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: This robust platform gives you access to the employer portal (COBRA Administration link) which 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 and customizable dashboards to view key metrics. You can also update and assign roles to your employees for access to the employer portal.
  • 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 plan data be visible in the WEX platform?

We’ll be working behind the scenes to get your plan data loaded into the new WEX platform in late August.

 

Here’s what you need to know about changes during this time:

  • Any changes you make in the UnifyHR system after we have gathered the plan data for migration will be manually added to the WEX platform by the end of September.
  • Once you receive your LEAP registration and log in, you will be able to add members directly in the WEX platform. For any plan changes or member updates, please submit a support case to WEX via LEAP.

If you need assistance during the transition, please reach out to us at cobraemployerservices@wexhealth.com.

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 make a one-time payment or set up 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 or debit card payments, but a surcharge up to 3% will be applied to recurring credit card payments and all one-time payments 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 in mid-September. 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. Participants can use a checking or savings account for recurring payments. They can also use a credit or debit card for one-time payments in addition to ACH via checking or savings accounts.

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: WEX will only transfer recurring ACH payments for the full premium. Partial payments will not be transferred. The recurring payment date will not transfer to the WEX platform. Recurring payments will be withdrawn near the beginning of each month unless the participant logs into their online account and changes it to another date. For the initial payment after transfer, the default withdrawal date for October payments will be October 1 for COBRA participants and October 6 for Billing participants. Participants may log in to the WEX participant portal any time after they receive their takeover or welcome letter in mid-September to adjust this date to their preferred schedule, if desired.

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

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

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

Participant payments for October 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 Health, Inc.

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

We’ll update the new platform to reflect any payments already made for months after September 2025.

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 Health Inc.?

Check payments with a postmark after October 31 that are sent to the old address, or made payable to UnifyHR, will be returned to the participant with a notification that a new payment is required.

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.

 

Additional information is included in this document.

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

Yes! Please return the ACH Authorization Form by October 1 in order to receive your first remittance by ACH. Additional information on how to complete the form is included here.

 

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, on the fifth business day of the month following the services. You will receive an invoice from WEX for your October services at the beginning of November. You will also receive your last invoice for September services from UnifyHR at the beginning of November.

 

Due to differing billing cycles you will receive two invoices in November – one from UnifyHR for September services and one from WEX for October services.

 

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

PO Box 9528, Fargo, ND 58106-9528

 

If you would like us to automatically withdraw your monthly administrative fees, make sure to indicate that on the ACH Authorization Form. Additional instructions are included here.

 

Please refer to the Understanding Your Administrative Fee Invoice and the Administrative Invoice Fee Descriptions documents for additional information.

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?

To ensure a smooth transition, aging dependents must be reported to WEX. Our system does not automatically track or proactively age dependents off the plan.

 

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. Upon notification, we will confirm the last date of coverage with the employer and send a second qualifying event notification to the dependent, if applicable.

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

You will have read only access to the current portal through October 31, 2025. Please take time during October to run any reports that you may need. Contact us for assistance if additional needs arise at a later date.

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

Details related to your COBRA Participants and Qualified Beneficiaries will be added to the WEX platform by September 12 and Billing participant details will be added by September 18. Also, please note the following:

  • For fastest payment application, once participants receive their takeover notice or initial letter in mid-September they may make payments directly in the WEX portal or mail payments to WEX, but participant elections and ACH payments will continue to be allowed on the UnifyHR platform through the end of September.
  • We will refresh participant data in the WEX platform if payments are made through the UnifyHR platform after the initial data transfer.
  • After activity ceases on the UnifyHR platform on September 30, we will finish processing all elections and mail sent to UnifyHR that was postmarked by September 30 in the UnifyHR platform, then transfer that information to the WEX platform.
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