What is needed in an itemized receipt?

Five pieces of information are required to help ensure the approval of your claim. They are:

  • Patient: Person who received the service or who the item is for. For retail store purchases, this may be excluded.
  • Provider: Who delivered the service or if a purchase, where was the item purchased.
  • Date of Service: Date services occurred or date item was purchased.
  • Type of Service: Detailed description of what service or product was paid for. Bag Tag is sufficient for prescriptions.
  • Financial Responsibility: The amount paid for the service or product and/or the portion not reimbursed through your insurance carrier.

Please ensure that your documentation contains all the above information when submitting a claim.

Can I claim mileage through my Health Care FSA?

The IRS has changed mileage reimbursement rates for medical care effective based on the date the service is incurred. Mileage for travel to / from eligible health care –

  • On or after January 1, 2013 $.24 per documented mile
  • On or after January 1, 2012 $.23 per documented mile

Please include the following information with your mileage claim:

  • Date of Service
  • Type of Service (Doctor visit, trip to pharmacy, etc.)
  • Actual Mileage and rate (16 miles round trip @ 23¢/mile)
  • Total amount being requested (16 x .23 = $3.68).

Submit the claim for mileage along with a  claim form or with the Explanation of Benefits (EOB).

Many online mapping services will detail your route and mileage from home to service provider. This is helpful (but not required) in submitting mileage reimbursement claims.

Can I change my election if I use up all the funds in my account before the end of the year?

No. You can only change the amount you are contributing if you have a qualifying life event, such as marriage, divorce or the birth of a child.

What is the grace period?

The grace period allows you additional time to spend the dollars that are in your FSA. Your employer must elect grace period in order for you to participate. To find out if your employer offers the grace period log into your account or call customer service at 1-877-924-3967.

Can the Flex Made Easy Health Care Card (Card) be used during the grace period?

Employers that offer a grace period for an FSA plan can also offer the grace period on the Card. The Card grace period feature will pay Card transactions made during the grace period from the participant’s previous plan year balance, until those funds are exhausted, before making payments from the current new plan year account. Grace period on the Card is only available to participants that have an FSA enrollment for the new plan year.

How do I receive my reimbursements by direct deposit?

You may be able to sign up for direct deposit online. After logging in, select “profile” from your plan page and follow the instructions to change your payment option. In some instances, the direct deposit feature is managed by the employer. If you are unable to set up the feature online, please check with your employer for your options.

Whose expenses qualify under my Health Care FSA?

Qualifying expenses are those for medical care for the participant, their spouse (if filing a joint tax return) and a qualified child or qualified relative. You may also claim medical expenses you incur and pay to medical providers of a child for whom you don’t get the tax exemption due to a divorce decree, as long as one parent claims the child as a tax dependent. (The tax exemption may switch from year to year between parents. As long as one parent gets the tax exemption, the medical expenses you pay on behalf of the child to the medical provider qualify under the Health Care Flexible Spending Account.

Do I have to provide proof of payment with my reimbursement request?

No. IRS rules stipulate that you must submit a detailed statement of services from an independent third party (such as your insurance company or your medical provider) to substantiate your reimbursement request.  Proof of payment is not required, and, by itself, is not sufficient documentation to support your reimbursement request.

Do expenses for things like health club dues or vitamins/supplements qualify for reimbursement through my Health Care FSA?

These expenses MAY qualify, depending upon your individual situation.  The IRS allows for a tax break for expenses you incur in order to treat a current or imminent medical condition.   For example, if you are taking calcium to treat osteoporosis, then this would be an eligible expense.  If you are taking calcium to prevent osteoporosis, then the expense would not be eligible.

In order to claim these items, you are required to have your medical provider complete a Letter of Medical Necessity that verifies the expense is eligible.

Can I change my election amount (or sign up) after the plan year has started?

Generally, you are not allowed to modify your election amount after the plan year has started, unless you experience a qualifying event.  Qualifying events include things like:

  • Getting married
  • Getting divorced
  • Having a change in the number of dependents through birth, placement for adoption or death of a dependent
  • Having a change in employment status for you or your spouse
  • Etc.

Different employers have different rules regarding what types of qualifying events allow a participant to modify his/her Health Care FSA election amount, so please check with your Human Resources contact at your employer if you have questions or concerns.

How does the Health Care FSA Debit Card work?

The Health Care FSA Debit Card provides a convenient method for you to pay for eligible medical expenses for you, your spouse and any of your tax dependents.  When you incur eligible medical expenses, you simply present the card for payment when you are asked to pay your bill.  You should always keep your detailed statement of services on record, in the event that either Flex Made Easy or the IRS requests this information in order to substantiate that your purchase was for an eligible expense.

A few things you should know about the Flex Made Easy Health Care FSA Debit Card:

  • Your card will be funded with your full Health Care FSA annual election on the first day of the plan year, or your first day of coverage (if you sign up mid-year)
  • You can only use the Health Care FSA Debit Card at eligible medical vendors or at grocery stores/pharmacies that have implemented an IRS-approved Inventory Information Approval System (IIAS).   Please note that almost every chain retail outlet that sells prescriptions and/or eligible over-the-counter items has implemented IIAS.
  • When you attempt a purchase at a retailer that has implemented IIAS, the merchant will only allow you to pay for eligible items with your Flex Made Easy debit card.  For example, if you swipe your card at Walgreens for both a prescription and a six pack of cola, the card will pay for the prescription, and the cashier will ask you for a separate form of tender in order to pay for the cola.
  • All cardholders will receive two cards initially, both in the name of the enrolled participant.
  • You will have the option of setting up a PIN for your Health care FSA Debit Card, but you are not required to do this.  If you set up a PIN, you can either input the PIN at the point-of-sale or you can select credit and simply sign for your transaction.