FSA FAQ’s Health Care Flexible Spending Account – This account allows you to set aside funds on a pretax basis to cover anticipated out-of-pocket medical, dental, and vision care expenses for yourself and your dependents. The minimum allowable amount for participation is $500 or $2,500 maximum limit. Dependent Day Care Flexible Spending Account – This account is for employees who have day care needs for their children or an adult dependent. It allows you to set aside funds on a pretax basis to reimburse work-related day care expenses that are incurred for the care of eligible dependents. The minimum allowable amount for participation is $500 or $5,000 maximum limit. Enrollment
Both FSAs require employees to make a new election each year
Newly hired employees must elect FSA participation during the first 31 days of employment
When must reimbursable expenses be incurred? FSA FAQ’s Health Care Flexible Spending Account – This account allows you to set aside funds on a pretax basis to cover anticipated out-of-pocket medical, dental, and vision care expenses for yourself and your dependents. The minimum allowable amount for participation is $500 or $2,500 maximum limit. Effective January 1, 2016, the annual maximum is increased to $2,550. When must reimbursable expenses be incurred? When must reimbursable expenses be incurred? Eligible expenses must be incurred from January 1 of the year in which the funds are contributed through December 31. Please note you will be able to submit claims for payment until March 31, 2016, but dates of service must range from January 1, 2015 - December 31, 2015. Only $500 of unused fund will be rollover to the next plan year. However, funds remaining in the account beyond December 31, 2015, will be forfeited. Do I need to keep my receipts for purchases made with my spending account debit card? Yes, you should ALWAYS retain receipts for purchases made with your debit card for tax purposes, as you may be requested to provide receipts for certain purchases. You are being issued the debit card for the convenience of being able to access your FSA funds at the point of sale. Even though you can access these funds easily, Conexis and FHDA still must be able to “substantiate” that all purchases made were for eligible products and services under the FSA. In situations where Conexis is not able to substantiate the purchases automatically, you will receive a letter asking for documentation or receipts. There will also be notifications on the Conexis web site if your claim needs additional attention. If you are not able to provide documentation you may lose the ability to use your debit card. You will be required to “substantiate” all of your services.
Will I receive receipt request letters (i.e. debit card substantiation requests)? Yes. As stated earlier when substantiation is required, Conexis will send you letters requesting that you supply receipts. Again, this is very important to comply with IRS regulation and failure to comply may result in an inability to use the debit card in the future. I have used my debit card for a wide variety of services, and then received substantiation requests. How can I avoid this in the future? To avoid receiving substantiation requests, simply do not use the debit card for purchases other than prescriptions and office visit copayments. You can pay for other services online directly to the provider or yourself. There are several methods to use your account; you are not required to use the debit card, as it is just one of the options. Please contact Conexis at (877) 864-9549. For the dependent care account, what documentation is required? What is the procedure for submitting dependent care FSA claims? You can submit your claims for reimbursement for dependent care through the Conexis web site, Conexis.com. You will need the following documentation to file your claim: 1) 2) 3) 4)
Day care provider’s social security number or tax ID number Day care provider’s name and address Child’s name and date of birth (if more than one child, please specify each) Receipt needs to clearly note the service dates: a. The date of payment, receipt of payment or cancelled check is not the date of service. b. If a payment ledger is submitted, it must indicate dates of service for the care provided. c. If the payment ledger only shows “charges and payments”, the actual dates of care/service must be added.
How do I access my 2015 FSA funds for 2015 expenses? There are four ways for you to receive payment through your FSA: 1) Health Care Debit card – which can be used at the point of purchase for doctor’s office visit copayments, prescription drug coinsurance (including drugs purchased at CVS contracted pharmacies), medical deductible and coinsurance, dental services and vision services. 2) You can access your claims through the Conexis web site and submit the claims to have your cost share (copayments, deductibles, and coinsurance) paid to your network provider. 3) Direct Deposit: You can submit a claim through the Conexis web site and have payments deposited into your bank account. 4) Check mail to home: You can submit a claim through the Conexis web site and have a check mailed to you.
Will I receive a debit card with my health care FSA? Yes, you will receive a health care Visa debit card in the mail with instructions on how to activate. Your debit card will be mailed to your home and will have a sticker with a phone number to call for activation. The debit card will NOT require a “pin number”. The debit card can be used for health care FSA expenses only. –
Dependent care expenses cannot be paid using the debit card.
