Client Elected Benefits

The following benefits are benefits for which the on-site employer (client) must complete an election form in order to offer them to employees at their worksite. Every employee is encouraged to check with their on-site supervisor to establish the availablity of these benefits or call us at 850.650.9935.

SimpleHR Flexible Spending Account

Plan Details


The Flexible Spending Account (FSA) is an outstanding benefit that allows a participant to set aside pre-tax money for out-of-pocket costs associated with medical, dental, optical and other covered expenses. Keep in mind that any payroll deductions that can be pre-taxed will actually reduce your overall taxable wages during the year.

The maximum amount you can elect for the plan year is currently $1,500. You can elect any amount up to the annual maximum and you should take the time to determine what you think your out-of-pocket covered expenses would be for the calendar year in which you use the plan. You can also elect up to $5,000 for Child Care expenses if you elect that option under the FSA.

The FSA is a "use-or-lose" benefit. As defined by the IRS, it means that should you elect (for example) to participate for $1,000 and you only use $800 during the plan year in expenses, you would lose $200. However, in most cases you will know your balance by the month of December, you should have no problem using the remainder of your account balance for out-of-pocket expenses.

Another benefit of the FSA is that once you enroll in the plan, your elected benefit amount is immediately available for use, up to your maximum elected amount. Again, as an example, if you elect $1,000 for your annual amount and you have to spend $1,000 out-of-pocket for a surgical procedure, then you can immediately submit your claim for the full covered reimbursement - even if you haven't paid in enough to cover the reimbursement. You will have a negative balance at that point which will eventually be paid in full at the end of the year. However, should you terminate your employment prior to repaying any negative balance in your account; you will be asked to repay any negative balance. This could include receiving a zero final check.

The Child Care benefit under the FSA is a little different. You will normally pay into the FSA at least two to three weeks ahead of your claims that you would submit when paying for weekly childcare. You can never draw more from the Child Care benefit plan than what you have paid in. Also keep in mind that you cannot normally use BOTH the Child Care benefit under the FSA and claim the Child Care Credit on your federal income taxes.

If you terminate and you actually have a balance in your FSA account, you can still submit claims for the paid-in balance (not the annual election amount) up through December 31st with an additional 90-day extension into the next year to file your claims.

All claims and deferrals are handled through Eflexgroup, our administrator for the Flexible Spending Account. You will need to complete an enrollment application to start your FSA deductions.

Please contact the SimpleHR Benefits Department for further information.


Termination of Flexible Spending Accounts


If you are terminated or quit employment with SimpleHR, there are specific procedures that will apply regarding the Flexible Spending Account (FSA).


If you have a negative balance in the FSA because you have already submitted claims up to your annual maximum but you have not paid in enough during the year; this balance will need to be repaid at the time of termination. Typically we will try to have any negative balance repaid on the final check and, if necessary, issue a zero check. However, if a balance is still due you will receive a letter from SimpleHR asking for repayment of any outstanding balance.


If you have a positive balance in the FSA at the time of termination, you will have a couple of options available and we will use the following case as an example:


For purposes of this example let's say that you terminate your employment in July and you have NOT used any of your FSA year-to-date. You elected $1,000 in the FSA for the plan year and to date you have paid in $500. You have NOT had any claims so far. Your options are-


1. You can elect to remain as an active participant in the FSA, even as a terminated employee by participating in COBRA. You will still need to send in payments to SimpleHR and they will not be pre-taxed. The advantage is that you can still have access to your annual election of $1,000 for the rest of the year.

2. The most common option is to file your claims through the end of the calendar year for the balance that you have in the FSA up to the time you were terminated. You cannot file for the entire election amount when you enrolled in the program. You still remain as an active participant only for the submission of your reimbursements.

3. With both options listed above, you still are subject to the "use-or-lose" rule.

Please contact the SimpleHR Benefits Department for further information.

You can also read more about the plans at:



Large Group Term Life Insurance


Plan Details



BASIC: $15,000

Available to all full-time employee's with 25 hours or more per work week

This is a valuable plan designed to provide a $15,000 benefit to your survivors in the event of death of the covered employee. This plan also provides a $15,000 benefit for Accidental Death and Dismemberment. This basic coverage is only available if the worksite employer has elected to offer coverage.

VOLUNTARY: An employee may choose to buy up an amount of additional Term Life Insurance in increments of
$10,000. This amount may be from a minimum of $10,000 to a maximum of $500,000. An employee can
acquire up to $100,000 of additional coverage just by answering one simple health question. Anything
over $100,000 of coverage will have to go to underwriting for approval. Dependent life insurance
coverage is also available.


