.

ACA Reporting Service offers a 10\% discount from their standard pricing for Maxwell clients.

To request more information or begin working with ACA Reporting Service, fill out this contact form:

Level 1 - Maxwell Basics

Getting Started with Maxwell

Learn the ins and outs if you are brand new to Maxwell

>> training (30min)| video (35min)| article

Tour of Maxwell

A quick overview of Admin basics

>> video (5min)

Member Shopping Experience

See Maxwell from the employee's perspective

>> video (90sec)

Welcome Emails

Send out an email to welcome employees to Maxwell

>> video (3min)| article

Level 2 - Managing Employee Info

New Hires in Maxwell

How to add new employees

>> training (30min)| video (2min)| article

Approving Employee Enrollments

How to approve new employee elections

>> video (2min)

Terminations in Maxwell

How to terminate employees

>> video (2min)| article

Employee Changes and Updates

Manage changes to employee information and/or coverage

>> video (2min)| article

Managing COBRA Events in Maxwell

Mark and report on COBRA events

>> article

Approve or Deny Elections Pending EOI

Managing Requested and Approved Volumes of Coverage

>> video (2min)| article

Level 3 - Annual Open Enrollment

Guide to Open Enrollment in Maxwell

Tips on getting ready for a successful OE

>> article

Prepare forOpen Enrollment

Tips on getting ready for a successful OE

>> training (30min)| video (3min)| article

Set up and Kick off Open Enrollment

Check on employee progress during the shopping experience

>> article

Monitor Open Enrollment

Check on employee progress during the shopping experience

>> article

End and Close outOpen Enrollment

Review the steps required to close out OE

>> article

Level 4 - Maxwell Tool Kit

Forms

Send and approve forms electronically in Maxwell

>> training (30min)| article

Reports

Run reports to export data out of Maxwell

>> training (30min)| video (2min)| article

View Payroll Changes

See changes to deduction and demographic info

>> article

Map Payroll Deduction Codes

Map your payroll system's deduction codes

>> article

Notifications

Customize which notifications you receive

>> article

Wellness and Rewards

Set rewards that employees redeem viafitness apps

>> article

Level 5 - Mastering Data and Connections

COBRA Integrations

How the Integrations work

>> Discovery Benefits | Accrue Solutions

BambooHR

How the BambooHR Integration works

>> training (45min)| article

Paylocity

How the 180 Paylocity file sync integration works

>> article

ADP Workforce Now API Integration

Automatically send benefit deductions over to ADP

>> article

ADP Workforce Now Compatible Report

Set up and access ADP Workforce Now compatible payroll report

>> article

Paychex

Set up and access Paychex Flex Enterprise compatible payroll report

>> article

EDI Connections

>> video (3min)| article

In this article, we’ll review how you can use the employee progress dashboard to:

View employee progress and send reminder emails to employees

View forms progress and send reminder emails to employees

View employee progress and send reminder emails to employees

To get started, access the dashboard from the navigation in your Administrator portal: we’d love to hear your feedback

If you're in Open Enrollment, you'll be able to toggle between the Open Enrollment and New Hire / Change Events dashboards:

You’ll see three circles that show employee progress:

Employees Not Started: These employees haven’t logged in since the event began

Employees in Progress: These employees have logged in, but they haven’t finished reviewing their profile and/or benefits

Employees Completed: These employees finished reviewing their profile and/or benefits

You'll also see a dashboard indicator when there are actions you need to take as an Administrator. Indicators will appear if:

Employees are in the Employees Completed status pending your review and/or approval of their life event

Employees have signed forms which now appear in the Forms that Need Approval status.

These indicators will disappear once the employee event or electronic form has been reviewed and approved by an Administrator.

Please note: the Employees indicator will not display during an annual Open Enrollment.

View a list of employees in each progress status

You can click on each circle to view and sort a list of the first 10 employees in each progress status, as well as relevant information like their last login date (for Employees in Progress) and last checkout date (for Employees Completed). You can see all employees across all statuses by clicking on "View All".

Send employees a targeted reminder email

From this list, you can also select employees to receive a targeted reminder email. A prepared sample template will be loaded and ready to go for “Employees Not Started” and “Employees in Progress,” but you can always select a different template if needed.

If you need to edit the template, click Edit Templates which will take you to Tools > Send Communications where you can edit an existing template or create a new one to select from the drop-down.

Note: The Maxwell system automatically sends a confirmation email to employees once they check out of shopping. See a preview of this email here.

Automatic Reminder Emails

For the New Hire/Change Events and Open Enrollment dashboard, you have the option to turn off “Automatic Reminder Emails”. “Automatic Reminder Emails” means that emails will automatically send to any employees who are in a shopping event and haven’t checked out of shopping 2 business days before the shopping end date The reminder email is a standard Maxwell template and cannot be edited or customized. Here’s a preview, so you know what to expect:

From: [email protected]

Subject:Don't forget! Your open enrollment ends in 2 days

From: [email protected]

Subject: Don't forget! Your benefits shopping period ends in 2 days

Things to consider when reading the employee progress dashboard

For both employee progress dashboards, employees will be removed from the "Completed" circle of the dashboard once you end the event.

Both employee progress dashboards do not include inactive employees. For example, if an employee is terminated during Open Enrollment, they’ll be removed from the dashboard.

The dashboard will show employees progressing through the experience, even if you as the Administrator have taken action on their behalf. If you’d like to know whether the employee has uniquely logged in, you can reference their “Last Login Date” on their profile or clicking through the “Employees in Progress” circle. If there is no date listed there, then you know the employee themselves did not log in.

The “New Hire/Change Events” dashboard does not include:

Employees who are in a Correction/Administrative Change or Termination event. To see a full list of employees in these change events as well, download the Employee Change Event Report under Tools > Reports > Library.

If you're a Standard Administrator, the enrollment progress dashboard will only show employees from eligibility groups that you have permission to view

View forms progress and send reminder emails to employees

On the employee progress dashboard for both Open Enrollment and New Hires/Change Events, you’ll also be able to see what forms need to be completed (by the HR administrator or the employee).

Whether forms were sent to employees due to annual OE or a new hire/change event, you’ll see three circles that show forms progress:

Forms with Employees: These forms have been sent to employees and are waiting for their signature

Forms that Need Approval: The HR administrator needs to take action to either approve or sign these forms

Completed Forms: These forms have been signed or approved by all parties

For Open Enrollment, the number of forms includes only forms that have been set up to send to employees automatically as part of this OE. Any forms that were sent to the employee manually during OE will not be included here. To see all the forms that are pending, including those manually sent, head to Tools > Forms > Manage Forms.

For New Hire/Change Events, the number of forms includes all enrollment and onboarding forms that were sent to employees (either automatically or manually) outside of Open Enrollment. Once a form has been completed, it will show in the “Completed Forms” circle for 60 days.

View a list of forms

By clicking into the circle, you can view and sort a list of forms in each stage and see relevant details such as the date sent (for “Forms with Employees”), date signed by employee (for “Forms that Need Approval”), and date approved by administrator (for “Completed Forms”).

From here, you can also quickly view the individual form on the employee profile, preview the employer form, or approve/sign/or download the form (for "Forms that Need Approval" and "Completed Forms").

Send employees a targeted reminder email

From this list, you can also select employees to receive a targeted reminder email to complete the form. A prepared sample template will be loaded and ready to go for “Forms with Employees” but you can always select a different template if needed. If you select multiple forms for one employee, that employee will only receive one email reminder.

Note: For onboarding forms with “Auto-Sending” turned on, the Maxwell system automatically sends reminder emails to new hires and rehires after they finish entering their personal information. See a preview of this email here.

Thanks for reading! As always, !

We’re kicking off the new year with some exciting updates that will help you take your productivity to the next level in Maxwell. With a lot on your plate, any extra time you can save in your day-to-day is well worth it. Let's take a look at what's new!

Enrollment Dashboard Updates

Life Event Settings

Coming Soon...

we’d love to hear your feedback

See it for yourself! View an on-demand session of our recent release webinar where we highlighted our upcomingPaylocity 360 bi-directional API integration along with other upcoming enhancements!

Enrollment Dashboard Updates

We want to make it easier for you to know what needs your attention in Maxwell. That’s why we’ve made some updates to your Employee Progress Dashboard. These include:

Surfacing the list of employees under each status directly on your dashboard

Columns that you can sort to make it easy to find the information you need quickly

The ability to easily see employees across all dashboard statuses in one view

A new indicator highlighting when you need to take action with employees or forms

Automatic employee email reminders for life event and new hire shopping

Life Event Settings

Want more control over mid-year benefit changes? Life Event Settings allow you to set rules to manage which benefit changes employees can make during life events in Maxwell. With this new feature, you can customize your settings to determine:

Which life events qualify an employee to make changes to benefits

Which benefits the employee can change during those life events

When those changes to benefits should become effective

Check out the Life Event Settings article for more details on how to set up life event rules.

Please Note: Enrollment Dashboard and Life Event Settings updates will be live for all Maxwell clients on January 28th.

Coming Soon...

Paylocity 360 Bi-directional API Integration

We’re hard at work on our bi-directional integration with Paylocity and will be kicking off our beta program this month! If you're interested in more details you can learn more here.

Expansion of Payroll Calendar to all Benefit Types

We'll soon be giving you the ability to customize your paycheck date settings further by expanding the Payroll Calendar to include all benefit types.

Automated Child Dependent Age Off

We'll continue to simplify and automate tasks for you in Maxwell - especially around managing eligibility - by automating dependent age off situations.

Thanks for reading! As always, !

This article reviews:

How per pay period amounts are calculated in Maxwell

Where per pay period amounts are displayed in Maxwell

Important notes about cost calculations in Maxwell

How per pay period amounts are calculated in Maxwell

In Maxwell, per pay period amounts are calculated in different ways, depending on the pay frequency, whether the product has a monthly premium or annual contribution, and whether you have pay dates entered into Maxwell.

If your benefits offering includes financial products with annual contributions, we recommend adding your payroll calendar to Maxwell for the most accurate calculations.

See details below:

Monthly

For products with a monthly premium: Same as the monthly premium.

For products with an annual contribution:Maxwell divides the annual contribution by the number of remaining pay periods left in the plan year. The calculation of the number of pay periods remaining will depend on on whether pay dates are entered for the entire plan year.

If pay dates are entered:Maxwell counts the number of pay dates entered from the employee's product effective date until the employee's product end date.

If pay dates are not entered:Maxwell assumes that your pay date is the last day of the month. The first pay date counted is the first one on or after the employee’s product effective date. Maxwell then counts the number of last days of the month prior to the employee’s product end date.

Full plan year example:Jim Halpert renews an FSA product effective 1/1/17-12/31/17, contributing $1,000 annually. Per Maxwell's assumed schedule, there are 12 pay periods in the plan year. His per pay period amount is $83.33 (1,000/12).

Mid plan year example:Jim Halpert is hired on 5/1/2017 and elects to contribute an annual amount of $1,000 towards an FSA product that has a plan year of 1/1/2017 - 12/31/2017. Per Maxwell's assumed schedule, there are 8 remaining pay dates from 5/1/2017 to 12/31/2017. So Jim's per pay period amount is $125 (1,000/8).

Semimonthly

For products with a monthly premium: Maxwell takes the monthly premium and annualizes it by multiplying by 12. It then divides that number by 24.

For products with an annual contribution: Maxwell divides the annual contribution by the number of remaining pay periods left in the plan year. The calculation of the number of pay periods remaining will depend on on whether pay dates are entered for the entire plan year.

