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All you need to know about using
your Flexible Spending Accounts
YOUR HEALTH | YOUR MONEY | YOUR CHOICE
Table of Contents
The WageWorks Website
You can do all this online, anytime... . . 2
If you have not yet registered... . . 2
If you have already registered… . . . 2
The Special Purpose Health Care Flexible Spending Account
Automatic Reimbursement “Pay My Provider” . . . 3
Reimbursement “Pay Me Back” . . . 3
Proof of Expense . . . 4
“Streamline” Claims Reimbursement Process . . . 4
Exceptions to Automatic Claims Rollover (Streamline Claims) . . . 4
Who’s Covered by Your Health Care Flexible Spending Account? . . . 5
Special Purpose (HSA-compatible) Health Care Flexible Spending
Account Rules . . . 5
The Dependent Care Flexible Spending Account
Who’s Covered by Your Dependent Care Flexible Spending Account? . . . . 6
What’s Covered by Your Dependent Care Flexible Spending Account? . . . . 6
Automatic Reimbursement “Pay My Provider” . . . 6
Reimbursement “Pay Me Back” . . . 7
Proof of Expense . . . 7
Dependent Care Flexible Spending Account Rules . . . 8
The WageWorks Website
You can do all this online, anytime:
A Sign up for direct deposit to your bank account
A View your account activity and balance
A Check the status of claims and payments
A Download “Pay Me Back” forms
A Request “Pay My Provider” payments
A Get help
If you have not yet registered...
Complete the simple online registration process.
1. Visit www.wageworks.com and click on First Time User? Register Now.
2. Enter the information requested so we can identify you. 3. Confirm or update the contact information in your Profile. 4. Review the User Agreement and confirm your acceptance.
If you have already registered…
A Visit www.wageworks.com and enter your User Name and Password.
If you don’t have Internet access…
Call us toll-free at 1-877-924-3967. Our automated voice response system can assist you around the clock. Customer Service Representatives are available during normal business hours, Monday through Friday, 5:00 a.m. to 5:00 p.m. Pacific Time.
Automatic Reimbursement “Pay My Provider”
Pay your providers directly from your Health Care Flexible Spending Account.
Why You Should Use “Pay My Provider:”
A No claims to file
A Providers are reimbursed directly
A Works like an online bill-pay service
A Deducts automatically from your Health Care Flexible Spending Account
A Most convenient way to pay for most recurring eligible services
When to Use Health Care “Pay My Provider:”
A When you have regularly scheduled payments for eligible services such as orthodontic care
A When your provider bills you for the amount not covered by your health plan (i.e., coinsurance
under your dental or Medical Plan Plus plan) after your Medical Plan Plus deductible has been met.
How to Use Health Care “Pay My Provider”
1. Log on to www.wageworks.com. 2. Click on the Health Care tab.
3. Click Request “Pay My Provider”.
4. Confirm or enter your email address. 5. Enter your provider information. 6. Enter patient information. 7. Enter your payment amount.
WageWorks will make the requested payment from your account and mail it directly to your provider. In addition, WageWorks will send you a confirmation email each time your requested payment is made.
Reimbursement “Pay Me Back”
Get reimbursed from your Health Care Flexible Spending Account for eligible expenses you pay for out-of-pocket.
When to Use Health Care “Pay Me Back”
Sometimes, it’s easier to pay for products and services first and then get reimbursed. For example:
A For dental and vision out-of-pocket expenses.
A When your provider requires you to pay before you receive the product or service.
A You receive a bill from your provider after your plan pays and your portion is less than $20, the
minimum “Pay My Provider” payment amount.
How to Use Health Care “Pay Me Back”
1. Pay for your eligible products and services as you usually do and save your detailed receipt. 2. Complete a Health Care Flexible Spending Account claim form (“Pay Me Back” claim form). All
covered participants can download a form at www.wageworks.com and/or www.premera.com/wy. 3. Fax your form and appropriate proof of expense to the number indicated on the form (see page 4 for
Proof of Expense information). Or, mail your form and photocopies of your proof of expense to the address indicated on the form.
All claims (including resubmissions) for the 2011 plan year must be received no later than March 31, 2012 to be eligible for reimbursement.
