Submitting Reimbursement Requests on the Website
This article applies to you if you have a Via Benefits reimbursement account, sometimes known as a Health Reimbursement Arrangement.*
If you are receiving an Individual Coverage Health Reimbursement Arrangement (ICHRA) through your employer, please visit the ICHRA QuickStart Reimbursement page.
Note: Some information may be cut off if you set your browser to 125% zoom or higher. We recommend using 100% zoom and expanding your browser.
Preferred Methods
Automatic Premium Reimbursement and Express Reimbursement are the preferred methods for submitting premium reimbursements as they don't require supporting documentation. Premium reimbursements should only be entered manually if Automatic Premium Reimbursement and Express Reimbursement aren’t turned on.
Submit a Reimbursement Request
What’s New?
Via Benefits now offers a faster reimbursement submission experience. After uploading your documents, the system reviews them, extracts key information, and confirms required details. If you prefer, you can enter the expense details manually.
Types of Expenses You Can Submit
You can submit the following expenses for reimbursement:
Premium expenses
Out-of-pocket expenses (e.g., copays, coinsurance, deductibles)
Note: Some former employers only allow premium reimbursement.
Premium Expense
To enter a premium expense, complete the following steps:
Note: Select an image to enlarge it.
1. Sign in to viabenefitsaccounts.com.
2. On the Dashboard, select Add New Expense.
3. On the Reimbursement Center page, review available reimbursement options:
Note: If you don’t see this page, go to step 4.
Turn on Automatic Premium Reimbursement for eligible premiums to be reimbursed automatically. Read Automatic Premium Reimbursement for more information.
Select an expense under Express Reimbursement to submit a request for a listed premium. Read Express Reimbursement for more information
If the premium expense you want to submit isn't listed, select + Add New Expense and provide the required expense details and supporting documentation.
4. Provide expense information.
What kind of expense was it?
Select the category (e.g., Medicare Part A/B, Medical, Pharmacy).
Select the expense type (Premium).
Note: Group coverage premiums are reimbursable only if paid with post-tax dollars.
How would you like to submit it? (Select one)
Fast Processing: Upload your documents and let AI extract the expense details. Select Learn more for details.
Submit manually: Upload your documents, then enter the expense details manually instead of using AI to extract the information.
Select Continue.
5. Upload your supporting documents.
Select Pick from Receipts (if available) or Browse for File(s):
Pick from Receipts: Select from receipts you’ve uploaded to your reimbursement account.
Browse for File(s): Select files from your computer.
Notes:
To upload multiple files at once, press and hold Ctrl and select the files you want to upload.
Each file must be 5MB or less and in one of the following formats: PDF, GIF, JPG, TIF, TIFF, JPEG, or BMP. If a file exceeds 5MB, split it into smaller files (e.g., divide a 20-page document into two 10-page documents).
6. The attached files appear. Once you’ve finished uploading your files, select Continue.
You can:
Select Add File to upload more files.
Choose Select Receipt to navigate to the Receipts page and attach a previously saved receipt.
Select the trash can icon to delete an attached file.
7. If you chose Fast Processing, the system extracts your expense details from the documents you uploaded.
8. Verify all expense Details are populated and correct. If they are correct, select Continue.
If you selected Fast Processing, and AI can’t extract all of the details from your document, you’ll get a message to enter any missing details. Additional documents may be needed to support those details.
If you selected Submit Manually, enter the expense details.
Policy Period (Use the calendar to select dates, e.g., 01/01/2026 to 12/31/2026). The period must be after your reimbursement account started.
Note: To set up Recurring Premium Reimbursement, enter the Policy Period for the months you want reimbursed. After it’s set up, there’s no need to submit a request each month. See Recurring Premium Reimbursement to learn more.
Premium Amount.
Select the type (Monthly or Total).
Enter the amount paid to your carrier for the policy period.
Carrier (e.g., Aetna).
Note: Previously entered carriers auto-populate as you type, but you can enter any carrier.
Individual(s) Covered (select yourself or a dependent).
