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 1 week 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. You will notice that additional benefits called Telescope and Intellect have been included at an additional cost. At this juncture, please confirm whether you would like to opt in to offering these benefits or decline adding them at this time. You can refer to this video conversation with our legal team regarding the CAA requirements for employers, as well as the following resources for each benefit: Telescope Virtual Care Navigation and Intellect Mental Health Navigation.

4. If you are choosing to add Telescope and Intellect, please click the green ‘Confirm Order with CAA’ button, as shown below:

5. If you are choosing to opt out of Telescope and Intellect, please click the white ‘I Decline CAA’ button as shown below:

6. After completing this step, 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 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 your Enrollment Submission Method

Note: At this step, Ameriflex is not requesting that you provide enrollment data; instead, we are asking you to confirm the method by which you wish to submit enrollment data. Your opportunity to provide enrollment data will appear at the end of the application process/the end of the steps in this article.

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, fill out the spreadsheet, and Save.

Note: Use the prior enrollment file information to update the employees' plans, new annual elections, and per pay amounts. After completing the remaining steps in this article, the yellow banner at the top of the page will update to allow you to upload the spreadsheet when you’re ready.

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. After you upload the enrollment census, you will receive an email from your dedicated support team with a link for you to share with your employees to enroll in their plans. Your renewal will be considered complete after the portal closes and we quality assess your enrollment data.

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.

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.

Configure payroll calendar(s)

Note: The application will appear complete at this point. There is no dedicated step for configuring your payroll calendar(s) at this time. However, we strongly recommend that you proceed to the Calendars tab on the left-hand side of the portal to review your current calendar(s). Please notify your dedicated support team of any necessary changes. This action item is only applicable to payroll-funded accounts, such as Flexible Spending Accounts. Limited Purpose FSA, Dependent Care Account, and Parking & Transit Accounts should only reflect dates that you deduct within the plan year.

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