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HSA Employer Portal




What is the HSA Employer Funding Portal?

Our HSA Employer Funding Portal is a free online service that allows employers to upload a group file through a secure website with The Bancorp Bank for the purpose of contributing funds to your employees’ HSAs.

Once we have processed your Employer Funding Portal registration form and provided your contacts with login credentials for the portal, you may submit group funding files through the secure site.


How do I register for the Employer Funding Portal?

To register, download the HSA Employer Funding Portal Company/Business Registration and ACH Authorization Agreement form (available on our website under “Forms”). Complete and sign it, and send it to us as indicated on the form.


I will be a contact for more than one company/business in the Employer Funding Portal. Can my email address be linked to more than one employer?

No. Each email address may be linked to only one company/business in the Employer Funding Portal. The contacts and their email addresses listed on the registration form will be linked to the company/business identified on the form.


Can I register for more than one primary funding method?

No. You must select one primary funding method when you complete the registration form. The funding options are ACH “pull” initiated by The Bancorp Bank, ACH “push” initiated by your company/business, wire transfer and check.


When will I receive my login credentials? How will they be sent?

We will send you your login credentials and instructions for accessing the Funding Portal once we have processed your registration form. That’s usually within five business days after we have received your completed form. We will send you your user name and password by email.


Once I receive my login credentials, may I upload a group funding file right away?

If you are contributing funds to your employees’ HSAs by ACH “pull” initiated by The Bancorp Bank, please allow five business days after you receive your user name and password before uploading a group funding file through the online portal.

If you are contributing funds to your employees’ HSAs by ACH/wire “push” or check, you may upload a group funding file as soon as you have access to the portal.


What do I need to get started?

Before you begin making contributions to your employees’ HSAs, you must be sure that all affected employees have opened HSAs with The Bancorp Bank.

Once an HSA has been opened with the Bank, you may begin making contributions to the account. The employer will need to collect the following information for each employee in order to begin funding:

  • Full name
  • Complete Social Security number or complete HSA number
  • Amount of the contribution

 

Note: For the Employer Funding Portal group funding file, you may include either the employee’s complete Social Security number or his/her complete HSA number. We do not need both.


How can I obtain an employee’s HSA number?

Simply complete the HSA Account Number Request form (available on our website under “Forms”), and return it to The Bancorp Bank. A representative of the Bank will complete the form and return it with the customer’s HSA number.

Note: For the Employer Funding Portal group funding file, you may include either the employee’s complete Social Security number or his/her complete HSA number. We do not need both.


What is the URL for the Employer Funding Portal?

You may access the Funding Portal at www.HSAfundingportal.com.

 


Where can I find the group funding file template for making contributions?

Once you have logged in to the Funding Portal, you may download a new group funding file by clicking on the “Download” link.

If you have previously uploaded a funding file through the portal, you may retrieve one of your last five files and use that as a template for creating your new funding file. Your recent funding files may be found under the “Download” link.

 

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May I use my own Excel spreadsheet as a group funding file?

Yes. Instead of using our group funding file template, you may use your own Excel spreadsheet, such as an existing payroll file, as the template for contributing funds to your employees’ HSAs.


How do I upload a group funding file?

Once you have completed the group funding file, save it to your computer. Then, click the “Upload” link in the Funding Portal, click on “Browse” to find the Excel file, and upload the file from your system.

Next, select the “Contribution Type.” The options are:

  • Current year
  • Prior year
  • Normal current year contribution incentive
  • Reimbursement
  • Non-reportable

Next, select the Excel tab name (“Sheet1” or “Sheet2”), indicate on which row of the file you would like to begin the import process, and if you are sending a check, complete the “date” section.

Note: Only the selected tab in the Excel spreadsheet will be used in the Funding Portal. No other sheets will be used, even if additional details are included on them.

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Next, complete the mapping of the fields based on the field headers in the uploaded file. The fields are:

  • Employee Name – Required
  • Social Security Number – Required (unless Health Savings Account number is provided in another field)

Note: If used, the full SSN is required. The Bank cannot process contributions based on partial SSNs.

  • Health Savings Account Number – Required (unless SSN is provided in another field)

Note: If used, the full account number is required. The Bank cannot process contributions based on partial account numbers.

  • Employer Contribution – Optional
  • Employee Contribution – Optional
  • Total Contribution Amount – Required

 

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 After you have completed the mapping, you will be able to preview the data to verify that the fields are mapped correctly. 

 

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If the information is correct, click “Continue” to process your file.

If you need to re-map your columns to the correct data fields, click the “Back” button.

If you need to edit your file because the format of the data for a particular field is incorrect, the data for a required field is missing, or some other reason, you may click “Start Over,” correct your Excel file, and upload it again.

If there are any employees for whom accounts cannot be funded, they will be listed on the “File Upload Errors” page. Common reasons why an account may not be funded include “Account Closed” and “No Account Found.” You have two options. You may start over, correct the errors, and reload the file. Or, you may submit the file with the exceptions, so that the other employees’ HSAs may be funded. 

