Employee Reimbursement Program

Summary: The Webster Wellness Employee Reimbursement Program provides institutional support and resources for faculty and staff employees participating in our medical plans who are working towards their wellness goals consistent with Webster University’s Webster Wellness Mission and Vision.

Purpose: This program supports our long-term strategy to encourage proactive pursuit of wellness and to change behavior that otherwise might contribute to extended health concerns such as diabetes, cancer, high cholesterol, blood pressure, etc.

Guidelines: The budget provides financial support to employees (and their covered dependents) for their participation in health promotions programs or memberships (e.g. Weight Watchers, Club Fitness, YMCA, etc.) as well as registration fees for health related events (e.g. Marathons, 5K races, Zumba classes, etc.).

Reimbursement requests can be submitted through the form available at this link:  Click Here at anytime but no later than the last date of the session. Employees will be required to submit an invoice or proof of purchase and registration (if applicable). Payment will be made through the payroll process following each session below and subject to the employee’s designated tax rate.

Session 1 : January 1st – March 31st
Session 2 : April 1st – June 30th
Session 3 : July 1st – September 30th
Session 4 : October 1st – December 31st

Program Limitations: An employee’s reimbursement will not exceed 50% of the total cost for the membership/event during that session. Employees may apply for multiple events/programs, but may only receive up to $100 per session. Webster Wellness will review applications in the order received and will reimburse based on these parameters. Employees’ requests may span multiple sessions, but must reflect participation in each session. NOTE:  Reimbursements are limited to the overall budget.
Funds will be disbursed at the discretion of Webster Wellness and Webster Wellness reserves the right to modify or eliminate this program.

Revised September, 2017

30 Responses to Employee Reimbursement Program

  1. Pingback: Webster Wellness Announces 2013 Employee Reimbursement Program | Webster Wellness

  2. Lori Berman says:

    This is fantastic and I would like to participate. It is not clear however, once we fill out the application, who to send the documentation to of payment made, classes attended, etc. as proof for reimbursement. Please let me know.
    Thanks, Lori

  3. David Wilson says:

    Does this apply to dependents covered under the same policy?

    • Cheryl Fritz says:

      Yes, this is intended to also apply to your dependents that are covered by UHC, but keep in mind that it is a total reimbursement limitation of 50% up to $150 each quarter per employee, which includes what you submit for dependents.

  4. Susan Boies says:

    Sounds like a great program. I would be interested but have other health insurance. Will the University offer the half price to join Weight Watchers like they did last year? I would have joined but was still a brand new employee and didn’t hear of it soon enough to join last year.
    Thank you for supporting a healthier and leaner workforce!

  5. Lisa Tourrette says:

    Does this apply to Yoga classes and Massage Therapy?

    • Cheryl Fritz says:

      Hi Lisa — this would definitely apply to Yoga, however, the UnitedHealthcare guidelines do not allow reimbursement related to massage therapy or other services and products. Thanks for your interest!

  6. Alan Schilling says:

    I’ve just purchased a one-year membership to The Heights (Richmond Heights recreation center). Will I need to apply for 1/4 of the cost for each quarter of the year and how would I provide proof that I am actively using the membership for work-out sessions? Thank You.

  7. Tamara says:

    Does this plan apply to significant others if not married?

    • Cheryl Fritz says:

      It applies as long as they are covered on Webster University’s UnitedHealthcare plan as a dependents, which includes spouses, domestic partners and children.

  8. Virginia Johnson says:

    I saw that Club Fitness memberships are appropriate for this program. Would training with a personal trainer through Dynamic Fitness Management (affiliated with Club Fitness) also be an appropriate membership to claim?

    • Cheryl Fritz says:

      Thanks for the question Virginia — yes, absolutely that is a membership that fits in the guidelines. Way to go!

  9. Dorci Palmer says:

    What a great program! I am submitting the invoice for my gym membership, but am wondering how we provide proof of attendance at a gym or class?

  10. Deborah Trammell says:

    Hi, I submitted my wellness application last week however, I just had the chance to pick up the information needed to apply. For some reason when I scan it to try and attach to an email, the function for that is not there. Is there an address I could mail this to and whose attention?

    Thank you

  11. Steve Hinson says:

    How does this work with club memberships paid once per year?

  12. Hi,

    I was wondering if memberships would include volleyball leagues like USAV or recreation leagues sponsored by local businesses like Concordia Turner’s Hall or Diversion Sports.



    • Cheryl Fritz says:

      Hi Jennifer — yes absolutely! subject to the provisions of the program (e.g. 50% up to $100 of what you have paid each quarter, proof of participation, membership in UHC, etc.) Thanks for your interest!

  13. Shannon Bucklin says:

    I am a little confused.. is there an application we need to fill out or do we just send an email to the above wellness address to get the information needed to submit a request?

    • Cheryl Fritz says:

      Hi Shannon — hopefully you already got an answer to this — apologies I did not see this comment area on our blog! There’s no application — if you are an employee and a member of UHC, you submit your receipts/payment statement along with your participation documentation (a log, etc.) to wellness@webster.edu.

  14. Heidi Lynn says:

    Would that include annual memberships to cycling, walking clubs etc.? What kind of proof do you need of participation since you meet, ride/walk & go home – no receipt given thereafter.

    • Cheryl Fritz says:

      Hi Heidi — apologies I just saw your comment — Yes, it would include this as well. These are usually through businesses, so they can attest to your participation with a log that you keep, or we’ve even taken submitted pictures showing you out with a current date reflected somewhere. Send any further questions or submissions to wellness@webster.edu. Many thanks!

  15. AJ Torres says:

    Where do we find this application that the article mentions?

  16. David says:

    I would like to get reimbursement but do not know how to get started.

    I go to the Y. The payment comes out from my bank account every month. When I go in for exercise, I let the scanner scan my membership card. Could you please let me know what kind paper work do you need. I do not know if it if too late to get reimbursement for this quarter???

    Thank you for your patience. David

    • Cheryl Fritz says:

      David, if you are an employee at Webster and you are a participant in our medical plan, you would submit your bank statement reflecting your charges and validation in writing from the Y for your participation. If you submit this week to wellness@webster.edu, we can include in this previous quarter’s reimbursement.

  17. Heather Patterson says:

    Is there a certain number of visits to the gym that are required per month or quarter to qualify?

    • nnesbitt87 says:

      Hi Heather– to answer your question there is no certain number of visits to the gym that are required per month or quarter to qualify for the Employee Reimbursement Program. I would also like to add that we check to make certain that you are going on a regular basis.

      Thank you,

      Nicholas Nesbitt
      HR Graduate Assistant

  18. Joan Finder says:

    Could you please clarify the timeline for reimbursement requests. If Session 3 runs July 1st – Sept 30, would documentation be submitted after Sept 30, and if so, what would the deadline for submission be? I have been given the impression that these funds are limited and that immediate submission of request is necessary. Is that true? What if the payment/participation verification is not available until the end of the following month?

    Thank you.

    • Cheryl Fritz says:

      Hi Joan — thanks for the question. The invoice is due about a week after the end of the quarter. The deadline for the July -September quarter is Friday, October 6. Yes, the funds are limited, so just submit your payment as soon as you can. The fiscal year just started, so you should not have any issues with this quarter you are mentioning. Feel free to contact wellness@webster.edu if you have further questions.

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