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 5 months ago

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

Action Item: Renew with Ameriflex!

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

The home page appears.

2. Locate and click the General tab located to the left of the page.

The general page appears and the required action items are located to the right of the general page.

4. Locate and click on the outlined action item box: "Renew with Ameriflex!"

The page refreshes and you should see the Order Form.

5. Review the information on the form, and then click the Confirm Order button to accept the Terms & Conditions.

Note: Another way to complete this step is locate the General tab > click on Agreements > click the upcoming plan year.

You return to the General tabs page with all the action items.

6. Locate the action item to the right of the page again and click the Done button when you complete all the steps for the action items.

Ameriflex will receive a notification to review the item and proceed accordingly.

Action Item 2: Please configure copays in the General Tab, ____ Copay row

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. Return to the General page.

2. Locate and click on the outlined action item box: "Please configure copays in the General Tab, ____ Copay row."

The page refreshes and reloads the General page.

3. Locate the Copays row.

4. Click the down arrow to expand the section.

A message appears stating, "please provide your copays so we can automatically substantiate card swipes for copay amounts. This is optional."

5. Click the +Add Copay button.

The Add Copay box appears.

6. Enter the copay information.

7. Click Save.

8. Repeat step five through seven again until all copays are added.

You return to the General tabs page with all the action items.

9. Locate the action item to the right of the page again and click the Done button when you complete all the steps for the action items.

Ameriflex will receive a notification to review the item and proceed accordingly.

Action Item: Please configure the plan design in the Plans tab

1. Return to the General page.

2. Click on the action item: "Please configure the plan design in the Plans tab."

The page refreshes and loads the Plans tab/page.

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

The page refreshes to show the details of the plan you chose.

4. 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

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

6. Click Save.

7. Repeat steps three through six for each plan you select to review.

8. Locate the action item to the right of the page again and click the Done button when you complete all the steps for the action items.

Ameriflex will receive a notification to review the item and proceed accordingly.

Action Item: Please configure payroll calendar(s) in the Calendars tab".

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. Return to the General page.

2. Click on the action item: "Please configure payroll calendar(s) in the Calendars tab".

The page refreshes and loads the Calendars tab/page.

3. Locate and click Edit.

4. Select and/or unselect the appropriate pay dates within the calendar.

A blue box will appear to indicate that this date is a pay date.

5. Repeat step four to edit the pay dates for all the months in the calendar year.

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

7. 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. Locate the action item to the right of the page again and click the Done button when you complete all the steps for the action items.

Ameriflex will receive a notification to review the item and proceed accordingly.

Action Item: Completion of Your Enrollment

You can complete enrollments one of four ways:

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)

1. Return to the General page.

2. Click on the action item: "Upload your enrollments."

The page refreshes and reloads the General tab/page.

The Enrollment Information section expands.

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

3. Click the Download Enrollment Spreadsheet button.

Note: The downloaded file includes the prior enrollments.

The file should download to your desktop.

4. 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.

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

6. Click Save.

7. Locate the action item that appears on the right side of your screen and click the drop-down arrow to view the details.

The action item box refreshes. You'll now see two links in the box:

Warning: If you need to add new participants, click the first link BEFORE proceeding to Step 8.

8. Select the "Click here to enroll participants into accounts. Use this for all exiting participants and any newly created participants" link.

The page refreshes and the Account tab/page appears.

9. Begin enrolling your participants from here.

10. Locate the action item to the right of the page again when you've complete all the steps for the action items and click the Done button.

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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