2011 VALENCIA COLLEGE FLEXIBLE BENEFITS
Flexible Spending Account Reimbursement Claim Form Employee Name: Mail Code:
Employee VID Number: Campus Ext:
Please read the attached instructions carefully. Incomplete claim forms or claim forms missing required documentation will not be processed. Claims received after the Payroll deadline will be processed on the following paycheck.
EMPLOYEE/DEPENDENT HEALTH CARE EXPENSES (List dates of service separately; attach additional sheet(s) as needed) TYPE OF EXPENSE
SERVICE DATES From To
NAME OF PATIENT\RELATIONSHIP
PROVIDER OF SERVICE
AMOUNT REQUESTED
TOTAL HEALTH CARE AMOUNT REQUESTED:
DEPENDENT CARE EXPENSES (not for dependent medical expenses) PERIOD OF DEPENDENT CARE
NAME OF DEPENDENT AND RELATIONSHIP
DEPENDENT CARE PROVIDER
AMOUNT REQUESTED
TOTAL DEPENDENT CARE AMOUNT REQUESTED: I certify that I have actually incurred these expenses and I have not previously been reimbursed for them. I understand that any amounts reimbursed cannot be claimed on my spouse's and/or my personal income tax for the purpose of income or tax reduction. Where applicable, the above health care claims have been processed by any applicable coverage and the documentation is attached. No other insurance has paid or is responsible for this/these claims. I further understand that any amounts remaining at the end of the year that cannot be claimed will be forfeited.
(Initial)
DEPENDENT WITH NO INSURANCE ATTESTATION: Initial line and check the box only if applicable: I certify that the patient/dependent, listed above, does not have any insurance coverage responsible for payment of this claim; therefore, I have attached itemized medical receipts instead of Explanation of Benefits from an insurance company.
Signature
Date ________________________________
HUMAN RESOURCES USE ONLY Amt to reimb:
MED:
DEP:
PAYROLL USE ONLY Date reimbursed:
Signature:
Signature:
Date:
Date: HR Form #36 Revised 07/11
INSTRUCTIONS FOR COMPLETING FLEXIBLE SPENDING ACCOUNT (FSA) REIMBURSEMENT CLAIM FORMS What should be listed in the sections above? List health care/medical items for you and your eligible dependents in the section labeled, “EMPLOYEE/DEPENDENT HEALTH CARE EXPENSES.” Attach documentation. Mail the completed claim for and documentation to Mailcode 3-33, Human Resources. Keep copies for your records. Expenses you pay for care of a dependent(s) so that you can be gainfully employed should be listed under the section labeled, “DEPENDENT CARE EXPENSES.” These expenses may include, but are not limited to, child care or after-school care for children under age 13, summer day camp (no overnight camps), etc. Attach documentation. Mail the completed claim form and documentation to Mailcode 3-33, Human Resources. Keep copies for your records. (Advanced reimbursement of future or projected expenses is not permitted under Dependent Care Flexible Spending Accounts. Expenses for care of your eligible dependent that are provided by another eligible dependent (i.e., older sibling) cannot be claimed for reimbursement.) What forms of documentation are ACCEPTABLE for reimbursement? EMPLOYEE/DEPENDENT HEALTH CARE EXPENSES: All health care documentation must contain the name of the patient, the date of service, type of service, the place of purchase, and amount you owe to the provider. The best form of documentation is the insurance company’s Explanation of Benefits (EOB) which clearly shows the amount that you are responsible to pay the provider of the service. Most insurance companies have websites where you can log in and pull copies of these EOBs. Rx/pharmacy receipts must list the name of the patient, the date of service, the place of purchase, Rx number, and amount paid. If you turn in claims at the end of the plan year, you can request a list of your medications for the year from the pharmacy. As long as it contains the information noted above, it is acceptable documentation. DEPENDENT CARE EXPENSES: All dependent care documentation must show that the expense has been incurred and be in the form of an itemized bill, receipt, or contract for the amount claimed and include the dependent’s name; the period during which the services were rendered; the name, address, and taxpayer identification number (TIN) of the individual or organization providing the services; and a description of the service provided. What forms of documentation are UNACCEPTABLE for reimbursement? Cash register receipts, credit/debit card receipts, and canceled checks are not permitted forms of documentation for reimbursement under flexible spending accounts. Doctors/Dentists’ statements do not contain all of the information required to substantiate a flexible spending account claim; therefore, they are not acceptable forms of documentation. How and when will reimbursement be made? Once the completed Flexible Spending Account (FSA) Reimbursement Claim Form and acceptable documentation has been received, it will be processed and the money included in your next available paycheck. For a list of payroll deadlines, refer to the following link: http://valenciacc.edu/HR/documents/PayrollSchedulewithDueDates2010-2011.pdf. Claims, with acceptable documentation, received after the payroll due date will be processed on the next available pay cycle.
