SOP for Obtaining Benefits and Pension Portal Access (Canada)

Purpose:

The purpose of obtaining portal access to a Client’s benefits and/or pension is to allow PSII to maintain the administrative and management of the policy on the Client’s behalf.

Scope:

This arrangement allows companies to leverage the PSII’s services, freeing up internal resources and reducing administrative burden. PSII’s services typically includes tasks such as enrollment, plan member maintenance, termination of coverage or participation, etc. However, the scope of services can vary based on the Client’s needs.

Procedure:

To gain access to a Client’s benefit and/or pension policy as a plan sponsor, you'll need to follow a series of steps. Here's a detailed guide:

Identify the Company:

Determine the specific Client whose benefit and/or pension policy you seek to access. Ensure you have the correct legal name and contact information for the company.

Understand Your Role as a Plan Sponsor:

Recognize that as a plan sponsor, you will have responsibilities regarding the management and administration of the Client’s benefit plan. These responsibilities typically include enrollment, plan member maintenance, termination of coverage or participation, etc.

Contact the Company:

Reach out to the appropriate contact or department within the company to inquire about accessing their policy. This may involve contacting the human resources department or the benefits administrator. You can typically find contact information in the Client’s customer profile or within PSII’s CRM. Specify to the Client the level of access PSII requires and the purpose for which we need the information.

Request Access:

Once you've established contact, the Client will formally request access for PSII from their provider. The Client should specify the level of access PSII requires and the purpose for which we need the information. This may include access to the provider’s portal, plan documents, summary plan descriptions, enrollment materials, and other relevant information.

In some cases, access requests are submitted to the provider via email, while in other cases authorization forms need to be completed. It is important to check what the policies are for the specific provider.

Access the Benefit Policy:

Once your request for access has been processed and approved by the provider, you should be granted access to the Client’s benefit and/or pension policy. This may involve accessing an online portal, receiving physical copies of documents, or being provided login credentials for a secure system.

Training and Education:

Depending on the complexity of the policy and your role as a plan sponsor, the Client may require you to undergo training or education on topics such as plan administration, responsibilities, and compliance requirements.

Maintain Policy:

As a plan sponsor, it's important to stay informed about changes to the policy, renewals, and any other developments that may impact plan administration. Based on the agreed scope of services, ensure maintenance of the policy is kept up to date by performing tasks such as enrollment, plan member maintenance, termination of coverage or participation, etc.

Address Issues Promptly:

If you encounter any issues or discrepancies related to the policy, address them promptly with the Client. This may involve clarifying misunderstandings, resolving errors, or seeking amendments to the policy as necessary.

Conclusion:

By following this SOP, you can gain access to a Client’s benefit and/or pension policy as a plan sponsor and fulfill your responsibilities effectively while allowing the Client to streamline their operations and enhance efficiencies within their company.