Employee Handbook

Transcription

1 PayPal My Flex Benefits Employee Handbook

2 Contents Introduction My Flex My Flex Benefits Plan Eligibility My Flex Frame Benefits Credits Allocation Principle Benefit Overview FSA Claims Medical Check-up Enterprise-Zone PayPal customized medical checkup packages Other medical checkup packages Gym Membership Optical Health Dental Health Preventive Health Care Leisure Travel Enterprise Zone My Flex Mercer Marsh Benefits Platform My Flex Platform Registration Steps Claim Guidance Submit Time Process of Benefits Claim

3 4.3 Claim Handling by Admin Special Case New Hire/Rehire Termination Contact Us Disclaimer Whilst every collaborative effort has been made to ensure accuracy of the contents of this booklet, it must be clearly understood that please regard the contracts and /or the official plan documents as criterion if should there be any discrepancy between this booklet and the provisions of those official documents with the insurers. You should study this booklet carefully so as to gain a good understanding of how the plan operates. If you have any queries about the plan, please contact the Mercer Helpdesk on All the interpretation rights reserved by PayPal China

4 Introduction PayPal has been always committed to providing our employees benefits and wellness. We are delighted to continue to provide you with the benefits program online My Flex. Through this benefits plan, you could choose benefits items based on your own demands to satisfy the diverse requirements at the different stage of your life. This handbook plays role as the reference guide for My Flex, including the introduction of various benefits items, operation guides and support information of technique and service for your reference. If you hope to make the best benefits choice, we suggest you to read this handbook carefully. We sincerely welcome you to join the My Flex and wish you a happy and healthy life! - 4 -

5 1 My Flex 1.1. My Flex Benefits Plan What is My Flex Benefits Plan and why? My Flex is the benefits plan committed to employee care. My Flex is about flexibility. Such as Medical Check-up, you can either choose the providers and plans which are provided by company, or select any other legal medical check-up clinics or hospitals that your prefer. My Flex gives you choice. It is possible for you to choose suitable benefit items based on your own preferences and health condition, as well as to modulate benefit items according to changed circumstances. My Flex brings you more value. You could maximize the benefits value which is provided by company through the most suitable option

6 1.2. Eligibility Employee: Available to all full time employees and contractors My Flex Frame My Flex benefits plan includes Flexible Spending Account (hereinafter FSA ) for claims submissions under 6 categories. Flexible Saving Account (FSA Claim): During the regulated period, you could use the benefits credits by submitting the recognized benefits claim in FSA upon your preference and needs, including the enterprise-zone PayPal customized medical checkup packages. Enterprise Zone PayPal customized medical checkup packages, only for employee Contain the discounting and competitive check-up plans compared with the similar ones in the market which provided by recommended reliable providers, it is convenient for you to purchase this customized product online directly and then submit your claim in FSA. Other products are popular ones on the Mercer Jiafuhui platform. You can purchase these products and enjoy the competitive price for yourself, relatives and friends

7 1.4. Benefits Credits Allocation Principle Terms Benefit year: My Flex benefit year is July 1, 2017to June 30, 2018 The entitled benefits credits will be allocated to your account by the end of each quarter, it is possible for you to use these benefits credits by submitting the recognized benefits claim in FSA. The total entitled benefits credits of PY is 5,000 and would be allocated in FSA equally by quarter, that is, 1,250 per time. The allocation date is September 29 th,2017 (system open day), December 29 th,2017 (the end of the second quarter), March 30 th,2018 (the end of the third quarter) and June 29 th, 2018 (the end of the fourth quarter). For the employees are New Hire between Jan 1 st 2017 and Jun 30 th 2017 will not be allocated to the quarter prior to benefit year. For more details, please refer to 5.1 New Hire/Rehire. Please refer to My Flex online platform to find out your own benefits credits. Please refer to following chart to the find out the constitution of the benefits credits distribution rules

