Contribution Guide for Health Savings Accounts …...Proprietary & Confidential Contribution Guide for Health Savings Accounts (HSAs) 3 Please see the Appendix , Section 3.3 for the

Contribution Guide for Health Savings Accounts (HSAs)

Proprietary & Confidential Contribution Guide for Health Savings Accounts (HSAs)

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Table of Contents

1. Executive Summary ..............................................................................................................................1

1.1 Introduction and Purpose ..............................................................................................................1 1.2 Scope ............................................................................................................................................1 1.3 Key Audience ................................................................................................................................1

2. Options ..................................................................................................................................................1 2.1 PPD ACH File Transmissions from Employer Groups..................................................................2 2.1.1 Definition ...................................................................................................................................2 2.1.2 ACH Initiation Capability ...........................................................................................................2 2.1.3 Implementation..........................................................................................................................2 2.2 Combined Sum ACH transfers from Employer Groups ................................................................4 2.2.1 Definition ...................................................................................................................................4 2.2.2 Implementation..........................................................................................................................4

File Validation – Successful ..............................................................................................11 Sample Confirmation email format....................................................................................11 Sample Validation Failure email format ............................................................................12

2.3 Contributions from Employer Groups via Wire Transmissions ...................................................14 2.3.1 Definition .................................................................................................................................14 2.3.2 Implementation........................................................................................................................14

File Validation – Successful ..............................................................................................22 Sample Confirmation email format....................................................................................22 Sample Validation Failure email format ............................................................................23

2.4 Check Contributions....................................................................................................................24 Definition ...........................................................................................................................24

2.4.1 Implementation........................................................................................................................24 3. Appendix .............................................................................................................................................25

3.1 Exante Bank HSA “PPD ACH Contribution” File Format ............................................................25 3.2 Employer Contribution/Investment Worksheet............................................................................27 3.3 HSA Account Number File Speciifications ..................................................................................29

1. Executive Summary

1.1 Introduction and Purpose When an Employer Group purchases an HSA product, they must decide how the accounts will be funded. There are several options and combinations of options for the Employer Group to choose from. The purpose of this document is to describe the Exante Bank Health Savings Account (HSA) contribution options and outline the steps required to implement each option. Note: The information contained in this guide describes available methods to contribute toward your HSA, and does not pertain to medical premium payment options.

1.2 Scope All methods of funding an HSA account facilitated by the Employer Group; using Employer Group funds, employee payroll-deduction funds, or both.

1.3 Key Audience This guide is intended to assist the following parties:

• Health Plans • Employer Groups • Employer Group Payroll Organizations and/or Banks • EFS Sales Organization

2. Options The following is a list of the contribution options available to Employer Groups. An Employer Group may choose to contribute their own funds to the Employee’s HSA account at Exante Bank and/or may offer payroll deductions to be made on the Employee’s behalf. Note – These options are ordered by ease of submission, timliness of fund posting and operational efficiency . This is not the the order of Employer Group ease of set-up since some Employer Groups are unable to do a PPD ACH.

2.1 - PPD ACH File Transmissions from Employer Groups – includes Employee Funded Payroll Deductions and Employer Group Funded Contributions 2.2 - Contributions from Employer Groups via Combined Sum ACH 2.3 - Contributions from Employer Groups via Wire Transmissions 2.4 - Check Contributions from Employer Groups with 100 or Fewer HSA Employees


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2.1 PPD ACH File Transmissions from Employer Groups

2.1.1 Definition This option is intended for Employer Groups who will be sending contributions or payroll deductions on behalf of their employees for deposit into a Health Savings Account with Exante Bank. An Automated Clearing House (ACH) Network transaction provides electronic clearing of funds between banks. These transactions are subject to the operating rules and regulations of the National Automated Clearing House Association (NACHA). The correct format Employer Groups are expected to use is the PPD (Prearranged Payments and Deposits) ACH Format (See Appendix Section 3.1 Exante Bank HSA “PPD ACH Contribution” File Format). An Employer Group may choose to contribute their own funds to the Employee’s HSA account at Exante Bank and/or may offer payroll deductions to be made on the Employee’s behalf. This method of contributing to an HSA account allows for the contribution amount and individual account posting information to be sent together which simplifies the process for Employer Groups, Employees, and Banks.

2.1.2 ACH Initiation Capability If the Employer Group does have ACH initiation capability, they may proceed with PPD ACH as a contribution option by working with their bank to ensure compliance with the Exante Bank PPD ACH file format requirements. If the Employer Group does not currently have ACH initiation capability, they can work with their bank to determine their ACH initiation options (bank software, direct ACH transmission, etc.) or the Employer Group may use another contribution option as defined below.

2.1.3 Implementation

Step 1 –

Employer Group obtains the HSA account number from the Account Number File sent by Exante Bank. The Account Number File will be sent to Employer Groups who have elected to receive the file at Employer Group Set-up. The Account # File will be sent to the Employer Group via secured e-mail once we have an active account under that Employer Group. It will be sent to the contact(s) designated at set-up. The Account # File provides the list of your Employees with the following Statuses:

1. Active – Account is opened and a signature has been received by the bank, Exante Bank can receive funds for this account (note: for Employer Groups sending a Batch with Affirmation file, we will put their Employees in Active status and allow funding to the accounts prior to receiving a signature)

2. Non-Active – We received initial information (via batch file or online application), however, account is not active and a signature has not yet been received by the bank. A contribution/funding can not be received for this account.

