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Horizon CDH Learning Site

Communication Playbook – Dependent Care Assistance Program

Overview

Dependent care flexible spending accounts (DCAPs) are a great way for employees to take charge of their dependent care costs. As an employer, you play a critical role in providing education and resources so employees can decide if a DCAP is the right choice for them. This step-by-step communication “playbook” includes the resources you need to effectively communicate the benefits of DCAPs to your employees and help them set aside funds for dependent care expenses.

Cover the basics

Before benefits discussions, it's also helpful to provide material that covers the basics about DCAPs. This can make benefits conversations more productive. We recommend posting these materials on your benefits site or company intranet site, or distributing via email or as a physical copy.

TO PROVIDE:

DCAP Essential Guide

This document provides an easy-to-read overview of DCAPs, and can help employees decide if a DCAP is right for them and how to pay for dependent care tax-free.

 

Invite discussion

Even if in-person benefits presentations are not possible, it's helpful to connect over the phone or online to review this benefits option. This gives your employees a chance to ask questions and better understand their options.

TO PREP:

Schedule informational meetings

Provide the DCAP worksheet

Whether the meeting is in-person or virtual, be sure to distribute the DCAP worksheet. It shows employees how to estimate their potential costs and savings with a DCAP. Using their own information, employees can explore how a DCAP might work for them.

 

Support employees during enrollment

Your employees have decided to enroll in a DCAP. Now what? Continue to support them during enrollment by helping them make their elections and letting them know what to expect.

TO MANAGE:

Help your employees enroll 

Your

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representative can help you determine the best method for enrolling your members once you have gathered enrollment elections from your employees. You can contact our group services line with questions at
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.

Use the Group Portal

Monitor and manage your group’s

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benefits.

Need to manage enrollment via mail?

Inform employees about what comes next

Once enrollment has been processed, your employees will start to receive their welcome letters.

 

Help your employees take advantage of their new accounts

In order to take full advantage of their accounts, employees need continuous education and encouragement from you. Further offers a variety of resources that make it easy for you to share and promote.

TO ENCOURAGE:

Provide employees direct access to their new online account 

Post or provide a link to

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’s mobile-enabled website at 
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. The site works well for any screen size—whether it’s a desktop monitor, laptop, tablet, or mobile phone. 

Remind employees where to access educational resources

You can do this with a simple email including the following link to the materials on our learning site.

DCAP educational resources

Promote the customer support phone number 

If employees have additional questions about their account, they can call our customer support phone number from

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:
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.

Have Questions?

As always, we’re here to help. If you can’t find the answers you’re looking for online, give us a call at

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. Or, you can contact your account manager.