If pay dates are entered:Maxwell counts the number of pay dates entered from the employee's product effective date until the employee's product end date.

If pay dates are not entered:Maxwell assumes that your pay dates are on the 15th and the last day of the month. The first pay date counted is the first one on or after the employee’s effective date. Maxwell then counts the number of 15ths and last days of the month prior to the employee’s product end date.

Full plan year example:Jim Halpert renews an FSA product effective 1/1/17-12/31/17, contributing $1,000 annually. Per Maxwell's assumed schedule, there are 24 pay periods in the plan year. His per pay period amount is $41.67 (1,000/24).

Mid plan year example:Jim Halpert is hired on 5/1/2017 and elects to contribute an annual amount of $1,000 towards an FSA product that has a plan year of 1/1/2017 - 12/31/2017. Per Maxwell's assumed schedule, there are 16 remaining pay dates from 5/1/2017 to 12/31/2017. So Jim's per pay period amount is $62.50 (1,000/16).

Biweekly

For products with a monthly premium: Maxwell takes the monthly premium and annualizes it by multiplying by 12. It then divides that number by 26.

For products with an annual contribution: Maxwell divides the annual contribution by the number of remaining pay periods left in the plan year. The calculation of the number of pay periods remaining will depend on on whether paycheck dates are entered for the entire plan year.

If paycheck dates are entered: Maxwell counts the number of paycheck dates entered from the employee’s product effective date until the employee’s product end date.

If paycheck dates are not entered: Maxwell assumes the payroll calendar by taking the product effective date, adding 14 calendar days to come up with the first pay date, then an additional 14 days to come up with the second pay date, and so on, until the end of the plan year. The first pay date counted is the first one after the employee's effective date. Maxwell then counts the number of pay dates prior to the employee's product end date.

Full plan year example: Jim Halpert renews an FSA product effective 1/1/17-12/31/17, contributing $1,000 annually. Per Maxwell’s assumed schedule, there are 26 pay periods in the plan year. His per pay period amount is $38.46 (1,000/26).

Mid plan year example: Jim Halpert is hired on 5/1/2017 and elects to contribute an annual amount of $1,000 towards an FSA product that has a plan year of 1/1/2017-12/31/2017. Per Maxwell’s assumed schedule, there are 18 remaining paycheck dates from 5/1/2017 to 12/31/2017. So Jim’s per pay period amount is $55.56 ($1,000/18).

Weekly

For products with a monthly premium: Maxwell takes the monthly premium and annualizes it by multiplying by 12. It then divides that number by 52.

For products with an annual contribution: Maxwell divides the annual contribution by the number of remaining pay periods left in the plan year. The calculation of the number of pay periods remaining will depend on on whether paycheck dates are entered for the entire plan year.

If paycheck dates are entered:Maxwell counts the number of pay dates entered from the employee’s product effective date until the the employee’s product end date.

If paycheck dates are not entered:Maxwell assumes the payroll calendar by taking the product effective date, adding 7 calendar days to come up with the first pay date, then an additional 7 days to come up with the second pay date, and so on, until the end of the plan year. The first pay date counted is the first one after the employee's effective date. Maxwell then counts the number of pay dates prior to the employee's product end date.

Full plan year example: Jim Halpert renews an FSA product effective 1/1/17-12/31/17, contributing $1,000 annually. Per Maxwell’s assumed schedule, there are 52 pay periods in the plan year. His per pay period amount is $19.23 (1,000/52).

Mid plan year example: Jim Halpert is hired on 5/1/2017 and elects to contribute an annual amount of $1,000 towards an FSA product that has a plan year of 1/1/2017-12/31/2017. Per Maxwell’s assumed schedule, there are 34 remaining paycheck dates from 5/1/2017 to 12/31/2017. So Jim’s per pay period amount is $29.42 ($1,000/34).

Proration

For HSA products, you can choose to have the employer contribution prorated. Your Advisor can set this up on your behalf. When proration is enabled, the employee will only receive a portion of the annual employer contribution proportional to the number of pay periods enrolled out of the total number of pay periods in the plan year.

Example:

Jim Halpert is hired on 5/15/17 and is paid biweekly

His employer contributes $1,000 towards an HSA product with a plan year of 1/1/17 - 12/31/17

There are 16 pay dates remaining in the plan year

The employer contributes a prorated annual amount of $615.38 (1,000x(16/26)) over the remaining 16 pay periods

The employer per pay period contribution is $38.46 (615.38/16)

You should only choose this option if you have paycheck dates entered into Maxwell. If paycheck dates are not entered, Maxwell will use an assumed payroll schedule to prorate the amount.

Where per pay period amounts are displayed in Maxwell

Per pay period amounts show up in multiple places in the Maxwell platform, including Administrative reports, data connection files, and the employee experience.

Administrative Reports

Use the Enrolled Cost Report or Change Report to pull per pay period amount information for each product. You can also use the View Payroll Changes feature and associated report.

Data Connection Files

Per pay period amounts are also included in the cost information Maxwell sends over to third party vendors via EDI feeds as well as the following payroll and financial product data connections:

Discovery Benefits integration

Paylocity 180 File Sync

Paylocity 360 API Integration (In Beta)

ADP Workforce Now API integration

ADP Workforce Now compatible payroll report

Paycheck Flex Enterprise compatible payroll report

Administrator Experience

In addition to reports and files, per pay period amounts display in the HR Administrator experience in the employee's profile on the Benefits tab.

Employee Experience

Maxwell displays per pay period amounts to employees during the shopping experience and after they enroll in benefits.

Important notes about cost calculations in Maxwell

We aim to provide the most accurate cost information possible, but there are a few limitations.

There are certain elements of per pay period amount calculations that Maxwell Health does not support and relies on the payroll vendor to accommodate.

Maxwell assumes that per pay period amounts are always counted during the product’s coverage period. Any adjustments to this (including payroll cut-off for new hires, premiums paid in advance, or premiums paid in arrears) will need to be adjusted manually outside of Maxwell. This also includes any one-time adjustments, including one-time deductions or any per pay period amounts that need to be prorated or retroactively adjusted.

Ex:Jim Halpert is hired on March 14 and his benefits are effective on his DOH. According to his company’s payroll schedule, the next paycheck is March 15. Maxwell always assumes the benefits start getting deducted from the first paycheck following DOH. This means Maxwell assumes the first deduction will come out of his March 15 paycheck, even if per your company’s policy he did not meet the payroll cut-off.

Additionally, the following are not part of the cost calculations in the Maxwell platform:

Imputed income (tax added to life benefits exceeding $50,000)

Maxwell does not force federal and state taxation laws. The only tax option is set by your Advisor on the product indicating whether the cost is pre- or post-tax.

This includes the differential treatment of same sex taxation/benefits, which are especially complex due to the extraordinarily complex provisions around taxation of domestic partner benefits. These provisions can vary greatly depending on same versus opposite sex, federal versus state, as well as what the vendor has decided is allowable for the specific plan. As a result, Maxwell Health does not serve as the system of record for taxes. In our experience, the payroll administrator drives taxation treatment, most often via deduction codes, and is best suited to handle this for the employer.

Earnings adjustments. For example, if you choose to add the cost of any plan premium to the employee’s salary, we cannot reflect this cost in Maxwell.

Any surtax

Note: This functionality is currently in beta and only available for a limited number of clients. If you’re interested in the upcoming Paylocity 360 API integration and would like to be notified of updates or want additional information, reach out to Kaylie Bryslawskyj, Sr. Product Marketing Manager, at [email protected]!

Maxwell's 360 bi-directional API integration with Paylocity gives you a simple way to connect important benefits-related data in real-time. With this integration, it’s easy to manage your payroll changes while keeping your systems in sync!

Need for more information on getting started? Check out this article to review the steps to set up the integration.

In this article, we’ll cover:

How the Integration Works

Syncing Demographic Data

Syncing Benefit Deductions and Earnings

What to be Mindful of Ongoing

Troubleshooting Tips

How the Integration Works

When you activate the integration, employees that exist in both portals will be matched based on demographic details. Maxwell matches employees first on Social Security Number (SSN), then on First Name, Last Name, and Date of Birth (if there is no SSN match).

Once employees are matched between portals:

Demographic informationchanges, including SSN and email, sync bi-directionally (both ways) between Maxwell and Paylocity. A change in one system will automatically update the other system.

Benefit deductions and earningschanges sync one way - from Maxwell to Paylocity.

You can receive notifications in Maxwell for ongoing sync activity between Maxwell and Paylocity once the integration is active. Note that notifications will only be sent if they have been enabled for your account.

We strongly recommend that you enable notifications in your portal before you activate the integration. Read more about integration notifications.

Syncing Demographic Data

With this integration, employee demographic data automatically syncs bi-directionally between Maxwell and Paylocity. That means that you have the flexibility to update employee demographic information in either Maxwell or Paylocity, and the most up to date data will sync over to appear in both systems.

Important note: While demographic updates will sync between systems, you may have steps to take in Maxwell to complete event and benefit updates for:

Employee Adds and New hires

Qualifying Events

Terminations

Rehires

Employee Adds and New Hires

When adding an employee, you should always add them into your Paylocity system first. When you add a new employee into Paylocity, the integration will automatically create them in Maxwell and sync the information from Paylocity. Any new employees with recent hire dates (within 123 days) will automatically be added with an open New Hire event and configured shopping window in Maxwell.

Next Steps: Once the new hire is synced into Maxwell, you will need to send a welcome email to the employee to let them know they can now shop for benefits as a new hire.

Qualifying Life Events

When you make a change to certain employee demographic information in Maxwell, that information will automatically sync to update Paylocity.

If you make a change to employee demographic information in Paylocity first, the integration will also automatically sync that information into Maxwell. However, if that demographic change would also require you to track any benefit changes due to those updates, you may need to complete a change event in Maxwell.

Next Steps: Once the demographic information has synced into Maxwell, you may need to initiate a Change Event on the employee’s profile to update benefits.

Terminations

When you terminate an employee in Maxwell, you will walk through the standard termination event workflow. Then the termination date, termination reason and benefit end dates will sync to Paylocity.

If you terminate the employee in Paylocity first, the integration will set the termination information for the employee in Maxwell, but you will still need to complete the termination event workflow in Maxwell to confirm benefit terminations.

Next Steps: Once the termination is synced into Maxwell, you will follow the termination event workflow to terminate benefits coverage and/or mark the COBRA event.

Rehires

The integration will automatically update rehire dates in Maxwell or Paylocity. Additionally, it will automatically open the Rehire event and shopping window in Maxwell if the rehire originates in Paylocity.

Next Steps: Once the rehire is synced into Maxwell, you will need to send a welcome email to the employee to let them know they can now shop for benefits as a new hire.

Syncing Benefit Deductions and Earnings

With this integration, benefit deductions and earnings sync one way - from Maxwell to Paylocity. The deductions and earnings will be created, updated, ended, or deleted in Paylocity based on the enrollment information in Maxwell compared to the information in Paylocity.

Starting a Deduction or Earning

Changing an existing Deduction or Earning

Stopping a Deduction or Earning

Deleting a Deduction or Earning

Once a benefit change happens in Maxwell, if it changes a current or future benefit cost, it will sync over to Paylocity in near real time.

Please note for past effective dates:If a benefit cost change is made that is effective in a prior pay-period, Maxwell will end the deduction and/or earning effective immediately, but will not be able to end the deduction and/or earning in the past. You will need to contact Paylocity to have any type of retro-application of a deduction or earning to prior payroll runs.

Starting a Deduction or Earning

An employee’s benefit deduction/earning amount is started in Paylocity when there is an active enrollment for a benefit with a payroll code in Maxwell, but no matching deduction/earning in Paylocity exists.