3. Closed – Account is not opened and has been closed either directly by the employee, automatically after 90 days in non-active status and no signature receipt or automatically by the bank if the employee did not pass the “Know your Customer” check. A contribution/funding can not be received for this account.

** Exante Bank will only accept funds for Active Accounts


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Please see the Appendix , Section 3.3 for the HSA Account Number File Specifications

Step 2 –

The Employer Group must coordinate with their bank and payroll organization to send funds via ACH to Exante Bank. The file layout required by Exante Bank is the standard ACH PPD Format (See Appendix Section 3.1 Exante Bank HSA “PPD ACH Contribution” File Format)

Due to IRS reporting requirements, Exante Bank requires Employer Groups to differentiate the contribution types submitted to Exante Bank. The contribution types are:

• Employer funded • Employee funded

There are two ways to differentiate the contribution type for each contribution transaction. Method 1 – Denote Contribution Type at the Transactions Level This method uses the “Discretionary Data” field in the PPD ACH Entry Detail record of the file layout. The valid values for this field are:

• “ER” - This value denotes Employer funded • “EE” - This value denotes Employee funded

Since this value is submitted in the detail record, an Employer Group can send multiple contribution types on one file transmission. Method 2 – Denote Contribution Type at the File Transmission (Header) Level This method uses the “Company Entry Description” field in the PPD ACH Batch Header record of the file layout. The valid values for this field are:

• “Employer” - This value denotes Employer funded • “Employee” - This value denotes Employee funded

Since this value is submitted in the Header record, the Employer Group may only send one type of contribution per file transmission. The identifier in the Header record applies to all records in that transmission. For that reason, an Employer Group will need to send multiple file transmissions if they wish to use both contribution types (i.e., Employer and Employee funded).

Step 3 –

The Employer Group’s bank or payroll organization processes the PPD ACH file based on the frequency chosen by the Employer Group. The ACH transactions then settle at Exante Bank and the individual HSA accounts are credited.


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2.2 Combined Sum ACH transfers from Employer Groups

2.2.1 Definition Making electronic Combined Sum ACH contributions to an HSA account is a simple, two-part process. The first step consists of sending an electronic contribution allocation file detailing the specific Employee accounts and the dollar amounts that are to be deposited. The second step is to send an electronic ACH transfer to Exante Bank for the total contribution allocation file amount. HSA contributions will only be processed if both components (i.e., the contribution allocation file and the combined sum ACH) are sent. The contribution allocation file must be received before the ACH fund transmission date date. The ACH must be received by 3 p.m. Eastern Time on the ACH fund transmission date to ensure full credit to the individual HSA accounts within two business days after receipt of ACH. Note, the ACH can be sent any time after the Employer Group receives a confirmation e-mail that their Contribution Allocation File has been validated. Content and format of the ACH and contribution allocation files are very specific and must follow predefined formats (provided in Section 2.2.2 below) to be processed. Following these format instructions will ensure timely and accurate deposit of HSA contributions.


2.2.2.1 Creating a Contribution Allocation File Contribution allocation files contain a record for each Employee account deposit. Each record contains a transaction type, the Employee’s HSA account number, the deposit dollar amount, and a contribution type (Employer-funded or Employee-funded). If there is a deposit of each type for any Employee, there will be two records.

The following instructions must be followed in order to ensure accurate and timely HSA contribution processing: Step 1 –



2. Non-Active – We received initial information (via batch file), however, account is not active and a signature has not yet been received by the bank. A contribution/funding can not be received for this account.


** Exante Bank will only accept funds for Active Accounts Please see the Appendix , Section 3.3 for the HSA Account Number File Specifications


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Step 2 – Use Standard File Format

Contribution allocation files must be sent in Comma Separated Value (.csv) format. Any other format will result in inaccurate or failed transactions. A record is required for each contribution. The very first record contains text headings describing the data. Note: To create a .csv file, an Excel document can be saved in .csv format by selecting File, ‘Save As’ and selecting .csv when prompted for ’save as type’.

Step 3 – Follow Specific Field Format Instructions

There are four (4) transaction fields in the contribution allocation file required by Exante Bank. All of these fields must be formatted according to the instructions below. Incorrect formats or the failure to include any of the required fields may result in incorrect or incomplete deposits to the individual HSA accounts. Specific field instructions are as described on the following table:

Column 1 2 3 4 Field Header

Transaction Type

Exante Account Number

Credit Amount Contribution Type

Format Must contain the 12 character word: Contribution

Numeric Numeric dollar amount including cents without $-sign or decimal. For Example: 10234 = $102.34 102 = $1.02 10200 = $102.00

Must use one of 2 Predefined Contribution Types (must use exact wording): Current Year Employer Contribution

Current Year Employee Contribution

Length 12 characters Exante accounts are 9 digits in length

1 to 11 digits 34 characters

Contribution Allocation File Example: • Account number 123456789 is to receive one hundred dollars as an Employer

contribution • Account number 234567890 is to receive one hundred dollars as an Employer

contribution • Account number 234567890 is to receive twenty-five dollars and three cents, as an

Employee contribution. The contribution allocation file would look like the example below in Comma Separated Value (.csv) format: Transaction Type,Account Number,Credit Amount,Contribution Type Contribution,123456789,10000,Current Year Employer Contribution Contribution,234567890,10000,Current Year Employer Contribution Contribution,234567890,2503,Current Year Employee Contribution The contribution allocation file must be sent to Exante Bank at least two business days before the related ACH for $225.03 settles. The ACH must arrive by 3:00 p.m. Eastern Time on the fund transmission date to begin processing that day. Within 48 hours of receipt of that ACH, account 123456789 will receive a deposit of one hundred dollars,


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while account 234567890 will receive two deposits, one for $100.00 and a second for $25.03.

