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These steps are required before HealthSherpa can issue payouts for any program shown on the Bonuses page.
After these steps are complete, they apply across all bonus programs. Agents do not need to repeat them for each one.
☐ Step 1: Submit W-9 taxpayer details
HealthSherpa sends an email to the agent to set up W-9 taxpayer details. The email may be sent after the agent agrees to a specific bonus program’s terms and conditions or after eligible bonus activity takes place.
Select Set up W-9 taxpayer details, then log into the HealthSherpa account when prompted.
The Payout details tab on the Settings page is the default view after logging in. Select Set up W-9 payout details to proceed.
Complete the W-9 form, select I agree to save the information, then close the window when complete.
If an agency should receive the agent’s bonus payouts, enter the agency’s information on the W-9, including a Social Security number (SSN) or Employer Identification Number (EIN).
After a W-9 has been completed, the status shows as Pending.
HealthSherpa sends an email to the agent once a W-9 is approved. After approval, the agent can proceed to Step 2.
Once a W-9 has been approved for the year, it is not required again until January 1 of the next year.
☐ Step 2: Choose a payment method
HealthSherpa uses Bill.com to issue bonus payouts.
After a W-9 is approved, Bill.com sends an email invitation to the agent. During Open Enrollment Period (OEP), Bill.com invitations are sent every weekday. Outside of Open Enrollment Period, invitations are sent every Monday.
By default, bonus payouts are sent by paper check to the address on the W-9. The agent can proceed to Step 3 if they want to receive bonus payouts by check.
If the agent wants bonus payouts issued to a bank account instead, set up Bill.com ePayments.
Set up Bill.com ePayments
Set up Bill.com ePayments
Open the Bill.com email invitation, then select Sign up for ePayments.
Follow the Bill.com setup steps. When prompted, select I’d like to send invoices and get paid. On the next screen, select I’m a business or I’m an independent contractor.
Once the Bill.com dashboard loads, setup is complete. Bonus payouts will be issued to the bank account provided.
Paper checks are mailed to the address on the W-9. Tracking is not available for mailed checks.
☐ Step 3: Understand payout timing
To receive bonus payouts, the agent must have an approved W-9.
There is a mandatory 45-day waiting period before HealthSherpa makes a payment eligibility determination. During the waiting period, approval status may change. Bonus payouts may still take more than 60 days to process.
☐ Step 4: Track bonus payouts
Track bonus payouts on the Bonuses page in the HealthSherpa account.
Select the relevant bonus program tab, then review the program dashboard for payout status details.
Additional resources
For help using HealthSherpa or for other assistance, contact Agent Support. Agent Support is available by phone at (888) 684-1373, by email at Agent_Support@HealthSherpa.com, or by chat directly from your account.
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