Frequently Asked Questions
This site, and the content herein, are designed specifically for clients of ASIFlex. This information is not deemed to function as a Summary Plan Description (SPD). If there is any conflict between this information and your SPD, your SPD will override this information.
Q: Whose expenses qualify under my Medical FSA?
A: 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 Medical FSA.)
Q: Whose expenses qualify under my Dependent Care FSA?
A: Your work -related expenses must be for the care of one or more members of your home who are qualifying persons. You must provide over ½ of the qualifying person’s support. The qualifying person cannot have income in excess of the Federal exemption amount.
A Qualifying Dependent is:
If you are divorced, you must have physical custody of your child for over half of the year, in order to be eligible for reimbursements through your flexible spending account. If custody is exactly equal then neither parent can use the childcare expenses. The parent who has more than 50% custody is eligible for the dependent care regardless of who claims the tax exemption.
Physical or mental incapacity must be disabling. Persons who are not able to dress, clean or feed themselves because of physical or mental problems are considered unable to care for themselves. Persons with mental defects who require constant attention to prevent them from injuring themselves or others are considered unable to care for themselves.
Q: Does my dependent care provider have to be a licensed day care center?
A: TThey do not have to be licensed, unless they care for enough individuals to require licensing in your State. They must provide you with their Tax ID Number or Social Security Number. You will need this number for the required filing of Form 2441 (or Schedule 2, if filing a 1040A) with your Federal tax return.
Additionally, the care provider cannot be a relative of your that lives in the same household or your dependent that is under the age of 19 (even if they don't live in the same household).
Q: Why do I have to sign my claim form?
A: The regulations provided by the Internal Revenue Code (Section 125) require that a participant provide a statement, with each reimbursement request, that the expenses claimed were not paid by insurance or other means and reimbursement will not be sought from another party.
Q: What documentation do I have to submit with my claim form?
A: Each item claimed must be supported by a statement of services from an independent provider. The insurance explanation of benefits (EOB), for items covered by insurance, may also be used since a statement of services has already been submitted to the insurance company for determination of service date and whether it was a qualifying expense. Documentation must contain the following information in order for payment to be issued:
- the provider of services;
- the person obtaining the care;
- the date(s) of service;
- the amount charged for the services; and
- a general description of the services provided.
Q: Do I have to send the original provider statements or insurance benefit statements?
A: No. Copies of provider statements are acceptable, as long as they are legible and have not been altered.
Q: Do I have to provide proof of payment with my claim form?
A: Generally, no. The Internal Revenue Code does not require proof of payment prior to submitting the items claimed. The regulations require that services have been provided that give rise to the expenses. ASIFlex has additional information available and requirements for orthodontic expenses.
Q: Why do I have to provide support, from the provider, of the date the services were provided rather than the date I paid or was billed for services?
A: The Internal Revenue Code regulations require that the statement from the independent provider include what type of service was provided for what period of time. The expenses must have been provided for care during the period that you were covered during the plan year. Statements showing payments made or bills for services rendered are acceptable as long as they identify what service was provided, for whom, by whom, and for what period of time.
Q: Why do I have to provide support, from the provider, of the general type of services provided?
A: The Internal Revenue Code regulations require that the statement of services from the independent provider indicate the type of services provided. The regulations also require that each item claimed be adjudicated by the plan (or administrator) to determine whether the expense qualifies under the plan and whether the services were incurred (services were provided) during the period that the participant was covered under the plan.
Q: What items are required to be on the documentation from the provider?
A: The supporting documentation must identify the provider of services and the person obtaining the care, as well as the date, cost and general description of services provided. The insurance explanation of benefits (EOB), for items covered by insurance, may also be used since a statement of services has already been submitted to the insurance company for determination of service date and whether it was a qualifying expense.
Q: Can I fax my claims, and, if so, to what phone number? Is this a toll-free number?
A: Yes, you may fax your claims. ASIFlex's fax number for claim submissions is (866) 381-9682. This is a toll-free call from anywhere in the USA.
Q: Can I email my claims or submit them online?
A: Yes, you may email your claims to claims@asiflex.com. Please note that you must send all documents with your claim as one attachment (preferably as a PDF). If you send a document with each page as a separate attachment, the claim will not be processed.
ASIFlex is currently working on a system that will allow participants to scan documentation and upload it directly to ASIFlex. We hope to have this system up and running sometime in 2008.
Q: What is the mailing address for mailing my claims?
A: ASIFlex's mailing address for claims is:
ASIFlex
PO Box 6044
Columbia, MO 65205-6044
This is the preferred mailing address. However, if you are sending something through a courier service such as UPS or FedEx, you can send it to
ASIFlex
201 W. Broadway, Building 4, Suite C
Columbia, MO 65203
Q: Where do I get more claim forms?