Step 4 – Use Contribution Allocation File Naming Convention

The contribution allocation file should be saved in .csv format using the following naming convention: Deposit_<EmployerName>_<GroupID/Policy#>_ACH_<ACHSendDate in mmddyyyy format>.csv For example, a contribution allocation file from the Valley Toy Company, with a groupID/policy number of 858402, sent with an anticipated ACH date of January 20, 2005 would be named: Deposit_ValleyToy_858402_ACH_01202005.csv File names should not contain any spaces. Contribution allocation files that do not follow this naming convention may be returned, delayed or inaccurately posted.

2.2.2.2 Submit Contribution Allocation File

To ensure privacy, contribution allocation files must be sent to Exante Bank using secure e-mail. Exante Bank has setup a secured email website that Employer Groups may access to send contribution allocation files.

Step 1 – Check Minimum System Requirements

Exante Bank’s secure email is a technology neutral solution. No special software or installation of software is required or needed. You only need to meet the system requirements listed below.

The following is required to access the secure email site: • An internet e-mail address • Internet browser such as Microsoft Internet Explorer or Netscape Navigator, and • Access to the Internet


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Step 2 – Set up Secured Email Account

To access the secured email site, click here, or cut and paste the following path into your browser window and press enter. You will then be taken to the secured email login page as shown in Figure 1.

https://i-mail.corpmailsvcs.com/index.jsp

Figure 1 It is recommended that you save this URL address in your favorites list so that it is easily accessed for future use. In order to send secure email, you will first be required to establish a secured email account. You will only be required to do this once. To setup your new user account, select the ‘Register Now’ button, and you will be taken to the New User Registration page shown in Figure 2.


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Figure 2.

At the New User Registration screen, enter all required information, Your email name should be identical to the email name your secure email was sent to. and a password that will be easily remembered, but not guessed by others. Once you have entered all required information, select the ‘Submit’ button. You will then be taken to your secured mailbox as shown in Figure 3.

Figure 3.

Now that you have successfully completed the registration process, you are ready to send your contribution allocation file via secured email.


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Step 3 – Send Contribution Allocation Files to Exante Bank via Secured EMail

Once you have successfully established a secured email account, you are now ready to send HSA contribution allocation files to Exante Bank. To access the secured email site, go to the secured email website by either selecting your previously saved bookmark, or by entering the following URL in your email browser window: https://i-mail.corpmailsvcs.com/index.jsp

You will then be taken to the Secured Email login page shown in Figure 1 above. To login to your secured email box, enter your User Name, which is the email address you used to register your account, and your password. Then select the ‘Login’ button to be taken to your secured email account as shown in Figure 3 above.

To send your contribution allocation file to Exante Bank using secured email, click on the ‘New Message’ link to be taken to the Create New Message screen shown in Figure 4.

Figure 4.

At the New Message screen, enter your sending information. All contribution allocation files must be sent to the following email address: [email protected]. On the Subject line please use the following naming convention (Note: This is the same naming convention as the CSV file name): Deposit_<EmployerName>_<GroupID/Policy#>_ACH_<ACHSendDate in mmddyyyy format>. For example: Deposit_ValleyToy_858402_ACH_01202005.

To attach the contribution allocation file to your email, select the ‘Attachments’ button to be taken to the attachments screen shown in Figure 5.


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Figure 5.

To attach files, browse to the location of your contribution allocation file, highlight the file by clicking on it, and select ‘Open’ to open the file. The path and filename (file naming convention is described in section 2.3.2) should now be displayed in the Find File box. Once the file is selected, click on the ‘Attach’ button, which will move your file into the Attachments box. Once you have attached your contribution allocation file, select ‘OK’ and you will be taken back to the New Message screen as shown in Figure 4, with your attached contribution allocation file displaying in the Attachments box. Confirm that the sending information is correct and click on the ‘Next’ button. You will be asked whether you would like to receive read receipt on your message as shown in Figure 6.

Figure 6.

If you would like to receive an email notifying you when your message has been opened and read by Exante Bank, select this option by clicking on the checkbox, and select ‘Send’ to


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send your contribution allocation file email. Your email will then be sent to Exante Bank and you will be taken to your Sent Items email box.

To send another secured email, repeat the steps listed above. If you are finished sending contribution allocation files for this session, you may select ‘LogOut’ to leave the secured email site.