8 2 Benefit Overview As mention in the previous chapter, My Flex benefits plan includes FSA and PayPal Customized Medical Check-Up Packages and other health products in Enterprise Zone. FSA Benefits Claim o o o o o o Medical Check-up Gym Membership Optical Health Dental Health Preventive Health Care Leisure Travel Enterprise Zone PayPal Customized medical check-up packages Other health products Important Notes All benefits items are subjected to individual income tax in P.R.C. 2.1 FSA Claims The Flexible Spending Account (FSA) allows you to use entitled credits for benefits claim related to lifestyle, health and wellness during benefit benefit year from Sep 29 th, 2017 to Jul. 31 st, The online administration system of My Flex enables you to check FSA balance and benefits claim status at any time. If there are still credits left in the FSA at the end of the benefit year, reminded claim will be sent to you by 15 and 45 days before the - 8 -

9 window is closed. Year-end unclaimed balance will be automatically forfeited after Jul. 31 st, All approved FSA claims will be paid through payroll monthly. For details, you may refer to 4.Claim Guidance in this handbook. Below is the list of claimable items for FSA: Items Employee Taxable Medical Check-up Y Y Gym Membership Y Y Benefits Items Optical Health Y Y Dental Health Y Y Preventive Health Care Y Y Leisure Travel Y Y Medical Check-Up Enterprise-Zone PayPal Customized Medical Check-Up Packages ( For Employees Only) You are allowed to submit relating benefits claim in FSA using the expense of purchasing customized medical check-up plan in the Enterprise Zone. Please find the following claim requirements for your reference: Benefits Items - Medical Check-up Eligibility All Employees Provider IKANG & HUAJIAN Scope of cover Medical check-up fees Exclusions Non-customized products in My Flex - Enterprise Zone Screenshot needs to include order product and payment Required Documents for Claim information. Invoice number equals to order number, while the invoice amount equals to order amount. Notes No need to provide scans of invoices if claim medical check-up fees by My Flex My Wallet - 9 -

10 Other Medical Check-Up Plans and in Enterprise Zone and Medical Check-Up Plans Purchased in Other Ways You can purchase other Medical Check-Up plans in enterprise zone and Medical Check- Up plans in other ways. See details below: Benefits Items - Medical Check-Up Eligibility Provider Scope of cover All Employees Any legal medical check-up clinics or hospital Medical check-up fee Register Fee for Medical Check-Up Medicine and materials during therapy Medical examination fee Exclusions Additional medical fee out of check-up Service providers are not from legal medical check-up center, clinic or hospital. Scan copy of original official receipt with employee's name, Required Documents for Claim company title, individual or blank. The content on invoice must be indicated as medical check-up fee Gym Membership You can claim fees from fitness in leisure time including membership fee, gym membership fee. See details below: Benefits Items Gym Membership Eligibility All Employees Provider Registered gym membership/gym/studio Scope of cover Exclusions Membership fee of a club GYM card, swimming card, Yoga card, etc. Court and equipment rental fee (badminton, table tennis, tennis, etc.) Private coach Training class expense Purchase of sport suits and shoes Transportation fees Meal

11 Purchase of sport goods or equipment, like jogging machine and rackets, etc. SPA Body massage, facial in Beauty club Others Required Documents for Claim Scan copy of original official receipt with employee's name, company title, individual or blank Optical Health You can claim fees from optical health including glassed, optometry and treatment. See details below: Benefits Items -Optical Health Eligibility All Employees Provider Optical stores, department stores, Hospital and Ophthal Optical glasses Contact lenses Sun glasses Scope of cover Optometry and treatment (including Myopic Lasik surgery) Repair fees for glasses Accessory of glasses or contact lenses, such as glasses box, contact liquid, etc. Register or consultation fee due to optical treatment Exclusions Required Documents for Claim Cosmetic lenses Cosmetic surgery Scan copy of original official receipt with employee's name, company title, individual or blank Dental Health You can claim fees from dental health including teeth braces, whitening and therapy. See details below: Benefits Items - Dental Health Eligibility All Employees

