You can submit eligible medical expenses through your Employee Member Portal if your employer’s QSEHRA allows medical expense reimbursements and your proof of coverage has been approved.
What medical expenses can I submit?
Your employer’s QSEHRA may be set up to reimburse:
Insurance premiums only, or
Insurance premiums and eligible medical expenses
Eligible medical expenses generally follow IRS Publication 502 guidelines and may include items such as:
Doctor visit copays
Prescription medications
Other qualified healthcare expenses
If your plan allows medical expense reimbursement, the Add Expense button will appear in your portal after your proof of coverage is approved.
If you have a recurring monthly insurance premium, submit it as a recurring premium expense instead of a one-time medical expense.
How do I submit a medical expense?
Log in to your Employee Member Portal.
Select Add Expense from your dashboard.
Enter the requested expense information.
Select the family member who received the medical service.
Upload your supporting documentation.
Review your information and submit the claim.
If you have multiple family members on your account, make sure you select the correct person associated with the expense.
What information does my documentation need to show?
To approve your claim, the Claims team must be able to verify:
Patient name
Provider, hospital, or pharmacy name
Date of service
Description of the service provided
Cost of the service
The date of service is the date the care was received, not the date you received or paid the bill.
Documents should be submitted by individual date of service. If multiple expenses appear on the same statement, submit each expense separately to meet IRS requirements.
What file types can I upload?
Uploaded documents must:
Be 10 MB or smaller
Include all required claim details
Be clear and readable
Accepted file types include:
PNG
PDF
JPEG
Only one document can be uploaded per expense submission.
If you have multiple files, such as a receipt and a Letter of Medical Necessity (LMN), combine them into one PDF before uploading.
How do I submit a Letter of Medical Necessity (LMN)?
If your expense requires a Letter of Medical Necessity:
Combine your LMN and related receipts into one PDF.
Confirm the LMN covers the applicable dates of service.
Upload the combined document with your expense submission.
In most cases, an LMN only needs to be submitted once per year if it covers recurring services.
Once you click the ‘add expense’ button, the following will appear. Please fill out each section to the best of your abilities. Remember to select the correct family member that the medical expense was for (if you are the only person on your profile, you will still need to select your name).
For your one-time medical expense claim to be approved, our Claims team needs to be able to see the following:
Patient name
Medical provider/hospital /pharmacy name
Date of service (not to be confused with billing date, this refers to the date the service itself was provided)
Specific services provided
Cost of service
Why don’t I see the Add Expense button?
The Add Expense button may not appear if:
Your employer’s QSEHRA does not reimburse medical expenses
Your proof of coverage has not been approved
You do not have available funds
The plan year has ended
You are logged into the wrong portal
Confirm you are using the Employee Member Portal, not the Employer Admin Portal.
If your account appears eligible but the button is missing, contact Customer Experience (CX) for help.
Why is my Add Expense button greyed out?
The Add Expense button may be disabled when:
Your Current Year Balance is $0
Your proof of coverage is still pending approval
Your employer’s plan does not allow medical expense reimbursements
The plan year is closed
If your balance shows available funds and the button is still unavailable, contact Customer Experience (CX).
What happens if my expense is larger than my monthly allowance?
Submit the expense only once.
If approved, Take Command tracks the remaining eligible amount and continues applying available allowance until:
The expense is fully reimbursed, or
You reach your annual allowance limit
Unused monthly allowance accumulates throughout the year and appears as your Current Year Balance.
Can I submit an expense from a previous year?
Expense eligibility is based on the date of service, not the billing date.
For example, if you receive care in December but receive the bill in January, eligibility is determined by the December service date.
Expenses cannot be submitted after a plan year has closed.
What should I do if my upload fails?
If your document will not upload:
Confirm the file type is PNG, PDF, or JPEG.
Make sure the file is under 10 MB.
Try reducing the file size.
Confirm your plan year is still open.
Try another browser or device.
If the issue continues, save any error message and contact Customer Experience for assistance.
Key takeaway
Submit medical expenses through the Employee Member Portal using the Add Expense button. Make sure your documentation clearly shows the patient, provider, date of service, service details, and cost so your claim can be reviewed.