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Flex Plan Services - Participants FAQ's

Flex Plan Services - Participants FAQ's

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Change in Election

I just learned that I need to have a tooth crowned. Can I increase my health care election?

No.  The IRS allows changes only in the event of a qualifying life event such as marriage, divorce, birth, death, etc.

I’ve used all my money from my account. Can I now elect to put more money into my account?

No.  The IRS allows changes only in the event of a qualifying life event such as marriage, divorce, birth, death, etc. 

Can I change my dependent care Flexible Spending Account election if my dependent care provider changes their rates?

Yes, a change in cost for dependent care is a qualifying event.

If I have leftover funds in my health care account, can I transfer those funds to my dependent daycare account?

No.  Each account is separate and distinct.  Funds cannot be transferred between accounts.

I just realized that I made a mistake in my election. Can I correct it?

You can correct or change your election anytime up until the 1st day of the plan year.  After that, you must have a qualified event to make changes to your election.

Where do I find the Change in Election form?

On our website at www.flexchecks.com –Tools & Resources – Forms & Links – Flex Forms: Change in Election

Once you complete this form, please submit this to us via:

Email:  flex@flexchecks.com

Fax: (616) 791-7901

Mail:   FlexChecks, Inc.

P.O. Box 141215
Grand Rapids, MI 49514-1215

How do I make a change in election?

Complete the Change in Election Form and return to us. The form can be found on our website at www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms:  Change in Election Form

Once you complete this form, please submit this to us via:

Email:  flex@flexchecks.com

Fax:  (616) 791-7901

Mail:   FlexChecks, Inc.

P.O. Box 141215
Grand Rapids, MI 49514-1215

What are qualifying life events which allow for a change in election?

-Change in your legal marital status (i.e., marriage, legal separation, divorce, or death of your spouse)

-Change in your number of tax dependents

-Birth of a child or date you adopt a child, or placement for adoption

-Death of a dependent

-Change in your dependent’s eligibility (for example, your child reaches age 13 where he/she is no longer eligible under Dependent Care FSA)

-Change in child care/elder care provider or cost or coverage, such as a significant cost increase charged by your current daycare provider, or a change in your daycare provider. This applies to a Dependent Care FSA only. It does NOT apply to a Health Care FSA or LEX Health Care FSA.

-Change in employment status (for employee, spouse, or employee’s dependent) that affects eligibility for health insurance benefits

How much time do I have to submit a change in election?

All account changes due to a qualifying life event must be submitted within 31 days from the date of the event.  For example, marriage: You have 31 days from your wedding day to submit a Change in Election form to adjust your FSA Election(s).

Claims Reimbursement

How do I submit a claim for reimbursement?

There are two (2) ways to submit a reimbursement request:

  1. Online:  Online Flex
    1. Go to:  www.flexchecks.com
    2. Under Login/Connect, select Online Flex
    3. Login to your Online Flex account
    4. Under the Claims tab, select Submit a Claim
    5. Follow the online instructions completing necessary information
    6. When complete, click "Submit and Print Claim Form"
    7. Click "Print Claim Form"
    8. Transmit your reimbursement request to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215.  (Be sure to include the proper amount of postage).   Your submission should include the printed form (please be sure to sign this form) and the receipt(s) which include:  the date of service, provider, service/product provided, and price.
  2. Obtain a FlexDollars Reimbursement Request form from your Human Resource Department, or download the form from www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms.  Complete the form and attach receipt(s) which include the date of service, provider, service/product provided, and price.  Transmit to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI  49514-1215.  (Be sure to include the proper amount of postage).
What is needed for reimbursement?

In order for a reimbursement request to be processed and approved, items needed for reimbursement are:

  1. FlexDollars Reimbursement Request form including:
    • Date(s) of service within the plan year
    • Provider’s name
    • Amount
    • Who the service was provided to
    • Signature of the Flexible Spending Account participant
  2. Receipt(s) including:
    • Provider’s name
    • Amount
    • Service or product provided
    • Date of service

Acceptable forms of a receipt include:  an explanation of benefits form, statement, bill or receipt.  All of these forms must include the three items listed above to be acceptable.

What should I do if I closed or changed my bank account and have a direct deposit account set up for my Flexible Spending Account reimbursements?

It is your responsibility to keep your account information updated.  You can update this information online:

Login to your Online Flex account:
Go to www.flexchecks.com
Under Login/Connect, select Online Flex
Enter your user information
You can update your bank information under the About Me Tab - Sign Up/Cancel Direct Deposit. 

To update your information then select “Update Direct Deposit Account”

To cancel or delete your information select “Cancel/Waive Direct Deposit”

In the event that your account is entered incorrectly you will incur the fee for redirecting funds.  This is generally $25.00 for each transaction.  

How long does a direct deposit take to be posted to my account?

The standard turnaround time for a deposit into your account is 72 hours from the time FlexChecks transmits the entry.  Once we transmit the entry, we cannot make changes to the bank account you have elected to use for your direct deposit reimbursements.
It is your responsibility to notify your employer immediately of any changes in your bank account, such as closure or change in account number.  In the event that your account is entered incorrectly you will incur the fee for redirecting funds.  This is generally $25.00 for each transaction.

Can I have my Flexible Spending Account reimbursements direct deposited?

Reimbursements can be direct deposited into any one account, as long as your employer chooses to offer direct deposit as a method of reimbursement. You may sign up for direct deposit online by logging into your account:

Login to your Online Flex account:
Go to www.flexchecks.com
Under Login/Connect select Online Flex
Enter your user information
Direct deposit sign up is available under the About Me Tab - Sign Up/Cancel Direct Deposit

In the event that your account is entered incorrectly you will incur the fee for redirecting funds.  This is generally $25.00 for each transaction.  

