Changes that can be made within the Admin portal:
Report Frequency and Date can be changed in the Reimbursements Tab
Company Name can be changed in the Settings Tab
An Employee's class can be changed in the Employee Roster Tab. Select the three dots next to the employee's name then select Edit.
Add/Remove and Employee in the Employee Roster Tab. Select the three dots next to the employee's name then select Terminate.
Send Welcome Email in the Employee Roster Tab. Select the three dots next to the employee's name then select Send Welcome Email.
Add a Company Admin in the Settings Tab. Select Administrators and then select 'add new'
Adjust Primary Admin in the Settings Tab. Must be completed by the current primary admin. Select the box next to admin you wish to make primary and then select the purple star to the right label 'Make Primary Admin'
Adjust payment information in the Settings Tab. Select 'Plan and Billing'
Changes that cannot be done in the Admin Portal:
Contact support@takecommandhealth.com for help with changing the following configurations.
Annual Renewal Timeline:
Changes for the next plan year should be submitted and finalized by September.
Updated documents, including ICHRA notices, will be prepared in October to comply with the 90-day notice requirements.
Mid-Year Changes:
Generally not allowed unless coinciding with the start of a new plan year.
Changing the Compliance Check Frequency:
Compliance Frequency is set for how often employee's should upload proof of coverage. This is used to ensure the validity of coverage.
Can be annually or quarterly
Changing the Reimbursement Rate:
Updating ICHRA Reimbursement Rates
To update reimbursement rates, follow these steps: Step 1: Decide the New Allowance Structure
Define new monthly allowance amounts by employee class and coverage tier (Single, Couple, Kids, Family).
Ensure new amounts align with the 3:1 age band ratio (if applicable).
Step 2: Submit Changes to Take Command Changes must be submitted via the Support team:
Email your company name, plan year, effective date, class details, and new allowance amounts to Support or your dedicated Client Success Manager (CSM).
Reimbursement Rate is the monthly allowance you would like to offer your employees. The base reimbursement rates for ICHRA allowances are $1500 for single, couple, kids, and family categories, providing a uniform starting point for structured contributions.
Overview of ICHRA Reimbursement Categories
ICHRA reimbursement rates include different categories based on employee coverage needs. Employers can allocate allowances as follows:
Single: Employees covering only themselves.
Couple: Employees covering themselves and a spouse (excluding children).
Kids: Employees covering children only (excluding a spouse).
Family: Employees covering a spouse and one or more children, or children only (with or without a spouse).
There are four allowance categories for ICHRA, single, couple, kids, and family. The rates can be designed to vary by age with the base age of 26. When varying contributions, employers must adhere to the IRS age curve’s 1:3 maximum ratio from youngest to oldest employees within the eligible age range (21–64). Custom age bands, like 'under 50' or '50 and over,' are prohibited. Employers can implement age-based scaling of allowances according to the IRS age curve to ensure proportional purchasing power as premiums increase with age. For example, a 21-year-old may have a base allowance of $350, while this gradually increases to $1050 for a 64-year-old. Detailed calculations can use the full IRS-provided age curve.
If you have more than one class, ensure you specify which class's rates you are adjusting.
Reimbursement Rate for each Category:
Single: $1500.00
Couple: $1500.00
Kids: $1500.00
Family: $1500.00 Employers can modify these rates to align with their organizational policies while adhering to compliance rules. Updated rates should be consistent across coverage tiers and classes, ensuring fairness and adherence to regulatory requirements. For example, Single: $500.00, Couple: $1,500.00, Kids: $1,500.00, Family: $1,500.00 might reflect adjustments due to company budgets or demographic shifts. Employers can customize reimbursement caps for each category, deciding fixed monthly amounts within each employee class. For instance, they may allocate higher rates for full-time employees compared to part-time employees. Note that these caps are category-based and not calculated per individual child, ensuring compliance and simplifying administration.
Changing the Waiting Period
The waiting period is the amount of time an employee has to wait before they become eligible for the HRA benefit.
If you have more than one class, let us know which class you are adjusting the waiting period for.
The waiting period can be 0, 30, 60, or 90 days.
Changing the Exclusions:
Exclusions are the set(s) of employees that are not offered the HRA benefit and cannot participate. The ICHRA exclusions categories are:
Full Time / Part Time
Hourly / Salary
Seasonal
Rating Area
Overseas
Staffing Firm
CBA
Allow Rollover:
Rollover is the unused amounts of allowance. You can choose to allow the unused to portion to be utilized into the next plan year. Otherwise, the allowance amount disperses on March 31st of the following year.
Yes or No
How to Add a New ICHRA Class:
If you would like to add a new class to your HRA, contact Take Command Support with the following information:
The classification(s) used for the class (see list below)
The waiting period for the class
Will the class accept medical expenses
Reimbursements Rate for each Category:
Single:
Couple:
Kids:
Family:
Will this class's reimbursement rate increase based on the age curve? Base age is 26.
The allowable ICHRA classes are as follows:
Full-time employees
Part-time employees
Seasonal employees
Employees covered under a collective bargaining agreement
Employees in a waiting period
Foreign employees who work abroad
Employees working in the same geographic location (same insurance rating area, state, or multi-state region)
Salaried workers
Non-Salaried workers (such as hourly workers)
Temporary employees of staffing firms
A combination of two or more of the above