When you onboard with Cocoon, you’ll be asked to provide information about your company including:
Legal name
FEIN
Headquarters address
Company email domain(s)
Cocoon’s product uses this information to pre-fill information on claim forms. If you have multiple legal entities with separate FEINs, Cocoon will need to collect this company information for each legal entity with employees who will have access to Cocoon (please note this is only applicable for US entities). Cocoon will create a unique Cocoon instance for each legal entity, which impacts your experience as an employer.
Learn more about what to expect as an admin:
Admin Access
Cocoon provisions admin accounts that can access a single entity experience. If your company has multiple entities, this means you will have multiple admin accounts. In the future we hope to build an admin account with access across all associated entities but for now the use of separate logins can help differentiate leave updates across your company’s entities. Here are how some of our employers configure multiple admin accounts today:
If there are separate company email domains for each entity, you can create a separate admin account using that unique company domain. (Example: [email protected], [email protected])
You can create a new unique email alias to assign access to each account. This can be an individual email or a shared group email alias and email to this address can be directed or filtered to your primary email address.
If your company uses Gmail as its email provider, you can utilize the ‘+’ functionality to create a unique login that directly sends all messages to your primary account. (For example if you have a group email [email protected], you can create a new admin email for your second entity with [email protected])
Census
It’s important to upload a new census each pay period for accuracy across claims coordination, payroll calculations, and FMLA eligibility. There are currently two methods for handling census uploads when you have multiple legal entities:
1. You can create a single census file for all employees regardless of which legal entity they are employed under. You will then need to upload this census to each legal entity each time Cocoon requests an updated census file. If you are utilizing one of Cocoon’s HRIS integrations (currently Workday and BambooHR), Cocoon can only support pulling a single census across all entities. This is facilitated by you adding the same credentials to each Cocoon instance in your settings.
RISK: Cocoon currently uses the census file to link an employee’s submitted leave to their payroll data. If an employee accidentally creates a Cocoon account under the incorrect legal entity, Cocoon will not be blocked from running payroll for that employee and assumes the employee is included in the correct pay file.
2. You can create a unique census file that is run by each individual legal entity. Under this method, you upload a separate census into each Cocoon instance which includes only employees under that entity.
Pay Files
Cocoon’s software will calculate and publish a unique pay file for each Cocoon instance. Therefore, if you are running payroll you will need to combine all Cocoon pay files to capture all employee pay calculations.
State Account Access
During the onboarding process, Cocoon requests access to your State Account portals for California, Connecticut and Massachusetts. You will need to complete the access request forms which can be found in your onboarding guide for each entity that has employees located in those states.
Short Term Disability Policy
Make sure to indicate whether all legal entities are under the same or different Short Term Disability (STD)policies in your onboarding document. Cocoon will need the policy details for each STD policy and will also need to be added to as an authorized representative to each plan in the event there are multiple.
Cocoon Billing
Cocoon will provide you Billing team with a single invoice that includes all legal entities. If you require separate invoices for each entity, please reach out to [email protected]
Questions? Please reach out to [email protected]