How do I get my Flexible Spending Account reimbursements direct deposited into my bank account?

Login to your Online Flex account:

Go to www.flexchecks.com
Under Login/Connect, select Online Flex

Enter your user information
Direct deposit sign up is available under the About Me Tab - Sign Up/Cancel Direct Deposit

In the event that your account is entered incorrectly you will incur the fee for redirecting funds.  This is generally $25.00 for each transaction.  

 

What if I haven't received my reimbursement check in the mail yet?

Email flex@flexchecks.com inquiring about the payment.  Please include your name, employer, and the claim number you are referencing.  We will look into your inquiry.  Our policy is that participants who are reimbursed via the check reimbursement method wait 30 days before we reissue a check.  This is to prevent you from incurring a stop payment fee and other costs associated with reissuing flex reimbursements.  Checks are mailed via the USPS therefore delivery is out of our control.  To prevent this in the future, we encourage you to take advantage of the direct deposit reimbursement option if it is available to you.  

To sign up for direct deposit, login to your Online Flex account:
Go to www.flexchecks.com

Under Login/Connect, select Online Flex
Enter your user information
Direct deposit sign up is available under the About Me Tab - Sign Up/Cancel Direct Deposit

What is the turnaround time for reimbursement request processing?

In general, reimbursement requests are processed within 24 hours from the time we receive them.  Legally reimbursement requests must be processed within 30 days from the date it is received, which means it must be approved or declined within 30 days from the day we receive the reimbursement request.  So if there is a reimbursement request without proper documentation such as a missing signature, or an expense that is not a qualified expense there may be a delay in processing your reimbursement request, up to 30 days from the date we received the reimbursement request.  Please note any reimbursement requests sent via United States Postal Services do take longer to process and therefore we do suggest reimbursement requests occur either via fax (616.791.7901) or email (flex@flexchecks.com).

An acceptable reimbursement request should include:

  1. FlexDollars Reimbursement Request form including:
    • Date(s) of service within the plan year
    • Provider’s name
    • Amount
    • Who the service was provided to
    • Signature of the Flexible Spending Account participant
  2. Receipt(s) including:
    • Provider’s name
    • Amount
    • Service or product provided
    • Date of service

Acceptable forms of a receipt include:  an explanation of benefits form, statement, bill or receipt.  All of these forms must include the three items listed above to be acceptable.

Debit Card

How do I request a flex debit card(s)?

Login to your Online Flex account:

Go to www.flexchecks.com. Under Login/Connect select Online Flex, and enter your user information. Debit Card(s) are available under the Debit Cards Tab – Request a Debit Card

Dependent Debit Card(s) are available under the Debit Cards Tab - Request a Dependent Debit Card *Please note you will have to add the dependent before you can request a debit card for them. Please click on "New Dependent" option on the upper left hand side of the screen under Actions/Tasks to add your dependent(s).

Due to the cardholder agreement required to obtain a flex debit card, the only way to request a debit card is through the Online Flex portal. Please allow 7-10 business days to receive your flex debit card(s).

How do I get a flex debit card if I don’t have access to a computer?

The only way to get a flex debit card is through the Online Flex portal. Unfortunately flex debit cards must be requested by the Flexible Spending Account participant online due to the cardholder agreement required to obtain a flex debit card.

How long does it take for a flex debit card to arrive?

Please allow 7-10 business days to receive your flex debit card(s).

Where can I use my flex debit card?

Some examples of eligible locations for usage of the card may include, but are not limited to: hospitals, physician offices, dental offices, vision services locations, pharmacies, and parking and mass transit.

What can my flex debit card be used for?

Some examples of eligible products and services may include: Co-pays at pharmacies as well as the doctor’s or dentist’s office, prescription drugs, medical devices such as hearing aids and diabetic supplies, eyeglasses, contact lenses, mass transit and much more.

Do I have to keep the receipts for purchases made with my flex debit card?

Yes, retain all itemized receipts and documentation. If requested by your Plan Administrator or Employer, you may be required to provide a copy of your receipt for expense approval. Most debit card transactions are approved at the point of sale, not requiring the receipt to be submitted. However, failure to provide us a copy of a receipt when requested may result in you having to repay your account.

You can view the status of your transactions online at Online Flex:

Login to your Online Flex account

Go to www.flexchecks.com. Under Login/Connect select Online Flex.

Enter your user information. Reimbursements are available under the Reimbursements Tab – Within last 6 months.

Use this location to see if any debit card transactions “Need Documentation”. If any reimbursements state this, please fax FlexChecks a copy of the receipt to (616) 791-7901 for your expense to be approved. Please note we may request additional documentation to approve your expense and if the expense is not a qualified medical expense you will be required to repay your account or provide us other medical expense receipt(s) to cover the unapproved amount that was paid for by your flex debit card.

Is this a credit card?

No. The flex debit card is an FSA stored-value card, not a credit card. The maximum number of funds stored and available on your flex debit card for any given plan year is equal to the full, annualized amount of your Medical Expense FSA contribution. This amount is "stored" and available to you through your flex debit card on day one of the plan year.

Will my spouse be able to use the card?

No, only you should use your card. However, you can request dependent debit card(s) online at Online Flex:

Login to your Online Flex Account. Go to www.flexchecks.com. Under Login/Connect select Online Flex, and enter your user information. Debit Card(s) are available under the Debit Cards Tab – Request a Debit Card.

Dependent Debit Card(s) are available under the Debit Cards Tab - Request a Dependent Debit Card *Please note you will have to add the dependent before you can request a debit card for them. Please click on "New Dependent" option on the upper left hand side of the screen under Actions/Tasks to add your dependent(s).