A: You may make copies of a blank claim form or download additional forms here. You may also call ASIFlex at (800) 659-3035 and request additional claim form
Q: Is payment for my Medical FSA released the same day that a claim is reviewed and processed by ASIFlex?
A: Payments are released for all claims processed before 2 p.m. Central Time. If your claim is processed after 2 p.m. Central Time, payment will be released the next business day.
Typically all claims are processed within one business day of receipt of a claim, however claim volume can fluctuate and processing time will depend upon the volume of claims received on a given day.
Q: How often are claim payments released?
A: ASIFlex releases payments each banking day (excludes major holidays). However, please refer to your Summary Plan Description for specifics relating to your plan.
Q: Are the direct deposits to my bank account effective, with my bank, the same day the claim is processed?
A: No. Federal banking regulations do not allow the deposit to be effective the day the deposit is generated by ASIFlex. Therefore, the effective date of the deposit is the banking day following the release of payment of the claim by ASIFlex.
Q: Do all prescription medicines (drugs available only by prescription from a physician) qualify for the Medical FSA?
A: Generally, yes, as long as they are prescription drugs and are legal under Federal and State law. However, prescriptions that are purchased solely for cosmetic purposes which are not treating an existing medical condition do not qualify under the plan.
Additionally, Federal law disallows the importation of drugs from foreign countries; as such, drugs purchased in foreign countries, even if they are prescription drugs, are not an allowable expense through your flexible spending program. The only exception to this rule is if you are in a foreign country and purchase and consume the drug while you are in the foreign country.
Q: Do I need to itemize my prescriptions on my claim form?
A: Each prescription does not have to be listed on a separate line of the claim form. You are welcome to group prescriptions from the same pharmacy on one line of the claim form, indicating the range of purchase dates and total of the prescriptions purchased on those dates.
Q: Can I send a credit card receipt as support for my claim form?
A: No. A credit card receipt only supports that a payment was made. Federal regulations require that the supporting documentation identify the provider of services and the person obtaining the care, as well as the date, cost and general description of services provided. The insurance explanation of benefits (EOB), for items covered by insurance, may also be used since a statement of services has already been submitted to the insurance company for determination of service date and whether it was a qualifying expense.
Q: When can I begin filing claims against my Flexible Spending Account?
A: You may file claims as soon as you incur charges (have services provided) after the plan year has begun.
Q: How often can I submit claims?
A: You may submit claims as frequently, or as infrequently, as you prefer. You do have to file at least one claim each year prior to the claims filing deadline established by your plan.
Q: Is there a minimum claim amount?
A: No, ASIFlex does not have a minimum claim amount. Reimbursements will be disbursed up to your available funds for all valid claim submissions.
Q: What does "incurred" mean?
A: Incurred is defined in Internal Revenue Code Section 125 as the date that that the services are provided that gave rise to the expense. Expenses are not considered to be provided at the time you are billed for or pay for the services.
Q: How long do I have to submit claims after the Plan Year is over?
A: The deadline for filing claims for each Plan Year is defined in your Plan Document. Generally, plans allow 90 days after the end of the Plan Year to file claims for services provided during that Plan Year. Please refer to your Summary Plan Description for specifics for your plan.
Q: What are the requirements for reimbursements for over-the-counter(OTC) medicines and drugs?
A: OTC medicines & drugs qualify for the Medical FSA if they are purchased to treat an existing or imminent medical condition. Items purchased to treat an existing or imminent medical condition can be claimed but the participant must indicate on the claim submission what medical condition is being treated.
Items such as vitamins, herbs or nutritional supplements are typically not eligible for reimbursement. In order to claim these items, you must have:
- an existing or imminent medical condition;
- a pre-printed receipt from the provider documenting the purchase; and
- a physician's diagnosis and prescription for the specific item(s).
Please see ASIFlex's OTC Guide for more information.
Q: Do health club dues, massages, vitamins, herbs & nutritional supplements and excercise equipment qualify for my Medical FSA?
A: Generally, no. Items such as those listed above are typically considered to be utilized for general good health purposes and, as such, typically do not qualify for the Medical FSA. However, if you have been diagnosed with a medical condition that necessitates the purchase of these items and you would not have purchased them if it were not for the medical condition, then they can qualify for your Medical FSA. To claim these items, you must have a letter of diagnosis and recommendation/prescription for these items to qualify under your Medical FSA. This letter is valid for 12 months from issue date. Please review the Sample Letter of Medical Necessity for all information that is needed for approval on these items.
Q: What transportation expenses qualify for the Medical FSA?
A: Transportation that is primarily for and essential to obtaining medical care:
- Bus, taxi, train or plane fares or ambulance services,
- Transportation expenses of a parent who must travel with a child who needs medical care,
- Transportation expenses of a nurse or other person who can give injections, medications and other treatment required by a patient who is traveling to get medical care and is unable to travel alone, and
- Transportation expenses for regular visits to see a mentally ill dependent, if these visits are recommended as part of treatment.
