Managing Terminated Employees' Access and Roster Status in Take Command
When an employee is terminated from a company using the Take Command platform, there are specific procedures for managing their access to the portal and their status on the company roster. Below is a detailed guide on what to expect and how to manage terminated employees effectively.
Duration of Access for Terminated Employees
Terminated employees retain access to their Take Command portal for 90 days after their termination date. During this time, they can:
Submit any eligible expenses incurred during their employment.
View past reimbursements and other account details.
Submit claims for eligible HRA expenses incurred during their employment, provided they meet the eligibility criteria.
This 90-day access period is designed to ensure that employees have adequate time to finalize any outstanding expenses related to their benefits plan. After 90 days, their portal access is revoked. Additionally, former employees typically have 90 days to submit claims for eligible HRA expenses incurred during their employment. If the employer ends their HRA services with Take Command, no new claims can be submitted, even within the 90-day grace period.
Actions Allowed During the Suspension Period
While the terminated employee has portal access for 90 days, their status on the company roster changes. They will be moved to the “suspended” section of the roster. During this period, they:
Continue to appear in reimbursement reports.
Retain the ability to submit pending expenses.
Are eligible for the full HRA reimbursement allowance for their final month of employment if they were active for any part of that month.
Transition to Former Status After 90 Days
After the initial 90-day period, the employee’s status changes again. Once the access period ends:
The terminated employee is moved from the "suspended" section to the “former” section of the employer roster.
They no longer appear on active reimbursement reports or rosters.
If the employer fully closes their HRA with Take Command, no new claims can be submitted, regardless of the 90-day grace period.
Former employees who elect COBRA may continue to claim reimbursement for eligible expenses incurred after their termination date.
Former employees who later become investors are not eligible for HRA reimbursements, as HRA funds remain with the employer.
Reactivating Rehired Employees
If a previously terminated employee is rehired within the company, there is no need to create a new employee profile. Instead, employers can:
Locate the employee in either the "suspended" or "former" section of the roster.
Reactivate their profile to reinstate their access and benefits.
To terminate an employee, navigate to the "People" section in the HRA Hub, select the employee, and click the “Terminate” option at the top of the table.
This streamlined process helps avoid duplication and ensures continuity in employee records.
Retention of Admin Access Post-Employee Termination
Terminating an employee profile does not impact admin permissions within the Take Command portal. If you have admin access, you will retain full control of the portal, even if your employee profile is terminated.
Summary
By understanding and utilizing these procedures for managing terminated employee records, employers can effectively:
Allow terminated employees to complete necessary actions within their portal during the 90-day suspension period.
Ensure clarity in reimbursement reports and roster sections.
Effortlessly reactivate profiles for rehired employees.
Maintain admin access without disruption following an employee profile termination.
Manage HRA-specific considerations, such as claim submission deadlines, COBRA eligibility, and employer HRA closure scenarios.
For additional questions about managing employee records or any other inquiries, contact Take Command support.