Example: An employee is added into Paylocity with a new hire date of 02/03/20 and syncs to Maxwell on 02/03/20. The employee completes enrollment for benefits in Maxwell on 2/14/20 and the Administrator approves and ends the enrollment event for the employee on 2/17/20. The deductions for the enrolled benefits with payroll codes will be sent to Paylocity on 2/17/20 (at the time they are processed by approving the event).

Changing an existing Deduction or Earning

An employee’s benefit deduction amount is changed in Paylocity when the deduction/earning amount in Maxwell does not match the amount in Paylocity.

Example: An employee adds a new dependent onto their medical plan during a life event in Maxwell and their deduction amount changes. When the Administrator approves and ends the life event for the employee, the new deduction, effective date, and begin check date (first pay-date after the effective date) will be sent to Paylocity.

Stopping a Deduction or Earning

An employee’s benefit deduction/earning in Paylocity is given an End Check Date (last check for deduction/earning) if the employee is terminated, the benefit reaches its End Date, or the benefit is deleted after it has already been in-effect through a pay-period.

Example: If an employee is terminated on 01/05/20 and their benefit plan is effective until 01/31/20, then Maxwell will send the End Check Date for the employee’s deductions & earnings on 01/05/20. The End Check Date will be the subsequent paycheck date relative to the termination date as defined on the Maxwell Payroll Calendar.

Here are some other examples as to why a deduction and/or earning may be stopped:

Individual benefit was terminated

Employee waived a benefit they were previously enrolled in during a qualifying life event

Employee changes a coverage level and now has zero cost when there was previously a cost

Employee changed eligibility group (for example, because they moved to another state) and is now no longer eligible for the benefit

Employee decides not to enroll in the benefit again at renewal, or the employer stops offering the benefit

Deleting a Deduction or Earning

An existing benefit deduction/earning is deleted in Paylocity when an enrollment that is effective in a current or future pay-period is deleted in Maxwell.

Example: If an employee has an enrollment effective on 02/01/20 and a Maxwell Administrator deletes the future enrollment on 01/25/20, the future deduction/earning will immediately be deleted on 01/25/20.

What to be mindful of ongoing

You should always add new hires into Paylocity first, and have the information sync to Maxwell.

The integration only sends deduction information for enrollments that have been approved by the benefits administrator. If your employees have any pending elections, deductions and costs will not be included in this file until those elections have been approved.

When you terminate an employee in Maxwell, a stop deduction will be sent over to Paylocity the day after the last effective date of their benefits.

If you need to edit deduction codes, please pause the integration and activate the sync again when you’re done.

If you start offering a new product in Maxwell, you'll need to map its deduction code to the product in Paylocity. Deduction codes will also need to be updated at renewal. You do not need to pause the sync when you add a deduction code to a new product.

Troubleshooting Tips

If a Sync Errors

In the unexpected event that there is an error when syncing information:

If Maxwell tries to update an employee, or an employee's associated earnings or deductions in Paylocity, and that request fails, an Integration Failure notification can be triggered.

If Paylocity tries to update or create an employee in Maxwell, and that request fails, an Integration Failure notification can be triggered.

The notification in Maxwell will detail all available information provided by Paylocity on why the sync error has occurred. (Make sure you are set to receive integration notifications ).

If the employee still does not sync, contact Maxwell Customer Support at [email protected] or (866) 629-7445.

Pausing the sync

If you’d like to pause the sync for any reason, navigate to the active Paylocity integration by selecting Settings > Integrations. When viewing the details of the active integration, you can click the "Pause Sync and Make Changes" button.

This will only temporarily disable the sync, and you can turn it back on at any time. If you pause the sync for a long time, it’s best practice to generate another Sync Preview Report to identify any differences that will now be synced when you turn it back on. Any enrollments or terminations (with current benefit dates) that occurred while the integration was paused will be picked up and synced over to Paylocity.

Canceling the integration

If you’d like to stop the integration from syncing information, you can pause the integration in Maxwell. However, you will need to notify Paylocity if you would like to cancel, as Paylocity invoices employers directly for the ongoing integration.

If you’d like to cancel the integration, pause the integration in Maxwell, then notify Paylocity by contacting your Paylocity Account Manager or emailing [email protected]. Paylocity will then remove the ability to transmit data between Paylocity and Maxwell. You can then delete the integration from the Maxwell portal.

Should you wish to turn on the Maxwell-Paylocity 360 API integration in the future, follow the steps as if you were setting up the integration for the first time.

If you weren’t satisfied with the integration, we’d love to know if there’s anything we can do to improve it! Email us at [email protected].

Support

If you have a question about the API Integration functionality, setup, billing, or your sync, please contact Maxwell Customer Support at [email protected]. You can also learn more about the integration in this article.

If you have a question about Paylocity functionality or product offering, contact your Paylocity representative or visit their site.

Note: This functionality is currently in beta and only available for a limited number of clients. If you’re interested in the upcoming Paylocity 360 API integration and would like to be notified of updates or want additional information, reach out to Kaylie Bryslawskyj, Sr. Product Marketing Manager, at [email protected]!

Before you Begin, make sure this integration will fit your company’s needs. We’d hate for you to jump into the setup process just to realize that the integration isn’t a great fit for your company today. Read more about the integration.

Adding and setting up the integration is self-service and can be completed at any time. As long as you are already a Paylocity customer and have your Paylocity Company ID handy, you’re ready to get started. Follow the steps below!

Request integration access from Paylocity

Confirm all data in Maxwell & Paylocity is accurate

Establish the connection between Maxwell and Paylocity

Configure your data sync settings

Preview your data sync settings

Activate and Sync

Step One: Request integration access from Paylocity

The integration requires Paylocity to grant Maxwell Health access to your Paylocity data. Paylocity will only grant your Maxwell account access after you submit a request.

Log into Maxwell and navigate to Settings > Integrations from the left-hand menu. Then select the Paylocity 360 API Integration. Click "Request Access" to initiate the request.

This will pre-populate an email draft to Paylocity ([email protected]) with a request to begin the process.

You can send the pre-populated email draft provided by Maxwell or contact Paylocity support directly on your own to request integration access.

Paylocity will then review your Paylocity account to ensure that you are ready to connect this integration. During the review process, which can vary in length depending on your configuration:

Paylocity will review your earning and deduction code configurations in Paylocity.

Paylocity will work to setup any required fields and check field compatibility for the integration, including:

Adding a custom field to Paylocity for Eligibility Group

Adding Maxwell-supported termination reasons

Checking that employees have enough identifying information to be matched to Maxwell employees (see How Employees Are Matched ).

Paylocity will ensure sign-off from authorized administrators for this employer.

Paylocity will then confirm and notify you by email that you are ready to connect Maxwell and Paylocity through this integration.

Quick Tip: While you are waiting for confirmation from Paylocity, we recommend you begin to review your setup in Maxwell to ensure you’re ready to go when you receive confirmation (see Step Two below for more details).

Step Two: Confirm all data in Maxwell & Paylocity is accurate

Before going any further, you should feel confident in the accuracy of data that you have in Maxwell and Paylocity. The integration will be most successful when you know you’re starting off with accurate information!

Check your payroll calendar settings.

If you haven’t already, you should check that the correct pay frequency is set for each eligibility group. This is important as the pay frequency is used to calculate employee contribution towards benefits with a monthly premium such as medical, dental, disability, and life insurance products.

You should also add your payroll calendar into Maxwell. Entering your company’s pay dates is key to make sure Maxwell has the information needed to calculate accurate payroll deductions. Learn how to set up your pay calendar here >

Map your payroll codes in Maxwell.

Confirm that all benefits that have costs you wish to sync to your Paylocity account have deduction and/or earning codes. Please read this article for everything you need to know about mapping payroll codes in Maxwell.

Enable notifications.

It is strongly recommended that you enable all Paylocity integration notifications in Maxwell so you can easily monitor changes that come from Paylocity into Maxwell and take action if necessary. You can review information on notifications for Paylocity here.

Step Three: Establish the connection between Maxwell and Paylocity

Log into Maxwell and click Settings > Integrations on the navigation. Then select the Paylocity 360 API Integration.

learn more about how the integration works in this article

Confirm you have reviewed all the details to get started and click Next, Connect.

Enter your Paylocity Company ID.

If successful, your integration should now be connected and you can proceed.

Please note: Access must be granted by Paylocity in order to successfully connect. If you are having issues connecting, please reach out to Paylocity and confirm that access has been granted.

Step Four: Configure your data sync settings

This is where you’ll confirm which employees should sync and how you want to handle any existing differences in employee information to make sure everything is lined up between the two systems. Follow these steps:

Determine if any employees should be excluded from syncing between Paylocity and Maxwell.

Most employers will want to sync all employee records between Paylocity and Maxwell, but you can exclude employee records from syncing by setting filters based on employee information.

Example: If you have a group of international employees who will not be offered benefits in Maxwell, you should set filters to exclude that group of employees.

Please note:These filters will continue to remain in effect as long as the integration is active. To change them after activation, you will need to pause the integration.

Set the system that will serve as the source of truth for employee demographic data upon the initial sync when you activate the integration. This is to resolve any existing discrepancies between employee records.

Any employee demographic data that exists in the portal you set as the source of truth will sync over and replace information in the other portal.

Example: If you select Paylocity as the source of truth, and an employee has a different address in Paylocity than what appears in Maxwell, the address information in Paylocity will sync and replace the information in Maxwell upon the initial activation of the integration.

Please note: This setting only applies to the initial sync of information to resolve any existing differences in employee records. Once the integration is active, all demographic will immediately sync bi-directionally, so the records will automatically match.

Select how you would like the integration to handle employee salary information.

Most employers will choose to have salaries synced from Paylocity to Maxwell. However, if you offer salary-based benefits that use a salary calculation other than the employee's annual gross salary, you’ll want to select “Do not sync salary data” and manage salaries separately in Maxwell.

Please note: If you choose not to sync salary data, any new employees added to Paylocity who are eligible for salary-based benefits will not be created in maxwell automatically (since they require a valid salary).

You will need to add them directly to Maxwell to manage their salary-based benefits.

Once added to Maxwell, demographic and benefit cost information will then be able to sync with Paylocity.

Step Five: Preview your data sync settings

Use the Generate Preview to review how information will update in Maxwell or Paylocity based on the sync settings you applied for the initial activation. This will give you an opportunity to confirm that your settings are correct before you activate the integration.

Click Generate Preview.

Select to download the Sync Preview Report excel file that is generated.

Review the Sync Preview Report. (See below for tips on reviewing the report > )

Resolve any discrepancies.

As you review the report if there are differences in information between Paylocity and Maxwell that you would like to resolve before activating the integration, you should do that now and confirm those updates are completed by re-running the Sync Preview Report.

Example: If your preview report includes a row where the summary is “Cannot Sync”, and it is due to missing information inside of Maxwell, then you should review the fields that require information and make that update in your Maxwell portal.

When you have reviewed and approved your sync settings, click Review and Activate.

Tips for the Sync Preview Report

Here are a few tips on how to interpret results based on the summary for each employee row on the Sync Preview Report you will run prior to activating your integration. The report lists a row for each employee in Paylocity or Maxwell, along with how the current data exists in each system.

Results can include:

Employee Filtered

Employee will be excluded from the sync between Maxwell and Paylocity due to a filter you added in your sync settings.

Cannot Sync

Employee can’t sync due to invalid or missing data. The invalid fields will be listed in the details column of the preview report.