Step 4 – Forgotten Password

If you forget your password, you can have your password reset by selecting the ‘Forgot Your Password?’ link on the secured email main login page. You will then be asked to submit your email address, which is the email address used as your User Name, and answer the security question you designated when registering your account. You will then receive an email link to reset your password. Note: If you need technical assistance or have issues accessing the site, please call Exante Bank customer service at 1-866-234-8913.

2.2.2.3 HSA Contribution Allocation File Validation File Validation – Successful If the file is complete, data is accurate and the format is correct, Exante Bank will send a confirmation email, within 1 Business Day of file receipt, containing the following information:

• Subject Line: Confirmation of Receipt: <contribution filename> • Confirmation of receipt statement • Expected ACH amount • Expected ACH date • ACH instructions

Note: The confirmation e-mail will be sent to the contribution initiator as well as the contribution contact designated during Employer Group Set-up.

Sample Confirmation email format Subject: Confirmation of Receipt: <contribution filename> Date: 12/08/2004 This mail is to confirm receipt of your contribution allocation File Deposit_ValleyToy_858402_ACH_01202005.csv. Below are the ACH Details required to initiate your contributions. You may use this as ACH instructions if necessary. Expected ACH Date: <ACH Date – 2 days following contribution file receipt> Expected ACH Amt.: <Amount> ABA Number: 1243 8487 7 Account Number: 720000208 Addenda record/memo: <Company Name & Group/Policy Number> Address: Exante Bank ACH Operations 2525 Lake Park Blvd. West Valley City, UT 84120 Approval Signature (*if required): _____________________________________________


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File Validation – Failure If the file is not complete, data is inaccurate or the format is incorrect, Exante Bank will send a failure report email, within 1 Business Day of file receipt, containing the following information:

• Subject Line: Unable to Process Contribution Allocation File <filename> • Confirmation of receipt • Unable to Process statement • Exceptions error report (attachment) • Explanation of exceptions • Corrective actions instructions

Please note: If the contribution allocation file fails validations, the errors must be resolved and the ENTIRE contribution allocation file must be resubmitted prior to sending the ACH to Exante Bank.

Sample Validation Failure email format Subject Line: ACTION REQUIRED: UNABLE TO PROCESS CONTRIBUTION ALLOCATION FILE Date: <date> File: <filename> The contribution allocation file that you transmitted to Exante Bank has NOT processed due to errors in preprocessing. We have provided you with an attachment in this email listing the errors that need to be corrected.

Please make the appropriate corrections, and re-submit the file to us for processing.

NOTE: If a corrected file is not received prior to Exante Bank’s receipt of your corresponding ACH, the full ACH amount may be returned.

2.2.2.4 Submit ACH

Step 1 – Send ACH ACH transfers for HSA purposes should be sent to Exante Bank using the following instructions:

ACH Date: <date> ACH Amount: <$Amount

ABA Number:

1243 8487 7

Account Number: 720000208 Exante Address: Exante Bank ACH Operations

2525 Lake Park Blvd. West Valley City, UT 84120

Addenda Record/Memo:

Employer Name & Group/Policy #: ____________________________


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Step 2 – Follow Sending Rules • HSA contributions will only be processed if both an ACH and a contribution allocation

file are sent. The contribution allocation file must be received at least two business days before the ACH fund transmission date. The ACH must be received by 3 p.m. Eastern Time on the ACH’s fund transmission date to assure full credit to the individual accounts within two business days.

NOTE: ACH may be initiated through your bank or bank-provided software.

Step 3 – ACH Validation

Exante Bank reviews the contents of the imported file to ensure the file was imported correctly, and compares the total amount of ACH with the total amount on the contribution allocation File to validate that the values match.

If the ACH cannot be validated, Exante Bank generates a failure notification email containing the following information:

Subject Line: Unable to Process Contribution Allocation File <filename> Confirmation of receipt Unable to Process statement Exceptions error report (attachment) Explanation of exceptions Corrective actions instructions

If the ACH can be validated with the contribution allocation file, no action required by Employer Group. Note: If Exante Bank needs to return funds to the Employer Group for any reason, Exante Bank will send an ACH for the total refund amount to the routing transit and account number of the contribution that was received.


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2.3 Contributions from Employer Groups via Wire Transmissions

2.3.1 Definition Making electronic wire contributions to an HSA account is a simple, two-part process. The first step consists of sending an electronic contribution allocation file detailing the specific Employee accounts and the dollar amounts that are to be deposited. The second step is to send an electronic wire transfer to Exante Bank for the total contribution allocation file amount. HSA contributions will only be processed if both components (i.e., the contribution allocation file and the wire) are sent. The contribution allocation file must be received at least two business days before the wire fund transmission date. The wire must be received by 3 p.m. Eastern Time on the wire fund transmission date to ensure full credit to the individual HSA accounts by the next business day.

For Example: Tuesday: Employer Group sends .csv file to Exante Bank via Secured e-mail (before 2:00 EST) Wednesday: Employer Group gets confirmation/file validation back from Exante Bank (by 2:00 EST) Thursday: sends combined sum wire to Exante Bank (before 3:00 EST) Friday: Employee(s) HSA account credited (by 3:00EST)

Content and format of the wire and contribution allocation files are very specific and must follow predefined formats (provided in Section 2.3.2 below) to be processed. Following these format instructions will ensure timely and accurate deposit of HSA contributions.