Due to the cardholder agreement required to obtain a flex debit card, the only way to request a debit card is through the Online Flex portal. Please allow 7-10 business days to receive your flex debit card(s).

What do I do if the merchant/provider does not accept my flex debit card?

If your provider does not accept flex debit card or if your expense is greater than your available balance, pay for your service or purchase by cash, check, or credit card. Then submit a reimbursement request online or via paper form with the appropriate accompanying documentation. Your reimbursement request will be processed and eligible expenses will be reimbursed to you by your elected method of reimbursement.

There are two (2) ways to submit a reimbursement request:

  1. Online: Online Flex
    • Go to www.flexchecks.com
    • Under Login/Connect select Online Flex
    • Login to your Online Flex account
    • Under the Claims tab, select Submit a Claim
    • Follow the online instructions completing necessary information
    • When complete, click "Submit and Print Claim Form"
    • Click "Print Claim Form"
    • Transmit your reimbursement request to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215. (Be sure to include the proper amount of postage). Your submission should include the printed form (please be sure to sign this form) and the receipt(s) which include: the date of service, provider, service/product provided, and price.
  2. Obtain a FlexDollars Reimbursement Request form from your Human Resource Department, or download the form from www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms.Complete the form and attach receipt(s) which include the date of service, provider, service/product provided, and price. Transmit to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215. (Be sure to include the proper amount of postage).
If my medical expense is greater than my available balance, will my card transaction be declined?

In most cases, yes, if your expense is greater than the balance remaining in your account the transaction will be declined. If you know the remaining balance in your account you can choose to have them run your card for that amount, and pay for the rest of the transaction by cash, check or credit card. Or pay for the full amount by cash, check or credit card. Then submit a reimbursement request for the amount you paid by cash, check or credit card online or via paper form with the appropriate accompanying documentation. Your reimbursement request will be processed and eligible expenses will be reimbursed to you by your elected method of reimbursement.

Please note, in rare occasions a merchant or provider will process your expense after your account has a zero balance or the remaining funds in your account does not cover the transaction being made. If the merchant does a force post for that transaction, your account will go in the negative. If this happens, you will be responsible to pay back the account as you agreed to on the terms of use when you signed up for your flex debit card(s).

There are two (2) ways to submit a reimbursement request:

  1. Online: Online Flex
    • Go to www.flexchecks.com
    • Under Login/Connect select Online Flex
    • Login to your Online Flex account
    • Under the Claims tab, select Submit a Claim
    • Follow the online instructions completing necessary information
    • When complete, click "Submit and Print Claim Form"
    • Click "Print Claim Form"
    • Transmit your reimbursement request to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215. (Be sure to include the proper amount of postage). Your submission should include the printed form (please be sure to sign this form) and the receipt(s) which include: the date of service, provider, service/product provided, and price.
  2. Obtain a FlexDollars Reimbursement Request form from your Human Resource Department, or download the form from www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms.Complete the form and attach receipt(s) which include the date of service, provider, service/product provided, and price. Transmit to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215. (Be sure to include the proper amount of postage).
How can I track my debit card information?

You can track your account information on Online Flex. To access Online Flex:

1. Go to www.flexchecks.com

2. Under Login/Connect select Online Flex

3. Login to your Online Flex account

4. Under the Balances tab, select Accounting Details to view a summary of your account or select Reimbursements to view your reimbursement history.

What happens to my card if I leave employment?

Your FlexChecks Debit Card will be suspended on the date of your termination from employment.

Will I receive a new card and account number each year?

As long as you remain actively employed and enroll in a Medical Flexible Spending Account with each successive plan year, you will keep the same account number. Your FlexChecks Debit Card will be replaced if your card is damaged or lost as well as a month before it reaches expiration.

When I receive my card will I have to sign anything? What if I don't like the terms and conditions of this card?

You will not be able to receive a flex debit card without agreeing to the terms and conditions of this card online. If you do not agree with the terms and conditions of the card, you do not have to participant in using a flex debit card. Rather, you can submit all of your reimbursement requests either online or through a FlexDollars Reimbursement Request form. You will be required to sign the back of your card once received.

There are two (2) ways to submit a reimbursement request:

  1. Online: Online Flex
    • Go to www.flexchecks.com
    • Under Login/Connect select Online Flex
    • Login to your Online Flex account
    • Under the Claims tab, select Submit a Claim
    • Follow the online instructions completing necessary information
    • When complete, click "Submit and Print Claim Form"
    • Click "Print Claim Form"
    • Transmit your reimbursement request to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215. (Be sure to include the proper amount of postage). Your submission should include the printed form (please be sure to sign this form) and the receipt(s) which include: the date of service, provider, service/product provided, and price.
  2. Obtain a FlexDollars Reimbursement Request form from your Human Resource Department, or download the form from www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms. Complete the form and attach receipt(s) which include the date of service, provider, service/product  provided, and price. Transmit to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791- 7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215. (Be sure to include the proper  amount of postage).
What should I do if an ineligible expense is mistakenly processed using my FlexChecks Debit Card?

You must immediately repay your employer's account. FlexChecks will notify you in writing with specific instructions. Remember to use your card responsibly for eligible health expenses ONLY. Otherwise, you risk having your debit card access suspended.

Note: As you know, compliance with plan guidelines is very important.

FlexChecks must diligently monitor and adjudicate claims in strict compliance with IRS regulations. Failure on your part to resolve ineligible claims will result in suspension of your card privileges. In addition, your employer may elect to deduct an amount from your wages until the ineligible expense debt is repaid in full. If you have questions about eligible or ineligible expenses, see your plan materials for details.

