Roster Management

Administrators: Terminated Employee Access & Policies

As a part of your employee off-boarding process, you may come across questions about how access to Benepass will be impacted by a change in employment status.

Perk Access

Access to perk programs (like a Wellness, Lifestyle Spending Account, or similar benefit) is tied directly to an employee's employment status. This is because purchases made under these benefits use company funds. Once we receive notice of termination, or the termination date has been received by our system, benefit balances expire and the account is deactivated.

Pending Reimbursements

A common question that arises for departing employees is ensuring that final reimbursements have been paid out, if applicable. We encourage all employees to submit any final expenses a few days ahead of their last day to avoid any processing delays. However, our system can determine when an employee becomes inactive and make sure the payment is sent out in a timely manner after departure.

For international employees who will be reimbursed via payroll, you will need to ensure any last reimbursement payments are included on their final pay stub.

Pre-Tax Policies

Pre-tax accounts such as HCFSA, DCFSA, Commuter, and HSAs may be subject to different post-termination policies than perks programs.


  • These accounts are funded in full by your company and paid off throughout the year by the employee via payroll deductions. For this reason, most companies have opted to have a "run-out" period, or a set number of days post-termination for employees to submit any outstanding expenses they incurred during their time of employment.
  • The exact timeframe of the run-out period varies between companies and generally ranges from 30 to 90 days. You will need to consult your benefits plan document or reach out to us directly to confirm.
  • During this time, employees will have modified access to their accounts. Only their pre-tax balances will be available and card spending is turned off. They will make use of their remaining funds by submitting expenses for reimbursement.

Health Savings Account (HSA)

  • HSAs are personal accounts and an employee's access to their funds will not be impacted by a change in employment. The only action they need to take will be to reach out and update their login credentials.

Account Access Post-Termination

If an employee meets any of the above criteria for Benepass access post-termination, they will need to request that their login credentials be updated to reflect a personal email address. Employees are able to reach out to us directly via our request form for assistance with this!

Questions? We are happy to help! Please reach out to the Benepass Admin Support Team by emailing

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