2.3.2.1 Create Electronic Contribution Allocation File

Contribution allocation files contain a record for each Employee account deposit. Each record contains a transaction type, the Employee’s HSA account number, the deposit dollar amount, and a contribution type (Employer-funded or Employee-funded). If there is a deposit of each type for any Employee, there will be two records.

The following instructions must be followed in order to ensure accurate and timely HSA contribution processing: Step 1 –




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2. Non-Active – We received initial information (via batch file or online application), however, account is not active and a signature has not yet been received by the bank. A contribution/funding can not be received for this account.


** Exante Bank will only accept funds for Active Accounts Please see the Appendix , Section 3.3 for the HSA Account Number File Specifications

Step 2 – Use Standard File Format

Contribution allocation files must be sent in Comma Separated Values (.csv) format. Any other format will result in inaccurate or failed transactions. A record is required for each contribution. The very first record contains text headings describing the data. Note: To create a .csv file, an Excel document can be saved in .csv format by selecting File, ‘Save As’ and selecting .csv when prompted for ’save as type’.

Step 3 – Follow Specific Field Format Instructions There are four (4) transaction fields in the contribution allocation file required by Exante Bank. All of these fields must be formatted according to the instructions below. Incorrect formats or the failure to include any of the required fields may result in incorrect or incomplete deposits to the individual HSA accounts. Specific field instructions are as described on the following table:

Column 1 2 3 4 Field Header

Transaction Type

Exante Account Number

Credit Amount Contribution Type

Format Must contain the 12 character word: Contribution

Numeric Numeric dollar amount including cents without $-sign or decimal. For Example: 10234 = $102.34 102 = $1.02 10200 = $102.00

Must use one of 2 Predefined Contribution Types (must use exact wording): Current Year Employer Contribution

Current Year Employee Contribution

Length 12 characters Exante accounts are 9 digits in length

1 to 11 digits 34 characters

Contribution Allocation File Example: • Account number 123456789 is to receive one hundred dollars as an Employer

contribution • Account number 234567890 is to receive one hundred dollars as an Employer

contribution • Account number 234567890 is to receive twenty-five dollars and three cents, as an

Employee contribution. The contribution allocation file would look like the example below in Comma Separated Value (.csv) format:


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Transaction Type,Account Number,Credit Amount,Contribution Type Contribution,123456789,10000,Current Year Employer Contribution Contribution,234567890,10000,Current Year Employer Contribution Contribution,234567890,2503,Current Year Employee Contribution The contribution allocation file must be sent to Exante Bank at least two business days before the related wire for $225.03 settles. The wire must arrive by 3:00 p.m. Eastern Time on the value date. Within 24 hours of receipt of that wire, account 123456789 will receive a deposit of one hundred dollars, while account 234567890 will receive two deposits, one for $100.00 and a second for $25.03.

Step 4 – Use Contribution Allocation File Naming Convention

The contribution allocation file should be saved in .csv format using the following naming convention: Deposit_<EmployerName>_<GroupID/Policy#>_Wire_<WireSendDate in mmddyyyy format>.csv For example, a contribution allocation file from the Valley Toy Company, with a groupID/policy number of 858402, sent with an anticipated wire date of January 20, 2005 would be named: Deposit_ValleyToy_858402_Wire_01202005.csv File name should not contain any spaces. Contribution allocation files that do not follow this naming convention may be returned, delayed or inaccurately posted.

2.3.2.2 Submit Contribution Allocation File

To ensure privacy, contribution allocation files must be sent to Exante Bank using secured e-mail. Exante Bank has setup a secured email website that Employer Groups may access to send contribution allocation files.

Step 1 – Check Minimum System Requirements

Exante Bank’s secure email is a technology neutral solution. No special software or installation of software is required or needed. You only need to meet the system requirements listed below.

The following is required to access the secure email site: • An internet e-mail address • Internet browser such as Microsoft Internet Explorer or Netscape Navigator, and • Access to the Internet


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Step 2 – Set up Secured Email Account

To access the secured email site, click here, or cut and paste the following path into your browser window and press enter. You will then be taken to the secured email login page as shown in Figure 1. https://i-mail.corpmailsvcs.com/index.jsp

Figure 1 It is recommended that you save this URL address in your favorites list so that it is easily accessed for future use. In order to send secure email, you will first be required to establish a secured email account. You will only be required to do this once. To setup your new user account, select the ‘Register Now’ button, and you will be taken to the New User Registration page shown in Figure 2.


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Figure 2.

At the New User Registration screen, enter all required information. Your email name should be identical to the email name your secure email was sent to and your password should be easily remembered, but not guessed by others. Once you have entered all required information, select the ‘Submit’ button. You will then be taken to your secured mailbox as shown in Figure 3.

Figure 3.

Now that you have successfully completed the registration process, you are ready to send your contribution allocation file via secured email.


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Step 3 – Send Contribution Allocation Files to Exante Bank via Secured EMail

Once you have successfully established a secured email account, you are now ready to send HSA contribution allocation files to Exante Bank. To access the secured email site, go to the secured email website by either selecting your previously saved bookmark, or by entering the following URL in your email browser window:

https://i-mail.corpmailsvcs.com/index.jsp

You will then be taken to the Secured Email login page shown in Figure 1 above. To login to your secured email box, enter your User Name, which is the email address you used to register your account, and your password. Then select the ‘Login’ button to be taken to your secured email account as shown in Figure 3 above.