What if my flex debit card is lost or stolen?

There are two ways to report your current card as Lost or Stolen and get a new Flex Debit Card:

1. Login to Online Flex, click on the link Lost/Stolen Card under the My Cards section. From the drop-down menu, select the Card Number you are reporting as Lost or Stolen. If you desire a new Flex Debit Card, check the box to the left of Issue New Card, and click Submit.

2. Email FlexCheck's Flex Administration at flex@flexchecks.com a notification that your Flex Debit Card has been Lost or Stolen. Please include in the email as much detail as possible so we can correctly identify which card linked to your account was Lost or Stolen. Information should include: Your Employer, Your Name, the Card Holder Name and Last four digits of the Lost or Stolen Flex Debit Card (if known). Flex Administration will notify you via email when your request for a replacement card has been completed.

Dependent Care Accounts

How do I get reimbursed for a dependent care expense?

There are two (2) ways to submit a reimbursement request:

  1. Online:  Online Flex
  2. Go to www.flexchecks.com
  3. Under Login/Connect select Online Flex
  4. Login to your Online Flex account
  5. Under the Claims tab, select Submit a Claim
  6. Follow the online instructions completing necessary information
  7. When complete, click "Submit and Print Claim Form"
  8. Click "Print Claim Form"
  9. Transmit the reimbursement request, which will include the printed form (please be sure to sign this form) and the receipt(s), to FlexChecks by Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI  49514-1215.  (Be sure to include the proper amount of postage).  Attach the appropriate receipt(s) which include:  the date of service, provider, service/product provided, and price.
  10. Obtain a FlexDollars Reimbursement Request form from your Human Resource Department, or download the form from www.flexchecks.com– Tools & Resources – Forms & Links – Flex Forms.  Complete the form and attach receipts which include the date of service, provider, service/product provided, and price.  Transmit to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI  49514-1215.  (Be sure to include the proper amount of postage).
What are dependent care eligible expenses?

Eligible dependent care expenses are expenses that are incurred in order for you (and your spouse, if you are married) to work and may include:

-Child Care for a qualifying dependent child under age 13

-Adult Dependent Care for a qualifying spouse or dependent of any age who is physically or mentally incapable of self-care and who resides with you for more than half the year.

Please Note:  Dependent Care Flexible Spending Accounts do not pay for medical expenses for your dependents.

For a detailed list of eligible expenses, refer to the IRS Publication 503 at www.irs.gov/publications/p503/index.html

How do I add a dependent for a dependent debit card or for an online dependent care claim?

There are three (3) ways to add a dependent to your flex account:

Online through Online Flex:

  1. Go to Debit Cards – Request a Debit Card
  2. Click “New Dependent” under Actions/Tasks (This is located on the upper left hand side of the screen.)
  3. Click on "Click here to add new dependent"
  4. Enter your dependent's information

-Note:  Please enter their social security number for both Dependent ID and Social Security No

  1. Click “Save and Close” to enter one dependent or “Save and New” to enter an additional dependent.

Online through Online Flex:

  1. Go to Claims - Submit a Claim
  2. Select the current plan year
  3. Click "New Dependent" (This is located to the right of the drop down menu "Provide To:")
  4. Click on "Click here to add new dependent"
  5. Enter your dependent's information

-Note:  Please enter their social security number for both Dependent ID and Social Security No

  1. Click "Save and Close" to enter one dependent or "Save and New" to enter an additional dependent.

Email

  1. Email flex@flexchecks.com a request to add a dependent.  The email should include the following:
  2. A statement that you would like a dependent added to your flex account.
  3. Your Full Name

Your Employer

  1. Your Dependent's:  First and Last Name, Social Security Number, Gender, Date of Birth, Relationship and whether or not (Yes or No) your dependent is disabled.
I want to hire an in home nanny. Is that an eligible dependent care expense?

An in home nanny can be an eligible dependent care expense if the following are true:

  1. Your nanny is not your dependent
  2. Your dependent is under the age of 13 or disabled

Your nanny must provide you a receipt that can be submitted for dependent care reimbursement.  You will also have to provide your care provider’s name, address and tax payer identification number on the FlexDollars Reimbursement Request form.  If the care provider is an individual, the tax payer identification number is his or her social security number.  

Is the cost of summer camp(s) an eligible dependent care expense?

Certain camps are eligible expenses and others are not.  The cost of overnight camp is not reimbursable, even when the daytime portion is broken out.  However, the cost of day camp, including specialized day camp is reimbursable (ex.  soccer camp, computer camp, etc.).  Expenses for camp activities that are separately-stated fees for non-elective activities required for day camp participation are reimbursable.  However, separately-stated fees for recreational activities and supplies are not reimbursable.  

My enrollment material says my dependent daycare expenses must be “work-related”. What exactly does the term “work-related” mean?

The expenses must be incurred to enable you (and your spouse if married) to be gainfully employed. Gainful employment does not include unpaid volunteer work, or volunteer work for a nominal salary. Also, you cannot include expenses you pay for dependent care while you are off work because of illness (See IRS Publication 503.)

My child just started kindergarten for which I pay tuition. Is this an eligible dependent care expense?

Yes. You can claim expenses for before or after school care, or nursery school and kindergarten expenses provided the care is custodial in nature and not educational.

I do volunteer work and take my two small children to daycare while I work. Is this an eligible expense?

No. The expense must be incurred to enable you to be gainfully employed. Gainful employment does not include unpaid volunteer work, or volunteer work for a nominal salary (See IRS Publication 503.)

I just had a new baby and I will be home for six weeks. I’m taking my 3-year-old to daycare during this time. Is this an eligible expense?

