Quick Answer: HealthEquity is one of Crates' supported HSA admins, which means you can submit reimbursements from Letters and reimbursements: Add a receipt, then Continue reimbursement. Alternatively, you can submit through your HealthEquity account. Either way, keep your itemized receipt and LMN on file for tax purposes.
About HealthEquity
HealthEquity is one of the most popular HSA admins in the US. If your employer offers a HealthEquity HSA, you can use it to reimburse eligible wellness purchases documented through Crates.
Option 1: Reimburse Through Crates (Recommended)
HealthEquity is one of Crates' 8 supported admins, so you can submit reimbursements from Letters and reimbursements:
Log in and open Letters and reimbursements
Switch to Receipts and reimbursements (on a phone, Receipts)
Add a receipt for the product. Files can be JPEG, PNG, GIF, or PDF, up to 4 MB each
When you are ready, the receipt shows Continue reimbursement
The first request asks only for missing administrator details, then saves them on Profile under Reimbursement details. One of those details is Account establishment date: the date your HSA or FSA account was established. If you are not sure of it, your administrator can tell you. Later requests reuse them. You still draw a signature each time.
Every request asks Amount you are claiming and Date of purchase. A range form asks Service starts and Service ends.
Crates fills and sends the claim to HealthEquity when the account type matches. The administrator decides the payout and timing. Administrators do not share payout updates with Crates.
Our in-house claims team reviews and finalizes the submission to HealthEquity.
Option 2: Submit Directly Through HealthEquity
For HSA Reimbursement
Log into your HealthEquity account at healthequity.com or through the HealthEquity app
Navigate to "Submit a Claim" or "Request Reimbursement"
Enter the amount of your purchase
Enter the date of your purchase
Upload your itemized receipt from the retailer
Upload your Letter of Medical Necessity from Crates
Submit the claim
Processing time: Typically 2-5 business days.
Important Note About HSA Distributions
With HealthEquity HSA accounts, you can often simply transfer funds to your personal bank account (like a regular bank transfer) and self-certify that the expense was qualified. This is because HSA admins generally don't validate individual expenses — that's between you and the IRS.
However: It's still critical to keep your itemized receipt and LMN on file. The IRS can audit you up to 10 years after a transaction, and you'll need documentation proving each distribution was for a qualified medical expense.
HealthEquity Tips
Check your balance before submitting — Make sure you have enough cash (not invested) in your account to cover the distribution
If your funds are invested — You may need to sell investments first to free up cash for the distribution
Store your receipts in Crates. Add a receipt on Letters and reimbursements so your LMN and receipt are always in one place
Known HealthEquity Quirks
Website can be finicky — Some users report difficulty navigating the site. Try the mobile app if the website isn't cooperating.
Card delivery delays — If you're waiting for a new debit card, know that you can still process reimbursements online.
Contact through your employer first — If you're having issues, your employer's HR department often has a direct HealthEquity contact that's more responsive than general customer service.
Common Questions
Do I need to submit my LMN to HealthEquity? For HSA distributions, HealthEquity typically doesn't require documentation upfront. But keep your LMN on file — the IRS can audit you up to 10 years after a transaction.
Can I use my HealthEquity debit card at the gym? Probably not — most gyms aren't coded as medical merchants, so the card will likely decline. Use a personal card and reimburse instead.
How do I check my claim status? Log into your HealthEquity account and look for "Claims" or "Transactions" to see the status of pending and processed claims.
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