To send your contribution allocation file to Exante Bank using secured email, click on the ‘New Message’ link to be taken to the Create New Message screen shown in Figure 4.

Figure 4.

At the New Message screen, enter your sending information. All contribution allocation files must be sent to the following email address: [email protected]. On the Subject line please use the following naming convention (Note: This is the same naming convention as the CSV file name): Deposit_<EmployerName>_<GroupID/Policy#>_Wire_<WireSendDate in mmddyyyy format>. For example: Deposit_ValleyToy_858402_Wire_01202005.

To attach the contribution allocation file to your email, select the ‘Attachments’ button to be taken to the attachments screen shown in Figure 5.


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Figure 5.

To attach files, browse to the location of your contribution allocation file, highlight the file by clicking on it, and select ‘Open’ to open the file. The path and filename (file naming convention is described in section 2.3.2) should now be displayed in the Find File box. Once the file is selected, click on the ‘Attach’ button, which will move your file into the Attachments box. Once you have attached your contribution allocation file, select ‘OK’ and you will be taken back to the New Message screen as shown in Figure 4, with your attached contribution allocation file displaying in the Attachments box. Confirm that the sending information is correct and click on the ‘Next’ button. You will be asked whether you would like to receive read receipt on your message as shown in Figure 6.

Figure 6.

If you would like to receive an email notifying you when your message has been opened and read by Exante Bank, select this option by clicking on the checkbox, and select ‘Send’ to


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send your contribution allocation file email. Your email will then be sent to Exante Bank and you will be taken to your Sent Items email box.

To send another secured email, repeat the steps listed above. If you are finished sending contribution allocation files for this session, you may select ‘LogOut’ to leave the secured email site.

Step 4 – Forgotten Password

If you forget your password, you can have your password reset by selecting the ‘Forgot Your Password?’ link on the secured email main login page. You will then be asked to submit your email address, which is the email address used as your User Name, and answer the security question you designated when registering your account. You will then receive an email link to reset your password. Note: If you need technical assistance or have issues accessing the site, please call Exante Bank customer service at 1-866-234-8913.


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2.3.2.3 HSA Contribution File Validation File Validation – Successful If the file is complete, data is accurate and the format is correct, Exante Bank will send a confirmation email, within 1 Business Day of file receipt, containing the following information:

• Subject Line: Confirmation of Receipt: <contribution filename> • Confirmation of receipt statement • Expected wire amount • Expected wire date • Wire instructions

Note: The confirmation e-mail will be sent to the contribution initiator as well as the contribution contact designated during Employer Group Set-up.

Sample Confirmation email format Subject: Confirmation of Receipt: <contribution filename> Date: 12/08/2004 This mail is to confirm receipt of your contribution allocation File Deposit_ValleyToy_858402_Wire_01202005.csv. Below are the Wire Details required to initiate your contributions. You may use this as wire instructions if necessary. Expected Wire Date: <Wire Date – 2 days following contribution file receipt> Expected Wire Amt.: <Amount> ABA Number: 1243 8487 7 Account Number: <Group ID/Policy Number> Addenda record/memo: <Company Name> Address: Exante Bank Wire Operations 2525 Lake Park Blvd.

West Valley City, UT 84120

Approval Signature (*if required): _____________________________________________ File Validation – Failure If the file is not complete, data is inaccurate or the format is incorrect, Exante Bank will send a failure report email, within 24 hours of file receipt, containing the following information:

• Subject Line: Action Required: Unable to Process Contribution Allocation File <filename> • Confirmation of receipt • Unable to Process statement • Exceptions error report (attachment) • Explanation of exceptions • Corrective actions instructions


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Please note: If the contribution allocation file fails validations, the errors must be resolved and the ENTIRE contribution allocation file must be resubmitted prior to sending the Wire to Exante Bank.

Sample Validation Failure email format Subject Line: ACTION REQUIRED: UNABLE TO PROCESS CONTRIBUTION ALLOCATION FILE Date: <date> File: <filename> The contribution allocation file that you transmitted to Exante Bank has NOT processed due to errors in preprocessing. We have provided you with an attachment in this email listing the errors that need to be corrected.

Please make the appropriate corrections, and re-submit the file to us for processing.

NOTE: If a corrected file is not received prior to Exante Bank’s receipt of your corresponding wire, the full wire amount may be returned.

2.3.2.4 Submit Wire

Step 1 – Send Wire Wire transfers for HSA purposes should be sent to Exante Bank using the following instructions:

Wire Date: <Date> Wire Amount: <$ Amount>

ABA Number:

1243 8487 7

Account Number: GroupID/Policy Number Exante Address: Exante Bank Wire Operations

2525 Lake Park Blvd West Valley City, UT 84120

Addenda record/memo:

Employer Name & Group/Policy #:

Step 2 – Follow Sending Rules • HSA contributions will only be processed if both a wire and a contribution allocation

file are sent. The contribution allocation file must be received at least two business days before the wire fund transmission date. The wire must be received by 3 p.m. Eastern Time on the wire’s fund transmission date to assure full credit to the individual accounts by the next business day.

