How do I remove or terminate an employee from the Take Command system?
Managing employee status changes in the Take Command system involves specific steps to ensure compliance and accuracy. This guide provides a comprehensive overview of the process, including termination steps, post-termination actions, and troubleshooting common issues.
Overview of Employee Termination
When an employee leaves your organization or becomes ineligible for benefits, you must update their status in the Take Command system. This ensures accurate billing, compliance, and proper handling of reimbursements. Employees can be removed immediately or scheduled for future termination based on their last day of employment. Promptly updating employee status also helps avoid unnecessary charges, as active employees incur a per-employee fee even if they haven’t purchased insurance.
Active or billable statuses, such as "Easy Enroll" or "Self Enroll," trigger per-employee fees, while non-billable statuses include "Waived," "Enrolled Future Date," "Not Started," "Terminated," "Still Shopping," and "Pending Invite."
Step-by-Step Guide for Termination
Log in to the Admin Portal - Access the Take Command admin portal and navigate to the Employee Roster (or People tab).
Locate the Employee - Use the search function or scroll through the roster to find the employee.
Initiate Termination - Click the three dots (⋮) next to the employee’s name and select "Remove Employee" or "Terminate Employee." - Alternatively, click the employee’s name to open their profile and select the termination option.
Set the Termination Date - Enter the employee’s last day of employment. If the employee was never eligible, use their hire date as the termination date. - Confirm the action by typing "TERMINATE" in the confirmation box if prompted.
Save and Confirm - Save the changes. The employee will move to the "Suspended" section for 90 days, during which they can submit eligible claims incurred while active. After 90 days, their status changes to "Former."
Post-Termination Actions and Timelines
Suspended Status: Employees retain portal access for 90 days post-termination to submit eligible expenses.
Reimbursement Reports: Terminated employees appear on reimbursement reports for the month of termination and during the 90-day suspension period.
Former Status: After 90 days, the employee’s account becomes inactive and moves to the "Former" section.
Reactivation: If rehired, employees can be reactivated from the "Suspended" or "Former" section without creating a new profile.- Full Reimbursement Eligibility: Terminated employees remain eligible for the full reimbursement amount for the month of termination.
Insurance Plan Options: Terminated employees can retain their individual plan by paying premiums directly to the carrier or cancel their plan by contacting the carrier directly.
Deductible and OOPM Considerations: Deductible and out-of-pocket maximum (OOPM) amounts remain unaffected unless the employee cancels their plan and enrolls in a new one.
Handling Special Cases
Ineligible Employees: For employees who were never eligible, set the termination date to their hire date to reflect non-eligibility.
Deceased Employees: Use the date of passing as the termination date.
Part-Time Employees and Waived Status: To remove part-time employees from HRA eligibility while keeping them employed, change their status to "Waived" instead of terminating them. This ensures they are still employed but not participating, helping to control costs.
Admins Listed as Employees: If you are an admin who is also listed as an employee, you must complete the waiver step or be marked ineligible to avoid being charged the per-employee fee for yourself.
Troubleshooting Common Issues
Missing Termination Option: Ensure you have admin permissions and that another employee is listed on the roster. The system does not allow a roster with zero employees.
Processing Delays: Termination may be temporarily blocked during payroll or reimbursement processing windows. Retry after processing is complete.
Platform-Specific Issues: If the termination option is unavailable, try logging out and back in or using an incognito browser window.
Charges for Employees Who Declined HRA: Ensure employees who decline the HRA formally set their status to "Waived" in the portal to avoid billing.
Fee Implications of Employee Status
Take Command charges a fixed platform fee of $40 per month, plus $20 per employee per month. Employees listed as "Active" in the HRA Hub are included in the per-employee fee, even if they haven’t purchased insurance. To avoid unnecessary charges, employers can:
Billable statuses include "Easy Enroll" and "Self Enroll," while non-billable statuses include "Waived," "Enrolled Future Date," "Not Started," "Terminated," "Still Shopping," and "Pending Invite."
Change the employee’s status to "Waived" (still employed but not participating).
Mark the employee as "Terminated" (no longer employed).
Ensure employees who do not intend to use the platform are updated to a non-billable status, such as "Waived," "Enrolled Future Date," "Not Started," "Terminated," "Still Shopping," or "Pending Invite."
Compliance and Documentation
Waivers: Employees should formally waive benefits through the portal to ensure compliance.
Records: Maintain documentation of termination actions and employee notifications for audit purposes.
Waiver Timing: Employees can formally waive benefits during onboarding at two specific points: at the beginning of the onboarding process or just before plan selection.
By following these steps and guidelines, you can efficiently manage employee status changes in the Take Command system, ensuring compliance and accuracy.