No. IRS regulations state that the expenses incurred must be work-related. The amounts paid while you are off work because of illness are not eligible.

I pay my neighbor to watch my 13-year-old after school. Is this an eligible expense?

No. The individual being cared for must meet the “qualifying person test” as prescribed by the IRS. A qualifying person includes your dependent who was under age 13 when the care was provided and for whom you can claim an exemption (See IRS Publication 503.)

My 16-year-old daughter cares for my 8-year-old son after school. Can I pay my daughter and file those expenses through my flex plan services?

No. You can count work-related payments you make to relatives only if they are not your dependents.

If I participate in the dependent care Flexible Spending Account plan, do I need to report anything on my personal income tax return at the end of the year?

Yes. You must identify all persons or organizations that provide care for your child or dependent by filing IRS Form 2441 – Child and Dependent Care Expenses, along with Form 1040 each year (or Schedule 2 for Form 1040A). Consult your tax advisor if you have specific questions.

I signed up to contribute $400 per month into my dependent care Flexible Spending Account plan. My actual expenses are closer to $500 per month. Should I submit my claim form for $400 or for $500?

You should file your claim for the actual amount of charges, $500 in this case. You will be paid up to the amount of money in your account (less prior reimbursements), not to exceed $400. The other $100 would be pended and paid once you have additional funds contributed to your account.

If I terminate employment, can I still file reimbursement requests?

Yes, you can file dependent care reimbursement requests for qualifying work-related expenses through the forfeiture period outlined in your plan details.  Expenses must be incurred on or before your employment termination date, and reimbursement requests must be submitted prior to the end of the forfeiture period.

 

Your forfeiture period can be found in your Employee Guide to Flexible Spending Accounts which was provided to you at the beginning of your plan year.  Under Plan Specifics, check your Forfeiture Period to see how long you have from the end of your plan year to submit reimbursement requests.  Please note, your plan year ends on the date of termination.

Forms and Contact Information

What is your email, fax number or mailing address for reimbursement request submissions?

Please forward your reimbursement requests to us via:

Email:flex@flexchecks.com
 Fax:(616) 791-7901
Mail:FlexChecks, Inc.
 P.O. Box 141215
 Grand Rapids, MI 49514-1215
Where can I obtain Flexible Spending Account forms?

You will not need any forms if you process your reimbursement requests and make your personal data changes online at Online Flex.

To login to Online Flex:

  1. Go to www.flexchecks.com
  2. Under Login/Connect, select Online Flex
  3. Login to your Online Flex account

If you forgot your login and password for Online Flex, there are two (2) ways to have your login and password reset:

  1. Online through Online Flex:
  2. Click “Forgot your password?” on the login screen to Online Flex
  3. Under Step 1, #1 enter:
  4.  Your social security number (no spaces or dashes) for Employee Id
  5. Your last name for Last Name

Your five -digit zip code for Zip Code

  1. Click “Get Using Employee Id” You will then be prompted to enter the answer to your security question/phrase.
  2. Under Step 2 answer your security question
  3. Click “Get Your Password”

The email address on file with Online Flex will receive an email that will explain that your password has been reset to the last four digits of your social security number.  Please note you can use your full social security number (no spaces or dashes) for the Login Id.
Email:

  1. Email flex@flexchecks.com a request to have your password for Online Flex reset.  Include your full name and the name of your employer.

All forms are located on our website at

www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms.  You may also request a copy of a form from your employer.

Grace and Forfeit Periods

What is the difference between a Forfeiture Period and a Grace Period?

Both the forfeiture and grace periods allow claims to be submitted a certain number of days beyond the end of your plan year.  However, only a grace period allows you to submit claims with expenses incurred beyond the plan year against the previous plan year's available balance. 

Example:  If your plan year is January 1st through December 31st, and you have a 60-day forfeiture period, you can submit claims up to 60 days after December 31st, or until March 1st.  All expenses must be incurred before December 31st.

Example:  If your plan year is January 1st through December 31st, and you have a 75-day grace period, you can submit claims up to 75 days after December 31st, or until March 16th AND you can incur qualified expenses through March 16th of the following year against any funds remaining in your flexible spending account that weren't incurred between January 1st and December 31st.  

How do I know if I have a grace or forfeiture period?

Please review your Employee Guide to Flexible Spending Accounts, provided to you at the beginning of your plan year, to see if you have a grace or forfeiture period.  If you cannot locate your Employee Guide to Flexible Spending Accounts, contact your Human Resource department for a copy.  You can also email us at flex@flexchecks.com and we will inform you whether or not your plan includes a grace or forfeiture period.  Please be sure your email includes your full name, your employer and what you are inquiring about.  

What is a grace period?

A grace period is an employer elected option for flexible spending accounts which extends the date range for which you can incur qualified expenses a certain number of days beyond the end of your plan year.  

For example, if your plan year is January 1st through December 31st and you have a 75-day grace period, you can incur qualified expenses up to 75 days after December 31st, or through March 16th of the following year against any funds remaining in your flexible spending account that weren't spent between January 1st and December 31st.  

 

Remember, a flexible spending account, or flex plan solution, is a use-it-or-lose-it type account, which means any funds remaining in the account after the end of your plan year are forfeited to your employer, unless you have a forfeiture or grace period.  You can also review the FAQ:  Does my Flexible Spending Account balance from one play year roll over into the next plan year? Found under Flexible Spending Accounts FAQ section for more information.

Please review your Employee Guide to Flexible Spending Accounts, provided to you at the beginning of your plan year, to see if you have a grace period.  

What is a Forfeiture Period?

A forfeiture period extends the amount of time you have to submit a claim for a qualified expense after your plan year has ended.  Qualified expenses must still be incurred during the plan year.  

