Remove an employee

Summary

Note: There are two ways to remove coverage for an employee.

• You can permanently terminate an employee's coverage
• You can temporarily make an employee inactive for a date range of period. This is most often used for maternity/paternity leaves and leaves of absences where the plan administrator knows when the employee will return to having coverage.

See both processes outlined below:

Termination Process

1. Login and go to "Plan Administration Menu" and then click on "Edit/Enter Employee Information"

2. Find the employee's name on your employee list.

3. Go on the "Status" column beside their name and click on the "(View/Updated)" link

4. To terminate coverage, enter in a deactivation date that is dated on today's date or a future date.

5. Use the 'Access After Termination' dropdown to enter in how many days you would still like the employee to have access to their account.

Note: This allows the employee to login and submit claims, however only receipts dated prior to the deactivation date will be accepted by the claims team.

If it is necessary to back-date an termination, enter today's date here and then follow the steps under the Inactivation Process below to go back to the actual termination date. 

6. Once you go back to your employee list, you will notice the terminated employee is now pink. This will disappear after the termination date has passed, and the employee will no longer show up on your active employee list. To bring up their information you must, click on "Include deactivated employee records" under the search bar.

Inactivation Process

1. Find the employee's name on your employee list.

2. Go on the "HSA Inactive Dates" column beside their name and click on the "HSA Inactive Dates" link

3. Click the "Add Date Range" box to enter a date range where an employee is NOT to have coverage.

Note: This section is useful as it allows you to specify when the employee's coverage will start again. You do not have to terminate an employee if their benefits only need to be temporarily suspended. The employee will have access to their account, but receipts dated within this date period will not be approved by our claim team. 

You can also use this section to back-date a termination if that plan administration action was missed prior to that date passing. 

Summary

This article covers how to terminate an employee’s coverage. 

For instructions on how to temporarily make an employee inactive for a date range of period, click here. 

This option is most often used for maternity/paternity leaves and leaves of absences where the plan administrator knows when the employee will return to having coverage. 

Terminate an employee’s coverage

1. Login and click on the "Employees" tab. 

2. Locate the employee whose coverage you want to terminate and click on their name.

3. Click on the "Terminations" tab.

4. Click on the blue "Terminate" link to trigger a pop-up window. 

5. Enter in the following details, and then click "Save" to complete the termination.

Termination Date: When the employee resigned or was let go. This information is for your records but does not impact benefits coverage.

Benefit End Date: The last day you want the employee to have coverage. Only expenses incurred prior to this date will be processed.

Access After Termination (days): How long the employee can access their account to log in, make claims, and see their claim history.

Termination Note: Enter in any notes or details about the termination. 

Please note, to bring up a terminated employee’s information you must click on "Show deactivated employees." It is a checkmark box located under the search bar in your ‘Employees’ tab. All inactive employees show up as pink in your employee list.