Your employer will reimburse you directly for your reimbursement claims. Each month, Take Command will deliver a reimbursement statement to your employer so they know exactly how much to reimburse you. This report includes details such as verified claims and eligible reimbursement amounts, providing transparency for both employers and employees. For example, if your plan starts on July 1st, your employer will receive the reimbursement statement on July 31st. Some employers choose to add the reimbursements directly to payroll while others issue a separate payment for the claims.

Typically, employees pay for their coverage upfront, and reimbursements are processed afterward, which may result in a one-month delay in receiving reimbursements. Employees are responsible for paying their full insurance premiums directly to their insurance carrier (e.g., Medicare) before submitting proof for reimbursement.

Additionally, premiums must meet Minimum Essential Coverage (MEC) requirements to qualify for reimbursement.

Take Command facilitates expense tracking, maintains ledgers, and generates monthly reimbursement reports for employers, but does not itself handle or distribute funds. These reports are generated at the end of each month and outline approved claims, assisting employers in determining the reimbursement amounts to be issued.

To be eligible for reimbursements, employees must upload proof of an active health insurance plan within a reasonable timeframe after enrollment. Contact Customer Experience if you are unsure of your deadline. If you switch to a new plan and need to claim reimbursement for past months, upload proof of coverage through the portal and indicate it is a replacement for a previous plan. If proof of insurance is uploaded after coverage has started, backdated reimbursement reports for earlier months will not be generated. Instead, missed reimbursements will be processed in a later notification.

Coverage must be active at the time of reimbursement; terminated plans are not eligible. Retrospective claims can be submitted for months after HRA eligibility begins, provided proof of coverage is available.

When you submit a recurring premium or medical expense claim through your member portal, it will be reviewed and approved (or declined). Typically, this takes up to 7–10 business days, though high-volume periods may take longer. You can always check the status of your claims in your member portal. Claims are reviewed by Take Command Health's dedicated claims team, which is solely responsible for evaluating submitted information and ensuring your privacy throughout the process. For claims submitted mid-month, only a portion may be reimbursed initially, with the remainder processed in subsequent cycles. The system prioritizes older claims first.

Reimbursement reports are only generated when at least one claim is in approved status at the time the report runs, which occurs at the end of each month.

For instance, submitting proof such as receipts, insurance bills, or Explanation of Benefits (EOB) is mandatory when entering claims like premiums or medical expenses. Claims can then show status updates like "pending" or "under review" in the portal. For certain expenses, such as those requiring a Letter of Medical Necessity (LMN), documentation must be provided by a qualified medical provider.

The LMN should include details such as the diagnosis, the item or service required, its medical purpose, and the duration of necessity. Proof of Coverage should include your name (or proof you are a covered dependent if not the primary insured), the premium amount being claimed, a current date (within the last 30 days), a statement of backdated coverage for past-month claims, and the plan name and provider (e.g., Gold/Silver/Bronze plan with the insurer’s logo). A monthly bill or an elections-of-benefits document is often sufficient.

Documentation for medical expense claims should include the date of service, provider details, description of the service, and the amount paid. Additionally, eligibility for medical expense reimbursement depends on the employer's plan configuration, with some plans restricting reimbursement to premiums only.

From there, double check with your employer on how & when they plan to process reimbursements.

Be sure to understand whether the reimbursements will be processed via payroll additions or through separate payments and clarify the expected timeline with your employer. If payroll emails indicate outstanding reimbursements despite payments already being made, it may be due to proof of coverage being approved after a report was generated. Review payroll reports to confirm all payments have been processed correctly. After you submit your application and proof of coverage, no additional steps are typically required from you. Employers process reimbursements based on their internal schedules and the information provided in the monthly reports.

If you wish to receive reimbursements earlier, you can discuss with your employer about adjusting the reporting schedule to an earlier date in the month.

Employees terminated during the covered period remain eligible for any reimbursements for the final month they were employed. Post-termination, they retain access to the Take Command portal for up to 90 days, allowing submissions of outstanding claims.

If a reimbursement leaves a partial balance, the remaining amount will carry forward and be added to the next month's allowance. Policy updates, such as increases to HRA caps, can impact reimbursement amounts. For example, employees who previously reached the old cap may now be eligible for increased reimbursements for claims or recurring premiums set up after the effective date of the new policy.

If funds remain after covering premiums, they may be used for eligible medical expenses, depending on the employer’s plan.

If you've submitted your claim but haven't been paid yet, see ICHRA & QSEHRA Employee: Why Haven't I Received My Reimbursement? for a checklist of common causes and next steps.

Additionally, some companies may enable claim submissions only on specific dates, like the first of each month. Verify your employer’s schedule if you encounter submission restrictions. In one-time reimbursement scenarios, such as initial premiums paid out-of-pocket, employees will still receive reimbursement for that period.

Expenses from the previous year are ineligible for reimbursement after the IRS submission deadline. Current-year expenses must meet MEC requirements to qualify.