The Reimbursements section of the Employer Portal allows you to view reimbursement statements and download reimbursement reports that show how much to reimburse each employee.
What is the Reimbursements section?
The Reimbursements section contains reimbursement statements for each reporting period.
Each reimbursement statement includes eligible reimbursement amounts based on:
Approved reimbursement requests
Employee allowance balances
Eligible reimbursements approved since the previous statement
Use the reimbursement statement to determine how much to reimburse employees through payroll or your organization's reimbursement process.
How do I view a reimbursement statement?
To view a reimbursement statement:
Sign in to the Employer Portal.
Select Reimbursements from the navigation menu.
Locate the reimbursement statement for the reporting period you want to review.
Open the statement to view employee reimbursement amounts.
Before processing reimbursements, confirm you're reviewing the correct reporting period.
Statements are typically available within the first two business days of the following month. If a statement for a completed period is not yet visible, allow additional time before contacting support.
How do I download a reimbursement report?
You can download reimbursement statements for payroll processing or recordkeeping.
To download a reimbursement report:
Open Reimbursements.
Locate the reimbursement statement you want to download.
Open the report options.
Select your preferred file format.
Available download formats include:
PDF
CSV
Many employers use the CSV file to import reimbursement information into their payroll system.
How are reimbursement amounts calculated?
Take Command calculates reimbursement amounts using:
Approved reimbursement requests
Employee allowance balances
Available carryover amounts, if permitted by your QSEHRA
Employer plan rules
Employee eligibility
Only approved and eligible reimbursement requests are included in reimbursement statements.
Why does each reimbursement statement look different?
Reimbursement statements change as employee reimbursement activity changes.
Common reasons include:
Newly approved reimbursement requests
Changes in employee eligibility
Changes to allowance balances
Recently hired or terminated employees
Plan effective dates
Each reimbursement statement reflects activity for its reporting period.
What if my monthly statement is missing or hasn’t appeared?
Reimbursement statements are generated on a monthly cycle. If a statement for a completed reporting period has not appeared:
Allow until the second business day of the following month for the statement to appear.
If still missing after that date, contact Customer Experience — statements may need to be manually generated by the support team.
If the Reimbursements section is not visible in your Employer Portal navigation, contact Customer Experience — this may indicate a portal access or configuration issue.
When does this article not apply?
This article explains how to view and download reimbursement statements.
It does not explain how to process payroll or record reimbursement payments in external payroll systems.
Key takeaway
The Reimbursements section is your source for reimbursement statements and downloadable reports. Use each statement to determine how much to reimburse employees during the reporting period.
My statement is missing a specific month — what do I do?
If a reimbursement statement for a completed reporting period is not appearing after the 2nd business day of the following month, contact Customer Experience to request manual generation:
Email support@takecommandhealth.com with subject line: 'Missing reimbursement statement — manual generation request'.
Include your company name, the specific month(s) missing, and your payroll deadline.
Statements can be manually generated — typically within one business day.
If you need the statement urgently for payroll, note this in the email.
How do I read the 'Outstanding' or 'Total Unreimbursed Amount' figure?
The Outstanding or Total Unreimbursed Amount shown on your dashboard or in the Reimbursements section is a running cumulative total of approved claims that have not yet been paid to employees. It does not reset each month.
To determine what you owe for a specific payroll period, use the Reimbursement Total from the Reimbursement Statement for that period — not the Outstanding balance from the dashboard. The Reimbursement Statement is the source of truth for each payroll run.
If the Outstanding figure remains high after you have paid employees, this is expected — the portal does not automatically know you have paid via external payroll (Gusto, ADP, Rippling, etc.). Contact Customer Experience if you need to reconcile or mark reimbursements as paid.
The statement shows zero ($0) for an employee I expected to reimburse
An employee showing $0 on the Reimbursement Statement typically means one of these conditions applied during the reporting period:
No claims were approved before the reporting cutoff — claims approved after the cutoff appear on the next period's statement.
The employee's proof of coverage was not in Approved status — coverage must be verified before claims can be included.
The employee's allowance for the period was $0 (fully consumed by prior reimbursements or not yet accrued).
The employee was not eligible during the reporting period.
Open the employee's record in the Reimbursements section to view their claim status and coverage verification state. If the issue is unclear, contact Customer Experience with the employee name and reporting period.
The download fails or opens as unreadable text
If the PDF does not open correctly or the CSV appears as garbled text:
For PDF: try right-clicking the Download button and selecting 'Save link as' to save the file before opening it. Open the saved file with Adobe Acrobat rather than a browser PDF viewer.
For CSV: open a blank Excel spreadsheet, use Data → From Text/CSV to import the file, and ensure the delimiter is set to comma.
If the download fails entirely across multiple browsers, contact Customer Experience — they can email the statement directly as an attachment.