Solution: Use a platform that enables communication within a request until it’s ultimately approved or denied. This keeps the conversation contained and allows the employee to respond to administration without the hassle of resubmitting. Done the right way, reimbursement programs can enhance employee engagement, improve retention and contribute to the well-being of the organization as a whole. To ensure the success of these programs, HR teams not only need easy access to data, but they also need an efficient and streamlined way to include all employees. Definitions Paper Claim: Also called a “traditional” claim, it’s any claim submitted for reimbursement after an expense has been billed to or paid by the plan participant (or both). Carryover or Rollover: Employers can allow participants to have unused reimbursement amounts carried over to the next eligible period (month, quarter, year). Employers have full discretion over how the carryover is managed. They may choose to allow the employee to keep all or only a portion of unused funds for use in later years, or they may require forfeiture of all fund balances after the close of the eligible period. Grace Period: The time that you have to incur eligible reimbursements once your plan year has ended. A grace period can be as long as two-and-a-half months, but employers decide if a grace period is allowed and how long it lasts. Run-out Period: How long you have to file a reimbursement incurred during the plan year and during the grace period following the plan year. Run-out periods typically last 90 days after the end of the plan year, but it is at the employer’s discretion. For example, if your plan year is from January 1, 2018 to December 31, 2018, you have until March 31, 2019 to file a claim. The time between January 1, 2019 and March 31, 2019 is your run-out period. Adjudication: The process that results in the paying or denying of a request for reimbursement. Plan Document: The written document and any applicable amendments that are evidence of the employer’s reimbursement program. To learn more about implementing a successful Lifestyle Spending Account (LSA) reimbursement program at your organization, connect with Espresa. About Espresa Espresa empowers companies to provide world-class onsite programs that employees love and associate with best places to work. With an intuitive user interface, benefits teams can easily administer onsite wellness, fitness, and lifestyle convenience services, as well as promote internal programs and events through one platform. Employers can take advantage of a streamlined vendor management by consolidating invoicing and access to a marketplace of prescreened service partners to quickly add popular programs. With Espresa, you’ll also have the analytics at your fingertips to see which programs are most popular and provide a strong return on investment. Visit Espresa.com to learn how other companies, like Flex and Workday, are personalizing their benefits. 6 espresa.com | Increasing Employee Engagement With LSAs + Reimbursement Programs