1. Log into Sequoia Benefits Portal 
2. Navigate to the left hand side bar and expand the "Life Events" section in orange
3. Select the Appropriate life event
4. If applicable select the blue plus icon to add a dependent, providing the relevant details before selecting continue
5. Once submitted, the People Ops team will be notified, and your benefits will be approved and updated in Gusto based on the effective date of your event. 
   1. If the effective date is backdated, you will see additional deductions taken from your next pay cycle based on the contribution changes in your event.

For a video tutorial of the above process, have a look here- Submitting a qualifying life event via the Sequoia Benefits Portal [Link to video]

Key Points:

• Coverage ends: Last day of the month your child turns 26
• Action required: File a Qualifying Life Event (QLE) in Sequoia Benefits Portal
  • This can only be done on the day they are no longer eligible
• Deadline: Within 30 days of child's 26th birthday
• Consequence: Missing the deadline may forfeit COBRA eligibility

Action Steps:

1. File QLE
   • Where: Sequoia Benefits Portal (zcamunda.bswift.com)
   • What: Report child aging out of coverage
2. COBRA Process
   • Camunda approves QLE and initiates COBRA
   • Child receives COBRA packet – review immediately as there are limitations for when COBRA remains active

   • For your Dependents, COBRA continuation coverage is available for up to 36 months from the date of the QLE

HSA

• HSA contributions can be updated at any point throughout the year. To update your contributions, please follow the steps below.
• Navigate to the Sequoia Benefits Portal via Okta. 
• Select "Change HSA Amount" → "Health Accounts" → enter your updated contribution.
• Any HSA contribution changes will be effective in the following pay cycle.

FSA

• FSA contributions can only be updated during Open Enrollment or if you experience a Qualifying Life Event.

Dependent Care FSA

• Dependent Care FSA contributions can only be updated during Open Enrollment or if you experience a Qualifying Life Event.

1. Differentiating the platforms- 🎥Watch this short zoom clip for details! - here 
2. Sequoia People Platform Introduction: [Link to video]
3. Overview of the Sequoia Benefits Portal: [Link to video]

Access your medical, dental & vision ID cards and high-level plan details - anywhere, anytime. A health insurance advocate is only one-click away (for benefit questions and claims assistance).

Sequoia digital ID cards become available on your plan effective date or shortly after the insurance carriers process your benefit elections (for New Hires / Qualifying Life Events).

For any benefits-related questions or issues, please contact Sequoia support through the Sequoia People Platform or via email. They are your first point of contact for any queries, with a dedicated team ready to assist you. Using this support channel ensures we maintain the highest levels of privacy.

The people team is also here to support you and ensure you have the best experience. For further assistance, escalate your concerns to the Camunda People team via #ask-people-team and tag Wesley Hattingh or Emily Cady for action. 

The Summary Annual Report (SAR) for our employee benefit plans is distributed annually to all plan participants. You can find the most recent SAR for the 2023 plan year, here. Please review it for important information about our benefit plans.

Camunda is committed to protecting the privacy and security of protected health information (PHI) in accordance with HIPAA regulations. As a business associate, we have implemented comprehensive safeguards and procedures, including:

• Strict access controls and security measures for PHI
• Regular employee training on HIPAA compliance
• Incident response and breach notification processes
• Ongoing risk assessments and security audits

Employees handling PHI receive additional specialized annual training. For records of this please contact Wesley Hattingh 

For more information on Camund's HIPAA compliance efforts, please refer to our full HIPAA Compliance Overview.

If you are enrolled in medical, dental, and/or vision coverage, your coverage will expire on the last day of your month of separation. For example, if your last day of employment is January 1st, your benefits would be active through January 31st.

You will be eligible to continue your current coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA) for up to 18 months as outlined below.

COBRA Coverage - What You Need to Know

IMPORTANT: You must actively enroll in COBRA - it is not automatic!

What Will Happen

• WageWorks will mail you COBRA paperwork ~10 days after your last day
• Haven't received it? Contact:
  1. Reach out to people-operations@camunda.com

Your Deadlines

• You have 60 days to enroll from your last day or when you get the notice (whichever is later)
• Once you enroll and pay, coverage restarts from your last day - no gaps
• You can continue your current health, dental and vision plans

Monthly COBRA Costs

The below costs do not include any administrative fees for managing the plans. In general, Health Equity charges a 2% fee in addition to the rates listed below. 

To continue your life insurance coverage through Guardian, please complete this document and send it to nationalconversions@glic.com for processing. 

Additional information on rates, enrollment tiers, and eligibility can be found here. 

Health Savings Account (HSA)

1. If you are enrolled in a Health Savings Account (HSA) your account will remain active beyond your separation date.

2. Employer and employee contributions will end effective your last paycheck, but you will continue to be able to utilize your funds for eligible expenses. Funds in the account never expire.

3. Health Equity will reach out to inform you of their monthly fees for administering the account after your separation date.

4. You may choose to rollover your HSA funds into a new employer account. Health Equity can assist with that directly. 

Flexible Spending Account (FSA)

1. If you are enrolled in a Flexible Spending Account (FSA), you have ninety (90) days from your date of separation in which to file a claim. All claims submitted must be for services and expenses incurred on or before your separation date.

2. Unused Funds:

   1. Any funds remaining in your account for which no eligible claims have been submitted within ninety (90) days of your separation will be forfeited. 

   2. For any unused funds, you have the option to extend your FSA beyond your date of separation through COBRA.

3. You may file a claim with Health Equity through your online account (www.myhealthequity.com) or through their mobile app. 

Dependent Care Savings Account (DCFSA)

1. If you are enrolled in a Dependent Care Savings Account you have ninety (90) days from your date of separation in which to file a claim. All claims submitted must be for services and expenses incurred on or before your separation date.

2. Any funds remaining in your account for which no eligible claims have been submitted within ninety (90) days of your separation will be forfeited. 

3. You may file a claim with Health Equity through your online account (www.myhealthequity.com) or through their mobile app.