A. Maintain effective communications during the enrollment process that will assure employee understanding of participation in Section 125 programs. The successful firm shall be able to achieve this expectation through the provision of qualified program counselors, preliminary planning, management meetings, group meetings, enrollment support materials, and one-on-one enrollment. DCPS currently does online enrollment. B. Conduct individual and/or group meetings with employees to explain and determine their level of participation in the program. Approved insurance products may be marketed at that time; however, no pressure should be put on employees to purchase any products. C. Provision of administrative services including, but not limited to: system capabilities (data processing), generation of reimbursement cycles on the 15th and 30th of each month at a minimum; claims processing (minimum claim amount), claims request deadline, zero employee balances, claims filing, distribution, check information; data storage documentation (check register reports, employee change forms, employee election reports, Form 5500 reporting information, reduction reports, employee benefit statements, Flexible Spending Account statements, Health Savings Account statements and payment explanation statements). D. Products to be marketed must have prior approval of the Plan Administrator. E. Contractor must be in the business of managing such plans in accordance with Section 125 of the IRS Code. F. Contractor shall be prepared to make program presentations at the request of the Director of Human Recourses and/or the Benefits Coordinator. G. The contractor shall prepare and advise DCPS of all changes or updates, as necessary, for the Health Savings Accounts and the Flexible Spending Accounts to comply with IRS regulations. H. The contractor shall furnish periodic reports to DCPS. Frequency of reports to be determined the Director of Human Recourses and/or the Benefits Coordinator. I. The contractor shall agree to counsel in groups plus each employee, individually, if requested, on the benefits of the plan. J. Provide a toll-free number for employee inquires. K. The contractor shall be prepared to provide assistance during DCPS’s open enrollment periods (typically the first two weeks of August), at the iDCPS Conference and new employee orientation. L. The contractor shall prepare the annual IRS 5500 Form for review by the Director of Human Recourses and/or the Benefits Coordinator. M. The contractor should complete all required discrimination testing, all required reports and will adhere to procedures, guidelines, regulations, and laws related to the collection, disbursement and record keeping for the spending accounts for employees.
