How to Update Your Take Command QSEHRA Plan's Reimbursement Structure and Ensure Compliance

Employees and administrators managing QSEHRA (Qualified Small Employer Health Reimbursement Arrangement) plans often need to optimize reimbursement configurations while observing IRS regulations. Below are comprehensive guidelines on updating your reimbursement structure, handling family and individual allowances, ensuring compliance, and using Take Command's admin portal effectively.

Updating Reimbursement Configurations

Adjusting Reimbursement Amounts for Single vs. Family Tiers

To configure your QSEHRA plan to only reimburse single-tier expenses (e.g., employees) while excluding additional tiers like family and dependents:

Using Take Command, you can also update allowance amounts by specifying clear categories (e.g., Single: $X, Family: $Y during plan configuration). This ensures reimbursement levels align with employee needs.

Set your QSEHRA allowance for the single tier only, ensuring amounts for couple and family tiers are set to $0.
Ensure equal treatment of all eligible employees falling under the single category.
Use the admin portal to implement these changes; updated plan documents will automatically reflect these adjustments.4. In cases where unused categories like Employee + Spouse exist, ensure your organization’s plan is configured appropriately to deactivate unnecessary categories without impacting reimbursements.

Retroactive Reimbursement for Premiums

While retroactive reimbursements may be possible under QSEHRA, these are contingent on the initial plan configuration and IRS guidelines. Make sure to:

Check your QSEHRA plan settings.
Confirm adherence to proper documentation requirements when proceeding with retroactive premium reimbursements.

Adjustments Following State-Specific Healthcare Updates

For states like Colorado that post plan updates late in the year (e.g., November), reimbursement adjustments cannot be made retroactively or late in the year due to compliance requirements. QSEHRA rules mandate that:

Employees must receive a 90-day notice of benefits for the upcoming program year.
Plan reimbursement amounts need to be finalized well in advance of this notice period.

Setting Employees-Only Reimbursement Levels

You can set a uniform allowance amount (e.g., an employees-only reimbursement level) that applies across all coverage tiers, ensuring no additional cost for dependents. This:

Enables employees to enroll family members within their individual plans.
Prevents higher reimbursement tiers from taking effect in practice.

Compliance Guidelines

Managing Dependent Coverage Adjustments

If you want to transition from an individual-level QSEHRA reimbursement to include family coverage or adjust for dependents:

Add dependents to the employee’s health policy by contacting the insurance carrier.
Obtain updated proof of coverage showing dependents.
Upload this to the Take Command portal under the employee’s settings.
Once reviewed and approved, the family allowance will be applied.

Conversely, if you wish to restrict reimbursements exclusively to employees, follow these steps: - Update Policy: Remove dependent details from the employee’s health policy directly through the respective insurance carrier. - Upload Confirmations: Upload the individual-only coverage proof into the Take Command portal. - System Adjustment: Upon verification, the system will automatically adjust to employee-only tiers, removing family-level reimbursements.

Verify the employee's updated policy shows no dependent costs. 2. Use the Take Command portal to confirm that dependent-related coverage is inactive in reimbursement reports. Adjustments to allowances are completed upon compliance verification.

Required Documentation

Simple updates, such as adjusting the single-tier reimbursement amount, do not require any additional approvals or paperwork and can be finalized directly in the portal.

Portal Instructions for Admins

Administrators can utilize tools in the portal to review reimbursement category statuses: - Access claims reports to verify allowance balances and eligibility. - Check the employee roster for detailed reimbursement setups. - Inspect specific claims and changes using the Reimbursement Tab's report menu.

Changes to your QSEHRA plan, including reimbursement settings, can be implemented in the admin portal. Once updates are saved:

Updated plan documents will be available instantly.
Notices and communication to employees will be managed automatically by Take Command’s system.

How can I update my Take Command QSEHRA plan's reimbursement structure and ensure compliance?