Enrollment and Termination
for SimpleHR Benefits


Enrollment in SimpleHR Benefits
Termination of SimpleHR Benefits

90-Day New Hire

 

All new hires are eligible for SimpleHR Voluntary Benefits which include dental, vision, supplemental insurance (cancer, accident, sickness, etc.), and a mini-medical plan.  The eligibility is from their date of hire 90-days to the first day of the following month.  For example, if you were hired on June 10th, your first day of eligible coverage would be October 1st.  Your payroll deductions for any benefits that you enroll in would always begin 30-days prior to your effective date, which in this example would be September 1st.

 

You should receive notice of your eligibility between your 30th day of employment and your 60th day of employment.  Take the time to review this information, complete the Election Form and also any applications for benefits that you elect to enroll.  Return all of this documentation to the Benefits Department at SimpleHR as soon as possible, either by fax or by mail.

 

It is very important that you do not miss your open enrollment period for benefits as a new hire.  Should you not respond within the time allowed, you will be ineligible for benefits until the next Annual Open Enrollment which occurs each year beginning in the month of October.

 

If you do not receive any notification of your eligibility between your 30th day of employment through your 60th day of employment, you should immediately contact the Benefits Administrator at 850-650-9935, extension 37. You will be sent a benefits eligibility notification. Do not delay in downloading your information, completing the applications, and returning the necessary paperwork to SimpleHR.

 

A special note about the 90-Day New Hires:  This waiting period only applies to SimpleHR Benefits.  Other benefits that may be offered by the Client Worksite Location may offer a different waiting period.  For example, if the Client offers their own Healthcare Plan, the waiting period may be 6 months or 60 days.  Ask your worksite supervisor about any other benefits that you may be eligible for.

 

Annual Enrollment

 

SimpleHR offers an Annual Open Enrollment period which begins October 1st and continues through the middle of November at all Client locations.  This five to six week period allows all eligible employees the opportunity to consider their benefit opportunities for the next year.  The Annual Open Enrollment period applies to all SimpleHR Benefits ONLY and may not include any benefits offered specifically by the Client, such as their own healthcare plan.   

You should receive notice of your eligibility at your worksite location during the last two weeks of September.  Take the time to review this information, complete the Election Form and also any applications for benefits that you elect to enroll.  Return all of this documentation to the Benefits Department at SimpleHR as soon as possible, either by fax or by mail.

 

All SimpleHR benefits will begin coverage for the next calendar year, January 1st.  Your deductions will begin in the month of December so you should notice a change in your wages and deductions during the first pay period in December.

 

It is very important that you do not miss your opportunity to enroll in benefits during the open enrollment period.  Should you not respond within the time allowed, you will be ineligible for benefits until the next Annual Open Enrollment.

 

Please remember that once you enroll in pre-tax benefits during Open Enrollment, you will not be allowed to change your election and participation until the next Open Enrollment period or you have a change in status (divorce, marriage, childbirth, death, termination, etc.).

 

Payroll Deductions

 

Payroll deductions for most benefits begin 30-days prior to the effective date of your benefits.  The only exceptions to this are for the 401(k) and the Flexible Spending Account (FSA).  Both of these benefit options must be elected by the Client to be offered to you.  Payroll deductions to the 401(k) and FSA are always taken in the same month as when the effective date begins.

 

Benefit payroll deductions are normally taken in EVEN pay periods.  For those participants with weekly payrolls, there are normally 48 deductions during the year instead of 52.  This means that there are four months of the year in which the extra fifth week pay period will not have any benefit deductions.  Again, the only exception is with the 401(k) and the FSA which will always be deducted in ALL pay periods during the year.  The EVEN pay period benefit deductions for bi-weekly pay periods will occur in 24 pay periods instead of 26.  This means that there are two months of the year in which the extra third week pay period will not have any benefit deductions.  Again, the only exception is with the 401(k) and the FSA which will always be deducted in ALL pay periods during the year. 

 

Most benefit payroll deductions are pre-taxed which is a major advantage to you for tax purposes.  All of your annual pre-taxed payroll deductions are reflected on your W-2 at the end of the year as the difference between your taxable wages versus your net wages.  For example, if you made $30,000 in wages for the year and had $5,000 in pre-taxed benefit deductions during the year, your TAXABLE wage would be $25,000 which could result in a lower tax bracket.  This is a tremendous advantage to you versus if you were not able to pre-tax your payroll deductions for benefits.

 

There are some benefits that must be post-taxed through payroll deductions.  These benefits typically have some type of large benefit payout at time of issue, such as a Cancer Policy.  You would rather pay smaller tax payments on the benefit payroll deduction versus a very large tax payment on the payout sum. 

 

Please contact the SimpleHR Payroll Department or the Benefits Department, should you have any questions about this or your benefit payroll deductions.

