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What steps should employers take in Take Command when employees become ineligible for HRA or when canceling subscriptions?

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Written by Mel Vazquez-Martinez
Updated this week

Managing Employee HRA Ineligibility and Subscription Cancellation in Take Command

Introduction

Employers using Take Command need a clear understanding of processes for managing employee ineligibility for HRA and the steps involved if an HRA subscription is canceled. This article outlines the actions required, options for employees, and subsequent impacts.

Handling Employee Ineligibility or Termination

When an employee becomes ineligible for the HRA or is terminated, follow these steps in the Take Command portal:

  1. Remove the Employee from Your Roster: Visit the Admin portal and remove the individual from the roster to end HRA eligibility.

  2. Portal Access Retention: The employee retains access to their Take Command member portal for 90 days post-termination to submit eligible expenses incurred while active. During this retention period, they appear under the 'suspended' section and are still included in reimbursement reports. After 90 days, they move to the 'former' section.

  3. Reactivating Profiles if Rehired: For rehired employees, reactivate their existing profile from the suspended or former section instead of creating a new one.

Health Insurance Continuity Options

Following termination or ineligibility, employees have the following options concerning their health insurance plans:

  1. Continue the Current Plan: Employees can pay premiums directly to the carrier to maintain coverage.

  2. Cancel the Current Plan: Employees may contact the carrier directly to cancel their individual health insurance plan.

Subscription Cancellation and Employee Benefits

If you’re planning to cancel your HRA subscription, understand these impacts:

  1. End of Employee Benefits: Employee benefits cease starting from your final cancellation date. No additional funds should be added to the HRA program beyond this date.

  2. Account Access: Employer and administrator account access will remain available until the selected cancellation month ends. This provides time to download necessary reports and prepare for required tax documentation.

  3. Tax Documentation: Take Command will still provide end-of-year tax documentation after cancellation is complete.

Data and Documentation Post-Service

  1. Reimbursement Reports: Employees who remain in the 'suspended' section through their 90-day portal access period will appear in reimbursement reports during this time.

  2. Ensure Data Access Before Cancellation: Employers should download needed documents or reports before the subscription finalizes to ensure no data loss.

  3. Documentation Retention: Employers remain responsible for archiving any required human resource or tax-related data following employee terminations or account cancellations.

Use these steps and considerations to manage your HRA policies effectively in Take Command.

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