The Special Purpose Health Care Flexible Spending Account –
A Health Savings Account-compatible Flexible Savings Account
ACCOUNT HOLDER INFORMATION
Last Name First Name Employer / Program Sponsor's Name
) w e n f i y ln o et elp m o c ( s s e r d d A l ia m E e d o C piZ
CERTIFICATION AND AUTHORIZATION
e t a D X r e d l o H t n u o c c A f o e r u t a n g i S
CLAIMS FOR OUT-OF-POCKET EXPENSES INCOMPLETE FIELDS MAY RESULT IN YOUR CLAIM BEING DENIED
1 $ r e dl o H t n u o c c A o t p i h s n o it al e R e m a N s't n eit a P 2 $ r e dl o H t n u o c c A o t p i h s n o it al e R e m a N s't n eit a P 3 $ r e dl o H t n u o c c A o t p i h s n o it al e R e m a N s't n eit a P 4 $ r e dl o H t n u o c c A o t p i h s n o it al e R e m a N s't n eit a P 5 $ r e dl o H t n u o c c A o t p i h s n o it al e R e m a N s't n eit a P
YOU MUST ATTACH APPROPRIATE PROOF OF SERVICE FOR EACH AMOUNT ABOVE.$
MORE EXPENSES? Complete another form.
Service Start Date (MM/DD/YY) Soc. Sec. # (last 4 digits)
Service Start Date (MM/DD/YY)
Service Start Date (MM/DD/YY)
Service Start Date (MM/DD/YY) Service Start Date (MM/DD/YY) Birth Month/Day (MM/DD)
Out-of-Pocket Cost
Out-of-Pocket Cost
TOTAL THIS FORM
Out-of-Pocket Cost Out-of-Pocket Cost Out-of-Pocket Cost Health Care Account
Pay Me Back Claim Form
Rx Dental Psych / therapy Ortho Co-payment Over-the-counter Chiro Hospital Office visit Vision Lab X-ray Other: __________________________________________________________ Rx Dental Psych / therapy Ortho Co-payment Over-the-counter Chiro Hospital Office visit Vision Lab X-ray Other: __________________________________________________________ Rx Dental Psych / therapy Ortho Co-payment Over-the-counter Chiro Hospital Office visit Vision Lab X-ray Other: __________________________________________________________ Rx Dental Psych / therapy Ortho Co-payment Over-the-counter Chiro Hospital Office visit Vision Lab X-ray Other: __________________________________________________________ Rx Dental Psych / therapy Ortho Co-payment Over-the-counter Chiro Hospital Office visit Vision Lab X-ray Other: __________________________________________________________
I certify that the information on this form is accurate and complete.I am requesting reimbursement for eligible expenses incurred by myself or an eligible dependent while I was a participant in the plan. (Patient & Relationship is assumed to be Self unless otherwise indicated.) I have already received these products and services
and have not and will not seek reimbursement of this expense from any other plan or party. If I am covered under more than one health care account, reimbursement will be made according to the payment order determined by those plans and as stated on the WageWorks Web Site. Use of this service indicates my acceptance of the WageWorks User Agreement at www.wageworks.com (available upon registration; enter user name and password or click on First Time User? link).
TOLL-FREE FAX: (877) 353 - 9236
Or, mail to: Claims Administrator, PO Box 14053, Lexington, KY 40511
Self Qualifying Child Spouse Qualifying Relative Other: _______________________
Self Qualifying Child Spouse Qualifying Relative Other: _______________________ Self Qualifying Child Spouse Qualifying Relative Other: _______________________
Self Qualifying Child Spouse Qualifying Relative Other: _______________________
Self Qualifying Child Spouse Qualifying Relative Other: _______________________ DO NOT USE A FAX
COVER SHEET to ensure speedy processing. www.wageworks.com
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“Pay Me Back” claim form
Proof of Expense
You can view a list of eligible expenses at www.wageworks.com. Select the Eligible Expenses link. Under View Eligible Expenses, select Health Care. You can also call WageWorks Customer Service for assistance. You must provide proof for each expense listed on your “Pay Me Back” claim form. Your proof should be appropriate for the type of expense:
A Pharmacy receipt for prescriptions and other pharmacy purchases
A Doctor’s office receipt for office visit
A Explanation of Benefits (EOB) from your insurance or health plan, for covered medical and
dental expenses*
A Bill or invoice from doctor or dentist for expenses not covered by your insurance or health plan
A Payment contract, monthly payment coupon or statement from your orthodontist
A Receipt from your optometrist or other medical service provider
A Receipt for your over-the-counter prescriptions including a prescription or prescription number on
the register receipt**
For some eligible expenses, additional requirements may be requested. For a list of these expenses, visit www.wageworks.com/hclist. The items listed as “Maybe” may require a written statement from your provider indicating the diagnosis and medical necessity of the product or service.