For automobile travel expenses you can use a standard rate of $.19 per mile for services provided in 2008 ($.20 per mile for services provided in 2007). Mileage is reimbursable for use of a car for medical reasons. You can also include parking fees and tolls. You can add these fees and tolls to your expenses whether claiming actual car expenses or using the standard mileage rate.
Q:What do I need to submit to support mileage with my claim form?
A: You must list the number of miles you traveled to obtain the medical care on the claim form as a separate line item, multiplied by the current $.19/mile for services provided in 2008 (please note that the rate was $.20/mile for services provided in the 2007 calendar year) allowed by the Internal Revenue Code. It is preferable that you claim the mileage on the same claim form when you claim the cost for medical care. If you do not include the number of miles traveled within your claim submission packet, the request for reimbursement for your mileage expenses will be denied.
Q: How long does my authorization for direct deposit remain in effect with ASIFlex?
A: Your authorization for direct deposit remains in effect with ASIFlex until you change or revoke that authorization. ASIFlex does retain direct deposit information from Plan Year to Plan Year unless notified of a change by the participant.
Q: How do I change the account number or institution into which ASIFlex deposits my reimbursements?
A: Complete and sign the Direct Deposit Deposit Form. You are welcome to mail them to:
ASIFlex
PO Box 6044
Columbia, MO 65205-6044
or fax to this form to ASIFlex at (866) 381-9682.
Q: Does my employer notify ASIFlex when I change my bank account number for direct deposit for payroll?
A: No. You are responsible for notifying ASIFlex of any changes required for direct deposit of your FSA claims.
Q: How do I know if my claim form was received?
A: You can view all claims processed by ASIFlex on our website by clicking on the Account Detail the morning following ASIFlex’s review. Just follow the prompts to view your account. You also may call ASIFlex, the afternoon following your anticipated review of the claim to discuss your claim. ASIFlex customer service representatives are available to assist you Monday through Friday from 7 p.m. to 7 p.m., and 9 a.m. to 1 p.m. Central Time on Saturday.
Q: How can I check on my remaining balance?
A: You may view your remaining balance and account activity on ASIFlex’s web site by clicking on the Account Detail button. In order to access your account, you must utilize your Flex PIN which was sent to you with your Confirmation of Enrollment statement and is included with all periodic statements sent out by ASI. If you do not have your Flex PIN, please call ASI at (800) 659-3035 Monday through Friday 7 a.m. to 7 p.m. and Saturday 9 a.m. to 1 p.m. Central Time to retrieve your access code. ASIFlex cannot release this information via email and the PIN will only be given out to the named participant.
A participant may also call ASIFlex's Customer Service Center at 1-800-659-3035 to obtain the account balance. Again, due to Federal Privacy regulations, ASIFlex can only release this information to the plan participant.
Q: Where do I get my PIN number for Internet?
A: ASIFlex prints your PIN on your FSA enrollment confirmation and each periodic statement. The plan participant may also request their PIN by calling ASIFlex's customer service at (800) 659-3035.
Q: Where can I see a list of qualifying expenses for my FSA program?
A: ASIFlex has an exhaustive Eligible Expense List. Please note that the list is updated frequently, as required by changing regulations.
Q: Do Kindergarten charges qualify for my Dependent Care FSA?
A: No. Expenses for education do not qualify for your Dependent Care FSA. However, if you are charged for “after-care” for the portion of the day that your child attends the school that is charged for care and well-being, this charge does qualify for the Dependent Care FSA. Your provider must provide you with support for the charges for the portion that is specifically for care and well-being.
Q: Can I change my election amount after the plan year starts?
A: Except as specified in this section, your election under the Plan is irrevocable for the Plan Year. These are the changes generally allowed. For specifics for your plan, please refer to your Summary Plan Description.
You may change your election if you, your spouse, or a dependent experience an event listed below which results in a gain or loss of eligibility for coverage under the Flexible Spending Account Plan, Health Care Flexible Spending Account Plan, or Dependent Care Flexible Spending Account Plan or a similar plan maintained by your spouse's employer or one of your dependent's employer and your desired election change corresponds with that gain or loss of coverage.
Events 1 - 4 apply to the Health Care Flexible Spending Account Plan and the Dependent Care Flexible Spending Account Plan.
1. Your legal marital status changes through marriage, divorce, death or annulment.
2. Your number of dependents changes by reason of birth, adoption (or placement for adoption), or death. If your child no longer qualifies for dependent care because he or she turned 13, then that is a loss of a dependent under the Dependent Care Flexible Spending Account plan, but not under any of the other plans.
