Medical Insurance Reimbursement Process

This document serves as the process for reimbursing full-time United States based Gradient staff for their medical benefits using TakeCommand and Justworks.

Due to the nature of Gradient’s small size, we use an ICHRA platform, TakeCommand, to manage our medical benefits.

Employees can either select their insurance through TakeCommand’s “market” or “bring your own.”

Remember to add new employees (if they are US-based) to the system ASAP because it can take some time to get them set up.

1. Primary Admin receives email from TakeCommand with a link to the latest monthly report
2. A recurring Jira issue also contains a link to the report, outlining payment totals
3. Go to Justworks > Payment Center > Miscellaneous non-taxable > click Schedule Payment

5. Confirm Payment Entry Method: Manual is selected
6. Set Delivery preferences as the first available pay date
7. Additional Information > Notes: “[Month] [Year] medical benefits reimbursement”
   • Keep in mind the month will be the current month. Any claims submitted for the prior month after the last report was processed will be included on the current report retroactively. Otherwise, reports typically include premiums for the current month since premiums are issued on the first of the month.

8. Enter in the correct amount for each person from the report

   • You can search for each person or enter them in the list
   • The total payees and gross amount will show to the right

9. On the next page, confirm the information and click “Submit Payments”

10.  A confirmation email will be sent to those with specific Justworks permissions that a payment will be paid out on the specified date.
11. Remember to move the recurring Jira issue to Done once all steps are complete.