“Streamline” Claims Reimbursement Process
Automatic reimbursement for eligible out-of-pocket medical expenses after you have satisfied your Medical Plan Plus deductible. (Please see important message on page 5.)
Once you have satisfied your medical plan deductible your Flexible Spending Account will be switched to a Standard FSA, and most eligible out-of-pocket medical and prescription drug expenses will be automatically submitted by Premera to WageWorks for processing. Note: Dental claims will not streamline. Verify your mailing address for check reimbursement or provide WageWorks with your banking information for direct deposit. That’s all you need to do. You do not need to file a Health Care Flexible Spending Account claim form (“Pay Me Back” claim form) for expenses that are streamlined.
Should you decide you do not want to automatically be reimbursed from this account, you should opt out of the Streamline Claims Reimbursement Process, either online in the Account Dashboard in the Health Care section of the WageWorks Employee website or by calling WageWorks Customer Service at 1-877-924-3967, Monday through Friday, 5:00 a.m. to 5:00 p.m. Pacific Time.
Exceptions to Automatic Claims Rollover (Streamline Claims)
Claims will not be automatically submitted to WageWorks for reimbursement in certain circumstances. For example:
A Denied prescription drug claims
A Denied medical claims (some exceptions)
A Medical claims for participants that are considered to be “sensitive” (e.g., mental health, contraceptive
management and maternity)
A Claims for medical plans other than Premera Blue Cross
A Dental claims
A Medical Plus Plan claims until the medical deductible is met
If your eligible claim was not automatically submitted to WageWorks for reimbursement, you will need to complete the “Pay Me Back” claim form (see page 3 for instructions), attach the appropriate documentation, and either mail or fax these items to WageWorks.
Who’s Covered by Your Health Care Flexible Spending Account?
You can use your Health Care Flexible Spending Account to pay for eligible expenses incurred by the following persons (per the IRS) even if they are not covered by your employer’s health plan:
A You
A Your spouse
A Your qualifying child*
A Your qualifying relative*
* Special rules allow a dependent to be eligible for this plan even when that dependent does not qualify to be claimed as your tax dependent on your tax return form. For more information, go to
www.wageworks.com/forms/hcdependents.pdf and contact your personal tax advisor.
Special Purpose (HSA-compatible) Health Care Flexible Spending Account Rules
The following rules have been established per IRS regulations.
1. By enrolling in the plan, you authorize your employer to deduct your election amount from your paycheck on a pre-tax basis.
2. Your account can be used to pay for eligible expenses incurred while you are enrolled during the plan year. Expenses are considered incurred on the day of service, not when you are billed or pay.
3. Your account cannot be used to pay for expenses incurred before or after you are covered under this Health Care Flexible Spending Account.
4. Your account can only be used to pay for eligible expenses for which you have not sought and will not seek reimbursement from any other health plan or source.
5. You cannot take a deduction or a tax credit on your tax return form for any health care expense paid for through this account.
6. You are responsible for maintaining documentation (e.g., detailed receipts) to verify your expenses (the nature of each expense, the amount, and the date incurred). Keep these with your other important tax papers for the calendar year as you may be requested to submit these to verify your expenses. 7. You will have until March 31, 2012 to get reimbursed from your account by filing a Health Care Flexible
Spending Account claim form (“Pay Me Back” claim form) for eligible expenses incurred by December 31, 2011. Both dates are displayed online and are subject to change should you stop participating in this plan before the end of the plan year.
8. Be sure to incur eligible expenses totaling your election amount by December 31, 2011. Any balance remaining in your account after March 31, 2012 will be forfeited in accordance with IRS regulations. 9. The Health Care Flexible Spending Account is beneficial for anyone who has out-of-pocket medical,
dental, vision or hearing expenses beyond what their insurance plan covers. Changes to your election may be made only if you have a qualifying change in status or event as described in the Summary Plan Description (SPD) that allows you to end your participation in the plan. When your participation ends, your contribution is reduced to zero for the remainder of the year. To end participation, you must contact the Employee Service Center (ESC) at 1-800-833-0030 (6:00 a.m. to 4:30 p.m. Pacific Time) within 31 days of the qualifying change in status or event. Other changes and increases are not permitted. 10. Your Special Purpose Health Care Flexible Spending Account operates as a Full Purpose Health Care Flexible Spending Account once you have met your deductible under your Medical Plus Plan for the year, in accordance with IRS regulations.
