Wellness fund guide / Aetna

How to use your Aetna wellness fund

Aetna groups often call it a wellness allowance. Here is how it usually works, and how we handle the Aetna paperwork so you can turn it into wellness boxes for your team.

How Aetna wellness funds work

Many Aetna employer groups have wellness dollars built into their plan agreement, often called a wellness allowance. It is money Aetna sets aside for your company to spend on employee health and well-being, and it is most common with fully insured plans.

The amount, the deadline and the rules are set in your group's agreement, so they vary. Your Aetna account manager or your broker can tell you how much you have and when it expires.

Like most carrier funds, an Aetna wellness allowance is usually use it or lose it. Any amount left at the end of your plan year typically does not roll over.

New to wellness funds? Our wellness fund guide covers the basics for every carrier.

What it can pay for

Each group's rules are a little different, but Aetna wellness funds generally cover things that help employees build healthier habits or learn about their benefits, like wellness events, fitness challenges, health education and employee wellness boxes built around a health theme.

Wellness boxes work well because they reach every employee, including remote and field teams. Each box is built around a theme like stress relief, healthy eating, sleep or exercise, and can include printed materials like your EAP flyer or benefits information. That makes the spend easy to tie to a real wellness goal, which carriers like to see. For ideas, see how to pair your wellness boxes with an initiative.

How we bill Aetna

Aetna usually asks for a short submission form with each wellness allowance expense. We take care of that part for you.

We send the submission package

Once your proposal is signed, our accounting team sends Aetna the invoice, our W-9 and the completed Aetna allowance submission form, with you and your broker copied.

Aetna processes the payment

Aetna reviews the submission and pays from your allowance. If your group is set up for reimbursement instead, you pay the invoice and we give you everything you need to submit it.

Aetna submissions are often handled by a regional team. Your Aetna account manager can tell you where yours should go, or we can ask for you.

Step by step

  1. Confirm your allowance balance and deadline with your Aetna account manager or broker.
  2. Request a proposal. Tell us your headcount, budget per employee, wellness theme and delivery date.
  3. Share the proposal with Aetna for approval if they need to sign off.
  4. Sign the proposal. We send the invoice, W-9 and Aetna allowance submission form.
  5. We build and ship your boxes, usually in about 4 to 5 weeks.

Orders start at $3,000 total, and most companies spend between $35 and $65 per box. If your deadline is close, reach out as soon as you can and we will tell you what timing is possible.

Common questions

Can an Aetna wellness allowance pay for employee wellness boxes?

In most cases, yes. HealthBoxed is an approved wellness fund vendor with all major carriers, including Aetna, as long as the boxes support a wellness theme. It is still worth confirming with your Aetna account manager before you order.

Do I have to fill out the Aetna allowance submission form?

We fill it out and send it with the invoice and our W-9. We may ask you for your group details so it is complete.

Who do I contact at Aetna about my wellness allowance?

Usually your Aetna account manager. If you work with a benefits broker, they can connect you.

Does my Aetna wellness allowance roll over?

Usually not. Most allowances follow your plan year, so plan your order early enough to deliver before your deadline.

Other carriers

Cigna · UnitedHealthcare · Anthem · CareFirst · All carriers

HealthBoxed is an independent wellness box company and is not affiliated with Aetna. Wellness fund amounts, rules and payment steps are set in each group's plan agreement, so confirm the details with your Aetna contact or broker.

Ready to put your Aetna wellness fund to work?

Tell us about your team and we will send a custom proposal within 1 business day. You can also ask for a quick call first.