Can I order additional debit cards, and are there any additional costs for doing so? You will automatically receive one debit card prior to the start of your new plan year on January 1, 2015, if you did not previously participate in 2014. If you want an additional card you may order it on the member website or by calling the Conexis dedicated customer service at (877) 864-9549. You may order additional debit cards at no charge for you and your family. All debit cards will be tied directly to your FSA funds that you elected during open enrollment. Will I receive a new debit card each year? No, you should keep your card from year to year. Each year you elect an FSA the card will be “reloaded” with your new FSA amount election. Will I have the ability to view debit card information online, and if so, what type of information can I view online? Yes, you will be able to view debit card transactions/activity on-line. You can view your account balance and your prior transactions – including the merchant and amount withdrawn. Who will I contact for questions about my account and debit card? For the quickest answers, you should log into the Member website. If you need additional assistance, you should call the Conexis dedicated customer service at (877) 864-9549. How do I use the website to access my funds? You will access your flexible spending account through the Conexis Member website. Begin by registering at https://mybenefits.conexis.com if you have not already registered on the site. If you have never registered on the Conexis web site, you will need to follow the directions to register. Click on the “Members” tab and then when you see the orange login box, click where it says “Register Now”. Complete the information on the next screen and then click “Submit”. A PIN number will then be issued to you. This PIN will need to be entered only once during initial entry into the web site before you will be able to see any of your Protected Health Information (PHI), which includes access to your FSA information. You have a choice of how your PIN will be delivered to you, including email, text and voice. Choose your preference and then enter the PIN on the next screen when you receive it. You will then be on the Member Home screen, where you can click on “Spending Account” on the right side of the screen to access your FSA. How will I get a claim form if I need to submit a claim manually? While the claim form is available for printing from the Member website, Conexis’s online submission process, which includes the ability to upload receipts electronically provides the fastest, most efficient processing and payment. If you need a claim form, login to http://hr.fhda.edu/benefits/_fsa.html.
Will notification be provided when my claim is received? Yes. You may sign up for electronic notifications on the Conexis website under the Go Green feature. After that you will receive electronic notifications via the Conexis web site upon receipt of your transaction request, if the claim requires additional actions from you, when the transaction is finalized, and when we issue payment. Will I be notified if my claim is denied? Yes, you will receive a denial notice if your claim is denied. There will also be online notifications when you have claims that need additional information from you in order to process successfully. If you are managing your account online, these notifications will help you avoid receiving denial notices. What do I do if my claim is denied? If you believe that your claim was denied in error, you can contact customer service via secure email online or by calling the Conexis dedicated customer service at (877) 864-9549. You will be notified of the appropriate procedure should you wish to pursue an appeal. Will I receive spending account statements and will I have the ability to print a statement of my claims activity? Yes. You will receive quarterly electronic statements, which you can print. You can also print your claim activity from the Conexis Member Portal. Simply login to https://mybenefits.conexis.com, click on Spending Account, then on the Accounts heading. Click on the “View Account Activity” link. There is an option to print from this page. Will I be able to pay my dental or vision providers directly out of my spending account? Dental and Vision reimbursement requests are paid directly to you. You may use your health care debit card for payment at point of service or to pay bills you receive. Just remember to save your receipts for “substantiation”. When will a payment NOT be eligible for Direct Payment to Provider (DPTP)? There are several reasons that a transaction would not be eligible for DPTP: if there are no funds in the account, if the provider’s tax information cannot be verified, if the transaction is for dental or vision services, or if the transaction is a medical claim that had to be reprocessed. Situations where the provider’s tax information cannot be verified should be very rare, but we will make every effort to validate each provider. If we are not able to, then payment will come to you instead. How long do I have to pay a claim to a provider? For manual reimbursement requests, you may choose to pay the provider at any point. You are responsible for ensuring that you do not overpay the provider in such situations. How do I know where to send my claims to? Is there an address and fax number? Submitting your reimbursement requests online is the fastest and most efficient method to utilize for reimbursement requests. However, if you need to submit the claim manually, the claim form available on the website contains the mailing address and fax number. The mailing address is Conexis Spending Accounts, P.O. Box 226190, Dallas, TX 75222 and the fax number is 1-877-864-9555.
For manual claims submission, will I be able to change my method of reimbursement? You will be able to choose if you would like to receive money via direct deposit or check. Note that direct deposit provides the quickest and most convenient way to receive your reimbursement. How do I set up the direct deposit option? In order to activate the direct deposit option, login to https://mybenefits.conexis.com, click on Spending Account, then on Profile. Please have your bank account number and routing number available as they are needed in order to set up and activate the direct deposit option. How will I know when my claim has been paid? If you have elected direct deposit and set up your banking information on the Conexis website you will be notified when payment has been made. Otherwise you will receive a check in the mail.
