For admin questions, complete an ‘Assistance Request Form‘ (ARF) by clicking HERE.  Once you’ve submitted the form, you’ll receive a confirmation receipt in your inbox, and our team will investigate and reply.  Expect to hear from a Mi-Benefits team member within 24 hours.

Simply guide them to the Mi-Benefits Employee HUB  where they can find answers to the most commonly asked questions.  They can also complete an ‘Assistance Request Form‘ (ARF). Once submitted, they will receive a confirmation receipt in their email inbox, and one of our Mi-Benefits team members will be in touch within 24 business hours.

Onboarding new hires is a straightforward process on the Leeway ICHRA platform. Initiate their onboarding by adding them as a New Employee directly on the platform: secure.leewayhq.com

Navigate to the COMPANY tab, and click the ADD NEW EMPLOYEE button.

Employees must be submitted on, or as close to, the hire date as possible. Once their information is loaded,  employees will be sent a Welcome Email and an Invitation Email including detailed instructions on how to enroll.  Their eligibility and enrollment window will be automatically calculated. Each employee will be submitted individually.

Remember, an employee has only until the 15th of the month prior to the effective date of coverage to enroll or waive coverage. Please encourage your employees that choose to self-select their benefits to also schedule a quick call with the enrollment team to confirm they are choosing the best plan and all of their information is correct. Once an enrollment is submitted by an employee, no changes can be made.

It is best to submit your New Hire on, or as close to, the Date of Hire  as possible.  This will allow the employee the most time possible to set up their account and shop for coverage.  Simply CLICK HERE to login to the Leeway ICHRA Platform,  Navigate to the COMPANY tab, and complete the fields.  Once submitted our system will automatically send the employee all the information they need to get started with the enrollment process based on their eligibility and waiting period.  Please note that employees that do not want coverage will also need to accept their invitation to create an account and WAIVE COVERAGE.

The deadline to enroll depends on your company’s established waiting period, date of hire, and other factors. Employee’s need be be enrolled by the 15th of the month prior to their effective date.  Employees will receive detailed information in their Invitation Email regarding enrollment deadlines and effective dates of coverage.

Yes.  Any employee that does not want to enroll in an ICHRA plan must login to the Leeway ICHRA platform to WAIVE COVERAGE.

Not all insurance carriers will allow our enrollment team to set up virtual debit card or ACH  payments for their monthly premiums on a member’s behalf.  Note, however, that the carrier is not asking an employee to pay their own premiums.  Rather, the carrier will require an employee to individually authorize autopay to ensure their premiums are paid by the company account.

The set up of autopay is easily done.  The employee will register for an account on the carrier’s website with their member ID.  Most carriers will accept a debit card, but those that do not will accept ACH, which we can arrange for you if needed. The employee will have access to virtual debit card/ACH account set up information.  Employees are provided detailed information from the enrollment team on how to set up autopay during enrollment.  You can also CLICK HERE to download step by step instructions. Employees also have access to these instructions in their Employee HUB.

Autopay is to be set up within the first two weeks of the first month of coverage.  If autopay is not set up, the employee risks a lapse in coverage or event cancellation of coverage.

No.  Mi-Choice offers two options to enroll based on the employee’s preference. 

1. Expert Enrollment Team: Employees can choose to Schedule a Call with our expert enrollment team. During this call, they will receive guidance to be able to select the benefits that best fit their needs.

2. Self-Select:  Employees can choose to select their benefits themselves on the Leeway ICHRA platform. 

It’s important to note that once selections are made and submitted, it can be challenging to change them. To ensure they make the right choice for their health and well-being, it is a good idea for employees to evaluate their options, self-select their benefits, and then finalize their decision with a brief call with an enrollment expert. This call can be scheduled through the Employee HUB.

No. Mi-Benefits understands that everyone has different comfort levels with technology. If your employee is uncomfortable with the self-selection option, there are other options available:

1. Book a Call via the HUB: Your employee can visit the Employee HUB and schedule a call with our enrollment team. This ensures they receive personal assistance in selecting their benefits.

2. Admin Assistance: As an admin, you have the ability to input your employee’s information into the HUB scheduling tool (click HERE, or see quick link below) and schedule a call on their behalf. 

Once the call is scheduled, the process is straightforward. Our enrollment team will reach out to the employee, guiding them through the enrollment process step by step. 

If there are any  specific concerns, feel free to submit an ‘ARF‘ so we can work together to determine the best solution. 

It’s important that your employees answer the incoming call from the the enrollment specialist at their scheduled appointment time.  They will look for an incoming call from area code (801).  Employees will also receive reminders before their appointment.

Our enrollment specialists will make two attempts to complete the call.  If the employee misses the call they must rebook an appointment through the scheduling system (Schedule a Call) in the Employee HUB.

Employees can schedule a call with an Enrollment Agent to discuss their plan options.  You can also scroll to the EDUCATIONAL MATERIALS section here on the Admin HUB to download a Tip Sheet on how to choose the best health plan, and other uselful information.  This information is also available to download on the Employee HUB.

Simply login to the Leeway ICHRA platform, and choose DOCUMENTS from the menu.  Look for “Individual Coverage HRA Plan Description.”  The allowances/employer contribution tables are appendices to this document.

