A roster is a list of employee information and payment amounts for employees that will be receiving contributions on their behalf from you to San Francisco City Option. You need to submit a roster through the Employer Portal each time you make payments to San Francisco City Option.
There are two ways to create a roster. Detailed instructions on both methods are described in the
Employer Portal User Guide
The first method is to create a spreadsheet on your computer and then upload the spreadsheet through the Employer Portal. Format the spreadsheet using the specifications described in Appendix A of the
Employer Portal User Guide
.
The second method is to enter employee information one at a time directly in the Employer Portal. Log into your account. From the menu on the left, click on “Manage Rosters” and then click on the “Create New” button. For each employee, click on the “Add Employee” button and enter employee information.
You must provide the following information for each employee:
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Social Security Number
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Date of Birth
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First Name
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Last Name
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Employee’s home address
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Employee’s personal phone number
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Employee’s email address
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Contribution amount
For information on how to calculate the amount must pay on behalf of each employee, visit the San Francisco Health Care Security Ordinance (HCSO) website at
https://sfgov.org/olse/health-care-security-ordinance-hcso. If you have further questions on how to calculate the contribution amount, contact the San Francisco Office of Labor Standards Enforcement, the government agency in charge of enforcing compliance with the ordinance, at
hcso@sfgov.org or
(415) 554-7892.
San Francisco City Option reaches out to your employees by mail and phone using the employee contact information you give to us. Our program attempts to contact your employees with information about the health care benefits available to them and instructions for accessing the health care benefits.
Do not provide your company’s phone number or address in place of your employee’s personal contact information. Inaccurate and incorrect contact information can delay or prevent your employees from knowing about the health benefits available to them.
If you have questions about this requirement, please contact San Francisco City Option Program Management at
employerservices@sfcityoption.org or
(415) 615-4492.
Yes, a new roster must be submitted each time you make a contribution to San Francisco City Option. If you don’t want to create a roster from scratch each time and want to work off a roster that was previously submitted, we recommend that you follow the instructions under the Exporting a Prior Roster section of the
Employer Portal User Guide
Log into your account. On the “Manage Rosters” page, San Francisco City Option will post one of four statuses for each roster:
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EDITING: You are in the process of creating a roster.
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ROSTER SUBMITTED: You finalized the roster and submitted it to San Francisco City Option for processing. If you noticed a mistake after submitting the roster, you may click on the “Roster Submitted” link to edit the roster and then resubmit the roster with corrected information.
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PAYMENT PROCESSING: San Francisco City Option received your finalized roster and payment, and we are currently processing your payment. You are unable to edit a roster with a PAYMENT PROCESSING status.
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PAYMENT POSTED: San Francisco City Option received your finalized roster and payment, and your payment has cleared our bank. You are unable to edit a roster with a PAYMENT POSTED status.
Any employee records with an error are identified with an orange bar after you import the roster. Errors occur when there are data formatting issues or discrepancies between what was previously submitted in a roster versus what is included in the current roster. Errors need to be fixed or the employee record will not be submitted in the final roster. To fix the error, click on the “Error“ link for the employee record you want to edit. Enter edits on the “Employee Details” page and save changes.
If you need assistance in correcting a roster error, please contact San Francisco City Option at
employerservices@sfcityoption.org or
(415) 615-4492.
If San Francisco City Option has not received and processed payment for the roster, you may edit the roster. Log in to your account. Click on the “Manage Rosters” menu option and click on “Roster Submitted” link corresponding to the roster. Click on the “Edit this Roster” button. After you finished editing the roster, you will need to resubmit the roster. Be sure to agree to the terms and conditions again, and click on the “Submit” button.
If payment for the roster has already been received and processed by the City Option program, you will not be able to edit the roster.
To add or remove employees for a roster that has been submitted but NOT yet paid, click on the “Manage Rosters” menu option after you log in and click on “Roster Submitted” link corresponding to the roster. Click on the “Edit the Roster” button. If you want to add an employee, click on the “Add Employee” button and enter employee information. If you want to remove an employee, click on the trashcan icon in the row corresponding to the employee record. After you finished editing the roster, you will need to resubmit the roster. Be sure to agree to the terms and conditions again, and click on the “Submit” button.
No. If you need to edit the employee’s name, date of birth, SSN, or contact information, you can follow instructions under the “Editing Employee Data” section of the FAQs.
If you are trying to edit the contribution amount, please contact San Francisco City Option at
employerservices@sfcityoption.org or
(415) 615-4492 for assistance.
Log into your account. From the menu on the left, click on “Manage Rosters.” Click on the “Print” link corresponding to the roster you want to print.
The San Francisco Health Care Security Ordinance requires you to provide an employee with an Employee Health Care Payment Confirmation Notice after your first payment to San Francisco City Option on behalf of the employee. It is also a good idea to provide the New Contribution Flyer after each payment to ensure that employee funds are never escheated. To download these notices, visit the San Francisco City Option website at
www.sfcityoption.org, go to the Employer Resources tab, and click on “Download Materials.”