How to request a payroll refund for HCSA/DCAP

The GIC must approve the refund request and will work with Benefit Strategies to research
Complete the online eform within 60 calendar days.

Group Insurance Commission

The Details of How to request a payroll refund for HCSA/DCAP

What you need for How to request a payroll refund for HCSA/DCAP

Coordinators will need the following information:

  • Employee name
  • Employee ID
  • IF HRCMS, include record #
  • Dates of payroll errors
  • Deduction code(s) and amount(s) of refund; e.g. DCAP $50, HCSAF $2.00
  • Reason for refund; e.g. terminated state service, deduction taken in error
  • FSA plan year; e.g. FY2019, FY2020

Refunds for active employees, paid through HRCMS/UMass, will be processed as a payroll reversal in coordination with OSC and UMass. If necessary, refund checks will be made payable to the Commonwealth of Massachusetts. The agency will be responsible for refunding the employee. 

How to request How to request a payroll refund for HCSA/DCAP

More info for How to request a payroll refund for HCSA/DCAP

Benefit Strategies will research the refund request and forward to the GIC for approval or denial.

  1. Offline Agencies: If approved, a refund check will be made payable to the Commonwealth of Massachusetts. Benefit Strategies will notify the offline agency of the refund. The offline agency must then refund the employee.
  2. UMass and HRCMS payroll systems: The GIC will review and authorize the processing of the payroll reversal with OSC for HRCMS agencies. Payroll reversals will only be processed within the same calendar year.

Important to Remember:

  • Refunds are made with post tax funds and can create tax problems for the member and the Commonwealth
  • Refunds may only be made within 60 calendar days of the mistaken deduction (GIC policy since 7/1/16)
  • After 60 days, it is up to the employer/agency to repay the employee – no refunds will be made from the FSA account
  • Timely reconciliations will avoid problems

Contact for How to request a payroll refund for HCSA/DCAP

Address
Street Address
19 Staniford St, Boston, MA 02114
Mailing Address
P.O. Box 8747, Boston, MA 02114
Fax
Operations (617) 227-2681
Executive (617) 227-5181
Fiscal (617) 367-9874
Feedback