Employees are reimbursed for QSEHRA and ICHRA expenses after claims are approved and included in a monthly reimbursement report that is sent to the employer, who then processes payment through payroll or another payment method according to their internal schedule.
How do HRA reimbursements work?
HRA reimbursements follow a three-step process:
Employees submit eligible claims and proof of payment in the Take Command portal
Take Command reviews and approves eligible claims
A reimbursement report is sent to the employer for payment processing
Take Command does not issue payments directly to employees. Employers are responsible for sending reimbursement payments.
When are reimbursement reports generated?
Approved claims are grouped into reimbursement reports that are typically generated on a recurring monthly schedule.
In general:
Approved claims are included in the next available reimbursement report
Claims approved after a reporting cutoff are moved to the next cycle
Employers receive a consolidated file showing approved reimbursement amounts for each employee
This creates a predictable monthly reimbursement cycle based on approval timing.
When will employees actually receive payment?
Employees receive reimbursement after the employer processes the report.
Timing depends on the employer’s payroll schedule, but typically:
Employers receive the report from Take Command near the end of the month
Employers process reimbursement through payroll or direct payment after receiving the report
Employees are paid according to the employer’s payroll timing (often within the next payroll cycle)
Because payroll timing varies by employer, payment dates are not the same for every company.
Why might a reimbursement be delayed?
Delays usually occur due to timing in one of these areas:
1. Claim approval timing
Claims must be approved before the monthly report is generated
Late approvals are included in the next month’s report
2. Missing or incomplete documentation
Proof of payment or coverage may need correction
Claims remain pending until updated documentation is submitted
3. Employer payroll schedule
Employers control when payments are issued after receiving reports
Some employers pay in the next payroll cycle, others issue separate payments
4. Plan start date or eligibility timing
Claims cannot be reimbursed before coverage becomes active
Retroactive reimbursement depends on eligibility rules and documentation
How can employees check reimbursement status?
Employees can track reimbursement status in the Take Command portal:
Log in to your HRA Hub account
Go to the Reimbursements section
Review each claim status:
Pending Review
Approved
Scheduled
Reimbursed
Denied
Check the approval date to estimate which report it will appear in
What if I have not received a reimbursement yet?
If you have not received payment:
Confirm your claim is marked Approved in your portal
Check whether it was included in the most recent reimbursement report
Ask your employer how and when they process reimbursement payments
Confirm your payroll timing or payment method with HR
Most delays are due to payroll timing, not claim rejection.
Does Take Command pay employees directly?
No.
Take Command:
Reviews and approves eligible claims
Generates reimbursement reports for employers
Tracks reimbursement status in the portal
Employers:
Fund reimbursements
Process payments via payroll, check, ACH, or other methods
Employees receive payment directly from their employer.
Why does timing vary between employees?
Reimbursement timing can differ because:
Employees submit claims on different dates
Claims are approved at different times
Employer payroll cycles vary
Some employers process reimbursements once per month, others per payroll
Even within the same company, employees may receive reimbursements at slightly different times.
Can reimbursements be processed retroactively?
No, reimbursements cannot be processed retroactively within Take Command’s platform once an HRA is closed. Employers may independently manage retroactive claims outside the platform.
Is proof of payment always needed?
Yes, unless using enrollment methods like Easy Enroll, where data is obtained from carriers directly.
Are HRAs pre-funded?
No, HRAs, ICHRAs, and QSEHRAs operate on a reimbursement-only basis, contingent on validated employee submissions. Can I manually edit the reimbursement amount in the CSV before uploading?
Can I manually edit the reimbursement amount in the CSV before uploading?
Yes, you can manually edit the reimbursement amount directly in the CSV file. After making changes, log in to your Gusto account, go to Pay > Run Payroll, click "Import payroll data," then upload the edited CSV. Verify the reimbursement amounts and submit payroll.