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It is important that the claims funding process work smoothly from both the employer and the vendor’s perspective. We have the ability to provide you numerous funding methodologies to give you flexibility and the freedom to continue to use a process similar to one you may already be using. You may even find one that will be easier to implement with your payroll and accounting areas.
Please review the options below and choose the option that works best for your group. You will receive a Service Agreement in the mail in the next few weeks that will incorporate the option you choose below.
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Allows you to send in a check or ACH to our offices at the close of each payroll representing the salary reductions just taken from participants for health or dependent care elections.C
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Allows you to receive an invoice for claims paid during the invoicing cycle.M
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Allows you to have the freedom to ask Benefit Strategies to manage funds associated with claims payments. We request this maintenance deposit so that we may begin immediately funding accounts and debit card transactions while awaiting your salary reductions or invoice payments. The Maintenance Deposit is a calculation based on the equivalent of either 1 or 2 months’ worth of your participants’ annual elections.ALL FUNDS RELATED TO CLAIMS SHOULD BE MAILED TO OUR LOCKBOX:
BENEFIT STRATEGIES, LLC
PO BOX 847251
BOSTON, MA 02284-7251
PLEASE CHECK ONE:
FUNDING OPTION: MAINTENANCE
DEPOSIT - # MONTHS:
INVOICE FREQUENCY: PAYMENT DUE WITHIN:
Option A Salary Reduction 2 Not applicable At end of payroll cycle Option B Claims Paid Invoice 2 Monthly 5 days from invoice date Option C Claims Paid Invoice 1 Semi-Monthly 5 days from invoice date
Authorized Signature Date:
Title / Company Name
PLEASE SEND THIS COMPLETED FORM TO:
FLEX OPERATIONS
BENEFIT STRATEGIES, LLC
PO BOX 1300
MANCHESTER, NH 03105-1300
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The attached merchant code substantiation guidelines allow Benefit Strategies to monitor activity in participant accounts using our systems. We typically request receipts according to the levels indicated on these guidelines.
Many of our clients see the FlexExpress debit card as a means to provide convenience to their participants, as well as afford them easy access to their plan funds. Our responsibility is to assist you and your participants with finding a balance between debit card usage and the claims substantiation required by the IRS.
We ask that you
a) review the guidelines and accept them as presented or b) ask us how you can elect to change them as the plan sponsor.
Authorized Signature Date:
Title / Company Name
We accept the parameters as presented. PLEASE SEND TO: FLEX OPERATIONS BENEFIT STRATEGIES, LLC PO BOX 1300 MANCHESTER, NH 03105-1300 FAX: 603-647-4668
Merchant Code Description Max Trans. Amount Auto Review
2833Medicinal Chemicals and Botanicals Yes
2834Pharmaceutical Preparations 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
2835In-Vitro and N-Vitro Diagnostics Yes
3827Optical Instruments and Lenses Yes
3842Orthopedic and Prosthetic Appliances Yes
3851Eyeglasses and Eye Safety Shields Yes
4119Ambulance Services Yes
5047Dental/Lab/Medical/Opthalmic Hospital Equip & Supp Yes
5048Opthalmic Supplies Yes
5122Drugs, Drug Proprietors and Druggist Sundries 250Parameter Amount less than $50.
Request for receipts are sent to participants with transactions above 50.01.
5300Wholesale Clubs 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
5310Discount Stores 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
5311Department Stores 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
5411Grocery Stores, Supermarkets 250Parameter Amount less than $50.
Request for receipts are sent to participants with transactions above 50.01.
5912Drug Stores and Pharmacies 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
5964Direct Marketing - Catalog Merchant 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
5965Direct Marketing - Catalog & Retail Merchant 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
5969Direct Marketing, NEC 250Parameter Amount less than $50
Request for receipts are sent to participants with transactions above 50.01.
