Process a Flex Renewal from Start to Finish

Learn how to process your renewal through the Ameriflex Employer portal, as a Plan Administrator, for the upcoming year.
Written by Michele Lombardo
Updated 8 months ago

Complete the following steps in each section for each action item to complete your renewal: 


Order Form and Terms & Conditions

1. Use your credentials to log into the Employer portal.

2. On your home page, your order form will appear. You will also notice a yellow guidance panel at the top of your screen with instructions and additional information to help you complete this step. 

Note: The guidance panel will automatically open each appropriate section for you to complete. Once you complete the necessary steps, click the green Save button (which will save your information/selections), then the blue I'm Done - Next button within the guidance panel (which will take you to the next step). If you happen to click around within the agreement, don’t worry - just click the link in the guidance panel to be taken back to the current section that needs to be completed.

3. Review the information on your order form. If you would like to make any changes click the Make Changes link next to "Order Items" in the top left of the form.

4. Once you are satisfied with your order form, use the hyperlink to download and read the Terms & Conditions. Then check the box that indicates that you agree to the Terms & Conditions, and click the green Agree button.

6. After completing this step, click the blue I am done - Next button on the right hand side of the yellow guidance panel. This will take you to the next step of your renewal.

Note: Ameriflex will receive a notification to review your order and proceed accordingly.

Configure Copays

Information: Copays can be added per benefit type--such as Medical, Dental or Vision--and added after plans have been renewed. Adding copays can sometimes result in fewer substantiation notices being sent, as our system will auto substantiate any copays that come through with the amounts that we have built in our system.

1. Once the yellow guidance panel at the top of the screen brings you to this step in your renewal, the Copays row within the General tab will open. A message appears stating, "please provide your copays so we can automatically substantiate card swipes for copay amounts. This is optional."

2. Click the +Add Copay button.

3. When the Add Copay box appears, enter the requested copay information.

4. Click Save.

5. Repeat steps 2-4 again until all copays are added.

6. When this part of your renewal is completed, click the blue I am done - Next button on the right-hand side of the yellow guidance panel to move on to the next step. Ameriflex will receive a notification to review the item and proceed accordingly.


Configure Plan Design

1. Once the yellow guidance panel at the top of the screen brings you to this step in your renewal, the Plans tab will open.

2. Click the drop down arrow and select a plan from the list of options.

3. The page refreshes to show the details of the plan you chose. Click the down arrow for each of the following sections to expand the section:

  • Plan dates
  • Calendar
  • Pays first
  • Plan limits
  • Eligibility
  • Run-out
  • Plan options
  • Contribution
  • Orthodontia
  • Coverage options

4. Review the information in each section and make necessary updates to the options for each plan.

5. Click the green Save button.

6. Repeat steps 2-5 for each plan you select to review.

7. When this part of your renewal is completed, click the blue I am done - Next button on the right-hand side of the yellow guidance panel to move on to the next step. Ameriflex will receive a notification to review the item and proceed accordingly. Ameriflex will receive a notification to review the item and proceed accordingly.


Configure payroll calendar(s)

Note: This action item is only for payroll funded accounts like Flexible Spending Accounts. Limited Purpose FSA, Dependent Care Account, and Parking & Transit Accounts should only reflect dates that you deduct for within the plan year date. 

1. Once the yellow guidance panel at the top of the screen brings you to this step in your renewal, the Calendars tab will open.

2. Locate and click the green Edit button.

3. Select and/or unselect the appropriate pay dates within the calendar. A blue box will appear on your calendar to indicate that this date is a pay date you've selected.

4. Repeat step three to edit the pay dates for all the months in the calendar year.   

5. Select Save, located at the top right of the page, when you have added all your pay dates.

6. Locate and click the ellipsis (three dots) to select one of the following options and review and make updates to each of them when necessary:

  • New Calendar
Tip: If you need to create a new calendar, we recommend using a new calendar name so there are no duplicates. Duplicate calendars add confusion and delay the renewal process.
  • Assign Plans
  • Rename Calendar
  • Delete Calendar
  • Change Calendar for Accounts

8. When this part of your renewal is completed, click the blue I am done - Next button on the right-hand side of the yellow guidance panel to move on to the next step. Ameriflex will receive a notification to review the item and proceed accordingly. 


Completion of Your Enrollment

Once the yellow guidance panel at the top of the screen brings you to this step in your renewal, the Enrollment Information row inside of the General tab will open.

The recommended enrollment method will already be highlighted/selected for you. There are four ways to complete enrollments at Ameriflex: 

  • Upload Spreadsheet (preferred method)
  • Online Enrollment
  • Portal Based 
  • Electronic Data Interchange (EDI)

Continue reading to see the different methods that are available to you to help you complete your enrollments.

Method 1: Upload Spreadsheet (preferred method)

Note: The Upload Spreadsheet option should be selected by default because this is the preferred method for completing your enrollments.

1. Beneath the Upload Spreadsheet option, click the Download Enrollment Spreadsheet button.

Note: The downloaded file includes the prior enrollments. 

2. After the file downloads to your desktop, open the file and fill out the spreadsheet.

Note: Use the prior enrollment file information to update the employees plan, new annual elections, and per pay amounts.

3. Click the Upload your enrollment file button and upload the filled spreadsheet.

4. Click the green Save button.

Warning: If you need to add new participants, go to your Participants tab to add them BEFORE proceeding to Step 5.

5. To enroll participants into accounts, click the Accounts tab on the left-hand side of your screen. The page refreshes and the Account tab/page appears.

6. Begin enrolling your participants from here. 

10. When this part of your renewal is completed, click the blue I am done - Next button on the right-hand side of the yellow guidance panel to move on to the next step. Ameriflex will receive a notification to review the item and proceed accordingly. 

Method 2: Online Enrollment

Participants can enroll in FSA, DCA, and Commuter Plans online at their convenience. Ameriflex also needs a census with all benefit eligible employees to generate the online enrollments. After the online portal is set up, the employees can start the enrollment process.  

Note: The online portal enrollment open and close dates should be at least 2 weeks prior to the plan year start date.

Method 3: Portal-Based Enrollment

View this article for more information about this method Portal Based Enrollment Method

Note: This method is recommended for FSA, DCA and Commuter Renewals

Method 4: Electronic Data Interchange (EDI)

For EDI needs, have your payroll vendor's EDI team reach out to our EDI team at edisupportteam@myameriflex.com. Also, ask your payroll vendor to connect with our EDI team every year during renewal or if you would like to begin EDI services with us. 

Note: For EASE, brokers have a designated group who they can email (connectionssupport@ease.com) to help with EDI connections. Note: For Employee Navigator,  connect with your Premier Users who are assigned by the Employee Navigator to each individual broker/brokerage. Information: If you just began the EDI Implementation process with us, see the EDI Implementation Timeline.
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