For example, if your plan year is January 1st through December 31st and you have a 60 day forfeiture period, you can submit claims up to 60 days after December 31st, or until March 1st to use any funds remaining in your flexible spending account for that plan year.  

Remember, a flexible spending account is a use-it-or-lose-it type account, which means any funds remaining in the account after the end of your plan year are forfeited to your employer, unless you have a forfeiture or grace period.  You can also review the FAQ:  Does my Flexible Spending Account balance from one plan year roll over into the next plan year? Found under with Flexible Spending Accounts FAQ section for more information.

Please check your Employee Guide to Flexible Spending Accounts to see what your forfeiture period.  

Health Care Flexible Spending Account

What is an HRA?

Health Reimbursement Arrangements are Internal Revenue Service sanctioned programs that allow an employer to set aside funds to reimburse medical expenses paid by participating employees.  

How do I know if my deductible is eligible to be reimbursed through my HRA?

Every employer may have different rules that establish their HRA.  This allows for multiple ways to determine whether or not your medical expense can be reimbursed through your HRA.  Please see your Human Resource department or your HRA plan document to help you understand the specific rules of your HRA.  You can also find examples of what is and is not eligible to be reimbursed through your HRA at Online Flex. 

What are the advantages of an HRA?

Advantages of HRAs for employers include:

  • Reimbursements of qualified claims are tax-deductible for the employer.
  • Employers know their maximum expense related to their health care benefit.

Advantages of HRAs for employees include:

  • Contributions that employers make can be excluded from employees' gross income.
  • Reimbursements may be tax free if the employee pays qualified medical expenses.
  • Unused funds in the HRA can be rolled into future years for reimbursement.
  • HRAs may be offered in conjunction with other employer-provided health benefits including Flexible Spending Accounts (FSAs).
  • Employees do not have to be covered under any other health care plan to participate, unlike (for example) a Health Savings Account (HSA) which requires a High Deductible Health Plan.
  • Employees can be reimbursed for a health care plan that meets their or their families' specific needs, as opposed to a standard company plan. 
What is a Forfeiture Period?

A forfeiture period extends the amount of time you have to submit a claim for a qualified expense after your plan year has ended.  Qualified expenses must still be incurred during the plan year.  

For example, if your plan year is January 1st through December 31st and you have a 60 day forfeiture period, you can submit claims up to 60 days after December 31st, or until March 1st to use any funds remaining in your flexible spending account for that plan year.  

Remember, a flexible spending account is a use-it-or-lose-it type account, which means any funds remaining in the account after the end of your plan year are forfeited to your employer, unless you have a forfeiture or grace period.  You can also review the FAQ:  Does my Flexible Spending Account balance from one plan year roll over into the next plan year? Found under with Flexible Spending Accounts FAQ section for more information.

Please check your Employee Guide to Flexible Spending Accounts to see what your forfeiture period.  

General

What is the last day to submit reimbursement requests?

All requests for reimbursement must have services incurred by the last date of your plan year. Generally a 60-day forfeiture period is allowed from the end of your plan year to submit all requests. 

For example, if your plan year is 1/1 through 12/31, all dates of service must be incurred within the date range of 1/1 through 12/31 and submitted for processing by 3/1 of the following year.

Please see more information regarding forfeiture periods in the Grace and Forfeiture Periods FAQ section on our site. 

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 plan year, forfeiture period or grace period.

How can I obtain a listing of services or products that are reimbursable?

You can view a copy of the Publication 502 online at www.irs.gov and in the search box type Publication 502, request a copy from your local IRS office, or refer to your benefits booklet for a listing of eligible reimbursements.  You can also view Publication 502 on our website at www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms.

Do I need to send original documentation with my reimbursement request form?

No. Copies of statements, bills, or receipts are sufficient. 

How do I submit a claim for reimbursement?

There are two (2) ways to submit a reimbursement request:

  1. Online:  Online Flex
  2. Go to:  www.flexchecks.com
  3. Under Login/Connect, select Online Flex
  4. Click on Participant Login
  5. Login to your Online Flex account
  6. Under the My Accounts section, select Request Reimbursement
  7. Follow the online instructions
  8. When all claims are entered, certify your request and click submit
  9. If you didn’t upload your receipts, print your Claim Receipt Submittal Form
  10. Transmit your Claim Receipt Submittal form and receipts to FlexChecks by: Emailing toflex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI  49514-1215.  (Be sure to include the proper amount of postage).   Your submission should include the printed form and the receipt(s) which include:  the date of service, provider, service/product provided, and price.
  11. Obtain a FlexDollars Reimbursement Request form from your Human Resource Department, or download the form from www.flexchecks.com– Tools & Resources – Forms & Links – Flex Forms.  Complete the form and attach receipt(s) which include the date of service, provider, service/product provided, and price.  Transmit to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI 49514-1215.  (Be sure to include the proper amount of postage).
What is needed for reimbursement?

In order for a reimbursement request to be processed and approved, items needed for reimbursement are:

  1. FlexDollars Reimbursement Request form (can be submitted electronically within Online Flex) including:
  2. Date(s) of service within the plan year
  3. Provider’s name
  4. Amount
  5. Who the service was provided to
  6. Signature of the Flexible Spending Account participant
  7. Receipt(s) including:
  8. Provider’s name
  9. Amount
  10. Service or product provided
  11. Date of service 

Acceptable forms of a receipt include:  an explanation of benefits form, statement, bill or receipt.  All of these forms must include the three items listed above to be acceptable.  

Does my Flexible Spending Account, or Flex Plan Solution, balance from one plan year roll over into the next plan year?

