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:

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.

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:

Internal policies must dictate this restriction.
Contact Take Command support to ensure dependent-related coverage is excluded from reports and reimbursement eligibility.

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

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?