To find out your employee's status, whether he or she has completed onboarding, has a compliant proof of coverage on file, or has submitted claims, log in your Member Portal.
ONBOARDING STATUS
First, in the Employee Roster, you can check your employee's QSEHRA or ICHRA status. It will show one of the following:
Active
When an employee's status is "Active" it means that they have submitted proof of qualifying insurance and may begin to submit claims for reimbursement.
No Proof of Coverage
When an employee's status is "No Proof of Coverage," it means that either:
Their insurance plan does not meet the requirement to participate
We have asked your employee to submit additional information about their plan
Their proof of coverage is expired (we are past a compliance check date)
They have not yet logged in to complete onboarding.
When their coverage is expired or non-compliant, we will not allow employees to submit any medical expenses and disable all recurring expenses, so on your report you will not see any amount listed for them to be reimbursed.
Ineligible Owner
This is specifically for those who are ineligible to participate in the HRA as an employee because of their ownership status.
CLAIM STATUS
To see whether your employee has submitted any claims you can check a few places.
First, you can run a Claims Summary Report. You can see all claims they have made, their status, and whether they have been reported to you on a reimbursement report yet.
You can also go back to the Employee Roster, click on the employee's name, and review the list of their claims. If there are none listed, they have not had any claims approved. In the list of approved claims, the "Reimbursed" column will show you how much of each claim has shown up on a monthly Reimbursement Statement. Here's what it means when it shows that $0 or only a portion of the claim has been reimbursed.
REIMBURSEMENT STATUS
Before processing any reimbursements, you'll want to reference your Reimbursement Statements. These are statements we provide each month, or semi-monthly, or bi-weekly, in order to show you exactly how much to reimburse each employee.
After claims are reviewed & approved, we report the final numbers to you on a Reimbursement Statement so that you can reimburse your employees directly. This will help protect your employee's privacy and save you time in tracking their expenses.
Each reimbursement statement will show you what employees are owed based on allowances & claims applied since the last report ran. Click here for more info on Reimbursement Statements.
Still not sure where to start? Check out our Admin Resource Center for more resources and support.
Understanding employee status labels
The Employee Roster uses several status labels. Here is what each means and what action (if any) is needed:
Status | What it means | Action needed |
Active | Proof of coverage approved — employee can submit claims | None |
Invited | Welcome email sent but employee has not logged in yet | Follow up with employee or resend invite |
Onboarding | Employee logged in and is completing onboarding steps | None — status will update once proof of coverage is approved |
No Proof of Coverage | Employee's coverage docs are expired, declined, or not yet submitted | Employee must upload or resubmit proof of coverage |
Waived | Employee declined participation for this plan year | Contact CX if the waiver was submitted in error |
Ineligible Owner | Business owner not eligible to participate as an employee | None — this is by design for owner-employees |
Suspended / Terminated | Employee's HRA eligibility has ended | 90-day runout period applies for previously eligible claims |
Frequently asked questions about employee status
Why does an employee show 'Invited' even after I sent the welcome email?
Invited status means the welcome email was sent but the employee has not yet clicked the link and created their account. The status stays as Invited until the employee completes first login. To resend the invitation: find the employee in the roster, open their record, and select Send Sign-Up Link.
Why does a claim show partially reimbursed or $0 on the reimbursement statement?
A claim shows partially reimbursed or $0 when the employee's available allowance for the period was less than the claim amount. The remaining amount carries forward to future reporting periods. The Reimbursed column in the employee's claim list shows how much of each approved claim has appeared on a monthly Reimbursement Statement — an amount of $0 means the claim has not yet been included in a statement.
An employee is still showing on my reimbursement report after termination — is something wrong?
This is expected. Terminated employees retain a 90-day runout period to submit eligible claims for expenses incurred while they were active. If they submitted a valid claim before the runout closed, it will appear on your reimbursement report. This does not indicate a problem with the termination.