12 Provider Hospitals and dental clinics Dental Crown Denture Therapy Orthodontic (like teeth braces) Scope of cover Cleaning Planting Whitening Medicine and materials during therapy Register or consultation fee due to dental treatment Exclusions Providers are not dental clinics or hospitals Required Documents for Claim Scan copy of original official receipt with employee's name, company title, individual or blank Preventive Health Care You can claim fees from preventive health including vaccine, herbal paste. See details below: Benefits Items - Preventive Health Care Eligibility All Employees Provider Any legal medical institution Vaccine Scope of cover Traditional Chinese Medicine (herbal paste only, including register or consultation fee) Exclusions Required Documents for Claim Providers are no qualified clinic or hospitals Herbal paste from pharmacy Scan copy of original official receipt with employee's name, company title, individual or blank. Scan copy of medical record for herbal paste application Leisure Travel (up to : RMB 2,000, including in total RMB 5,000 credits) Leisure Travel allows you to reimburse the expenses incurred during travelling, e.g. accommodation, air tickets, group tour cost, etc. Please find the following reimbursement requirements for your reference:

13 Leisure Travel Eligibility Provider All Employees Any provider for airfare & accommodation & tour agency Train ticket with personal name or ID card number Air tickets include Fuel surcharge, airport tax Accommodation Coverage Group tour costs Ferry tickets with personal name Visa / travel document / passport application fee Scenic spot ticket issued by China Tax Bureau with official chop Purchase of travel insurance Food and Beverages Internet/telephone charges while travel Shopping items Exclusion Car rental costs, petrol, toll, car park charges & associated cost Laundry charges Other transportation fee, e.g. taxi, train ticket without personal name, subway, fare, ship fee Others Scan copy of original official receipt with employee's name, company title, individual or blank. Required Documents for Claim For oversea traveling which could not provide invoice, receipt is allowed Supporting documents is required if fix amount invoice is provided, e.g. tour contract, hotel consuming list, etc. For oversea air ticket reimbursement, booking confirmation is allowed. Important Notes If the traveling expense is in foreign currency, employee needs to provide RMB amount when filling in claim form. The amount should be at exchange rate based upon spending month. Notes about FSA All benefits claims are allowed to submitted in the certain period. Especially, onemonth grace period opened for online submission is granted, ie. Deadline is Jul. 31 st,

14 2018. Year-end unclaimed balance will be automatically forfeited after Jul. 31 st, 2018 without carry-forward. The valid invoices and screenshots are effective from Jan. 1 st, 2017 to Jul. 31 st, If the invoice has been used in benefit year, it cannot be resubmitted in benefit year. Please note that invoices only effective from Jul. 1 st, 2017 to Jul. 31 st, 2018 can be used in the benefit year in benefit year. The valid date of invoice cannot be earlier than the date of enrollment when New hires submit benefits claim. Unused benefits credits in FSA for termination employee will be forfeited after 15 days since the last working date. Reminded will be sent to you by 15 and 45 days before the window is closed The customized medical check-up package purchased in Enterprise Zone can be applied in FSA with screenshot of payment record or download PDF rather than the scan copy of original invoice. 2.2 Enterprise Zone PayPal customized Medical Check-up Packages PayPal Customized Medical Check-up Packages Check-up Package-IKANG Items Package1 Package2 Package3 Price RMB400 RMB600 RMB1,000 Check-up Package-HUAJIAN Items Package1 Package2 Package3 Price RMB400 RMB600 RMB1,000 Note: Customized Medical Check-Up plan purchase starts from September 29 th, 2017 and ends on July 31 st, 2018; Medical Check-Up ends on Sep 20 th. The RMB 400 product is a common and general package suitable for majority of