Employee does not exist in the source of truth portal, but does appear in the other system. This employee cannot be synced, since that would mean deleting the employee and neither Maxwell nor Paylocity supports automatic deletion through the sync.

Employee exists only in the source of truth portal, and cannot be added as a new employee in the other system.

If Maxwell is the source of truth portal, and an employee only exists in Maxwell and not Paylocity, the employee cannot be added to Paylocity through the initial sync. You will need to add the employee into Paylocity first so information can sync between the systems.

An employee cannot be added to Maxwell from Paylocity if they are eligible for salary-based benefits and you chose not to sync salary. You will need to add the employee into Maxwell first, and then other information can sync between the systems.

Employee Create

If the source of truth portal is Paylocity, and the employee does not currently exist in Maxwell, it will be created in Maxwell.

Note: This could also be the result of an employee who was incorrectly set as “unmatched”. Double check that the employee is correctly matched between systems.

Employee Terminate

Employee in the source of truth portal has a terminated status but is not terminated in the other system. Upon activation of the integration, the employee will be updated with the termination date and reason in order to match across both systems.

Employee Update

Employee in the passive portal will have one or more fields updated. The updated fields will be listed in the Details column in addition to being highlighted.

Deduction/Earning Change

As a general rule, the deduction/earning amounts in Maxwell will replace amounts in Paylocity once you activate the integration. If you don’t want the Maxwell amount to replace the Paylocity amount, you should adjust your benefits in Maxwell (the system of record for benefit costs), or filter the employee(s). Please contact your Advisor to help you update benefits in Maxwell.

Step Six: Activate and Sync

Now, you’ll have one final opportunity to review your sync settings for the initial sync as well as your ongoing sync settings for employee’s benefit deductions and earnings.

Review and Confirm:

how demographic discrepancies should be handled for the initial sync

if any employees will be excluded from the sync ongoing

how salary data will sync ongoing

When you’re ready, the final step to setting up your 360 API Paylocity Integration is to click Activate and Sync.

Note: The initial sync can take several minutes, especially if there are a lot of changes. However, you are free to navigate away or leave the app and come back while the initial sync is running.

Congratulations on activating the Paylocity API integration! Going forward, any matched employees (based on your ongoing sync settings) will be synced between Maxwell and Paylocity.

Support

If you have a question about the API Integration functionality, setup, billing, or your sync, please contact Maxwell Customer Support at [email protected]. You can also .

If you have a question about Paylocity functionality or product offering, contact your Paylocity representative or visit their site.

Maxwell Health and BambooHR have built out an integration that allows for all of your employees’ demographic information to be pulled down from BambooHR into Maxwell Health automatically. The integration also notifies you when specific changes have been made, such as a new employee being added, an employee being terminated. The notifications will guide you to complete the necessary workflow in Maxwell Health to reflect any changes made in BambooHR.

In this article, you'll learn about:

How the integration works

Setting up Your BambooHR Integration

Managing Employee Changes with your BambooHR integration

Troubleshooting

How the integration works

Once your BambooHR integration has been set up and turned on, your employees’ demographic information will change in Maxwell Health every time it’s changed in BambooHR. Any employee changes made in BambooHR will be synced down immediately, with a notification being sent to the Administrator and/or Advisorwithin 15 minutes.

BambooHR is the system of record for all employee demographic information, while Maxwell Health is the system of record for all benefit/election information. Please note that Maxwell Health is the system of record for all dependents’ information.

Please note:

If you’re adding a new employee, terminating an existing employee, or changing an employee’s demographic information, the changes need to be made in BambooHR first. This is important, as any new information or changes to BambooHR will then be automatically reflected--and override the current demographic information--in the Maxwell Health system.

In the Integrations Log, view a status of your syncs, and a record of every sync that has occurred. Find the Log underSettings>Integrations> BambooHR underCurrent Integrationstab >Details>Log(see screenshot below).

If you a add a new employee to BambooHR whose email address matches an employee’s email address in the Maxwell Health system, the new user will not be able to be created in Maxwell Health. This is because email address is a unique value across Maxwell Health.

You can manually sync at any time by clicking Syncin Maxwell Health, however, this is not recommended. The manual sync will pull all the information BambooHR has on record and update Maxwell Health accordingly.

The BambooHR integration will update the following fields for employees:

First Name & Last Name

Job Title

Work Phone & Mobile Phone

Address (Line 1 & 2), City, State, Zip Code

Email Address

SSN

Date of Birth

Gender

Employment Status (Active vs. Inactive)

Date of Hire

Rehire Date (if applicable)

Termination Date

Compensation, including:

Pay Rate (e.g. “$20” for hourly or “$65,000” for salary)

Pay Type (Please note this integration only supports “Hourly” or “Salary” as the Pay Type).

If you have an “Hourly” Pay Type set for an employee in BambooHR, you’ll need to make sure the “Standard Hours Per Week” field in the employee’s “Job” tab is filled out.

The integration works on the assumption that this rate is applicable for 52 weeks of the year. This means that if you have an employee who works variable hours throughout the year, this calculation may be affected. Their benefits may rely on the salary being re-calculated, which will need to be done manually.

Set up your BambooHR integration

Setting up and turning on your BambooHR integration is done entirely by the Maxwell team, after receiving information from your Advisor.

Maxwell will ask your Advisor to:

Provide your BambooHR SubDomain

Your SubDomain is the beginning of the URL you use to get to your BambooHR portal. For example, Dunder Mifflin gets to their BambooHR portal by going to dunder.bambooHR.com. Therefore, their SubDomain is “dunder”.

Provide your BambooHR API key, which is generated out of BambooHR

Create or update“Benefit Group” names in BambooHR to be exactly as you have them set up in Maxwell.Please note:

Spaces, special characters, and case must all be consistent.

In BambooHR, use the employee field editor to place all employees in a “Benefit Group,” including those not eligible for benefits.

Note for large groups, use the power editor in BambooHR to add employees in bulk.

Create a Benefit Group called “Ineligible Employees” for all non-benefit eligible employees.

If you do not have the “Benefit Group” custom field, you’ll need to submit a request to BambooHR Support to add it. Call 801-724-6600, or email [email protected]. For more information, visit BambooHR’s support website.

Confirm your employee data in BambooHR is updated and accurate, and that it matches the information in Maxwell Health.

Correct any missing or incorrect baseline information (first name, last name, SSN, email) in your BambooHR portal.

Confirm that the "Benefit Group" field(s) in your BambooHR portal match the "Group" settings in your Maxwell Health portal, and that all employees are in the correct Benefit Group in BambooHR.

After your BambooHR integration has been set up and turned on, you should follow the steps outlined in this PDF to ensure that everything is set up correctly in BambooHR. You should also make sure to set up notifications in Maxwell.

Manage employee changes with your BambooHR integration

Once you've set up your BambooHR integration, and your integration sync has been turned on, after a change is made to an employee's information in BambooHR, it will automatically by synced with the Maxwell Health system within 15 minutes.

If there’s a major change to employee information on a sync, you’ll be notified with the information necessary to then manually kick off an event.

Read how to process new hires with your BambooHR integration

Read how to process terminations with your BambooHR integration

Read how to process change requests with your BambooHR integration

Troubleshooting

The BambooHR integration will always show as "Off," even though it's been turned on by Maxwell

If an employee does not sync from BambooHR to Maxwell Health correctly (i.e. you see an error in the integration log, please check the following):

First Name, Last Name, and Email Address were entered correctly in BambooHR (these are case sensitive fields and may cause duplicate employees if entered incorrectly)

"Benefit Groups" in BambooHR must be an exact match to "Eligibility Groups" in Maxwell

Every employee in BambooHR is assigned a "Benefit Group," even if they're not eligible for benefits. Create a Benefit Group called “Ineligible Employees” for all non-benefit eligible employees i.e. contractors, part-timers, interns, etc.

Make sure "Pay Type" is "Hourly" or "Salary," and if "Hourly,"make sure the “Standard Hours Per Week” field in the employee’s “Job” tab is filled out

To prevent duplicate employees in Maxwell, when you enter an employee to BambooHR always fill out the First Name, Last Name, and Email Address

use this form

Discovery Benefits is one of Maxwell Health’s chosen providers for HSA/FSA/HRA accounts for employers. Our integration with Discovery Benefits automatically sends all of the required demographic, enrollment, and contribution information from Maxwell Health to Discovery Benefits, for any of the following products your employer has in Maxwell Health:

Medical Flexible Spending Account (FSA)

Limited FSA

Dependent Care FSA

Health Savings Account (HSA)

Health Reimbursement Account (HRA)

Transportation Spending Account (TSA): Transit, Parking, and Bicycle

How the integration works

Once the integration is set up and turned on, Maxwell will automatically send demographic and enrollment data to Discovery Benefits on a regular weekly schedule and prior to paycheck dates.

Weekly - every Friday night at 11:00 p.m. EST.

In addition to every Friday night, an automatic sync will occur three calendar days prior to each paycheck date indicated.

This sync will include contributions for all currently enrolled products (meaning not pending) so that they’re able to fund the appropriate account on behalf of the employee or employer.

Note:The integration will not send pending enrollment data until the Administrator ends the event (approved a life event or new hire, or ends the open enrollment). Once the pending product elections have been received and processed by Discovery, they will appear in the employee's profile.

In the Integrations Log, view a status of your syncs, and a record of every sync that has occurred. The log can be found underSettings>Integrations> Discovery Benefits >Log(see screenshot below).

You can manually generate an integration sync at any time by clickingSync, however, this is not recommended.

Pricing

All Discovery Benefits pricing information is listed here.

Plan funding

As the employer, Discovery will charge the account you set up with them for all plan funding immediately prior to each paycheck date. You’ll need to make sure the deduction amounts per paycheck get communicated to the payroll vendor accurately run a cost report, which will give you these deduction amounts.

Get started

If you're an HR Administrator, please talk to your Advisor if you’re interested in using the Discovery Benefits integration. If you're an Advisor, please include the request for the integration at implementation, or to request it off-cycle.

Support

For technical questions about the Maxwell Health + Discovery Benefits integration, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the Maxwell Health + Discovery Benefits integration, please contact your advisor and/or the Maxwell Health Marketplace Team at [email protected] . For questions regarding Discovery Benefits products, please contact your Discovery Benefits representative.

Paylocity develops industry-leading, cloud-based payroll software solutions for medium-sized organizations. Their comprehensive and easy-to-use solutions enable their clients to manage their workforces more effectively.

Maxwell Health’s 180 File Sync with the Paylocity payroll product automatically updates all benefit deduction amounts in your Paylocity payroll system. This integration generates a pre-formatted Paylocity deduction file, encrypts it, and delivers it to Paylocity. You’ll decide when you want this sync to occur by choosing a recurring set number of days in advance of each paycheck date.

How the integration works

If you’re an authorized Paylocity client, this integration can handle any benefit you chooseyou'll just need to make sure each product’s deduction code(s) exist in both your Maxwell Health and Paylocity portals.

Once the integration is set up and turned on, it will generate a deduction file from Maxwell Health each time it runs, and automatically send it to Paylocity to update deduction amounts. The file includes all newly effective or updated enrollments within a date range (see below). The file also includes any terminated products withend dates in that same range.This will let Paylocity know when to stop the deduction for a product.If you’d like to see a sample deduction file, please reach out to your Maxwell Health Account Manager.

NOTE:

The integration only sends deduction information for enrollments that have been approved by the benefits administrator. If your employees have any pending elections, deductions and costs will not be included in this file until those elections have been approved.

Each deduction file includes enrollments that are newly effective, updated, or end31 calendar days prior to or 10 calendar days afterthe sync date.