Employee Downloadable Enrollment Forms

 

The following forms require Adobe Reader in order to download and access them. You can obtain a free copy of Adobe Reader by clicking here. Having trouble downloading a form, feel free to call us at 850.650.9935.


SimplePay Pay Card Guardian Application
Pre-Paid Legal Application Identity Theft Shield
Allstate Plans Payroll Payment Option Form
Slavic 401(k) Enrollment Term Life Insurance Buy Up Form
Blue Cross Blue Shield Application United Health Care Application
Blank Healthcare Census Slavic 401k Change Form
Eflexgroup Enrollment Form Evidence of Insurability


Employee Annual Open Enrollment Downloadable Election Forms

 

2014 Open Enrollment Summary 2014 Annual Open Enrollment Forms

 


Client Annual Open Enrollment Downloadable Election Forms

 

2014 Client Enrollment Summary Information 2014 Client Enrollment Forms


Qualifying Events

 

Once you enroll in the SimpleHR Cafeteria Plan and start your pre-taxed payroll deductions, you are obligated to remain on the plan until the next open enrollment period UNLESS you have an “IRS qualifying event” such as:

 

1. A birth
2. Death of a dependent on your plan
3. Marriage or Divorce
4. Child ceasing to be your dependent
5. Adoption
6. Employment or termination of employment of spouse from full time to part time or vice versa

 

One of the IRS regulations requires employers to place certain limits on when their employees can change the elections they make under the plan.  You CANNOT simply decide to opt out of the SimpleHR Cafeteria Plan later in the plan year because you feel like it.  Your payroll deductions are tax-sheltered and the IRS enforces strict guidelines with Employers to ensure they are maintaining compliance with cafeteria plans.  When you enroll, you sign an election form at the time of application which states that the election will remain in effect and cannot be revoked or changed during the plan year unless the revocation or new election is due to a change in status (as listed above).


One major exception to this rule that SimpleHR will allow in their plan is for POST-TAX Benefits.  Because a post-tax payroll deduction does not affect the participant’s taxable wages in any way, an employee may stop their payroll benefit deductions at any time during the year.  They may not, however, restart or enroll in any other benefit until the next open enrollment period. 

Please contact the SimpleHR Benefits Department for further information.

 

Termination of Benefits

 

When you terminate your employment, voluntary or involuntary, your benefits will cease on the last day of the current month in which the action is taken.  According to HIPAA regulations you will have up to 63 days to enter into another waiting period for benefits for protection of any pre-existing conditions. 


Certain benefits are portable such as supplemental products.  You will receive a letter from the carrier soon after your termination action asking if you wish to continue any the benefit plans that you were previously enrolled.


If your benefits are terminated and you are rehired by another SimpleHR Client, you will still be required to wait the standard 90-days for SimpleHR Benefits.

 

Turning Off Deductions

 

When you terminate your employment, voluntary or involuntary, your benefits will cease on the last day of the current month in which the action is taken.  Upon notification of the termination action, your benefits deductions will immediately cease. 


Since we are taking deductions on most benefits 30-days in advance, you will have paid a partial premium for the following month.  In this case the premium dollars will be paid to you on a separate check from your final payroll check.  This does not apply to your 401(k) or FSA payroll deductions since they are always paid in the current month.


If you have an existing arrearage (shortage in your premiums), your final payroll check may be used to offset any amounts due to keep your benefits in effect until the end of the current month.

 

Florida Mini-Cobra

 

In most cases you may be eligible for COBRA for your healthcare plan unless you were terminated for cause.  Federal COBRA applies to a Client company with 20 or more employees and Florida Mini-COBRA applies to a Client with less than 20 employees.  You will have 60-days to decide to enroll or decline participation in Federal COBRA and only 30-days to decide for Florida Mini-COBRA.

 

Federal Cobra

 

In most cases you may be eligible for COBRA for your healthcare plan unless you were terminated for cause.  Federal COBRA applies to a Client company with 20 or more employees and Florida Mini-COBRA applies to a Client with less than 20 employees.  You will have 60-days to decide to enroll or decline participation in Federal COBRA and only 30-days to decide for Florida Mini-COBRA.

 

Upon receipt of your Federal COBRA Notification, you will need to complete the form and return it to the COBRA Administrator – NOT to Simple HR.  You will then have 45 days to remit your premiums for the full amount due to the COBRA Administrator.  You may have an extra 30-days grace period but you should carefully read your notification.

 

All premiums are generally due on the first of every month with a 30-day grace period accepted.  Failure to pay the premium by the end of the month will result in your loss of COBRA – without any notification by the Administrator.  This is legal according to federal COBRA regulations.  Even if you accidentally forget to mail your premium or if it is lost in the mail, your coverage will not be reinstated.

 

Federal COBRA will only last for 18 months for a former participant and up to 36 months for their dependents (if previously covered).