Employer & broker worksheet

Compare ICHRA administrator fees

For employers and brokers who already have written proposals. Enter up to three administrators' fees to compare monthly and total service costs for the same workforce. You supply the quotes; the worksheet does the arithmetic.

An administrator helps your company run ICHRA. This worksheet compares what it charges for those services. Insurance premiums and employee reimbursements are separate costs.

Bring written proposals. Enter 0 only for a confirmed zero charge; leave an unknown fee blank. Your entries stay in this page and are not saved automatically. Download before leaving.

New to the decision? Learn how to choose an administrator · Understand the fee fields · See the calculation and what can change the comparison

Enter your own quotes, or try the example to see how different billing rules affect the total.

1. Use the same workforce and period

Employees offered this benefitEligible employees: everyone who could participate in the ICHRA you are comparing.Employees expected to participateThe subset you expect to use the benefit. Use the same estimate for each quote.Months to compare (1–12)Use the same period for every quote; 12 months compares a full year.

2. Enter each administrator’s written fees

Complete the quotes you have; unused columns can stay blank. The same workforce and period apply to all three.

Quote AAdministrator / quote nameFixed monthly fee ($)Charges paid each month before per-person fees. Include separate recurring compliance fees here once.Monthly fee per billable person ($)The quoted monthly price for each person or account the administrator charges for.Which employees does this quote charge for?Check the proposal: employees who decline may still count under an eligible-employee price.Minimum people / accounts billedAlso called minimum seats. Enter the smallest number the provider will bill, even if fewer participate.Extra billable accountsFor example, HR logins charged at the same per-person rate. Enter 0 if none are charged.Minimum total monthly service fee ($)The monthly floor in the proposal. The calculator uses it only when it exceeds fixed plus per-person fees.One-time setup fee ($)Added once for the comparison period.Other charges for the whole period ($)Enter the combined total for these months, not a monthly rate. Leave out any fees already entered above.Quote date, included services and questions

Enter the workforce and confirmed fees to calculate this quote.

Quote BAdministrator / quote nameFixed monthly fee ($)Charges paid each month before per-person fees. Include separate recurring compliance fees here once.Monthly fee per billable person ($)The quoted monthly price for each person or account the administrator charges for.Which employees does this quote charge for?Check the proposal: employees who decline may still count under an eligible-employee price.Minimum people / accounts billedAlso called minimum seats. Enter the smallest number the provider will bill, even if fewer participate.Extra billable accountsFor example, HR logins charged at the same per-person rate. Enter 0 if none are charged.Minimum total monthly service fee ($)The monthly floor in the proposal. The calculator uses it only when it exceeds fixed plus per-person fees.One-time setup fee ($)Added once for the comparison period.Other charges for the whole period ($)Enter the combined total for these months, not a monthly rate. Leave out any fees already entered above.Quote date, included services and questions

Enter the workforce and confirmed fees to calculate this quote.

Quote CAdministrator / quote nameFixed monthly fee ($)Charges paid each month before per-person fees. Include separate recurring compliance fees here once.Monthly fee per billable person ($)The quoted monthly price for each person or account the administrator charges for.Which employees does this quote charge for?Check the proposal: employees who decline may still count under an eligible-employee price.Minimum people / accounts billedAlso called minimum seats. Enter the smallest number the provider will bill, even if fewer participate.Extra billable accountsFor example, HR logins charged at the same per-person rate. Enter 0 if none are charged.Minimum total monthly service fee ($)The monthly floor in the proposal. The calculator uses it only when it exceeds fixed plus per-person fees.One-time setup fee ($)Added once for the comparison period.Other charges for the whole period ($)Enter the combined total for these months, not a monthly rate. Leave out any fees already entered above.Quote date, included services and questions

Enter the workforce and confirmed fees to calculate this quote.

3. Compare totals and included services

Each completed quote shows its monthly service fee and total for your chosen period. A lower total does not establish better support or coverage. Review the notes and resolve missing information before choosing.

CSV opens in spreadsheet apps. The export includes your assumptions, notes and any amounts still marked unknown.

Optional: estimate the separate employer allowance ceiling

This is the maximum illustrated by one allowance and a stable participant count. Actual reimbursements can differ. It is not included in the administrator-fee totals.

Monthly employer allowance per participant ($)The amount offered toward eligible expenses. This is separate from administrator service fees.

Optional allowance ceiling: not calculated.

How the fee calculation works

Count billable people or accounts: take the selected employee population plus extra accounts, or the minimum seats if that is larger.
Calculate the monthly service fee: add the fixed fee and per-person charges, or use the minimum monthly fee if that is larger.
Calculate the period total: multiply the monthly fee by the number of months, then add setup and other period charges once.

For example, 12 participants at $25 each plus a $50 fixed fee costs $350 per month. A separate $500 monthly minimum would raise that monthly total to $500. These are fictional amounts.

The calculation assumes the employee count and prices stay the same. It does not calculate tiered prices, partial months, taxes, discounts, internal HR work, insurance premiums or actual reimbursements. If a contract applies its minimum differently, ask the administrator for a comparable total.

The optional allowance ceiling is allowance × expected participants × months. It is not a spending forecast or legal affordability determination. Plan the broader employer budget.