If any of your employees receive a bill, it’s important to understand that individual insurance policies come with their own unique processes and procedures from each carrier. Some systems automatically generate billing when a member is enrolled. If an employee receives a bill from the carrier, they should not pay it. Our ICHRA arrangement ensures that payroll deductions and contributions cover the premium costs.

Carriers will distribute ID Cards via e-mail and/or USPS mail within 30 days of enrollment.  If an employee doesn’t receive an ID card, it’s important to recognize that these are individual policies, and each carrier follows its own specific procedures. In many instances, individuals can address this by going to their carrier’s website, creating an online account and downloading a temporary card.  Or they  may download their carrier’s app, which allows them to obtain a digital ID card for immediate use once the policy is issued.

If there are further issues with getting a digital card or if there has been a significant delay in receiving the physical card, the employee should reach out directly to their carrier for assistance. 

Terminating an employee is a straightforward process. Initiate their termination directly on the Leeway ICHRA platform. Please initiate the termination within 24 hours of the termination date, or as close to the actual termination date as possible.  If a termination  has been received more than 24 hours from the termination date for an employee whose premium pull for the next month has already been pulled, we cannot guarantee that those funds will be refunded.  Refunds for terminated employees are at the discretion of the carrier.

The employee will then receive a termination email communication including information on how to keep their individual coverage if they wish, or how to cancel their coverage.  Please note that some carriers require written notification from the policy holder to terminate coverage.  This is the employee’s responsibility as the owner of the plan to confirm their policy has been cancelled.  Each employee that is being terminated will need to be submitted individually.  By terminating an employee, their virtual debit card or ACH account will be deactivated so no further premium payments are made from the company account.   Note that termination of employment is not the same as terminating coverage for an active employee.  For more information, send an ‘ARF.’ 

If an employee or one of their family members on the ICHRA plan becomes MEDICARE eligible, the employee must schedule a call with a Medicare Enrollment Expert via the Employee HUB.

It is best to encourage anyone becoming Medicare eligible to schedule a call with one of our Medicare Enrollment Experts up to 3 months prior to them turning 65.

It is important to remember that while employers are not responsible for any part of the Medicare plan premium, the employer IS responsible for reimbursing any employee that elects Medicare Part B and/or Supplements up to the maximum allowable by the state in which they reside.  This reimbursement is not handled by Mi-Benefits, but by the company via direct reimbursement or reimbursement via payroll.

Scroll up to the “Medicare and ICHRA” Section to watch a video.  Contact us if you would like a copy of the slide presentation used in the video.

Simply login to the Leeway ICHRA platform.  From the menu, choose COMPANY.  Click the link button labeled “Download Payroll Deduction File.”

There will be few, if any, instances where an employee would have an On-Exchange plan.  But if the plan is On-Exchange the payroll deduction would be post-tax. Most employee plans are Off-Exchange, in which case the payroll deduction would be pre-tax.

Once an employee reports a life event to you and you have verified and approved that event, the employee must login to the Leeway ICHRA platform to “Report a QLE” on their dashboard.  They will then get instructions  on how to schedule a call with an enrollment specialist to make any changes to their policy during a Special Enrollment Period.  

It is important to remember that reporting of life events and making changes to a policy must be completed in a timely manner.  For example, while a marriage, divorce, or loss in coverage may have a 60 day Special Enrollment Period, an event such as a birth or adoption may only have a 30 day Special Enrollment Period.

Your employees can go to the Marketplace to buy their own coverage.  However, your company has taken care to make sure that the medical allowance you provide to eligible employees for your ICHRA plan meets the Affordable Care Act requirements as an affordable option.  Because of this, your employees are not eligible for a government subsidy for health insurance.  Any employee that decides to accept a marketplace subsidy for coverage will be required to repay the premium subsidy to the government for any plan purchased through healthcare.gov, and will not be eligible for your company’s monthly allowance/employer contribution.

You have access to real time transaction reports for both employee premium payments, and deposits and withdrawals from your FBO (For Benefit Of) account.

Login to the Leeway ICHRA Platform. Choose TRANSACTIONS from the menu.

Employers offering an Individual Coverage Health Reimbursement Arrangement (ICHRA) must provide an IRS 90 Day Notice/HRA Model Notice to eligible employees.  Mi-Benefits gives this notice to each eligible employee as part of their ICHRA offer.

This annual notice informs employees about the ICHRA and its interaction with Affordable Care Act (ACA) Premium Tax Credits. The notice must include the following information:

• ICHRA overview: Explain key terms, the monthly reimbursement amount, and whether dependents are eligible.
• Opt-out provision: State that employees can opt out of the ICHRA and that doing so means forgoing funds for the remainder of the plan year.
• Enrollment instructions: Detail how employees can enroll in qualifying individual health coverage.
• Premium Tax Credit impact: Explain how enrolling in the ICHRA could affect an employee’s eligibility for premium tax credits.
• Special Enrollment Period (SEP): Inform employees of the 60-day SEP that is triggered by the offer of an ICHRA, which allows them to enroll in individual coverage outside of the standard open enrollment period.
• Affordability guidance: Provide resources to help employees determine if their ICHRA allowance is affordable.
• Coverage substantiation: Explain the process for how employees must verify their individual health coverage to receive reimbursements.
• Contact information: Provide a point of contact for employees with questions about their ICHRA benefits.