The QSEHRA Reimbursement Statement shows how much you should reimburse each employee for the reporting period and serves as the source of truth for reimbursement processing.
What is a Reimbursement Statement?
A Reimbursement Statement summarizes:
Approved reimbursement claims
Employee allowance balances
Carryover amounts
Tax-free reimbursements
Taxable reimbursements
Total reimbursement amounts owed
Take Command reviews and approves claims, then generates the Reimbursement Statement for employer reimbursement processing.
What should I do when I receive a Reimbursement Statement?
To process reimbursements:
Open the Reimbursement Statement.
Review each employee's reimbursement details.
Review tax-free and taxable reimbursement amounts.
Process employee reimbursements through payroll or another payment method.
Retain the statement for payroll and tax records.
What does Tax-Free mean?
Tax-Free reimbursements are approved expenses that are not subject to payroll or income taxes.
Examples may include:
Individual health insurance premiums paid with post-tax dollars
Eligible medical expenses
Other IRS-qualified QSEHRA expenses
What does Taxable mean?
Taxable reimbursements must be treated as employee taxable income.
A common example is reimbursement of premiums paid through a spouse's employer-sponsored group health plan when permitted by the QSEHRA.
Taxable reimbursements may be subject to payroll withholding and reporting requirements.
What does Current Allowance mean?
Current Allowance is the employee's available monthly QSEHRA allowance for the current reporting period.
What does Previous Allowance mean?
Previous Allowance is unused allowance carried forward from prior periods when the plan allows rollover.
What does Total Allowance mean?
Total Allowance is the maximum amount available for reimbursement during the reporting period.
It is calculated as: Current Allowance + Previous Allowance
What does New Claims mean?
New Claims are reimbursement requests that:
Were submitted during the reporting period
Were approved since the previous statement
What does Previous Unreimbursed Expenses mean?
Previous Unreimbursed Expenses are approved claims that were not fully reimbursed in an earlier period because available allowance was insufficient.
These claims remain eligible for future reimbursement.
What does Claims Subtotal mean?
Claims Subtotal is the total approved reimbursement balance before allowance limits are applied.
It includes:
New Claims
Previous Unreimbursed Expenses
What does Reimbursement Total mean?
Reimbursement Total is the amount you should reimburse the employee for the reporting period.
The Reimbursement Total is the lesser of:
Claims Subtotal
Total Allowance
This is the amount employers should use when processing reimbursements.
Why is Reimbursement Total less than Claims Subtotal?
This usually occurs when approved claims exceed the employee's available allowance.
Common reasons include:
Claims exceeded available allowance
Previous claims are awaiting reimbursement
Available allowance has been exhausted
Remaining approved claims may be carried forward to future periods when allowed by the plan.
Why does an employee show $0 reimbursement?
An employee may show $0 reimbursement when:
No claims were submitted
Claims are pending review
Claims were denied
No allowance is available
The employee is not eligible during the reporting period
What should I do if a reimbursement amount looks incorrect?
To review a reimbursement amount:
Verify employee eligibility.
Review claim approval status.
Review available allowance balances.
Compare the statement with payroll records.
If questions remain, contact Take Command Support.
Does the Reimbursement Statement issue payments?
No. The Reimbursement Statement:
Does not issue payments
Does not transfer funds
Does not reimburse employees automatically
Employers are responsible for issuing reimbursement payments directly to employees.
Key takeaway
The Reimbursement Statement is the source of truth for QSEHRA reimbursement processing and shows the amount owed to each employee based on approved claims, available allowance, and plan rules.
Common questions about reimbursement statements
How do I use the Reimbursement Statement with an external payroll system (Gusto, ADP, Rippling)?
Download the Reimbursement Statement as a CSV. The CSV contains the Reimbursement Total per employee for the reporting period — this is the amount to enter in your payroll system.
Key fields to use in your payroll system:
Tax-Free Reimbursement: enter as a non-taxable benefit line item (no payroll tax withholding required).
Taxable Reimbursement: enter as a taxable income line item and apply the appropriate payroll tax withholding.
Do not combine Tax-Free and Taxable amounts into a single line — they must be treated separately for IRS compliance.
My statement shows a different amount than I paid last month — why?
Statement amounts change each period as claims are submitted and approved. Common reasons the amount differs from the prior month:
New claims were approved and added to the statement.
Prior unreimbursed claims carried forward from a month when allowance was insufficient.
An employee's eligibility changed (new hire, termination, coverage gap).
The plan year rolled over and a new allowance cycle started.
The breakdown for each employee (Current Allowance, Previous Allowance, Previous Unreimbursed Expenses, New Claims, Claims Subtotal, Reimbursement Total) shows exactly how the current period's amount was calculated.
A reimbursement shows as Taxable but I believe it should be Tax-Free — what should I do?
Tax classification is determined by how the employee's insurance premium is paid:
If the employee pays their premium post-tax (typical for individual marketplace plans), reimbursement is Tax-Free.
If the employee is reimbursed for a premium already paid pre-tax through a spouse's employer plan, reimbursement is Taxable (IRS no-double-dip rule).
If the classification appears incorrect, contact Customer Experience with the employee name, the period in question, and documentation of how the premium is being paid. Do not adjust this in payroll without confirming with CX — misclassification creates a tax compliance issue.
How do I mark reimbursements as paid once I process payroll?
The portal does not automatically know that you have paid employees via your external payroll system. The Outstanding or Unreimbursed figures on the dashboard reflect cumulative approved amounts — they do not update when you run payroll externally.
If you need reimbursement records to reflect payment (for example, to reconcile with employee records), contact Customer Experience with the payment date, amounts, and the employees covered. They can update the status in the system.