9. Review the Payment Method and select Continue.
Some former employers require you to use direct deposit. You can:
Select +Add Bank Account if you don’t have one on file.
Select Update Bank Account if needed.
If your former employer allows it, and you don’t want to add a bank account, you can choose to receive a check.
10. Review the request. You can:
Select Submit if the details are correct.
Select Edit to make changes.
Select Cancel if you don’t want to submit the request.
11. The Finished page appears, confirming that your request was submitted successfully.
If you chose Fast Processing, and AI determines that your request is eligible for reimbursement after extracting the necessary expense details, you’ll receive a message confirming that your request has been approved.
Select Add Another Expense or go Back To Dashboard.
Otherwise, you’ll receive a message that your request has been received.
Select Add Another Expense or go Back To Dashboard.
Payment Time Frames
Allow up to five business days for your request to be processed.
After your request is approved, payment is issued based on your selected payment method:
Direct deposit: Funds are typically deposited within 1-3 business days.
Check: Delivery typically takes 7-10 business days.
Out-of-Pocket Expense
To enter an out-of-pocket expense, complete the following steps:
Note: Select an image to enlarge it.
1. Sign in to viabenefitsaccounts.com.
2. On the Dashboard, select Add New Expense.
3. On the Reimbursement Center page, select +Add New Expense.
Note: If you don’t see this page, go to step 4.
4. Provide expense information:
What kind of expense was it?
Select the category (e.g., Medical).
Select the expense type (e.g., Treatment, Equipment)
How would you like to submit it? (Select one)
Fast Processing: Upload your documents and let AI extract the expense details. Select Learn more for details.
Submit manually: Upload your documents and enter the expense details yourself, rather than using AI.
Select Continue.
5. Upload your supporting documents.
Select Pick from Receipts (if available) or Browse for File(s):
Pick from Receipts: Select from receipts you’ve uploaded to your reimbursement account.
Browse for File(s): Select files from your computer.
Notes:
To upload multiple files at once, press and hold Ctrl and select the files you want to upload.
Each file must be 5MB or less and in one of the following formats: PDF, GIF, JPG, TIF, TIFF, JPEG, or BMP. If a file exceeds 5MB, split it into smaller files (e.g., divide a 20-page document into two 10-page documents).
6. The attached files appear. Once you’ve finished uploading your files, select Continue.
Notes:
Select Add File to upload more documents.
Select Receipt to choose a receipt you’ve uploaded to your reimbursement account.
Select the trash can icon to delete the file.
7. If you chose Fast Processing, the system extracts your expense details from the documents you uploaded.
8. Verify all expense Details are populated and correct. If they are correct, select Continue.
If you selected Fast Processing, and AI can’t extract all of the details from your document, you’ll get a message to enter any missing details. Additional documents may be needed to support those details.
If you selected Submit Manually, enter the expense details.
Date(s) of Service (Use the calendar to enter the date (e.g., 7/31/2026 to 7/31/2026).
Note: Select Spans multiple days to enter a date range.
Amount.
Provider (e.g., Dr. Smith, CVS).
Individual(s) Serviced (select yourself or a dependent).
9. Review the Payment Method and select Continue.
Some former employers require you to use direct deposit. You can:
Select +Add Bank Account if you don’t have one on file.
Select Update Bank Account if needed.
If your former employer allows it, and you don’t want to add a bank account, you can choose to receive a check.
10. Review the request. You can:
Select Submit if the details are correct.
Select Edit to make corrections.
Select Cancel if you don’t want to submit the request.
11. The Finished page appears, confirming that your request was submitted successfully.
If you chose Fast Processing, and AI determines that your request is eligible for reimbursement after extracting the necessary expense details, you’ll receive a message confirming that your request has been approved.
Select Add Another Expense or go Back To Dashboard.
Otherwise, you’ll receive a message that your request has been received.
Select Add Another Expense or go Back To Dashboard.
Payment Time Frames
Allow up to five business days for your request to be processed.
After your request is approved, payment is issued based on your selected payment method:
Direct deposit: Funds are typically deposited within 1-3 business days.
Check: Delivery typically takes 7-10 business days.