TO ENROLL: Complete the Term Life Insurance Enrollment Form. Your Life Insurance is NOT in effect unless you complete the Enrollment Form. You also do not have additional life (buy up for additional coverage), unless you complete the Enrollment Form and, if needed, the Evidence of Insurability for Additional Term Life. You may fax the Employee Benefit Request Form to SimpleHR at 1-850-650-9936. Applications that need to go to underwriting prior to approval are not effective until they have passed through the underwriting process. .





SimpleHR 401(k) Program


If the 401(k) is available as a benefit to you, the typical waiting period is 90-days, however it may vary depending on the Client election. Some Client locations will require that you be with them at least 6 months to 1 year before you are eligible to participate.


Once you are eligible to enroll, you should receive a Transamerica packet either directly from SimpleHR or Transamerica Retirement Solutions. There is a link to their website elsewhere on our Benefits website. After receiving your packet, you should carefully review the information and complete the enrollment process. You have the option to determine a percentage of your wages you wish to contribute to your 401(k) which is commonly referred to as a deferral.


Once you complete the enrollment process, by either calling or going online, your deferrals will begin on the first day of the next quarterly open enrollment. For example, if you enroll in August, your deferrals will not begin until October, which will be the start of the 4th quarter open enrollment for the 401(k).


Most everyone has questions about how to invest in a 401(k). SimpleHR has partnered with David Barton of Northwestern Mutual as a financial advisor for our 401(k) plan. David can speak to each of our participants about their investment options. The SimpleHR 401(k) portfolio has plenty of options for participants to consider including three pre-allocated investment options - aggressive, moderate, and conservative.


Additional Information


The SimpleHR 401(k) also offers the following:

  • Loans against your 401(k) - up to 50% of your vested amount (certain cases for hardship loans may apply)
  • Weekly email updates of your 401(k) balance
  • On-line access to monitor your 401(k) - you can make balance transfers from one fund to another (or multiple funds)
  • You can stop your deferrals at any time but you may not enroll again until the next quarterly enrollment period
  • Quarterly statements are mailed out to each participant
  • You can change your deferral amount or percentage at the beginning of any quarterly enrollment period

There is an annual administrative fee that every participant pays while enrolled in the SimpleHR 401(k) which is $38. This is normally collected quarterly and while it is transparent to the participant it covers all of the services offered above (except for a loan origination fee and annual maintenance fee).


For more information on the SimpleHR 401(k) please visit our partner:


Employee Assistance Program


ESI Employee Assistance Group is an aggregation of the nation's finest employee assistance plans (EAPs). Having merged some of the most progressive EAP organizations under one banner, ESI is able to bring more benefits and more services to employer clients and employee members.

ESI offers a depth of experience in virtually every sector, including employers in every industry, government and public safety, health care, education and non-profit organizations.

Even more important – ESI offers more benefits and more services than any other EAP. ESI Employee Assistance Group is committed to keeping your workforce at optimum productivity and boosting morale. ESI delivers a premier level of EAP services to employees and their covered family members.


The Employee's Advantage


           Counseling Benefits
    •      Relationship and family issues
    •      Depression, stress or anxiety
    •      Grief or loss of a loved one
    •      Eating disorders or substance abuse
    •      Workplace difficulties

           Work/Life Benefits
    •      Debt restructuring
    •      Legal problems not related to employment
    •      Childcare and eldercare
    •      Financial information
    •      Interpersonal skills with family and co-workers

           Lifestyle Benefits
    •      Discounts and savings plans
    •      Retirement/college planning
    •      Nutrition planning
    •      Fitness and weight loss
    •      Smoking cessation


The Employer's Advantage


    • Significant cost savings
    • Reduction in medical claims costs
    • Increased productivity and reduced absenteeism with fewer accidents and enhanced morale. (An ESI study has  demonstrated that they reduced lost productivity at work by more than 23%)
    • Demonstration of employer’s genuine concern for employee health and quality of life
    • Critical incident response
    • Employee satisfaction (in excess of 99%)


The Supervisor's Advantage


  • Formal processes for referral and employee evaluation
  • Conflict resolution and crisis management assistance
  • Personal development and training benefits - for self and your employees
  • Supervisory Consultations
  • Supervisory website with free articles and training materials


For more information on ESI please visit: