Q. What is
the turnaround time for reimbursement
requests processing?
A. We guarantee 24 hour processing
from the date a reimbursement request
is received.
Q. When can I
start submitting requests for reimbursement?
A. Requests for reimbursement can be
submitted at the start of your plan
year. For example, if your plan year
starts January 1st, you may start sending
charges incurred from that date.
Q. What is the
last day to submit reimbursement requests?
A. All requests for reimbursement must
have services incurred by the last date
of your plan year. Generally a 60 day
grace period is allowed from this date
to submit all requests. For example
if your plan year is 1/1 through 12/31,
all dates of service must be incurred
by 12/31 and submitted for processing
by 3/1 of the following year.
Q. How often can
I submit reimbursement requests?
Reimbursement requests can be submitted
any time from the start of your plan
year through the end of your grace period
as long as the service has been incurred.
Q. How can I obtain
a listing of services that are reimbursable?
You can request a copy of the Publication
502 from your local IRS office, or refer
to your benefits booklet for a listing
of eligible reimbursements.
Q. How do I access
my account online?
From our web page www.flexchecks.com
select Online Flex. Enter your Login
ID (Social Security Number) and your
PIN (if this is your first time your
PIN is the last 4 digits of your SS#).
The Login Method is Social Security
Number.
Q. How do I get
my password?
From the Flex Online login screen you
may click “Forget your PIN?”
to have it emailed to you. If you have
been locked out due to three failed
attempts you may contact our office
at 1-866-791-7900 to have your PIN reset.
Q. How can I check
the balance in my flex account?
You may check the balance in your flex
account by first logging in on our web
page and then selecting the “Accounting”
tab or contact our office at (866) 791-7900.
Q. How can I check
on the status of my reimbursement?
You may check the status of your request
online by first logging in on our web
page and then selecting the "Reimbursements"
tab or contact our office at (866) 791-7900.
Q. How do I submit
a claim online?
You may submit a claim online by first
logging in on our web page and then
selecting the “Claims” tab.
Complete the information and SAVE. Make
sure to print the form and send to our
office with necessary backup.
Q. What is the
mileage allowance for transportation
to obtain medical care?
The standard mileage rate for use of
an automobile to obtain medical care
(as described in IRS Code Section 213)
is $0.15/mile effective January 1, 2005.
However, the Internal Revenue Service
has issued IRS Announcement 2005-71
(http://www.irs.gov/pub/irs-drop/a-05-71.pdf)
which revises the standard mileage rate
for services incurred for the remainder
of 2005 tax year (September 1,2005 thru
December 31,2005) under a health FSA,
HRA, and HSA from $.15 to $.22/mile.
Q. What medical
expenses are eligible for reimbursement
from a Medical Expense Flexible Spending
Account?
Acupuncture
Ambulance service
Birth control pills
Chiropractic care
Contact lenses (corrective)*
Dental fees*
Diagnostic tests-health screening
Doctors’ fees
Drug addiction/ alcoholism treatment
Drugs (prescription only**)
Experimental medical treatment
Eyeglasses***
Guide dogs
Hearing aids & exams
Injections and Vaccinations
In vitro fertilizationNursing services*
Optometrist fees
Orthodontic treatment*
Prescription drugs to alleviate nicotine
withdrawal symptoms
Reconstructive surgery after mastectomy****
Smoking cessation programs/treatments
Surgery****
Transportation for local medical care
Wheelchairs
X-rays
* To be eligible
for reimbursement, some treatments,
prescription drugs or services deemed
cosmetic in nature require written
proof of medical necessity from your
healthcare provider.
** Not all drugs requiring a prescription
are approved by the IRS as eligible
for reimbursement.
*** The effective date for glasses
and prosthetic devices is the day
the item is available to be picked
up, not the date ordered.
**** Unused funds designated for Medical
Expense FSAs cannot be refunded to
you. Please verify with your healthcare
provider (prior to the commencement
of the upcoming plan year) that you
are a suitable candidate for any surgical
procedure before committing the money
to your FSA.
Q. Is mileage
for doctor visits reimbursable?
Yes, it is reimbursable, as long as
a receipt, statement or bill is sent
along with your request that validates
your visit.
Expenses incurred for
transportation are not considered
a dependent day care expense. However,
transportation provided as part of
the care of the child and furnished
by the day care provider, as opposed
to transportation to the place where
the care is provided can qualify as
an employment-related expense.
Q. How do you
submit mileage for reimbursement?
Calculate the mileage on the actual
bill/receipt detailing the following:
roundtrip mileage multiplied by $0.22
(which is the IRS current amount per
mile reimbursable).
Example Of 2005 Claim: If your office
visit with Dr. Jay on 9/1/05 resulted
in a total of 80 miles roundtrip,
your note should read: 9/1/05-80 miles
x $0.22 = $17.60 for Dr. Jay
On your claim form indicate "Mileage"
under Provider of services with the
dates of travel and $17.60 as your
amount requested for reimbursement.
In addition, attach your statement,
bill or receipt along with your request
that validates your visit.
Q. Are all doctors
visits reimbursable?
A. If the service provided is reimbursable
for vision, dental or medical under
IRS regulations, then travel to and
from the healthcare office to obtain
service is reimbursable.
Q. Are parking
fees and tolls to the doctor’s
office reimbursable?
A. Yes, in addition to mileage reimbursement
at $0.22 per mile, you may seek reimbursement
for parking fees and tolls to your medical
appointment. To substantiate the claim
you will need to provide a receipt for
the toll and/or parking fee in addition
to a bill or receipt from your healthcare
provider.
Q. Is mileage
reimbursable for visits to and from
my local pharmacy?
A. Yes, a visit to your pharmacy for
prescriptions will be treated as a visit
to your local healthcare provider.
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Q. Are expenses
incurred for out-of-town healthcare
services reimbursable (i.e., airline
fare, hotel room and rental car)?
A. You may include the medical expense
amounts you pay for transportation to
another city if the trip is primarily
for, and essential to, receiving medical
services.
You cannot include in medical expenses
a trip or vacation taken merely for
a change in environment, improvement
of morale, or a general improvement
of health, even if you make a trip
on the advice of a doctor.
Q. Are expenses
incurred for out-of-town healthcare
services reimbursable (i.e., airline
fare, hotel room and rental car)?
A. Yes. You may be able to include in
medical expenses the cost of lodging
not provided in a hospital or similar
institution. The amount you include
in medical expenses for lodging cannot
be more than $50 per night for each
person. Lodging is included for a person
for whom transportation expenses are
a medical expense because that person
is traveling with the dependent receiving
medical care. For example, if a parent
is traveling with a sick child, up to
$100 per night can be included as a
medical expense for lodging. Meals are
not included. (You can find the IRS
Publication 502, Pg. 8. on www.irs.gov
and under publications and forms.)
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Q. Do I need to
itemize my prescriptions on my reimbursement
claim form?
A. Not necessarily. If you'd like to
facilitate the adjudication process,
some sorting on your claim form will
assist us in expediting your claim.
If you are submitting receipts for reimbursement
of more than one person's prescriptions,
please list all prescriptions by name.
If you are submitting receipts for only
one person's prescriptions, please itemize
by provider (or pharmacy).
Example: Joe goes to his local pharmacy
and fills five prescriptions -- one
for himself, two for his wife and
two for his child. Joe will list himself,
his wife and his child separately
on the forms, but will add the prescriptions
together for each person. Under "dates
of service" Joe listed the first
prescription as the start date and
the last prescription as the end date.
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Q. Can I have
my reimbursements direct deposited?
A. Reimbursements can be direct deposited
into any one account. You may sign up
for direct deposit online by logging
onto your account.
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Q. How long does
a direct deposit take to be posted to
my account?
A. The standard turnaround time for
deposit into your account is 48 hours
from the time FlexChecks transmits the
entries.
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Q. What should
I do if I closed my bank account and
have a direct deposit account with FlexChecks?
A. It is your responsibility to notify
your employer immediately of any changes
in your account, such as account closure
or change in account number.
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