 

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Once the file has been uploaded, you will see a confirmation screen. The screen will display the total number of items that were uploaded and the total dollar amount to be contributed.

 

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Will the entire file be rejected if there is an exception with one or more employee’s HSA?

No. Prior to uploading the group funding file, a confirmation screen will display noting any exceptions and the reason(s) for the error(s). You have two options. You may start over, correct the errors, and reload the file. Or, you may submit the file with the exceptions, so that the other employees’ HSAs may be funded. Standard exceptions include “Account Closed” and “No Account Found.”


How do I fund my employees’ accounts?

There are several ways employers may send us the funds after you have uploaded your group funding file. Once the Bank receives the funds, they are deposited into your employees’ HSAs, as designated in the funding file.

  • ACH “Pull” Contribution: The Bancorp Bank “pulls” funds from your business account.


Note:
Employers must complete and sign an ACH “Pull” Authorization Agreement for HSA Funding in order to use the ACH “pull” method.

  • ACH/Wire “Push” Contribution: The employer “pushes” funds to The Bancorp Bank by initiating an ACH or wire transfer from your company’s business account. 
  • Check Contribution: The employer mails a check to The Bancorp Bank for the total amount included in the funding file.

 


How soon will employees receive the funds once the contribution has been initiated by the employer?

The amount of time it takes for contributions to be applied to employees’ accounts depends on when the employer sends the funds to the Bank and the method by which it sends them. Please refer to the chart below. Also refer to our Funds Availability guidelines.

HSA Funding Process

Set-Up Time

Posting Time to Your

Employees’ HSAs

Group Funding File and

ACH “Pull” Contribution

5 business days (one-time only)

Within 3 business days of the funding file being uploaded to the Employer Funding Portal

Group Funding File and

ACH/Wire “Push” Contribution

5 business days (one-time only)

Same day the funds are received by The Bancorp Bank, if received by 3:00 p.m. ET, or the next business day, if received after 3:00 p.m. ET

(assuming the funding file has already been uploaded to the Employer Funding Portal)

Group Funding File and

Check Contribution

5 business days (one-time only)

Within 24 hours of the check being received by The Bancorp Bank

(assuming the funding file has already been uploaded to the Employer Funding Portal)


How will I know when the contribution has been processed to my employees’ HSAs?

Your company contact(s) will receive an automated email confirming that funding has been applied to your employees’ accounts. The email will also indicate if the system was unable to locate an open account to be funded (this could be due to an account that is still pending to be opened, or a Social Security number or account number mismatch).

Automated emails are sent to the company contacts(s) at the end of each business day for (1) any funding file received that has not been processed due to non-receipt of funds and (2) any funds received that have not been processed due to non-receipt of a funding file.

If any accounts are unable to be funded automatically, we will follow up to manually review and apply the funds as quickly as possible.

If there are any questions regarding a funding notification, please email us at depositresearch@thebancorp.com, or contact Customer Service. You will receive a response in approximately 48 hours once the issue has been researched.


Where can I view my company’s history of funding through the Funding Portal?

To view your funding history, log in to the Funding Portal and click the “Download” link. You may view up to the last five funding files.


How can I cancel or correct an HSA contribution after it has been submitted?

If you need to make a correction to or cancel a contribution made through the Funding Portal, you must contact Customer Service as soon as possible. We may be reached at 866.902.0356. 

Note: If you are using the ACH “pull” funding method, we must receive your cancellation/correction request prior to 3:00 p.m. ET on the day you loaded the file.


How do I add a new employee to the list of accounts to be funded?

When you would like to add a new employee to your group funding file, you must first confirm that the person has opened an HSA with The Bancorp Bank. Once confirmed, you may add the employee to your Excel file prior to loading it into the Funding Portal.


How can I separate employer contributions from employee contributions by payroll deduction?

You have the option of designating contributions as “Employer Contribution” and/or “Employee Contribution.” Employer and employee contributions may be submitted in the same group funding file. 

Prior to loading your Excel file into the Funding Portal, enter the appropriate contribution amount in the applicable column of the file.


Do I need to provide our employees’ Social Security numbers and their Health Savings Account numbers in order to make contributions using the Employer Funding Portal?

You must provide either the complete SSN or the complete HSA number for each employee. We do not need both. 

Note: The Bank cannot process contributions based on partial SSNs or partial HSA numbers.


How can I reset my password?

If you need to reset your password for the Funding Portal, you may do so online. Please follow these steps:

  • On the login screen, enter your User name, click "Continue".
  • On the password screen, click "Forgot Your Password?" below the "Password" box.
  • On the "Password Reset" screen, enter your email address, and then click "Submit."
  • A temporary password will be emailed to the address on file.


If your device is not registered with the Funding Portal, you will need to answer the security question that was established when the account was registered. If answered correctly, an email will be sent to you with a temporary password.

If you did not set up a security question, or if you need additional assistance, please contact Customer Service at 866.902.0356.


Will my session time out if it is inactive?

Yes. To help prevent the unauthorized use of the Employer Funding Portal, the site will end your session after a certain period of inactivity. If your session has timed out, the login page will be displayed, and you will need to log in again in order to access the portal.




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