NOTE: Wires may be initiated through your bank or bank-provided software.

Step 3 – Wire Validation

Exante Bank reviews the contents of the imported file to ensure the file was imported correctly, and compares the total amount of wire with the total amount on the contribution allocation file to validate that the values match.


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If the wire cannot be validated, Exante Bank generates a failure notification email containing the following information:

Subject Line: Unable to Process Contribution Allocation File <filename> Confirmation of receipt Unable to Process statement Exceptions error report (attachment) Explanation of exceptions Corrective actions instructions

If the wire can be validated with contribution allocation file, no action required by Employer Group.

Note: If Exante Bank needs to return funds to the Employer Group for any reason, Exante Bank will either send an ACH for the total refund amount to the routing transit and account number of the contribution that was received or they may send a check for the total refund amount to the Employer Group address on file.

2.4 Check Contributions

Definition Contributions may be made by the Employer Group via a manual check that is submitted with a worksheet detailing the contribution (see 3.4 in the Appendix).

2.4.1 Implementation NOTE – This option is not available to Employer Groups with greater than one hundred (100) HSA account holders. Employer Groups with greater than 100 HSA account holders must use one of the other contribution options:

“Contributions from Employer Groups via Combined Sum ACH” option as defined above (Section 2.2),

“Contributions from Employer Groups via Wire Transmissions” option as defined above (Section 2.3)

“PPD ACH File Transmissions From Employer Groups” option as defined above (Section 2.1).

Step 1 –

The Employer Group fills out the “Employer Contribution/Investment Worksheet” which can be found on the Exante Bank website, accessible through ExanteBankHSA.com and section 3.2 of the Appendix.

Step 2 –

The form may be used for multiple accounts as a vehicle to submit initial or subsequent contributions. The form must be mailed to Exante Bank along with the check via US Postal Service, Fed Ex, UPS, etc. Note: If Exante Bank needs to return funds to the Employer Group for any reason, Exante Bank will send a check for the total refund amount to the Employer Group address on file.


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3. Appendix

3.1 Exante Bank HSA “PPD ACH Contribution” File Format – This file format used if Employer Group elects to make contributions via PPD ACH File Transmissions

NACHA BATCH HEADER RECORD (PPD) – Method 2 for sending contribution type Field # Data Element Name Positions Field Type

(Positions) HSA Required Content

1 Record Type Code 01-01 Numeric (1) 5 2 Service Class Code 02-04 Numeric (3) [Use in standard manner] 3 Company Name 05-20 Alphanumeric

(16) [Insert Company Name]

4 Company Discretionary Data

21-40 Alphanumeric (20)

[Use in standard manner]

5 Company Identification 41-50 Alphanumeric (10)

[Insert standard company ID]

6 Standard Entry Class Code


PPD

7 Company Entry Description


EMPLOYER or EMPLOYEE EMPLOYER = Employer-funded EMPLOYEE = Employee-funded

8 Company Descriptive Date


[Use in standard manner]

9 Effective Entry Date 70-75 YYMMDD [Date file sent] 10 Settlement Date 76-78 Numeric (3) [Inserted by ACH Operator] 11 Origination Status Code 79-79 Alphanumeric

(1) [Use in standard manner]

12 Originating DFI ID 80-87 Numeric (8) [Use in standard manner] 13 Batch Number 88-94 Numeric (7) [Use in standard manner] NACHA ENTRY DETAIL RECORD (PPD) – Method 1 for sending contribution type

Field # Data Element Name Positions Field Type/(Positions)

HSA Required Content

1 Record Type Code 01-01 Numeric, (1) 6 2 Transaction Code 02-03 Numeric, (2) 22 3 Receiving DFI

Identification 04-11 Numeric, (8) 12438487

4 Check Digit 12-12 Numeric, (1) 7 5 DFI Account Number 13-29 Alphanumeric, (17) [HSA ACCOUNT

NUMBER] 6 Amount 30-39 Numeric, (10) [Enter Designated

Amount] 7 Individual Identification

No. 40-54 Alphanumeric, (15) [Use in standard manner]

8 Individual Name 55-76 Alphanumeric, (22) [Enter Employee Name] 9 Discretionary Data 77-78 Alphanumeric, (2) ER or EE

ER = Employer-funded EE = Employee funded


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10 Addenda Record Indicator

79-79 Numeric, (1) 0

11 Trace Number 80-94 Numeric, (15) [Use in standard manner] NACHA BATCH CONTROL RECORD (PPD)

Field # Data Element Name Positions Field Type/(Positions)

HSA Required Content

1 Record Type Code 01-01 Numeric, (1) 8 2 Service Class Code 02-04 Numeric, (3) [Use in standard

manner] 3 Entry/Addenda Count 05-10 Numeric, (6) [Use in standard

manner] 4 Entry Hash 11-20 Numeric, (10) [Use in standard

manner] 5 Total Debit Entry Dollar

Amount 21-32 Numeric, (12) [Enter total debits]

6 Total Credit Entry Dollar Amount

33-44 Numeric, (12) [Enter total credits]

7 Company Identification 45-54 Alphanumeric, (10) [Use in standard manner]

8 Message Authentication Code

55-73 Alphanumeric, (19) [Use in standard manner]

9 Reserved 74-79 Blank, (6) [Use in standard manner]

10 Originating DFI Identification 80-87 Numeric, (8) [Insert Originating DFI ID]

11 Batch Number 88-94 Numeric, (7) [Use in standard manner]


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3.2 Employer Contribution/Investment Worksheet – This Worksheet is used for Employer Groups making contributions via check. This worksheet must be completed and sent with a check to Exante Bank.