5975Hearing Aids Yes
5976Orthopedic Goods, Prosthetic Devices Yes
8000Services-Health Services Yes
8011Doctors NEC Yes
8021Dentists, Orthodontists Yes
8031Osteopathic Physicians Yes
8041Chiropractors Yes
8042Optometrists, Opthalmologists Yes
8043Opticians, Optical Goods & Eyeglasses Yes
8044Optical Goods and Eyeglasses Yes
8049Chiropodists, Podiatrists Yes
8050Nursing and Personal Care Facilities Yes
8052Immediate Care Facilities Yes
8059Nursing & Personal Care Facilities Yes
8060Services-Hospitals Yes
8062Hospitals Yes
8063Psychiatric Hospitals Yes
8069Specialty Hospitals, except Psychiatric Yes
8071Medical and Dental Laboratories Yes
8072Dental Laboratories Yes
8082Home Health Care Services Yes
8090Services-Misc Health & Allied Services,NEC Yes
8093Specialty Outpatient Facilities, NEC Yes
8099Medical Services & Health Practitioners, NEC Yes
Prepared by Benefit Strategies, LLC / August 2006
If AutoReview is set to yes, we accept all transactions from those vendors. Participants can only purchase eligible items through those vendors.
Max Transaction Amount: our system will only allow transactions up to this amount to go through at these vendor codes.
Auto Review: our system automatically approves amounts as specified in next column. All other transactions will be sent a request for documentation. Parameter Specifications: We choose what the system will automatically approve. We do not request substantiation for amounts less than these amounts.
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The IRS recently announced that certain types of debit card expenses could be automatically substantiated by the third party administrator handling your health care flexible spending accounts (Benefit Strategies). These types of expenses are associated with co-pays at health care providers. Benefit Strategies can auto-substantiate all co-pays associated with your health plans, to include multiples of 5 times each co-pay.
Many of our clients see the FlexExpress debit card as a means to provide convenience to their participants, as well as afford them easy access to their plan funds. Our responsibility is to assist you and your participants with finding a balance between debit card usage and the claims substantiation required by the IRS.
We ask that you provide us as many co-pay amounts as possible so we may automatically accept all transactions from the merchants associated with those co-pays (i.e. doctors, optometrists, etc.)
Please complete the form below and return it to us for processing. We look forward to continuing to provide you and your participants with the best service we can.
Co-Pay Description: Co-Pay Amount:
Sample: Plan Type: Medical Sample: Primary Care Physician
Office Visit $20.00
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Primary Care Physician Office Visit $ Specialist Office Visit $
Emergency Room $
Prescription Drug (Pharmacy) Generic
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Formulary
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Non-formulary $
Prescription Drug (Mail Order) Generic $ Formulary $ Non-formulary $ Other: $ Other: $
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Primary Care Physician Office Visit $ Specialist Office Visit $
Emergency Room $
Prescription Drug (Pharmacy) Generic
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Formulary
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Non-formulary $
Prescription Drug (Mail Order) Generic $ Formulary $ Non-formulary $ Other: $ Other: $
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Other: $ Other: $ Other: $ Other: $ Other: $Authorized Signature Date:
Title / Company Name
PLEASE SEND TO: FLEX OPERATIONS BENEFIT STRATEGIES, LLC PO BOX 1300 MANCHESTER, NH 03105-1300 FAX: 603-647-4668
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Our Employer Portal will give you on line access to our site with the ability to:
DOWNLOAD SCHEDULED REPORTS (Our standard report frequency is monthly. If you require a different cycle (i.e. weekly), please contact our office and we will customize the report frequencies for you.)
VIEW FORMS AND PUBLICATIONS VIEW PLAN INFORMATION SUBMIT REQUESTS RIGHT ON LINE
You and your HR staff can have access very quickly and easily by completing the form below and returning it to our offices. Your Account Manager may contact you if they need more information to set up your access, otherwise, you will receive an email outlining the instructions for on line access, providing you a username and separate communication with a password to log in.
Company Name:
Address:
City: State: Zip:
Main Phone: Main Fax:
Confidential Fax:
Please provide internet access to:
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COONNTTAACCTT11:: CONTACT TYPE: (i.e. HR, Payroll, Accounting)
NAME: CONTACT TITLE:
PHONE: EMAIL:
C
COONNTTAACCTT22:: CONTACT TYPE: (i.e. HR, Payroll, Accounting)
NAME: CONTACT TITLE:
PHONE: EMAIL:
C
COONNTTAACCTT33::** CONTACT TYPE: (i.e. HR, Payroll, Accounting)
NAME: CONTACT TITLE:
PHONE: EMAIL:
*(More than three users is available…just let us know!)
PLEASE SEND THIS COMPLETED FORM TO:
FLEX OPERATIONS
BENEFIT STRATEGIES, LLC
PO BOX 1300
MANCHESTER, NH 03105-1300