Once Paylocity has finished updating the deduction file, they’ll notify you that an incoming sync has happened. At this point, you’ll be able to review the information in your Paylocity portal and make any necessary adjustments to the file manually before accepting or rejecting the deduction changes.

View status of your syncs, a record of every sync that has occurred, and download generated deduction files from any syncs that have already been sent in the integration log.

The log can be found in your administrator portal underSettings > Integrations >Paylocity underCurrent Integrationstab >Details>Log(see screenshot below).

use this form

If there's an error with the sync, you'll be sent a notification that will take you to integration log, where you can inspect the error. You can manually generate an integration sync at any time by clickingSync, however, this is not recommended.

Pricing

Paylocity charges a one-time $350 setup fee for the integration, as well as an ongoing $10 fee for each automatic sync. How often you pay the $10 fee is based on your company's paycheck dates. For example, if your paycheck dates are set up on a monthly basis, your company will make twelve $10 payments for the year.

Paylocity invoices employers directly for the setup and ongoing integration. If you have any billing questions, please contact your Paylocity representative to review.

Get started

If you are using the Paylocity integration, it will be added and turned on by the Maxwell team.

If you're an HR Administrator, please talk to your Advisor if you’re interested in using the Paylocity integration. If you're an Advisor, please include the request for the integration at implementation, or to request it off-cycle.

Support

For technical questions about the Maxwell Health + Paylocity integration, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the Maxwell Health + Paylocity integration, please contact your advisor and/or your Maxwell Health Account Manager. For any questions or errors with Paylocity, please contact your Paylocity representative.

Note: Only Master Administrators have access to the ADP Workforce Now Compatible Payroll Report. If you're looking for information on the ADP Workforce Now API Integration, follow this link !

ADP Workforce Now is a payroll solution that allows you to manage your business more strategically and effectively with flexible and secure software.

Maxwell Health has an ADP Workforce Now compatible payroll report that will provide an import file employers can use to load their benefit deduction information into their ADP Workforce Now payroll system. A pre-formatted ADP Workforce Now deductionreport can be downloaded from Maxwell Health at any time. It can then be uploaded to ADP Workforce Now as needed.

If you're an HR Administrator, please talk to your Advisor if you’re interested in using the ADP Workforce Now compatible payroll report. If you're an Advisor, please include the request for the integration at implementation, or use this form to request it off-cycle.The compatible payroll report will be set up by the Maxwell team, with information provided by your Advisor.

How the ADP deduction report works

If you’re an ADP Workforce Now client, this report can capture any benefit you chooseyou'll just need to make sure each product’s deduction code exists in both your Maxwell Health and ADP Workforce Now portals.

The ADP Workforce Now compatible payroll report allows you to manually generate and download a deduction report from the Maxwell Health portal so that you can upload it into your ADP Workforce Now payroll system.

What the ADP deduction report includes

Your ADP Workforce Now Company Code

Each employee’s File Number

The effective date of the deduction change

The deduction code for each product you’ve set up in both your ADP Workforce Now and Maxwell Health portals

NOTE:The report only sends deduction information for newly effective or updated enrollments within a date range. If your employees have any pending elections, deductions and costs will not be included in this file until those elections have been approved.31 calendar days prior to or 10 calendar days afterthe sync date.

View a slideshow of how you'll use the report

To download the deduction report, go toSettings > Integrations >ADP Workforce Now underCurrent Integrationstab >Details>Log. View a slideshow of how you will access the report below.

Want to upgrade to the API integration?

Maxwell’s API integration with ADP Workforce Now will automatically send benefit deductions over to ADP in real-time as they are updated in Maxwell Health. You can learn more here and submit this form to request the integration.

Support

For technical questions about the ADP Workforce Now compatible payroll report, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the report, please contact your Advisor and/or your Maxwell Health Account Manager. For any questions or errors with ADP Workforce Now, please contact your ADP representative.

Note: Only Master Administrators have access to the Paychex Flex Enterprise Compatible Payroll Report.

Maxwell Health has a Paychex Flex Enterprise compatible payroll report that will provide an import file employers can use to load their benefit deduction information into their Paychex Flex Enterprise payroll system. A pre-formatted Paychex Flex Enterprise deduction report can be downloaded from Maxwell Health at any time. It can then be uploaded to Paychex Flex Enterprise as needed.

Pricing

This report is provided at no cost to you.

Get started

If you are using the Paychex Flex Enterprise integration, it will be added and turned on by the Maxwell Health team.

If you're an HR Administrator, please talk to your Advisor if you’re interested in using the Paychex Flex Enterprise integration. If you're an Advisor, please include the request for the integration at implementation, or use this form to request it off-cycle.

How the report works

If you’re a Paychex Flex Enterprise client, this compatible payroll report can capture any benefit you chooseyou'll just need to make sure each product’s deduction code(s) exist in both your Maxwell Health and Paychex Flex Enterprise portals.

Once the report is set up and turned on, you will be able to manually generate and download a deduction report from the Maxwell Health portal, so that you can upload it into your Paychex Flex Enterprise payroll system.

The deduction report will include the following information:

Deduction codes for each product you’ve set up in your Paychex Flex Enterprise portal.

Each employee’s unique identifying number (either an SSN or Paychex Flex Enterprise Employee ID).

The names of any products set up in both your Paychex Flex Enterprise and Maxwell Health portals that have an employee cost greater than $0.

Product end dates (if terminating a benefit deduction).

NOTE:The report only sends deduction information for newly effective or updated enrollments within a date range. If your employees have any pending elections, deductions and costs will not be included in this file until those elections have been approved.

Each deduction file includes enrollments that are newly effective, updated, or end 31 calendar days prior to or 10 calendar days after the sync date.

Please be sure to review any errors produced on the Paychex Flex Enterprise portal. If your deduction report includes two rows for the same person with the same deduction code, both of these rows will fail to process and will reject on Paychex Flex Enterprise. This may occur if an employee takes two separate actions within one pay period. In this case, you will need to apply the deduction manually.

Example: Within one pay period, an employee elects to begin contributing to their HSA effective June 1, 2015, but then stops contributing effective June 18, 2015. In this case, the deduction report will have both a start row for June 1, 2015 and a stop row for June 18, 2015. This would need to be manually corrected before uploading the report into Paychex Flex Enterprise.

View a slideshow of how you’ll usethe report

To download the deduction report, go toSettings > Integrations >Paychex Flex EnterpriseunderCurrent Integrationstab >Details > Log.View a slideshow of how you'll access the report below.

Support

For technical questions about the Paychex Flex Enterprise compatible payroll report, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the report, please contact your advisor and/or your Maxwell Health Account Manager. For any questions or errors with Paychex Flex Enterprise, please contact your Paychex representative.

Once a new hire has been added to your BambooHR portal, you can ensure the employee is added to Maxwell Health so you can kick-off their new hire enrollment.

Before adding a new hire, please confirm:

Maxwell Health has set up your BambooHR integration.

You have set up your BambooHR notifications.

You have set up BambooHR to be successful for the integration.

For more general information, read an overview of the BambooHR integration.

Add a new hire

Take the following steps (or view a slideshow of the steps ) to add a new hire to BambooHR and Maxwell Health:

Add the employee to BambooHR first

It’s essential that the employee’s demographic information is entered to BambooHR. Any demographic information added to their Maxwell Health portal will not be reflected after a BambooHR sync occurs.

Be sure to add a "Benefits Group"

If your employee is on an hourly pay rate, be sure tocomplete the “Standard Hours Per Week” field.

Within 15 minutes the new hire will be automatically added to Maxwell*

Please note that if you don’t receive a notification or see the employee listed in the Maxwell Health system, you can always check the integration log for the status of the sync by going toSettings > Integrations > BambooHR under Current Integrations tab > Details > Log tab.

Set upthe employee to select benefits for their new hire enrollment

Click Make Changesonthe new hire's profile and select the life event "New Hire (BambooHR Integration Only)."

The date the change occurred will automatically be pre-populatedbased on the Date of Hire entered for that employee in your BambooHR portal.

Select the appropriate welcome email template you'd like to send

Click Create Eventto notify the employee and allow them to shop

The waiting period, shopping dates, and the effective date will be automatically calculated based on the Date of Hire, and all products will open accordingly for the new hire to make their elections.**

*Please note that if the date of hire listed in BambooHR is in the future, the new hire will not sync over to Maxwell until that day.

**If the date of hire is over 123 days in the past, a new hire event and the associated benefits will not open, as the employee is likely just being added to the Maxwell system and is not a new hire who is eligible for benefits.

Note

Your employee’s dependents’ information will need to be added to Maxwell Health, even if it’s already been entered in BambooHR. Information on dependents will not sync from BambooHR to Maxwell Health.

If you add a new employee to BambooHR whose email address matches an employee’s email address in Maxwell, the new user will not be able to be created in Maxwell. This is because email address is a unique value across Maxwell Health.

Maxwell does not support international employees. Any international employees in BambooHR will not be added to Maxwell Health via the integration. The country field in BambooHR must state "United States." If the country field is left blank, the employee will not sync over to Maxwell Health.

View a slideshow of the steps

If you have terminated an employee in your BambooHR portal, you’ll needto process that termination in Maxwell Health.

Before you start, please confirm:

Maxwell has set up your BambooHR integration

You have set up your BambooHR notifications in Maxwell

You have set up BambooHR to be successful for the integration

For more general information, read an overview of the BambooHR integration.

Terminate an employee

Take the following steps ( or view a slideshow of the steps )to terminate an employee and their benefits coverage and render them inactive in your BambooHR and Maxwell systems:

Terminate the employee from your BambooHR portal

Within 15 minutes, the employee termination will sync to Maxwell Health*

You’ll receive a notification from Maxwell that an employee has been terminated in BambooHR with the Termination Date from BambooHR included in the body of the notification.

Please note that if you don’t receive a notification, you can always check the integration log for the status of the sync by going to Settings > Integrations > BambooHR under Current Integrations tab > Details > Log tab.

Please note you can also manually sync your BambooHR integration at any time, but it’s not recommended. You can do this by going to Settings > Integrations > BambooHR under Current Integrations tab > Details, and press Sync.

Terminate the employee benefits in Maxwell

Finalize the termination workflow in Maxwell by going to the employee’s profileand selectingOptions >Terminate Employee.

Setthe end date to terminate any products they are currently enrolled in.

The employee's status will change from "Active" to "Inactive" on the Date of Termination, and they'll no longer have access to the platform.

Note: If you do not take this action for three weeks, Maxwell will terminate coverage at the end of the month in which employment was terminated for all EDI products. Otherwise, the EDI file will not be accepted by the carrier as the employee is listed as inactive. You'll receive a notice reminding you to do this before any action is taken.

*Please note that if the termination date listed in BambooHR is in the future, the termination will not sync over to Maxwell until that day

View a slideshow of the steps

Teladoc delivers on-demand healthcare anytime and anywhere via mobile devices, the internet, video, and phone. It connects employees with a national network of board-certified physicians that treats a wide range of conditions.

Maxwell Health’s integration with Teladoc automatically generates and sends a preformatted file to Teladoc on a daily basis that includes information (detailed below) on employees who have engaged with the Teladoc product.

Included in this article:

About the Teladoc service

How the integration works

Get started

Resources for your employees

Support

About the Teladoc service

Employees will enroll in Teladoc the same way they enroll in any product on Maxwell Health. Once an employee enrolls, Teladoc will email the employee a personalized welcome kit (see an example below) about three weeks after an enrolled employee’s effective date.If an employee hasn’t yet set up their account with Teladoc, they’ll be told to do so through this email.