15 people. Specific tests for common critical illness are added in the RMB 600 package for population facing stress. The RMB 1,000 package one is a comprehensive one provided for people with chronic disease. The original invoice will be provided if you tick Need Invoice options on My Flex system platform. Huajian will pass to you on the day of your medical check-up. Ikang will send the electronic version to you through . The medical check-up package could be purchased in Enterprise Zone by Union Pay and applied in FSA with screenshot of payment record or download PDF, rather than the scan of original invoice. After purchase, two s include order confirmation and order activation will be sent to the mailbox input in the Shipping Information (rather than the default company mailbox) in three working days. On the other hand, related order information is also accessible in Site Message. Please refer to the handbook of PayPal Medical Check-Up (enterprise zone plan). Other health products Please visit the Benefit Handbook section on the platform and download instructions for PayPal My Flex enterprise zone

16 3 My Flex Mercer Marsh Benefits Platform Every benefit year, it is accessible to make your benefits credits choices in My Flex platform. Following is a quick guide to introduce the specific functions of the system and the process of how to create your own benefits account. 3.1 My Flex Platform My Flex is easy-to-use and convenient. With greater flexibility, the system offers you a variety of advantages including the opportunity to: View your personal data Check current benefits credits Submit FSA claim Keep track of your FSA claims Purchase product in Enterprise Zone You can access below URL to achieve above features: You will receive an for your login name and password at your first login. If you forget the password, please click Forgot your Password in the login page or call Mercer Helpdesk for reset. Mercer Helpdesk Hotline: Time: 9:00am to 5:00pm, Monday to Friday (excluding public holidays)

17 Address: 3.2 Registration Steps Annual Registration Process Overview Process Introduction Step 1: Receive notification for Registration You will receive a notification on the Sep. 29 th, 2017 which contains the key information --- user name, website address and initial password, etc. Step 2: Getting Started Log in the System Please enter the user name and password to log in the system. If you forget the password, please click Forgot your Password in the login page or call Mercer Helpdesk for reset. Step 3: View and Update Personal Details View your personal profile in Account. Please also update your personal contact information. Notes about Registration Rules Please update your contact information, while other information is system default. The password expires 90 days. New hires pay attention to: please login in the system once receive the user name and initial password

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19 4 Claim Guidance You can use the entitled benefits credits, allocated to your FSA every quarter, by submitting claim application. Not only can you submit online claim application through My Flex platform, but also track claim status through website or . We suggest you read below guidance carefully before application. 4.1 Submit Time You are allowed to submit claim application in My Flex platform anytime since Sep.29 th, The entitled benefits credits will be distributed in your FSA equally by quarter, and the allocation date is Sep. 29 th, 2017, Dec. 29 th, 2017, Mar. 30 th, 2018 and Jun.29 th, Claim Grace Period of Year-End Processing You are allowed to submit claims online for passing benefit year (Jul. 1 st, 2017 to Jun. 30 th, 2018). Any overdue claims after Jul. 31 st, 2018 will be declined. Year-End Application Deadline 2017 Year-End Application Deadline Jul. 31 st, 2018 (Included) Online submission deadline 4.2 Process of Benefits Claim Claim Process Overview

20 Process Introduction Step1: Claim Document Preparation For the claim application of non-enterprise-zone items, please upload clear and identifiable scan copy of the claim documents including original invoice and other supporting documents if necessary. Save format: jpg /jpeg /pdf /tiff /png /psd; File size:<=2mb of each file (maximum 5 files) Note: for the claim application of customized check-up package in Enterprise zone, simply upload the screenshot of payment order as following rather than scan copy of original invoice

21 Step2: Online Claim Submission Please login in My Flex platform website: Create new claim under the menu FSA Claims. Fill out the online claim form and upload invoice scan copy. Then submit the claim following the system guidance. Keep the original invoice. Step3: Claim Status Tracking or Notification Please login in My Flex platform to track the claim status. A notification will be sent to you when the status is updated by Mercer Admin. Please refer to 4.3 Claim Handling by Admin for detailed process, and following claim status is for you reference: Claim Status in My Flex Platform Claim Status Description Action Taken By Saved Claims details are saved for further editing Employee Cancelled Submitted Invoice Approved Partial Invoice Approved Reporting Pass to Payroll Rejected Claims details are cancelled for further editing Claim submitted for processing Claims has been approved by Administrator Claims has been partially approved by Administrator Claim has been reviewed and was under reporting stage Payment has been sent to Payroll for processing Claim has been rejected. Employee Employee Admin Admin Admin Admin Admin Step4: Payment Issue and FSA Updated You are allowed to submit claim application in My Flex platform anytime. Claims submitted before 20th will be approved and paid through payroll next month