Page 2: FREQUENTLY ASKED QUESTIONS “Why can’t I submit a receipt for what I paid and get reimbursed?” The amount you paid to the provider, in some cases, may not accurately reflect the amount you actually owe the provider based on the insurance company’s schedule of benefits. If the provider overcharged you, you will need to go back to that provider with a copy of your EOB, which shows what you actually owe to the provider, and request a refund. This overcharge cannot be reimbursed from your flexible spending account. “What if it’s a non-covered service or the dependent doesn’t have insurance?” Claims, for non-covered services or for dependents without health insurance, will be processed as long as a fully-itemized receipt is submitted that contains the name of the patient, the date of service, type of service, the place of purchase, and amount paid. For dependents without health insurance, the box above the signature line, on the claim form, must be checked and initialed. Documentation (e.g., EOB showing non-covered service, exclusions page from Summary of Benefits, etc.) that the service is non-covered is still required unless the health care coverage is through the college and the non-covered service is clearly defined in the CIGNA Summary of Benefits. “What types of expenses can I submit for reimbursement?” Many items that are not covered by health insurance are eligible for reimbursement. These may include, but are not limited to, copays, coinsurance, deductibles, services for alternative medicine (e.g., acupuncture, massage therapy, etc.) if substantiated by a physician, etc. Of course, the list is too numerous to include here; therefore, you should contact Human Resources if you have any questions. Rule of thumb: If the item(s) and/or service(s) are required/prescribed by a physician for the treatment of an illness, disease, or to improve a deformity arising from or directly related to a congenital abnormality, a personal injury resulting from accident or trauma, or a disfiguring disease and are eligible medical expenses under Code Section 213, they are most likely eligible expenses for reimbursement through a flexible spending account. Items that promote general health and well-being (e.g., vitamins, special food, etc.) are not eligible expenses through a flexible spending account with or without a doctor’s prescription unless the doctor provides documentation that the item is required to treat a specific illness or disease. Premiums cannot be reimbursed through a flexible spending account. For example, if you pay premiums for a dependent child to have an individual health insurance policy outside of the college, those premiums cannot be claimed for reimbursement through a flexible spending account. Effective January 1, 2011, over-the-counter expenses that remain eligible for reimbursement are items such as band-aids, contact lens supplies and solutions, reading glasses, etc. Over-the-counter items have been eliminated as a covered expense unless prescribed by a physician such as acid controllers, baby rash ointments, laxatives, allergy & sinus, cold sore remedies, anti, diarrheal, etc. “What’s the time frame for submitting claims?” You can only submit claims for reimbursement for the dates of service in which you are employed. For newlyhired employees, the date of service must be after the effective date of your coverage which is the first day of the month following your date of hire. For terminating or retiring employees, including 4-month faculty off contract for the summer, the dates of service must be prior to the effective date of the end of your coverage which is the first day of the month following your date of termination, retirement, or that your contract ends. For example, any dates of service prior to midnight of the 30th or 31st of the month in which your coverage ends are eligible. You have 90 days following the effective date in which your coverage ends to submit your claims for reimbursement. Employees continuously employed have until March 31 of the following year to submit claims for the prior plan year; however, expenses must have been incurred in the prior plan year.