When you're ready to reimburse your employees, you'll want to reference your Reimbursement Statements in the Reimbursements section of your Member Portal. On these statements, we'll show you exactly how much each person is owed based on allowances & approved claims applied since the last report ran.
We recommend letting your statements run automatically each month or 2x per month. When you first signed up for your HRA, you selected the frequency and date for us to run the statements. For example, employers might receive reports on the first day or the last day of each month. However, you can always update that in the Reimbursements section of the portal, too. Admin approval is required to make changes to the report generation frequency or date.
Once you're in the Reimbursements section of the Admin Portal, you can view or download your reimbursement statement, and use this as a guide for processing reimbursements. Verify the report date and ensure the date range includes all valid claims to guarantee accurate reporting. Additionally, reimbursement reports are also accessible under the "Reports" tab in the admin portal, especially useful for employers managing payroll integration.
Click on the date range for the reimbursement statement that you'd like to open, or click the three dots to the right to download the Report as a CSV or PDF. Employers using payroll software, such as ADP, must manually download these reimbursement reports and sync them with their payroll systems as they do not auto-sync.
Customizing Report Generation
Admins have the ability to tailor both the timing and content of reimbursement reports in order to suit their organization's needs. Customization options include:
Adjusting the report's statement date: Admins can select or update the date when the report is generated. This adjustment is facilitated through the "Reimbursements" tab in the admin portal.
Employers may also set specific schedules during the onboarding or HRA setup phase, allowing greater control over reporting frequency and timing.
Best Practices for Handling Reimbursement Reports
To ensure smooth operations:
Verify that your HRA start date has been reached to access reports.
Stay aligned with your company’s payroll cycle when downloading or processing reimbursement reports.
Regularly update statement dates if your organization’s reimbursement policies or needs shift over time.
Confirm employee compliance to ensure accurate report generation.
Handling Employee Termination Cases
When terminating an employee, ensure their eligibility and activity are fully recorded in the system prior to entering a termination date. After a termination date is set, the system restricts their inclusion in future reports.
Here's a step by step guide on how to read your reimbursement statement.
Resolving Issues with Previous Month Discrepancies
Discrepancies in reports often arise from plan start dates. Only plans with an active date are eligible for reimbursement. Ensure past coverage is registered and plan details are up to date in the system to correct such issues.
For more details on your account year-to-date, check out the Reports section of your member portal.
Still not sure where to start? Check out our Admin Resource Center for more resources and support.