22 4.3 Claim Handling by Admin Claims Rule Besides the guideline of each FSA items (refer to 2.1 FSA Items for the details) mentioned before, below guideline are also required to be followed through claim process: Formal invoice means that issued by China Tax Bureau with official chop; Official invoice/receipt from other locations are also acceptable The valid invoices are effective from Jan. 1 st, 2017 to Jul. 31 st, If the invoice has been used in benefit year, it cannot be resubmitted in benefit year. Please keep the original receipt and only for yourself. If the total amount of the invoice exceeds available entitled credits, please remarked total times, previous claim number and amount in the next application. The submitted claims amount will be declined if the required supporting documents are missing or the scanned invoices are vague and obscure. Notification Notification will be sent to you fault company in the following situations: Claim has been partial approved by Administrator. (Status to Partial Invoice Approved ) Claim payment is released. (Status to Pass to Payroll ) Claim is declined by Mercer Admin. (Status to Rejected ) You will receive the s sent by My Benefits system from no-reply@jiafuhui.com. For more details of online benefits claims, please refer to My Flex Online Platform User Guide

23 5 Special Case 5.1 New Hire/Rehire in the current benefit year If you are the new hire or rehire in the current benefit year, you are entitled benefits credits through My Flex following the below rules: Benefit Credits As a new hire, you are invited to join My Flex once your personal information has been updated in the system. If you are employed entirely in the allocation quarter, the entitled benefits credits will be allocated to you at the end of the quarter but not to the quarter prior to benefit year. Please refer to chapter 1.4 Benefits Credits Allocation Principle for details. As a rehire, as new hire, you are invited to join My Flex once your new account has been created, previous claim application and enterprise zone purchase record is unable to search. Please refer to chapter 1.4 Benefits Credits Allocation Principle for details. Credits Calculated Rules in the current benefit year for New Hire/Rehire Entitled Benefits Credits allocation requirements: Requirement 1: Employed entirely in the allocation quarter in the current benefit year, not terminate before allocation date. (Terminated Date>=the end of quarter) Requirement 2: For Newhires who join the company between Jan. 1 st, 2017 to Jun. 30 st, 2017 the entitled credits will not trace back to the quarter prior to July,

24 For more details, please find the below examples: New Hire Example Date of Hire Jul. 3rd, 2017 Current Benefit Year Jul.1 st, Jun.30 th, 2018 Quarter 1 Jul.1 st, Sep.30 th, 2017 Fail to meet requirement1, no entitled benefits credits Quarter 2 Oct.1 st, Dec.31 st, 2017 Meet requirement 1, obtain Q2 entitled benefits credits 1,250 Quarter 3 Jan.1 st, Mar.31 st, 2018 Meet requirement 1, obtain Q3 entitled benefits credits 1,250 Quarter 4 Apr.1 st, Jun.30 th, 2018 Meet requirement 1, obtain Q4 entitled benefits credits 1,250 Total Credits , = RMB3, Termination Unused entitled benefits credits for termination employee will be forfeited on the 16 th day after the last working day in the current benefit year. FSA claim window will be closed after 15 days of the last working day. For more details, please find the below examples: Termination Example Date of Hire Feb.1 st, 2017 Current Benefit Year Jul.1 st, Jun.30 th, 2018 Termination Date Dec. 30 th, 2017 System Closed Date Jan.16 th, 2018(15 days after termination date) Total Credits Entitled benefits credits 2,500 (Q1 & Q2)

25 6 Contact Us Shall you need help with the PayPal China My Flex benefits plan, you can get support via following methods: Mercer Smart Benefits Website: Hotline: