What’s happening with our COBRA and Billing Services?

Our primary goal is to continue to deliver an outstanding experience for you and your former employees. The WEX technology platform is user-friendly and designed to simplify administration and ensure regulatory compliance for both your team and your participants.

Our promise to you remains the same – We are committed to providing you the technology that makes your life easier and service that delivers.

What new features can we expect with the WEX platform?

 You will enjoy several new features, including:

  • LEAP (Employer Portal): This robust employer portal allows you to enter or upload information on new hires and qualifying events, view specific member details, access COBRA reports, and update plans and rates. LEAP also provides access to the last 12 months of invoices, customizable dashboards to view key metrics. You can also update and assign roles to your employees for portal access.
  • KnowledgeBase: Inside LEAP you will also have access to a comprehensive Knowledgebase with step-by-step instructions and video demos.

COBRA Participants will also enjoy these new features:

  • Mobile App: Participants will have access to a mobile app, making it easy for them to access their accounts, make elections, set up one-time and recurring payments, and view their payment history.
  • Marketplace Link: A link to the healthcare marketplace will be available on the qualifying event form, offering participants an alternative to COBRA.
  • IVR Payments: Participants can make COBRA and Billing payments through our interactive voice response system anytime of day or night.
  • KnowledgeBase: Participants will have access to their own comprehensive Knowledgebase where they can look up answers to all of their questions.

What reporting will be available on the WEX platform?

The most commonly used reports are:

  • Direct Bill Detail for ACA Report
  • Direct Bill Summary Report
  • Generated Letters Detail Report
  • Generated Letters Summary Report
  • Member Status Report
  • Members Without Plans Report
  • Paid Through Report
  • Proof of Mail Report
  • Qualified Beneficiary Detail for ACA Report
  • Qualified Beneficiary Plan Members Report
  • Qualified Beneficiary Summary Report
  • Remittance Report

Please see the COBRA Reporting Options Overview for more details.

 

Your remittance report will be posted inside your portal around the 15th of each month. You may schedule any other reports to be run automatically as well.

When will our current data be visible in the WEX platform?

We will load your data into the WEX platform following these steps:

  • We will move your required plan data to the WEX platform in early August. 
  • Participant elections and payments will continue to be made on the UnifyHR platform through the end of August.
  • After activity ceases on the UnifyHR platform on August 31, we will finish processing all elections and mail that was postmarked by August 31 in the UnifyHR platform.
  • Final participant data will be transferred to the WEX platform the week of September 15. 
  • Qualified beneficiaries that have not yet elected COBRA or Billing will be moved to the new platform during the final data transfer.

Will historical data and documents transfer to the WEX platform?

Not all historical data and documents will automatically transfer to the WEX platform. Data necessary for your administration will be transferred. All new and transferred data and documents generated after the migration will be available to view on the platform. If you need to access historical data or documents, please contact us for assistance.

How do participants make premium payments on the new platform?

Participants can set up one-time or recurring ACH payments through the WEX participant portal. They can also mail a check made payable to WEX. The payment mailing address is PO Box 2079, Omaha, NE 68103-2079.

 

(Please note that there is no charge for recurring ACH payments, but a one-time payment will incur a $20 processing fee.)

How will participants know how much to pay each month?

Payment coupons that detail the dates and amounts due will be included in the letter we send to participants the week of August 25. When mailing in a payment, the appropriate coupon should be included with the payment.

 

Participants can also log into their account at any time to see their amounts due for each month. While they are in the portal, they can make a payment online directly from their checking account (via ACH).

What about participants who have already set up recurring ACH payments?

Your participants’ existing recurring ACH payment setups will transfer and continue automatically.

 

Important note: For the initial payment after transfer, the default withdrawal date for September payments will be August 29 for COBRA participants and September 4 for Billing participants. Participants can then adjust this date to their preferred schedule within their online portal or mobile app.

Where should participant payments for months before September 2025 be sent?

Participant payments for months before September 2025 should continue to be sent to Chard Snyder or UnifyHR using the same methods as they are today.

Where should participant payments for September 2025 and future months be sent?

Participant payments for September 2025 and future months should be made through the WEX website or mailed to the new address: PO Box 2079, Omaha, NE 68103-2079. Checks should be made payable to WEX.

What if a participant has already made a payment for September or future months?

We’ll update the new platform to reflect any payments already made for months after September 2025. Any payments made after the initial data transfer will be added to the WEX portal the week of September 15.

What if the participant is making a payment at the last moment?

We cannot accept payments via overnight courier, but participants will now have the option of paying through our automated phone system. Online payments using ACH from the participant’s bank account can be submitted through the last day of their payment grace period. Payments mailed in must also be postmarked by the last day of their payment grace period.

When will we stop accepting payments sent to the old address or checks not made out to WEX?

Once the data has been transferred to the WEX system, we will no longer be able to accept payments sent to the old address or addressed to UnifyHR. Participants will be notified and their payment will be returned.

How will premium remittances work on the new platform?

We will continue to remit participant premiums to you via an ACH transfer or check each month, no later than the 15th business day. Funds will include premiums received for the current month and any previous months since the last remittance.

Do we need to do anything to ensure we receive remittances by ACH?

Yes! We will send you instructions on how to authorize ACH payments in the new system.  

 

You should also contact your financial institution and provide them the following information to authorize WEX Health, Inc. and Bancorp to initiate ACH transactions to and from your account.

Origination Company Name & ID Number: WEX Health, Inc. — 1900058554

Origination Company Name & ID Number: The Bancorp Bank — 1050006509


Please advise your bank that although most ACH transactions will be credits for remitted premiums, there could also be situations that require debits withdrawing funds from the account.

How will monthly admin fee invoices be impacted by this transition?

Fees for WEX COBRA and Billing services are billed in arrears, so you will receive an invoice for your September services at the end of October.

 

You will receive your  invoice for August services from UnifyHR at the beginning of October.

 

Administrative fee payments made by check should be sent to this new address:

PO Box 9528, Fargo, ND 58106-9528

How do I request a copy of the current W-9?

You may access the current W-9 here.

How will eligibility updates be communicated?

Instead of a weekly report, you will now receive a secure email with a PDF attachment each time a participant makes a change to their enrollment status. These emails will include all necessary details and will be delivered the business day following the change. If we send eligibility updates to your carriers, we’ll work with them directly to transition to the new process.

What happens when a covered dependent turns 26?

When we are notified that a covered dependent is turning 26, we will confirm the last date of coverage with the employer and send a second qualifying event notification to the dependent, if applicable. We initiate this process when we are informed by the COBRA participant, their dependent, the employer, or the insurance carrier that a dependent is aging off the plan.

How long will we be able to log in to the current portal?

You will have read only access to the current portal through September 30, 2025. Please take time during September to run any reports that you may need. Contact us for assistance if additional needs arise at a later date.

Forms & Resources