If an employee wants to get started with Teladoc right away (and not wait for the welcome kit), that's totally fine. They can set up an account by visiting the Teladoc website.If they have any trouble, you can send your enrolled employees these instructions to register with Teladoc.

How the integration works

Once the integration is set up and turned on, a file with your employer information will be sent over to Teladoc by the Maxwell Health team. From that point on, the following information will be sent from Maxwell Health to Teladoc on a daily basis (at 1:30am ET):

List ofemployees currently enrolled in Teladoc.This lets Teladoc know the employee is still eligible for the subscription service and keeps their account active.

List ofemployees who have checked outwith the Teladoc product in Maxwell Health.

Employees with the Teladoc product who have been terminated (voluntarily or involuntarily), or have voluntarily terminated the Teladoc product, will be removed from the file. This lets Teladoc know these employees are no longer eligible for the product through Maxwell Health.

In the Integrations Log, view a status of your syncs, a record of every sync that has occurred, and download the files of finished syncs. Just go toSettings>Integrations> Teladoc Employee Enrollment under Current Integrations tab >Details> Log.

Get started

If you offer Teladoc to your employees through Maxwell, this integration will be added and turned on by the Maxwell team.

If you're an HR Administrator, please talk to your Advisor if you’re interested in using Teladoc. If you're an Advisor, please include the request for the product and integration at implementation, or use this form to request it off-cycle.

Resources for your employees

Just copy and paste the below links when you communicate with your employees about Teladoc!

All about the Teladoc service

Great resources to send to your enrolled employees before they get their welcome kits:

Teladoc is coming soon

Get started with Teladoc (how to set up an account in Teladoc after completing enrollment in Maxwell)

Sample welcome kit

Support

For technical questions about the Maxwell Health + Teladoc integration, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions, please contact your Advisor and/or the Maxwell Marketplace Team [email protected]. For questions regarding the Teladoc product, please contact your Advisor or Teladoc representative.

Note:Due to state regulations, employees (residents or visiting) cannot use Teladoc or any other telemedicine service while in the state of Arkansas.

If an employee indicates in Maxwell that they've experienced a change, or if an employee's information has been changed in their BambooHR portal, such as a new address, you will need to process that change in Maxwell.

Before you start, please confirm:

Maxwell Health has set up your BambooHR integration

You have set up your notifications

You have set up BambooHR to be successful for the integration

For more general information, read an overview of the BambooHR integration.

Process a midyear change in BambooHR and Maxwell Health:

Either you or the employee will make the information change in BambooHR, or in Maxwell Health if it's related to benefits.

If the change you need to process in Maxwell is based on updated information from BambooHR:

Within 15 minutes you’ll receive a notification that an employee's information has been updated.

The notification will also include the fields that have been updated by the sync.

If you need to make any further changes, you can do that right from the employee's profile.

If the change you need to process is based on a change triggered in Maxwell, you'll need to follow our standard change process.

Note

If you don’t receive a notification, you can always check the integration log for the status of the sync by going toSettings>Integrations> BambooHR under Current Integrations tab >Details>Logtab.

Any updates to salary in Bamboo will carry down automatically to Maxwell. You'll want to make sure that an employee's salary-based benefits updated as a result of this update. Whether or not this happens automatically is based on your settings ( learn more here ).

ID Watchdog provides world-class identity theft protection and resolution services to the benefit marketplace. Their proprietary technology searches billions of data points to detect changes in the personal identity profiles of each of our employees. Features include comprehensive monitoring, rapid alert notifications, and concierge-level identity resolution. For more information, read an employee-facing PDF on the benefits of ID Watchdog.

Maxwell Health’s integration with ID Watchdog automatically generates and sends a pre-formatted file to ID Watchdog on a monthly basis that includes information (detailed below) on employees who have engaged with the ID Watchdog product.

Included in this article:

About the ID Watchdog service

How the integration works

Pricing

Get Started

Support

About the ID Watchdog service

Employees can enroll in ID Watchdog at any time, and are not limited to an annual enrollment period. After an employee enrolls through Maxwell, ID Watchdog will email the new employee with login instructions to activate their account (see sample email below).

If an employee who is enrolled in ID Watchdog is terminated or otherwise leaves the company, you will need to terminate the product in Maxwell Health. This does not necessarily mean that they are no longer a subscriber of ID Watchdog. ID Watchdog will reach out to the employee and ask if they would like to continue their coverage.

If an employee wants to end their subscription with ID Watchdog voluntarily, they should communicate this to you, and you will terminate the product in Maxwell Health. ID Watchdog will reach out to the employee letting them know that their subscription has ended.

How the integration works

Once the integration is set up and turned on, a file containing the following information will be sent from Maxwell Health to ID Watchdog on a weekly basis (every Thursday at 3am ET):

List of all employees currently enrolled in ID Watchdog.This lets ID Watchdog know the employee is still eligible for the subscription service and keeps their account active.

List of employees who have checked out with the ID Watchdog product in Maxwell Health.

In the Integrations Log, view a status of your syncs, a record of every sync that has occurred, and download the files of finished syncs. The Log can be found underSettings > Integrations >ID Watchdog underCurrent Integrationstab >Details>Log.

Sample email to employee after enrolling in ID Watchdog through Maxwell

Pricing

The ID Watchdog service has two monthly plan options, which are both payroll deducted:

$8.95 individual, $15.95 family for the Basic product

$12.95 individual, $22.95 family for the Platinum product.

Compare the Basic and Platinum products with this detailed PDF.

Maxwell produces a bill for each employer and sends it to the broker or employer as requested during implementation. The bill will be based on the number of employees who enrolled in and are able to use ID Watchdog in the upcoming month. For example, we bill on January 1st for those who are enrolled in the product for January.

Get started

If you offer ID Watchdog to your employees through Maxwell, this integration will be added and turned on by the Maxwell team.

If you're an HR Administrator, please talk to your Advisor if you’re interested in using the ID Watchdog integration. If you're an Advisor, please include the request for the integration at implementation, or use this form to request it off-cycle.

Support

For technical questions about the Maxwell Health + ID Watchdog integration, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the Maxwell Health + ID Watchdog integration, please contact your Advisor and/or the Maxwell Health Marketplace Team [email protected]. For questions regarding the ID Watchdog product, please contact your Advisor, or your ID Watchdog representative.

Kashable is a socially responsible, financing solution for individuals offered as a voluntary benefit program at no cost or risk to the employer. Kashable helps individuals to bridge the financial gap caused by out-of-pocket medical expenses, personal emergencies and times of hardship, by letting employees take out loans and repay them via payroll deduction.

Included in this article:

About Kashable

About the Kashable service and Maxwell Health

How the integration works

Pricing

Get started

Support

About Kashable

As a value-add, non-insurance product, Kashable is available to all eligible employees, 24/7 when the need for credit arises. This means that the Kashable product will be available to employees outside of their annual open enrollment. Loans are repaid through automatic payroll deductions with no further action needed on the part of the employee. For more information and an FAQ on how Kashable generally works, read a PDF on Kashable for employers.

Adding Kashable to the voluntary benefits package will provide employees:

Immediate access to disciplined, affordable, and easy-to-manage credit

A five-minute process to register and take out a low cost, term loan

A three business day process to receive funds directly deposited into an employee’s bank account

6\% starting interest rate for highest credit borrowers

Maxwell Health’s integration with Kashable automatically generates and sends a preformatted file to Kashable on a weekly basis that includes information (detailed below) on employees who have engaged with the Kashable product.

About the Kashable service and Maxwell Health

In order to offer Kashable through Maxwell Health, you must have 25 total benefit eligible employees. Additionally, employees residing in New York, Oregon, and Rhode Island cannot currently use Kashable.

Employees can enroll in Kashable at any time, and are not limited to an annual enrollment period. After an employee enrolls through Maxwell, Kashable will email the employee with any enrollment materials.

Employees who have been terminated can still keep their Kashable product outside of Maxwell Health. Should an employee leave an employer while paying off a loan, Kashable will work directly with the employee to pay off the remaining balance.

How the integration works

Once the integration is set up and turned on, a file containing the following information will be sent from Maxwell Health to Kashable on a weekly basis:

List of employeescurrently enrolledin Kashable. This lets Kashable know the employee is still eligible for the subscription service and keeps their account active.

List of employees whohave checked outwith the Kashable product in Maxwell Health.

List of employees with the Kashable product who havebeen terminated(voluntarily or involuntarily), and employees who have voluntarily terminated the Kashable product. This lets Kashable know these employees are no longer eligible for the product through Maxwell Health.

View a status of your syncs, and a record of every sync that has occurred in the integration log, which can be found in your administrator portal underSettings > Integrations >Kashable underCurrent Integrationstab >Details>Log.

Pricing

Enrollment in the Kashable product comes at no cost to the employer, or the employee. The employe only makes a payment to Kashable via payroll deductions if, and only if, they apply and are approved for a loan.

Kashable works directly with the payroll contact at your employer to collect loan payments as a standard payroll deduction.

Get started

If you offer Kashable to your employees through Maxwell, this integration will be added and turned on by the Maxwell team.

If you're an HR Administrator, please talk to your Advisor if you’re interested in offering Kashable and using the integration. If you're an Advisor, please include the request for Kashable and the integration at implementation, or use this form to request it off-cycle.

Once your Advisor provides all the necessary information, the following will happen:

The Maxwell team will securely share employer and employee census data withKashable, so that they can determine eligibility. This data includes:

employer name

employer address

Advisor name

HR contact

payroll contact

payroll frequency

employee date of hire

employee address

employee status (part-time or full-time, if Maxwell has this information)

employee payment type (hourly or salary, if Maxwell has this information)

employee annual salary (if payment type = salary)

Within two business days of receiving this data,Kashablewill send the Employer Agreement and the Welcome Letter to the Advisor, employer, and the Maxwell team. This includes the waiting period and effective dates for theKashableproduct. They will also ask for any further information they need at this time to set up the account.

The Maxwell team will update theKashable product description to include the correct waiting period and effective dates, and activate the integration.

Support

For technical questions about the Maxwell Health + Kashable integration, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the Maxwell Health + Kashable integration, please contact your advisor and/or the Maxwell Health Marketplace Team [email protected].

For questions regarding the Kashable product, please contact your Advisor, or Kashable representative.

Maxwell’s API integration with ADP Workforce Now will automatically send benefit deductions over to ADP in real-time as they are updated in Maxwell Health. This article includes:

Quick video overview

Pricing

Getting Started with the Integration

About the Integration

Support

Quick video overview

This three-minute video will give you a high-level overview of the Maxwell/ADP API integration:

Pricing

The ADP API integration costs $1 per employee that has an active payroll deduction per month. Maxwell will bill the employer on a monthly basis. If you need to change your billing information at any time, please email your updated information to [email protected].

Getting started with the integration

Note: If you currently use the ADP Workforce Now Compatible Payroll Report in Maxwell (visible under Settings > Integrations), please submit this form to request the integration.

Adding and setting up the integration is self-service and can be completed by the employer at any time. You just need to make sure that you’re already an ADP Workforce Now customer and have credentials to log into ADP and the ADP Marketplace. Follow the steps below!

Step One: Make sure this integration will fit your company’s needs

We’d hate for you to jump into the setup process just to realize that the integration isn’t a great fit for your company today. Here are a few things to keep in mind before getting started:

There are complex deduction code overrides that we cannot support today with the API integration. If possible, you should work with ADP to update your deduction codes in their system so that you can use the integration. This includes:

Override any product by a custom field in Maxwell

Override a commuter product with a separate deduction code for biking, parking, and transit amounts

Override a voluntary product with a different deduction code for the insured individual: employee, spouse, or child

The ADP API integration costs $1 per connected employee per month. This is the standard fee that ADP charges.