No.  Flexible spending accounts are "use-it-or-lose-it" plans.  Any amount in the account at the end of the plan year cannot be carried over to the next year and are forfeited to your employer.  However, some flexible spending accounts offer a forfeiture period or grace period which allow exceptions to this rule.  Please review your Employee Guide to Flexible Spending Account to see if your plan includes either of these options. 

You can also review additional information on forfeiture and grace periods found under the Grace and Forfeiture Periods FAQ section. 

When can I start submitting requests for reimbursement?

Requests for reimbursement can be submitted as early as the first day of your plan year, pending the date of service is within the plan year your reimbursement request is for.

For example, if your plan year starts January 1st, you may start sending qualified expenses incurred from that date forward, as long as the date of service is on January 1st.

Is Cobra available for Flexible Spending Accounts (Flex Plan Services)?

Yes.  If you are interested in electing Cobra, contact FlexChecks for further information on how to extend your plan year.  You will have to write a check for your monthly election amount payable to FlexChecks, Inc each month.  If you have both a dependent care and health care flexible spending account, you can elect to extend one, both or none.

Contact us via:

Email:  flex@flexchecks.com

Fax: (616) 791-7901

Mail:

FlexChecks, Inc.
P.O. Box 141215
Grand Rapids, MI 49514-1215

What items are eligible for reimbursement from my Health Care Spending Account (FSA)?

In general, out-of-pocket medical expenses that your health insurance does not cover are qualifying expenses from a health care spending account.  Some examples include, but are not limited to: Co-pays, Vision, Dental, Prescriptions, Deductibles, etc. 

IRS Publication 502 contains a full listing of eligible expenses.  

How can I obtain a listing of services or products that are reimbursable?

Review IRS Publication 502 to determine what expenses are eligible for reimbursement.  

What items are eligible for reimbursement from my Dependent Care Spending Account (DCA)?

In general, day care or nursery school expenses you pay for while you are at work are qualifying expenses from a dependent care spending account.

To obtain a list of qualifying dependent care expenses, you can view a copy of the IRS Publication 503

What items are eligible for reimbursement from my Limited Purpose Spending Account (LPF)?

Any out-of-pocket qualifying dental or vision care expense that is incurred during the Plan Year is an eligible expense. These include dental and vision care necessary fees and purchases. Some examples include, but are not limited to: Orthodontia Care (*Please note, reimbursement cannot be made in full, reference your Employee Guide to FSAs for additional information), Dental Cleanings, X-rays, Fillings and Root Canals as well as Glasses, Contacts, Contact Solution and Laser Surgery.  In addition to these items, post deductible medical expenses are also qualifying.  Post deductible medical expenses include all out-of-pocket qualifying medical expense that are eligible in a full purpose Health Care Spending Account. 

To obtain a list of qualifying medical expenses, you can view a copy of the IRS Publication 502.

Limited Purpose Health FSA

How do I request reimbursement for Post Deductible Medical Expenses from my Limited Purpose FSA?

To request reimbursement from your Limited Purpose FSA for post deductible medical expenses, submit a completed FlexDollars Reimbursement Request form along with your Qualifying Receipt(s) as well as an Explanation of Benefits (EOB) that shows your deductible has been met. 

What expenses are eligible for reimbursement from a Limited Purpose Flex?

Any out-of-pocket qualifying dental or vision care expense that is incurred during the Plan Year is an eligible expense. These include dental and vision care necessary fees and purchases. Some examples include, but are not limited to: Orthodontia Care (*Please note, reimbursement cannot be made in full, reference your Employee Guide to FSAs for additional information), Dental Cleanings, X-rays, Fillings and Root Canals as well as Glasses, Contacts, Contact Solution and Laser Surgery.  In addition to these items, post deductible medical expenses are also qualifying.  Post deductible medical expenses include all out-of-pocket qualifying medical expense that are eligible in a full purpose Health Care FSA.  

To obtain a list of qualifying medical expenses, you can view a copy of the Publication 502 online at www.irs.gov and in the search box type Publication 502, request a copy from your local IRS office, or refer to your benefits booklet for a listing of eligible reimbursements.  You can also view Publication 502 on our website at www.flexchecks.com – Tools & Resources – Forms & Links – Flex Forms.

Travel Expenses

What is the mileage rate for transportation that is primarily for, and essential to, receiving medical services?

Each year the IRS releases updated standard mileage rates.  To obtain the current standard mileage rate for medical purposes, go to the IRS website.  Or, email us at flex@flexchecks.com and we will provide you the current standard mileage rate for medical purposes.

Are travel expenses a qualified medical expense which can be reimbursed through a Flexible Spending Account, or flex plan services?

You can submit a reimbursement request for medical expense amounts you pay for travel if the travel is primarily for, and essential to, receiving medical services.  For details on how each of the below listed items can be qualified medical expenses, please reference the IRS Publication 502.  Publication 502 can be found on our website at www.flexchecks.com - Employee Resources or online at www.irs.gov.  

Below is a list of items that can be qualified medical expenses, pending you meet the qualifications outlined in Publication 502:

  1. Lodging
  2. Meals
  3. Transportation, including mileage or car expense, parking fees and tolls
  4. Trips
How do you submit reimbursement requests for travel expenses?

To submit a reimbursement request for travel expenses, complete a FlexDollars Reimbursement Request form and include the travel receipt(s) you are requesting to be reimbursed for as well as the receipt(s) that are the primary reason for receiving medical services which caused the travel expense.  For mileage, include a mileage log itemized with date(s), provider, number of miles, and the amount you are requesting reimbursement for based on the standard mileage rate for that current year.  

 

Each year the IRS releases updated standard mileage rates.  To obtain the current standard mileage rate for medical purposes, go to the IRS website.  Or, email us at flex@flexchecks.com and we will provide you the current standard mileage rate for medical purposes.  