Participation in this plan reduces your current taxable income and may affect other future compensation-based benefits. Consult a tax advisor if you have any questions regarding your personal situation. * Remember, medical expenses
(including over-the-counter medications) incurred or purchased prior to the date your Medical Plus Plan deductible is satisfied are not eligible for reimbursement, according to IRS regulations.
IMPORTANT
Once you have met your medical plan deductible, FSA funds can be used for other eligible medical expenses incurred after your deductible is met, in addition to eligible dental and vision expenses.
Who’s Covered by Your Dependent Care Flexible Spending Account?
You can use your Dependent Care Flexible Spending Account to pay for employment-related care for your eligible dependents:
A Your qualifying child – under the age of 13
A Your spouse, or qualifying child or relative* – who is physically or mentally incapable of providing care
for themselves
* Special rules allow a dependent to be eligible for this plan even when that dependent does not qualify to be claimed as your tax dependent on your tax return form. For more information, visit
www.wageworks.com/forms/dcdependents.pdf and contact your personal tax advisor.
What’s Covered by Your Dependent Care Flexible Spending Account?
All of the following must be true about the dependent care for the expense to qualify for reimbursement from the Dependent Care Flexible Spending Account.
A The dependent care must be provided while you are employed, or to enable you to be employed.
If you are married, the care must be provided while your spouse also is employed, or to enable your spouse to be employed or go to school full-time (at least five months a year), or if your spouse is mentally or physically incapable of providing care for him/herself.
A The care may be provided by a relative or a non-relative, but cannot be provided by your child under
the age of 19 (tax dependent or not) or another tax dependent.
A Your dependent care provider conforms to state and local laws (including being licensed, if required)
and is able to provide you with his/her Social Security or Tax ID number. Note: In order to file a claim, you will need to include the provider’s Social Security number or Tax ID number. This same information is required by the IRS when filing your taxes.
Automatic Reimbursement “Pay My Provider”
Pay your providers directly from your Dependent Care Flexible Spending Account.
Why You Should Use Dependent Care “Pay My Provider:”
A No claims to file
A Providers reimbursed directly
A Works like an online bill-pay service
A Deducts automatically from your Dependent Care Flexible Spending Account
A Most convenient way to pay for eligible dependent care services on a monthly basis
When to Use Dependent Care “Pay My Provider:”
A You have predictable dependent care expenses each month
A Your dependent care provider does not require payment in advance (before the first of the month)
and will accept monthly payments
How to Use Dependent Care” Pay My Provider”
1. Log onto www.wageworks.com. 2. Click on the Dependent Care tab.
3. Click Request “Pay My Provider.”
4. Confirm or enter your email address. 5. Enter your provider information. 6. Enter dependent information. 7. Enter your payment amount.
WageWorks will make the requested payment from your account and mail it directly to your provider. In addition, WageWorks will send you a confirmation email each time a requested payment is made.
The Dependent Care Flexible Spending Account
Reimbursement “Pay Me Back”
Get reimbursed from your Dependent Care Flexible Spending Account for eligible expenses you pay for out of pocket.
When to Use Dependent Care “Pay Me Back”
Sometimes, it’s easier to pay for products and services first and then get reimbursed. For example:
A When your dependent care provider requires you to pay in advance (before the first of the month
during which services will be provided)
A When your dependent care provider wants to be paid other than monthly
A When your expenses vary from month to month
How to Use Dependent Care “Pay Me Back”
1. Pay your dependent care provider as you usually do and save your detailed receipt (or have your dependent care provider sign your claim form).
2. Complete a Dependent Care Flexible Spending Account Claim Form (“Pay Me Back” claim form). All covered participants can download a form at www. wageworks.com or at www.premera.com/wy. 3. Fax your form and proof of expense to the number indicated on the form. Or, mail your form and
photocopies of your proof of expense to the address indicated on the form.
All claims (including resubmissions) for the 2011 plan year must be received no later than March 31, 2012 to be eligible for reimbursement.