The integration sends benefit deductions to ADP Workforce Now. It does not also sync demographic or compensation information between the two systems.

Step Two: Confirm all data in Maxwell & ADP is accurate

Before going any further, you should feel confident in the data that you have in Maxwell and ADP. The integration will be most successful when you know you’re starting off with accurate information!

Confirm that the employee contributions you have set up for each applicable product in Maxwell are correct. Best practice is to run the Enrolled Cost Report under Tools > Reports > Library and make sure all employee per pay period amounts look correct. If you don’t think the product has been set up correctly, talk to your Advisor. They can help you get the product corrected.

Log into the ADP system and confirm that all at least partially employee-paid benefits in ADP that also exist in Maxwell have deduction codes associated with them. If you need to set up deduction codes in ADP, you should do so using their Validation Tables (select Setup > Tools > Validation Tables > Deductions & Deposits > Deductions).

their site

Step Three: Add the Maxwell app in ADP and provide consent

Log into Maxwell and click Payroll > Payroll Integration on the navigation. Then click Set Up.

Click Generate Code. This is the Activation Code you’ll use to connect Maxwell in the ADP Marketplace. This code will be valid for two hours. You can generate another code if this code expires before you get a chance to enter it.

Follow this link to find Maxwell Health in the ADP Marketplace. Log into the Marketplace (if you aren’t logged in already) and click Try the Free Edition or Try Now.

After agreeing to the Terms of Service of the app, click Continue on the next screen. While the activation of the integration is “Free,” remember that you'll be billed $1 per connected employee per month for this integration.

Enter the Activation Code you generated in Maxwell and provide your billing information. Maxwell will bill you on a monthly basis $1 peremployee that has an active payroll deduction per month (this is the fee that ADP charges).

Next, skip billing details and head straight to confirm your order.Check the box acknowledging the Terms of Service and click Place Order.

Return to the Payroll > Payroll Integration screen in Maxwell and follow the link back to ADP where you’ll provide your consent for Maxwell to send and update data in ADP. This is also where you’ll accept the terms & conditions for billing. Note: You also received an email from ADP Marketplace Support with the subject line “Connection Request” with a link to provide your consent for your data to be shared. You can also click that link to provide consent.

Step Four: Return to Maxwell to map employees

This is how you’ll make sure everyone is lined up 1:1 between the two systems. Follow these steps:

On the Payroll Dashboard, click Edit Mappings.

At first, all active employees will appear on the “Not mapped” tab. Here, Maxwell has already automatically suggested matches based on key demographics. The suggested match first looks for employees with the same SSN in both systems. If they don’t have matching SSNs, then it looks to match on the combination of First Name, Last Name, and Date of Birth. If all employees have a suggested match, click Select All and Save.

No suggested match? Most of your employees in Maxwell should already have a suggested match. If they don’t, then the “Employee in ADP” column will say “No employee selected” and you’ll be able to choose from a list of unmapped employees in ADP. If you don’t see a matching employee, you probably need to add them to ADP. If they’re listed in ADP, review the employee’s record in each system and determine which has incorrect information (compare SSN, DOB, First Name, Last Name) and update accordingly.

Notes and Tips:

Hover over the employee’s name to quickly see their relevant demographic information.

Inactive employees are not mapped

If you have any employees you’d like to disconnect from the integration for any reason, head to the “Connected” tab, uncheck the employee’s “Connected” checkbox, and click Save. They’ll now be listed under “Not connected.”

Step Five: Map product deduction codes

Now, you’ll head back to the Payroll Integration dashboard and click Edit Mappings in the Product row. This will take you to a screen where you’ll map deduction codes for each Maxwell product with employee deductions. Please read this article for everything you need to know about mapping deduction codes.

Step Six: Resolve any Deduction Discrepancies

Once you’ve mapped employees and products, head back to the Payroll Integration dashboard to run a discrepancy report to identify any current mismatches in deduction amounts between the two systems. That way, you’ll know everything’s all set before turning on the integration. Follow these steps:

Click Run Compare. The Deductions Discrepancy Report may take a few minutes to generate as the system is calling information from ADP.

View the number of employees who are “in sync” and the number with “discrepancies.” Click Download Excel File to view the report.

”In sync” means that, for these employees, the deduction code amounts match in Maxwell and ADP Workforce Now. “Discrepancies” means that, for these employees, there’s a discrepancy between the deduction amount in ADP and the deduction amount in Maxwell.

The report lists a row for each product with a deduction amount discrepancy. That means there may be multiple rows for one employee, if they have more than one product with a discrepancy. Here are a few tips on how to interpret results:

Blank ADP Deduction Amount

There’s an employee enrollment mapping to this deduction code in Maxwell, but there's no active deduction in ADP. When the sync is active, Maxwell will start a deduction in ADP.

Blank Maxwell Deduction Amount

There’s an active deduction in ADP for this deduction code, but there's no active employee enrollment in Maxwell. When the sync is active, Maxwell will stop the deduction in ADP. In the above example, MED3 is the name of the product in ADP. Note: if you don’t want to stop the deduction in ADP, you may want to remove the deduction code mapping between these two products. That will prevent the sync from happening.

Different Deduction Amounts Between ADP & Maxwell

There’s an active enrollment in Maxwell and an active deduction in ADP for this deduction code, but the deduction amounts are different. When the sync is active, Maxwell will change the deduction amount in ADP to the Maxwell deduction amount.

Tips on resolving discrepancies:

If the deduction amount in ADP is correct, a manual adjustment will need to be made in Maxwell to update the deduction amount, as Maxwell is the system of record for deductions. Please contact your Advisor to help you get this updated.

If the deduction amount in Maxwell is correct, the amount in ADP will update automatically when you turn on the integration. If you do make any changes in ADP, please wait at least 30 minutes before running the Deductions Discrepancy Report again. This will allow enough time for the updates to register.

As a general rule, the deduction amount in Maxwell will replace what’s in ADP once you turn the sync on. If you don’t want what’s in Maxwell to send over to ADP, you should fix your products in Maxwell (the system of record for deductions), or disconnect the employee. Please contact your Advisor to help you update deductions in Maxwell.

Note: The report only looks for discrepancies in deduction amounts. It does not check for discrepancies in deduction codes, demographic information, or any other product information.

Step Seven: Review your Payroll Calendar in Maxwell

If you haven’t already, you should check that the correct pay frequency is set for each eligibility group and add your payroll calendar into Maxwell. This is important as the pay frequency is used to calculate employee contribution towards benefits with a monthly premium such as medical, dental, disability, and life insurance products. If your company offers financial products such as an FSA or HSA, entering your company’s pay dates is key to make sure Maxwell has the information needed to calculate accurate payroll deductions. Learn how to set up your pay calendar here >

Step Eight: Begin the sync!

Once you’re satisfied with the Deductions Discrepancy Report results, head back to the Payroll Integration dashboard and click Begin Sync! This will activate the integration and deduction amounts in Maxwell will start sending to ADP for the employees and products you’ve connected.

About the integration

Benefit deductions will be started, changed, or stopped in ADP based on the enrollment information in Maxwell compared to the information in ADP. Once a benefit deduction change happens in Maxwell, it will sync over to ADP in less than one hour.

Maxwell displays all transactions for deductions synced to ADP via the Sync Activity Log, which you can get to from the Payroll Integration dashboard. Activity is sorted listing the most recent at the top. You can view key employee demographic information and corresponding deduction level detail indicating if a deduction was started, changed or stopped by deduction code, the deduction amount and the corresponding effective date of the change.

Starting a Deduction

An employee’s benefit deduction amount is started in ADP when there is an active enrollment in Maxwell, yet there is no matching deduction in ADP. The sync will go over on the product’s effective date in Maxwell.

In Maxwell’s Sync Activity Log, a start will look like this:

Changing a Deduction

An employee’s benefit deduction amount is changed in ADP when the deduction amount in Maxwell does not match the amount in ADP.

In Maxwell’s Sync Activity Log, a change will look like this. The Maxwell amount and ADP amount are displayed under “Deduction Amount.”

Stopping a Deduction

An employee’s benefit deduction amount in ADP is stopped when there is no longer an active enrollment in Maxwell. For example, if an employee is terminated on 10/5/18 and their plan is effective until 10/31/18, then the stop deduction will send to ADP on 11/1/18.

Here are some other examples as to why a deduction may be stopped:

Individual product was terminated

Employee waived a product they were previously enrolled in during a qualifying life event

Employee changes a coverage level and now has zero cost when there was previously a cost

Employee changed eligibility group (for example, because they moved to another state) and is now no longer eligible for the product

Employee decides not to enroll in the product again at renewal, or the employer stops offering the product

The deduction does not exist in Maxwell for any reason (those will list the product name in ADP)

In Maxwell’s Sync Activity Log, a stop will look like this:

If a Sync Errors

In the unexpected event that a sync errors, it will be clearly marked in the Sync Activity Log with a message explaining the reason for the failure.

The system will continue to attempt to sync every 60 minutes, even if there was an error with the last attempt. For that reason, if you encounter an error, the best practice is to wait to see if it errors again the next hour. If the employee still does not sync, contact Maxwell Customer Support at [email protected] or (866) 629-7445.

If you ever want to double-check that things sent over to ADP correctly as stated in the log, you can see deduction amounts in ADP on the individual employee’s record:

Pausing the sync

If you’d like to pause the sync for any reason, click the "Syncing" button on the Payroll Integration dashboard. This will only temporarily disable the sync, and you can turn it back on at any time. If you pause the sync for a long time, it’s best practice to run another Deductions Discrepancy Report to identify any differences that will now be synced when you turn it back on. Any enrollments which have occurred while the integration was paused will be picked up and synced over to ADP.

What to be mindful of ongoing

You should always add new hires in ADP first, and Maxwell second. After adding to Maxwell, you’ll need to map the record from ADP over to Maxwell like you did with all employees when you first set up the integration. Head to the Payroll Integration dashboard and click Edit Mappings. You should see the employee listed under “Not mapped." Once you connect them, their deduction information should sync after 60 minutes.

When youterminatean employee in Maxwell, they'll stay connected to the integration, and a stop deduction will be sent over to ADP the day after the last effective date of the product.

You can add and disconnect an employee at any time without needing to pause the integration. If you need to edit deduction codes, please pause the integration and begin the sync again when you’re done.

If you start offering a new product in Maxwell, you'll need to map its deduction code over to the product in ADP. Deduction codes will also need to be updated at renewal. You do not need to pause the sync when you add a deduction code to a new product.

Not supported by the integration

The following is not supported:

Syncing demographic information or work events such as new hires, salary changes or terminations.

Manual or one-time adjustments, such as prorating the employee’s contribution for a partial pay period or catching up and doubling the contributions for a missed pay period and not supported in Maxwell (and therefore the integration). Maxwell handles recurring deductions, as in the same amount for each paycheck. You’ll make these types of adjustments in the ADP system after the recurring deduction is synced over from Maxwell. Learn more about per pay period amounts in Maxwell >

Scheduling future effective deductions. While Maxwell allows enrollments with a future effective/change/termination date to be entered into the system, these starts/changes/stops will not be sent over to ADP until the date the deduction update becomes effective (the product effective date in Maxwell).

Canceling the integration

If you’d like to cancel the integration, log into ADP Workforce Now and go the Maxwell Health App to cancel. This action will notify the Maxwell system and the ADP integration will be disabled and removed from your Maxwell account. Should you wish to turn on the Maxwell-ADP integration in the future, follow the steps as if you were setting up the integration for the first time.

