Terminating an employee account within the myHSA system is a straightforward and efficient process. Whether the termination is planned with a run-off period or needs to be immediate, the process can be managed directly through the employee's profile settings. The steps vary slightly for Plan Administrators and Advisors, as explained below.
Find the employee and click on their name to access their profile. At the bottom of the page, locate the "Other Actions" section and click on "Terminate Employee."
Enter the termination date and any applicable run-off period during which the employee can still access the account before it is fully deactivated. Employers are responsible for clearly communicating to employees the details of their run-off period or grace period for claims submissions, emphasizing submission deadlines and guidelines. This step ensures employees are well-informed of the policy and prevents misunderstandings. You can choose to terminate an employee immediately or with a run-off period:This run-off period setting is optional and allows employees to finalize claims for eligible expenses dated on or before the termination date, guided by organizational policies.
Immediate Termination: If you need to terminate the Employee’s account immediately, you can simple type a 0 day run-off period. This action will immediately deactivate the Employee’s account as of midnight on the termination date.
Termination with a run-off period: Companies have full control over how long an employee can access their account after a termination. myHSA does not have a system-wide policy on termination run-off timelines. The system will give the employee until the end of the run-off period to finish submitting outstanding claims with a service date prior to the set termination date. After the run-off period elapses, the employee is automatically deleted from the system. Employers are encouraged to consistently review and update the terminated employees' access within the system promptly to ensure that the grace period is enforced and claims outside the set period are avoided.
Immediate Termination of Duplicate Employee Accounts
To remove duplicate employee accounts:
Identify the unnecessary account.
Use the Terminate Employee option, and set the termination date to yesterday.
Do not apply a run-off period to ensure immediate deactivation of the account.
What happens to a claim after an employee account is deleted? Approved: If the claim is approved it will pay out the following Monday, Wednesday, or Friday after approval. Pending: If the claim is pending, it will be deleted when the employee account is deleted. Employees are not notified when their accounts are terminated. If they try to log in after the deletion, they will get a notification pop-up that the username has not been found. It is important that the employer is clear with the employee about the terms of their termination. If an employee reaches out to myHSA support to ask about a terminated account, myHSA will direct them to their Plan Administrator. Questions? Reach out to support@getmyhsa.com or start a live chat! We'd be happy to help.
Special Scenarios
Systems with Restrictions (e.g., Benefits by Design (BBD))
If your group is under BBD, termination options aren’t directly available in myHSA. Instead, terminations must be processed by BBD administrators.
This restriction applies even if you hold an administrator account on the myHSA platform.
FAQ on Employee Termination
Why don’t I see the “Terminate” option in my account?
If you’re part of a BBD plan, termination actions must be handled externally by the BBD team, and the option won’t be available in your myHSA portal.
Can I terminate employees in bulk?
Currently, employee terminations are processed individually. Each termination requires selecting the specific employee and completing the outlined steps.