3. You, your spouse or any of your dependents have a change in employment status that affects eligibility under your employer’s Flexible Benefit Plan or a plan maintained by your spouse's or any dependent's employer. If you terminate or take a leave of absence from your employer, then you must be gone at least 31 days for termination or leave of absence to qualify.
4. You, your spouse, or one of your dependents changes residence that causes a gain or loss of eligibility and coverage under the FSA. Events 5 - 7 apply to Health Care Flexible Spending Account Plan, but not the Dependent Care Flexible Spending Account Plan.
5. You are served with a judgment, decree or court order, including a qualified medical child support order regarding coverage for a dependent. If the order requires you to pay for medical expenses not paid by insurance for a Dependent child, then you may add or increase coverage under the Health Care Flexible Spending Account Plan. If the order requires that another person pay for medical expenses not paid by insurance for the Dependent child, then you may drop or reduce coverage under the Health Care Flexible Spending Account Plan
6. If you, your spouse or a dependent becomes entitled to and covered under Medicare or Medicaid, you may drop or reduce coverage under the Health Care Flexible Spending Account
7. If you, your spouse or a dependent loses eligibility and coverage under Medicare or Medicaid, you may add or increase coverage under the Health Care Flexible Spending Account
Events 8 - 10 apply only to the Dependent Care Flexible Spending Account Plan.
8. You may change your election to correspond with a change made under another employer-sponsored plan as long as the change made under the other plan was permitted by IRS regulations or was made for a period of coverage that is different from your employer’s Flexible Benefit Plan.
9. You change dependent care providers (including school or other free provider). You may make a corresponding change to your Dependent Care Flexible Spending Account and your future salary reductions if you change dependent care providers.
10. You may make a corresponding change to your Dependent Care Flexible Spending Account and your future salary reductions if your dependent care provider who is not your relative changes your costs significantly. A relative is any person who is a relative according to Code §152(a)(1) through (8), incorporating the rules of Code §152(b)(1) and (2).
The election change request must be filed within 31 days of the date of the qualifying event and becomes effective on the 1st of the month following the event and the approval of the request. (The filing deadline & effective dates stated here are again, generic and may differ from specific plan to plan. Please refer to your Summary Plan Description.)
Your Salary Reduction amount for a pay period is, an amount equal to the annual contribution for your FSA election, divided by the number of pay periods in the Plan Year following your effective date. If you increase an election under the Health Care Flexible Spending Account Plan or Dependent Care Flexible Spending Account Plan, your Salary Reductions per pay period will be an amount equal to your new reimbursement limit elected less the Salary Reductions made prior to such election change, divided by the number of pay periods remaining in the Plan Year beginning with the election change effective date.
Any increase in your election may include only those expenses that are incurred during the period of coverage on or after the effective date of the increase. Your coverage for the remaining period of the year shall be calculated by adding the amount of contributions made prior to the change to the expected contributions after the effective date of the change and subtracting prior reimbursements.
Q: Can I claim dependent care expenses under my Dependent Care FSA after my child turns 13 years old?
A: Expenses for dependent care no longer qualify for the Dependent Care FSA on the day your child turns age 13 unless they have been certified as incapable of self-care. Care for dependents incapable of self-care qualifies to any age as long as it is for care and well-being while you are working or looking for work.
Q: Do charges for food, transportation, activity fees, etc. qualify for reimbursement from my Dependent Care FSA?
A: No. Only charges for care and well-being in order for you to work or look for work qualify for your Dependent Care FSA. Separately billed charges for food, transportation, activity fees, etc. do not qualify.
Q: If I pay my dependent care provider in advance of the services, can I file my claim when I pay?
A: No. You may file claims for services provided after the period of service claimed has been provided in full. You may claim services as frequently or as infrequently as you prefer, but you cannot claim future services.
Q: If I pay my dependent care provider in advance of the services, can I file my claim when I pay?
A: No. You may file claims for services provided after the period of service claimed has been completed. The service must be provided that gives rise to the expense. Expenses are not valid based upon when paid.
Q: Do summer camps that include an overnight stay qualify for my Dependent Care FSA?
A: No. The Internal Revenue Code disqualifies expenses that include overnight care. The charges cannot be prorated to include the portion that was for care during the day while you were working.
Q: Does summer school tuition qualify for my Dependent Care FSA?
A: No. The Internal Revenue Code does not allow the tax exemption on expenses incurred for education.
Q: Do soccer, baseball, football, gymnastics, ballet, etc. day camps qualify for my Dependent Care FSA?
A: Generally, no. However, if the primary purpose of these camps is for care and well-being in order for you (or you and your spouse if married) to be gainfully employed, they may qualify. If for care and well-being, you must send a statement, with each claim submitted, stating that child attends that camp primary for care and well-being and not for educational purposes.
Overnight camps are not eligible for reimbursement.