Additionally, you can explicitly revoke your consent for Maxwell to transmit data with ADP here. If you weren’t satisfied with the integration, we’d love to know if there’s anything we can do to improve it! Email us at [email protected].

Support

If you have a question about the API Integration functionality, setup, billing, or your employer’s sync, please contact Maxwell Customer Support at [email protected].

If you have a question about ADP Workforce Now functionality or product offering, contact your ADP representative or visit .

Accrue Solutions is one of Maxwell Health’s chosen providers for COBRA administration services.Accrue is a leading employee benefits administrator, well-known for specializing in exceptional service and offering a variety of products that are designed to help employers meet the challenges of a rapidly changing workforce. With a professional staff of specialists, Accrue offers consulting services relating to ERISA compliance, COBRA administration, Flexible Spending Account administration, Health Reimbursement Arrangement administration, Retiree Billing and Health Savings Account administration. Accrue also offers 5500 filing and ERISA Documents, POP, and WRAP Documents.

Employers who use Accrue Solutions as their COBRA administrator can use Maxwell’s integration to easily get COBRA-relevant information over from Maxwell to Accrue Solutions.

Included in this article:

How the integration works

Get started

Pricing

Support

How the integration works

Once set up, Maxwell will automatically send two files over to Accrue on a weekly basis on Mondays at 5am ET.

The Initial Enrollee File will include all newly eligible employees (and covered dependents) who have elected (confirmed) medical, dental, vision, FSA, or HRA products. This will let Accrue know to send the initial general notice to inform employees and covered dependents of their COBRA rights.

The Qualifying Event File will include all employees and/or dependents with new COBRA qualifying events, and their associated product/demographic information. To be included on the file, the employee must be marked COBRA-eligible due to a qualifying event in Maxwell. After Accrue receives the file, they’ll take care of the rest! This includes sending qualified beneficiaries election notices and managing coverage elections. Of course, Accrue will also communicate all coverage information to insurance carriers, including any changes.

Note:

Both files are changes-only and will include only new enrollees or qualifying events since the last file.

Because COBRA notifications are time-sensitive, it is always best practice to check your Accrue web portal routinely to verify all initial notifications and qualifying events have been processed. It is the responsibility of the employer to ensure the accuracy and timeliness of the qualifying event and new hire information that is provided to Accrue Solutions.

Get started

During the employer implementation process, your Advisor will submit information to the Maxwell team, such as the billing information. Either you or your Advisor will also be required to submit a the New Implementation Form to Accrue and work with their Implementation Managers to get your Accrue COBRA administration up and running. Maxwell will work with Accrue to get your integration up and running.

If you're an Advisor, please include the request for the integration at implementation, or use this form to request it off-cycle.

Once implemented, new brokers and employers will receive a welcome email from Accrue with a guide, login information, and information on how to set up a demo directly with Accrue.

Pricing

When you sign up for Accrue Solutions COBRA administration through the Maxwell Marketplace, you’ll receive both the Accrue COBRA administration services as well as the integration with Maxwell for $1 per COBRA eligible employee per month. There’s no monthly minimum cost or setup/renewal fee. Please note that some extra services beyond the standard offering are available for an additional charge (creating and distributing Open Enrollment Packets, sending payment from employees directly to the carrier (vs. sending to the employer which is the standard model))

Maxwell Health will bill the employer (or broker) for the Accrue COBRA service.

You will be billed by Maxwell on the 20th of each month for the prior month’s services. You will be billed based on the number of COBRA eligible employees. This number is maintained in Accrue’s system.

Support

For technical questions about the Maxwell Health + Accrue COBRA integration, please contact Maxwell Customer Support at [email protected] or (866) 629-7445.

For more general questions about the Maxwell Health + Accrue integration, please contact your Advisor and/or the Maxwell Health Marketplace Team at [email protected]. For questions regarding Accrue's products and services, please contact Accrue directly.

Please note:the Accrue Solutions COBRA offering through the Maxwell Marketplace as described above is not available toClients sitused in New York. However, if the Clientalreadyuses Accrue Solutions for COBRA administration, they are able to access the COBRA integration through Maxwell Health.

You can map your payroll system’s deduction codes to each of your employee-paid products in Maxwell. If you’re using a payroll integration, Maxwell will use these codes to push the deduction amounts to your payroll system for the correct products. You can also enter deduction codes here so that they’ll appear in cost reports and View Payroll Changes as a reference to use when updating benefits deductions in your payroll system.

In this article:

How to map payroll codes

Deduction code configurations unsupported in this view

Notes

How to map payroll codes

Follow these steps to map payroll codes:

You'll want to make sure the payroll codes match payroll exactly, so be sure to get the list of payroll codes directly from your payroll system and have it handy.

If your payroll system is ADP Workforce Now, and you need to set up deduction codes in ADP, you should do so using their Validation Tables (select Setup > Tools > Validation Tables > Deductions & Deposits > Deductions).

this form

If your payroll system is Paylocity, and you wish to set up or adjust deduction or earning codes in Paylocity, you can configure by navigating to Configuration > Company Setup > Payroll. Or you can contact Paylocity.

Please Note: Earning Codes are only supported with the 360 API Paylocity Integration (currently in Beta).

Log into Maxwell and head to Payroll > Deduction Codes. Now, set up payroll codes on a per product basis. Click on the product and add the default payroll code in first.

If applicable, add any overrides to the default payroll code to have separate codes within the product based on the employee’s state, coverage level, and eligibility group. A few tips:

If you only have one override, it's best to include the override as one payroll code and the default as another payroll code. For example, MED1EE is the deduction code for employee-only coverage, and MED1 is the deduction code for all other coverage.

If you have multiple overrides, you can name the default payroll code the same as the most popular override. For example, if you have a separate deduction for employee-only coverage, employee+spouse coverage, etc., you can enter each override and then enter the deduction code of employee-only coverage override as the default. This allows the enrollment to always map to a code.

The default view will show products that have current plan years or are effective in the future. View products that were effective in the past by clicking the “Time Period” drop-down.

You likely won’t add a deduction code for every product, as you probably offer some employer-paid benefits. Only add deduction codes to the products that the employee pays for or contributes to.

If payroll codes are set up at the State level, any employees missing an address will map to the product default code. If you use this override, it’s best practice to run a Demographic Census Report to double check you have an address entered for each employee.

Before a system update on 4/29/19, for voluntary ancillary products which require evidence of insurability (EOI), there used to be two products set up in Maxwell. Those products will also both display in the deduction code view. Please add the same deduction code to both the voluntary product (non EOI) and the EOI product. An employee will only ever be enrolled in one of these products at any given point in time, but it’s safest to have this set on both.

Payroll code configurations unsupported in this view

There are complex payroll code overrides that we cannot support today with this view:

Override any product by a custom field in Maxwell

Override a commuter product with a separate payroll code for biking, parking, and transit amounts

Override a voluntary product with a different payroll code for the insured individual: employee, spouse, or child

We will continue to support these overrides for the Paylocity 180 file sync integration and the ADP Workforce Now and Paychex Flex Enterprise Compatible Payroll Reports. The Maxwell team will set them up on your behalf. The ADP Workforce Now API and Paylocity API integrations do not support these payroll code setups.

Notes

The payroll codes view is available to Master Administrators only.

Maxwell will continue to collect deduction codes through the implementation process when adding the Paylocity 180 file sync, Paychex Flex Enterprise Compatible Payroll Report, or the ADP Workforce Now Compatible Payroll Report to portals. Also, the Deduction Codes view is not available to employers with these data connections, as editing the view will disrupt the integration/report. Deduction codes set up by Maxwell will still appear on cost reports and in the payroll changes view.

You can edit or remove a deduction code at any time, just make sure that the same edits are made in your payroll system. If you have the ADP Workforce Now API oror Paylocity 360 API integration also make sure to pause the integration before making edits.

If you have the Paylocity 180 file sync, Paychex Flex Enterprise Compatible Payroll Report, or the ADP Workforce Now Compatible Payroll Report and need to update deduction codes, please ask your Advisor to submit to the Maxwell team.

If you offer a new product in Maxwell, you’ll want to come back to the Payroll Codes view to add the code in. Payroll codes will also need to be updated at renewal. They do not carry over to the next plan year’s product, even if the product hasn’t changed.

Set up notifications for your integrations to ensure you get notified as updates are reflected in Maxwell Health. This is especially important when integrations sync information automatically. If there’s a change between systems, you can ensure the right person is notified.

In this article, you'll learn about:

Types of integration notifications

How to set up the notifications you need

Before you start, please note that setting notifications can only be done once the integration has been added into your integrations area. Be sure toreview the setup process for the specific integration you are working with before setting up integration notifications.

Types of Integration Notifications

Maxwell provides several integration notification types that can be helpful as you manage one of the specific integrations below:

BambooHR Integration Notifications

Paylocity 360 API Integration Notifications (In Beta)

Please note: When adding notifications, do not select "All Integrations" as a notification type.This functionality is not supported in the below integrations. This will not enable any of the below notifications. You must set up each notification type individually in order to enable it.

BambooHR Integration Notifications

New Hire- Notifies when an employee has been added to Maxwell by the BambooHR integration and is within the “New Hire” range (has a Date of Hire within 123 days).

You will still need to follow the steps for a new hire with BambooHR in order to set up the new hire enrollment and inform the employee through Maxwell.

Terminated Employee- Notifies the appropriate person when a Termination has occurred in BambooHR, and needs to be updated and reflected in Maxwell.

You will still need to follow the steps to terminate the employee's coverage in Maxwell.

Updated Employee - Notifies the appropriate person when an existing employee’s information has been updated in BambooHR and is now updated in Maxwell. This will also include information on which fields specifically have been updated.

Paylocity 360 API Integration Notifications (In Beta)

Note: This functionality is currently in beta and only available for a limited number of clients. If you’re interested in the upcoming 360 API Paylocity integration and would like to be notified of updates or want additional information, reach out to Kaylie Bryslawskyj, Sr. Product Marketing Manager, at [email protected]!

New Hire - Notifies when an employee has been added to Maxwell by the specified integration and is within the “New Hire” range (has a Date of Hire within 123 days).

A New Hire event will be opened automatically for the employee in Maxwell.

You will still need to email the employee to inform them of the new hire enrollment process through Maxwell.

The notification includes a link to a pre-built Maxwell email template for you to send.

Terminated Employee - Notifies when a Termination has occurred in the connected system. You will still need to complete the termination workflow in Maxwell.

Updated Employee - Notifies when an existing employee’s information has been updated in the connected system and is now updated in Maxwell. This notification will include which fields have been updated.

Employee Add - Notifies when an employee has been added to Maxwell by this integration, but is not within the “New Hire” range (has a Date of Hire over 3 months old).

A New Hire event will not automatically be opened for this employee.

Rehire - Notifies when an employee has been rehired in the connected system.

A rehire event will be opened for the employee in Maxwell but you will still need to email the employee to inform them of the enrollment process in Maxwell. The notification includes a link to a pre-built Maxwell email template for you to send.

Update Failure - Notifies when an employee cannot be synchronized from one system to the other. Details will be provided in the notification modal.

While there are several possible reasons for this type of notification, the most likely is simply due to invalid data. The issue can typically be cleared by updating data to a valid value.

Set up integration notifications

Follow the below steps to set up integration notifications:

Watch the below video if you're new to Maxwell or need a refresher on the ins and outs of the Maxwell portal.

Follow the steps below to add an Administrator. Read about Administrator permissions in " Types of Administrators."