Frequently Asked Questions
This site, and the content herein, are designed specifically for State of Washington employees. This information is not deemed to function as a Summary Plan Description (SPD). If there is any conflict between this information and the Washington Flex Enrollment Guide, the Washington Flex Enrollment Guide 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.)
Please note that your dependents do not have to be on the State of Washington's major medical plan for the to expenses qualify.
Q: How does the FSA Debit Card work?
A: The FSA Debit Card allows you to make purchases at known health care providers and have the funds deducted directly from your FSA balance. The card is swiped like a regular credit card, and no PIN is required (select "credit" not "debit"). When you sign up for the FSA program, you will receive the debit card application in your FSA packet in the mail. You may also download and print the debit card application directly from ASI's website. Your card will arrive within 7-10 business days of submitting it to ASIFlex.
There are many specific regulations regarding appropriate uses of the card. Please visit the debit card information page for all of the specifics.
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:
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
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 claim forms. 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.
Q: How often are claim payments released?
A: ASIFlex releases payments each banking day (excludes major holidays).
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 March 31 of the year following the close of the previous plan year
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 exercise 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 $.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 $.20/mile (2007 calendar year rate) 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
P O 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 5 a.m. to 5 p.m., and 7 a.m. to 11 a.m. Pacific 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 ASIFlex at (800) 659-3035 Monday through Friday 5 a.m. to 5 p.m. and Saturday 7 a.m. to 11 a.m. Pacific 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: Can I change my election amount after the plan?
A: Generally no. Your election under the Plan is irrevocable for the Plan Year unless you have a qualifying event (otherwise known as a life change event). For specifics for your plan, please refer to the Washington Flex Enrollment Booklet.