 

There are two (2) ways to submit a claim:

  1. Online:  Online Flex
  2. Go to:  www.flexchecks.com
  3. Under Login/Connect, select Online Flex
  4. Login to your Online Flex account
  5. Under the Claims tab, select Submit a Claim
  6. Follow the online instructions completing necessary information
  7. When complete, click "Submit and Print Claim Form"
  8. Click "Print Claim Form"
  9. Transmit the claim, which will include the printed form (please be sure to sign this form) and the receipt(s), to FlexChecks by Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI  49514-1215.  (Be sure to include the proper amount of postage).  Attach the appropriate receipt(s) which include:  the date of service, provider, service/product provided, and price.
  10. Obtain a FlexDollars Reimbursement Request form from your Human Resource Department, or download the form from www.flexchecks.com– Tools & Resources – Forms & Links – Flex Forms.  Complete the form and attach receipts which include the date of service, provider, service/product provided, and price.  Transmit to FlexChecks by: Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI  49514-1215.  (Be sure to include the proper amount of postage).
Is mileage reimbursable for visits to and from my local pharmacy?

Yes, a visit to your pharmacy for prescriptions will be treated as a visit to your local healthcare provider and is a qualified medical expense

Online Flex

How do I submit a reimbursement request online?
  1. Go to www.flexchecks.com
  2. Under Login/Connect, select Online Flex
  3. Login to your Online Flex account
  4. Under the Claims tab, select Submit a Claim
  5. Follow the online instructions completing necessary information
  6. When complete, click "Submit and Print Claim Form"
  7. Click "Print Claim Form"
  8. Transmit the reimbursement request to FlexChecks by Emailing to flex@flexchecks.com, Faxing to (616) 791-7901, or Mailing to PO Box 141215; Grand Rapids, MI  49514-1215.  (Be sure to include the proper amount of postage).   Your submission should include the printed form (please be sure to sign this form) and the receipt(s) which include:  the date of service, provider, service/product provided, and price.
How can I check on the status of my reimbursement request?
  1. Go to www.flexchecks.com
  2. Under Login/Connect, select Online Flex
  3. Login to your Online Flex account
  4. Under the Claims tab, select Reimbursements
How can I check the balance in my flex account?
  1. Go to www.flexchecks.com
  2. Under Login/Connect, select Online Flex
  3. Login to your Online Flex account
  4. Under the Balances tab, select Accounting Detail
How do I get my Flexible Spending Account reimbursements direct deposited into my bank account?
  1. Go to www.flexchecks.com
  2. Under Login/Connect, select Online Flex
  3. Login to you Online Flex account
  4. Direct deposit sign up is available under the About Me Tab - Sign Up/Cancel Direct Deposit

 In the event that your account is entered incorrectly you will incur the fee for redirecting funds.  This is generally $25.00 for each transaction.  

How do I access my account online?
  1.  Go to www.flexchecks.com
  2. Under Login/Connect, select Online Flex
  3. Click on Participant Login
  4. Login to your Online Flex account
  5. User ID: CCCCLLLLLLXXXX
  6. Password: LLLLLLXXXXCCCC=Client Code (please send us an email if you do not know what this is).LLLLLL=Your full last name, all lowercaseXXXX=Last four digits of your Social Security Number

If you have previous logged into Online Flex and do not remember your password, there are two ways to reset your password for Online Flex:

Online through Online Flex:

  1. At the Participant Login screen, click “Forgot Password”
  2. Enter the following:
  3. Employee ID = your social security number (no spaces or dashes)
  4. Security Word = Mother's Maiden Name (Note:  If you haven't ever logged in and changed your password, you haven't ever answered this question. FlexChecks entered a default answer of "flexchecks".)

Birth City = Your birth city (Note:  if you haven't ever logged in and changed your password, you haven't ever answered this question. Flexchecks entered a default answer of "flexchecks".)

  1. Click "Submit"
  2. Email flex@flexchecks.com a request to have your password for Online Flex reset.  Include your full name, the name of your employer and the last four digits of your social security number.
How do I get my password reset for Online Flex?

If you have previous logged into Online Flex and do not remember your password, there are two ways to reset your password for Online Flex:

  1. Online through Online Flex:
  2. At the Participant Login screen, click “Forgot Password”
  3. Enter the following:
  4. Employee ID= your social security number (no spaces or dashes)
  5. Security Word=Mother’s Maiden Name (NOTE:  If you haven’t ever logged in and changed your password, you haven’t ever answered this question.  FlexChecks entered a default answer of “flexchecks”.)

Birth City=Your Birth City (NOTE:  If you haven’t ever logged in and changed your password, you haven’t ever answered this question.  FlexChecks entered a default answer of “flexchecks”.)

  1. Click “Submit”
  2. Email:
    1. Email flex@flexchecks.com a request to have your password for Online Flex reset.  Include your full name, the name of your employer and the last four digits of your social security number.
  1. Online through Online Flex:
  1. At the Participant Login screen, click “Forgot Password”
  2. Enter the following:
  3. Employee ID= your social security number (no spaces or dashes)
  4. Security Word=Mother’s Maiden Name (NOTE:  If you haven’t ever logged in and changed your password, you haven’t ever answered this question.  FlexChecks entered a default answer of “flexchecks”.)

(NOTE:  If you haven’t ever logged in and changed your password, you haven’t ever answered this question. FlexChecks entered a default answer of “flexchecks”.)

  1. Click “Submit”
  2. Email:
    1. Email flex@flexchecks.com a request to have your password for Online Flex reset.  Include your full name, the name of your employer and the last four digits of your social security number.

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