HEALTH SAVINGS ACCOUNT EMPLOYER CONTRIBUTION / INVESTMENT WORKSHEET

Choose One: Employer Funded or Both Employee Funded

Enclose a check payable to Exante Bank for the amount of the total deposit. Initial Deposit To open multiple Health Savings Accounts, complete the information below. Mail this form, the application for each new account, and a check to: Exante Bank, Member FDIC, and P.O. BOX 271629, SALT LAKE CITY UT 84127-1629.

Subsequent Deposits- To make additional deposits to HSAs complete the information required below. The account number should be obtained from the account holder(s). Mail this form and a check to: Exante Bank, Member FDIC, P.O. BOX 271629, and SALT LAKE CITY UT 84127-1629. Please Print:

Company Name: Date Deposit Mailed:

Company Address: Check Number:

Telephone Number: Fax Number:

Company Contact: Contribution Year:

HSA Employee / Account Information (add sheets as necessary) Employee Name Social Security

Number (Required) HSA Account Number

Deposit Amount Individual Employee

Deposit Amount Employer

1 2 3 4 5 6 7 8 9 10


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Employee Name Social Security

Number (Required) HSA Account Number

Deposit Amount Individual Employee

Deposit Amount Employer

11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

Total Deposit Amount Total Enclosed

Disclosure: Exante Bank: Shall not be liable to the employee for any losses, damages, costs, penalties, or expenses incurred as a result of the Employer Group’s failure to make contributions to the employee’s Health Savings Account. Exante Bank is not responsible for monitoring the Employer Group contributions to the employee’s Health Savings Account or notifying the employee of the Employer Group’s contributions. Exante Bank provides monthly statements to the employee on the Exante Bank web site. The HSA is not an employee welfare benefit plan governed by the Employee Retirement Income Security Act (ERISA), even if it is offered through or contributed to by an Employer Group.

Exante Bank, Member FDIC P.O. Box 271629, Salt Lake City, UT 84127-1629 Customer Service 1- 866-234-8913


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3.3 HSA Account Number File Speciifications – Below are the File Specifications for the Account Number File sent to Employers groups, listing account numbers for each of their employees with HSA accounts.

Product: Health Savings Account (HSA) Subject: Account Number File Specifications OVERVIEW: Exante Bank will send an HSA account number file to Employer Groups via secure email so that Employer Groups can efficiently initiate an ACH contribution file or wire contribution. FILE FORMAT: The file sent to the Employer Group from Exante Bank will be a Comma Separated Value File (CSV), meaning each field will be separated by a comma as field length may vary. The CSV file can be accessed through Microsoft Excel or any other text editor (ie. Microsoft Work, Notepad, etc). Each record will contain the following data elements (by employee within the employer group/policy number) from left to right: Data Element Max

Length Data Type

Notes

*Account holder Social Security Number (SSN)

9 Numeric This field will be right justified, zero filled. For example SS# of 017823456 will be shown as 17823456.

*Exante Bank account number (for HSA)

9 Numeric This field will be right justified, zero filled.

Routing/Transit Number 9 Numeric Value= “124384877” Account holder Last Name

18 Alpha

Account holder First Name 18 Alpha Account holder Middle Initial 1 Alpha Account Status (A, N, C)

10 Alpha Numeric

- A (Active accounts): Applications received, awaiting contributions - N (Non-Active accounts): Pending (application has not been returned) - C (Closed accounts): Employee’s HSA has been closed at Exante Bank

*Initial account creation system date

8 Numeric Date batch file processed Format = MMDDYYYY This field will be right justified, zero filled. For example January 1, 2005 will be shown as 1012005

*Employer Group/Policy Number

9 Alpha Numeric

This field will be right justified, zero filled.

Employer Name 30 Alpha Note: Any Alpha Numeric data element containing a comma will be put into double quotes. For example: ,“Smith, Jones & Co.”,


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* In the report, for the fields identified above, we will be sending you the data without the leading zeros. You will need to right justify and add zeros to the maximum length before running your program.

FILE TRANSMISSION: The file will be sent from Exante Bank to Employer Groups for Employer Groups with at least one employee account – any status, regardless of enrollment method used to create the account (paper, batch, online), via secure email. A guide and frequently asked questions pertaining to the use of UnitedHealthcare secure email is attached below.

"UnitedHealthcare Secure Email User Gu

"UnitedHealthcare Secure Email FAQs.do

FILE FREQUENCY: The file will be sent from Exante Bank to Employer Groups weekly, bi-weekly, or monthly, depending on what the Employer Group specified at Employer Set-up.

Documents

Contribution Guide for Health Savings Accounts …...Proprietary & Confidential Contribution Guide for Health Savings Accounts (HSAs) 3 Please see the Appendix , Section 3.3 for the