How Does Take Command Handle Reimbursement Operations, Allowance Limits, and Timing Issues?
Take Command’s reimbursement operations are designed to ensure employees receive timely and precise reimbursements for eligible expenses. Below is an overview of the key workflows, allowance policies, and common troubleshooting solutions to guide you.
Overview of Reimbursement Workflow
Take Command collaborates with employers to facilitate reimbursement processes. Here are the primary steps:
Submission of Documentation: Employees must provide proof of eligible coverage and submit claims through the member portal.
Approval of Claims: Only approved claims are processed. Ensure that all claims show an "approved" status before the employer’s report generation date.
Employer-Generated Report: Take Command compiles monthly reimbursement reports based on approved claims and shares them with employers, who are responsible for executing payments based on their payroll schedule. - Reports are typically generated by Take Command on the last day of the month.
Key Documentation Requirements
Make sure your proof of coverage is compliant and current.
Regularly confirm the approval status of recurring premium claims in your member portal ahead of your employer’s report date.
How Reimbursement Allowances and Caps Work
Employer-Defined Allowances and Modifications
Your reimbursement allowance (e.g., $800/month) is determined by your employer. Employees cannot alter this amount independently. If you wish to request a change in your allowance, you will need to contact your employer directly, as they are solely authorized to make such changes.
Premium Costs vs. HRA Allowance Limits
If your insurance premium is lower than the monthly allowance set by your employer, you will only be reimbursed up to the premium amount. Unused allowance remains with the employer and cannot be utilized for other medical expenses unless specified under the employer’s plan. HRAs are not pre-funded accounts, so funds are only used for approved expenses.
Payroll Timing for Reimbursements
Reimbursement Cycle and Payment Delays
Delays can occur based on the timing of claims approvals and the employer’s payroll schedule:
Approved claims are added to a monthly reimbursement report sent to your employer, usually on the last day of the month.
Payments are then made by the employer, following their payroll timeline. If your claim is approved after the most recent report date, it will be included in the following month's report, potentially delaying your reimbursement.
Understanding Reporting Types: Bi-Weekly vs. Monthly
While bi-weekly reporting may show reimbursements that exceed your monthly QSEHRA allowance, this does not mean you receive extra funds. The reporting format aggregates multiple claims but adheres to the employer-defined monthly cap. All reimbursements beyond the monthly cap remain ineligible and are not paid out.
Troubleshooting Reimbursement and Timing Issues
If you encounter discrepancies or delays in your reimbursements:
Check Documentation: Ensure your proof of coverage and claim approvals are up to date.
Verify Report Dates: Confirm that the employer’s report generation date allows sufficient time for approved claims to be included.
Adjust Scheduling: Employers facing missed reimbursements may benefit from settings such as designating the report date as the 2nd or the last day of the month to avoid processing omissions.
Contact Support: If manual report adjustments are needed, work with your employer or Take Command’s support team to resolve.
By following the guidelines outlined above, employees and employers can effectively manage reimbursement processes, reduce potential issues, and ensure timely payroll integration for approved claims.