How to file a claim for FSA reimbursement
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Benefit Strategies (Health Care Spending Account (HCSA) and Dependent Care Assistance Program (DCAP))
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As of July 1, 2019 Benefit Strategies will be the GIC’s new Flexible Spending Account (FSA) Administrator
What does this mean for you?
- Enroll or re-enroll conveniently online between April 3-May 1, 2019, for benefits starting July 1, 2019. Visit www.benstrat.com/gic-fsa
- Current ASIFlex FSA members will have a claim and debit card blackout period, June 17-June 30, 2019
- Between June 17 – June 30 pay out of pocket and save receipts to submit claims for reimbursement to Benefit Strategies
- Benefit Strategies will handle all claims starting on July 1, 2019. This includes the FY2019 2 ½ month grace period and the FY2020 plan year.
As you incur qualified HCSA expenses, you may file a claim for reimbursement with Benefit Strategies or immediately pay for the eligible HCSA expense with the HCSA debit card. If you choose to use the debit card, it is your responsibility to ask the provider for an itemized statement of the service (not the credit card receipt). Use of the card is not guaranteed to be paperless.
- You can submit claims via the Benefit Strategies Mobile Application or online portal and upload your receipts directly into the system; or submit your claim using a Flexible Spending Account (FSA) Claim Form. The form is available on the Benefit Strategies website at benstrat.com/gic-fsa.
- All claims must be mailed, faxed, or submitted via the Benefit Strategies Mobile App or online portal to Benefit Strategies with the required documentation stated on the claim form.
- RETAIN YOUR ITEMIZED RECEIPTS (not the credit card receipt) AND/OR INSURANCE EXPLANATION OF BENEFITS (EOB), per IRS guidelines. Itemized receipts/statements must include:
- provider name/address,
- patient name,
- date of service/supply was provided, regardless of when it was paid
- description of service/supply, and
- dollar amount paid for the service/supply.
Failure to provide substantiation may result in the de-activation of the HCSA debit card.
You may file claims for eligible dependent care expenses against your account balance for expenses you incur until your DCAP account is exhausted. Claims can be filed with dates of service through the end of the plan year and 2½ month extension, September 15, 2020. Claims must be received by Benefit Strategies by October 15, 2020 for the 2020 Fiscal Year plan.
Examples of qualifying expenses
The receipts submitted must be for preschool or daycare expenses, before and after school programs, day camp, or care of disabled dependents.
Reimbursement Claim Documentation must show
- The date the services were provided (not the date paid)
- The name of the provider of services
- A description of the service
- The amount of the expense for which you are responsible
*A provider signature may be obtained using the Providers Signature box on the claim form in lieu of a receipt
Canceled checks, credit card slips, bank statements or statements showing only a balance forward are not accepted as valid receipts. When you submit eligible expenses for reimbursement, you certify that the expense is not reimbursable from any other source. Also, you may only submit for reimbursement for eligible health related expenses from your HCSA, and dependent care expenses from your DCAP.
How to file How to file a claim for FSA reimbursement
Complete the online eform: benstrat.com/gic-fsa/
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It is recommended that you retain proof of sending your claim (e.g. screen shot, print out, certified mail receipts, etc.) and a copy of anything you send. It is your responsibility to provide proof of sending claims, should anything get lost.
You are permitted to make claims for eligible expenses up to your total annual election, at any time during the Plan Year or Grace Period, provided the expense was incurred while you are making deposits to your account.
Claims can be filed with dates of service through the end of the plan year and 2½ month extension, September 15, 2020. Claims must be received by Benefit Strategies by October 15, 2020 for the 2020 Fiscal Year plan.
When you submit eligible expenses for reimbursement, you certify that the expense is not reimbursable from any other source. Also, you may only submit for reimbursement for eligible health related expenses from your HCSA, and dependent care accounts.
You will be required to provide the name, address and taxpayer ID number (TIN) or, if no TIN, the Social Security number of the dependent care provider on your federal income tax return. If you plan to claim a federal Dependent Care Credit on your tax returns, you must first deduct the amount you were reimbursed through your Dependent Care FSA account this year.
- The person providing the dependent care services must not be a parent of the child, a child of yours under the age of 19, or a dependent for whom you will be entitled to a personal exemption on your federal income tax return.
- The Dependent Care Account is not pre-funded. Therefore, you must have sufficient funds in your Dependent Care account to cover the payment amount you are requesting.
- Expenses must be incurred on or after your effective date for the plan year and before the end of the plan year (or grace period, if adopted by the employer). In accordance with Internal Revenue Service (IRS) rules, reimbursements will not be made until the services have been provided.