Proof of Expense
You must provide proof for each dependent care service listed on your Dependent Care Flexible Spending Account claim form (“Pay Me Back” claim form). Your proof should be appropriate for the type of expense:
A Your provider’s signature in the designated area on your claim form
A Statement or bill from your provider
ACCOUNT HOLDER INFORMATION
Last Name First Name Employer / Program Sponsor's Name
) w e n f i y ln o et elp m o c ( s s e r d d A l ia m E e d o C piZ
CERTIFICATION AND AUTHORIZATION
e t a D X r e d l o H t n u o c c A f o e r u t a n g i S
CLAIMS FOR OUT-OF-POCKET EXPENSES
Dependent's Name
1 $
Provider's Name Out-of-Pocket Cost Provider's SSN or Tax ID#
Date
Certifies services provided. Not required. Replaces need for receipt or other proof of service.
Dependent's Name
2 $
Provider's Name Out-of-Pocket Cost Provider's SSN or Tax ID#
Date
Certifies services provided. Not required. Replaces need for receipt or other proof of service.
$
TOTAL THIS FORM MORE EXPENSES? Complete another form.
Soc. Sec. # (last 4 digits)
Service End Date (MM/DD/YY) Service Start Date (MM/DD/YY)
Service Start Date (MM/DD/YY) Birth Month/Day (MM/DD)
Signature of Provider X
Service End Date (MM/DD/YY) Signature of Provider X
YOU MUST HAVE PROVIDER SIGN FORM OR INCLUDE A RECEIPT OR OTHER APPROPRIATE PROOF OF SERVICE FOR EACH AMOUNT ABOVE.
Dependent Care Account
Pay Me Back Claim Form
I certify that the information on this page is accurate and complete. I am requesting reimbursement for work-related dependent care expenses incurred by an eligible dependent while I was a participant in the plan. These services have already been provided and I have not and will not seek reimbursement of this expense from any other plan or party. Use of this service indicates my acceptance of the WageWorks User Agreement at www.wageworks.com (available upon registration; enter user name and password or click on First Time User? link).
TOLL-FREE FAX: (877) 353 - 9236
Or, mail to: Claims Administrator, PO Box 14053, Lexington, KY 40511
Child care Before/after school Preschool Summer day camp Au pair Senior day care Other: __________________________
Child care Before/after school Preschool Summer day camp Au pair Senior day care Other: __________________________
DO NOT USE A FAX COVER SHEET to ensure speedy processing. www.wageworks.com
RR-06-105
Dependent Care Flexible Spending Account Rules
The following rules have been established per IRS regulations.
1. By enrolling in the plan, you authorize your employer to deduct your election amount from your paycheck on a pre-tax basis.
2. Your account can be used to pay for eligible services incurred during the plan year. Expenses are considered incurred on the day of service, not when you are billed or pay.
3. Your account can only be used to pay for expenses incurred while you are covered under this Dependent Care Flexible Spending Account.
4. You will need to provide the Social Security or Tax ID number of your dependent care provider to request payments or get reimbursed from your Dependent Care Flexible Spending Account. You will also be required to report it to the IRS when you file your tax return form.
5. Your account can only be used to pay for employment-related and eligible dependent care expenses for which you have not sought and will not seek reimbursement from any other plan or source. 6. You cannot take a deduction or a tax credit on your tax return form for any dependent care expense
paid for through this account.
7. You are responsible for maintaining documentation (e.g., detailed receipts) to verify your expenses (the nature of each expense, the amount, and the date incurred). Keep these with your other important tax papers for the calendar year.
8. You will have until March 31, 2012 to get reimbursed from your account (by filing a “Pay Me Back” claim form) for eligible expenses incurred by December 31, 2011.
9. Be sure to incur eligible expenses totaling your election amount by December 31, 2011. Any balance remaining in your account after March 31, 2012 will be forfeited in accordance with IRS regulations. 10. You may be able to change your contributions only if you have a qualifying change in status or
event during the plan year. This includes marriage, divorce, death, birth/adoption or a change in employment. To change participation, you must contact the Employee Service Center (ESC) at 1-800-833-0030 (6:00 a.m. to 4:30 p.m. Pacific Time) within 31 days of the qualifying change in status or event.
Participation in this plan reduces your current taxable income and may affect other future compensation-based benefits. Consult a tax advisor if you have any questions regarding your personal situation.
Copyright © 2011 WageWorks, Inc. All rights reserved. WageWorks® is a registered service mark of WageWorks, Inc. Throughout this document, “savings” refers only to tax savings. No part of this document constitutes tax, financial or legal advice. Please consult your advisor regarding your personal situation and whether this is the right program for you.
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