If you want to set up a Qualified Small Employer Health Reimbursement Arrangement (QSEHRA), you might feel overwhelmed because there will be quite a lot of new concepts and terms that will be difficult to understand.
But doing these steps through HRA Administration Software will automate the hard part of the process. So for your convenience, we have divided the complete setup into 8 simple steps. Make sure to read and follow them exactly as they are mentioned below.
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How to Set Up Qualified Small Employer HRA (QSEHRA)?
Follow the 8 steps below to successfully set up a Qualified Small Employer Health Reimbursement Arrangement (QSEHRA).
1. Pick a Date to start QSEHRA
The first step is as simple as it can get. You need to pick a date on which you want to start your QSEHRA. In case you already have an existing plan, you need to cancel it before the date of starting your QSEHRA Plan. If not, then you can start your QSEHRA as soon as you see fit.
2. Set Cancellation Date For Group Policy
This step only applies if you have an existing group health plan in place. You need to set a date to cancel your group health plan before starting your QSEHRA. But to avoid any inconvenience, it is best to schedule the date a day before your QSEHRA plan starts.
3. Confirm Eligibility Criteria
The next step is to decide which employees will be eligible for the QSEHRA Plan. Mostly, employers offer QSEHRA plans to their full-time W2 Employees. But suppose you decide to provide this plan to your part-time employees. In that case, you should know that paying them the same amount of allowance as a full-timer is necessary.
4. Determine a Budget and Set Allowance
The next step in this setup is to decide on how much you will pay an employee as an allowance to compensate for their medical expenses and premiums. Make sure to set an amount that is in your comfort zone. Over-exerting your budget can cost you a lot.
5. Organize Legal Plan Documents for QSEHRA
This step is the most critical one. It is very important to follow the IRS and Department of Labor rules while compiling your written plan documents for QSEHRA Plan. These rules include the allowance each employee will be given, which employee will be compensated for their medical expenses, etc. Employers that fail to follow these rules while compiling their QSEHRA Plan can face huge penalties.
6. Let Your Employees Know About New Benefits of QSEHRA
When you start a new health plan, it is necessary to let your employees know about its benefits. Otherwise, they can’t access those benefits. So make sure that all your employees know the benefits of using the QSEHRA Plan and the steps they need to follow to advance for the QSEHRA Plan. More so, ERISA rules state that employers should provide their employees with a summary plan description to understand the plan properly. Such as, you should let your employees know steps for applying, their annual QSEHRA allowance, and how they can get benefits in months when they are missing important coverage.
7. Provide Employees Resources to Buy Individual Health Plans
Reading and understanding a health insurance policy is not an easy task. The complexities of their health benefits trick most employees. For example, suppose you implement QSEHRA mid-year. In that case, the employees will likely be confused about getting an advantage of the 60-day special enrollment period. As an employer, you need to explain the new plan’s benefits as simply as possible to help your employee. Remember that federal rules prohibit you from helping the employees on deciding to choose the plan. You can provide all the tools to help them understand the aspects of the policy, but deciding whether to take it or not is up to the employees.
8. Follow All the QSEHRA Deadlines
The business must adhere to the deadlines set forth in the QSEHRA, such as employee notification requirements and responses to declined reimbursement requests. The QSEHRA plan documents also initiate deadlines for fulfilling authorized reimbursement requests.
Setting up the QSEHRA Plan is a multiple-step process that is easy and complex at some points. So to make it easier for the employers, we have divided this process into the above discussed 8 steps. Suppose you have any questions related to the topic discussed above. In that case, you can let us know via the comment section of the website given below. Your feedback is always welcome, so feel free to share it with us.