FAQ's 

a. Under the Internal Revenue Code’s Uniform Reimbursement Rule, you have access to your full Health Care Account pledge after January 1.

b. IRS Section 105 and 106 refer to Employee, spouse, and dependents. Employees as of Jan 1 will be making contributions into the plan via salary reduction, and therefore, eligible to receive reimbursement.

If you elect to participate in this Plan, you will have to take certain steps to be reimbursed for your Eligible medical expenses. When you incur an expense that is eligible for payment, you submit a claim form(Expense Reimbursement Voucher) to EBD. You must include written statement(s)/bill(s) from an independent third party(ies) after insurance stating that the medical expense(s) have been incurred, and the amount of such expense(s) along with the claim form. In addition, you must include an Insurance Explanation of Benefits (EOB) form(s) from any primary medical and/or dental insurance carrier(s) indicating the amount(s) which you are obligated to pay. You will be notified in writing if any reimbursement for benefits is denied. Please note that it is not necessary that you have actually paid an amount due only that you have incurred the expense, and that it is not being paid for or reimbursed from any other source.

Your agency payroll department can change this selection.

a. Weight loss programs require a doctor’s letter of medical necessity and diagnosis. The diagnosis can be obesity, hypertension, etc. The IRS has approved the costs related to the taxpayers weight-loss programs to include the fees to attend periodic meetings. Prescription weight loss drugs are also a reimbursable expense with the doctors’ letter of medical necessity and diagnosis.
 
b. Diet food items, health clubs, spas, and fitness center dues are not viable treatment options under this ruling. Date of service (attendance dates at meeting) are required. Over the counter weight loss items are not reimbursable.

You can be reimbursed up to your total annual election amount at any time during the plan year (while an active participant). Claims received beyond your annual election amount can NOT be reimbursed.

The date the medical care is provided to the participant (date of prescription, order date of glasses, dentures, hearing aids, etc.), not when formally billed, charged for, or paid. For terminated employees: Date of medical care must be prior to the end of the month of the termination month.

Mileage is figured to and from the qualified medical provider and may be reimbursed.  Proof of medical care is required.  Mileage for 2011 is 19 cents per mile for January through June and 23 cents per mile for July through December. Currently for 2012 the mileage reimbursement is 23 cents per mile.

Internal Revenue Code Section 125 states, “A health FSA administrator must obtain substantiation that this requirement has been met by obtaining a statement from the participant at the time the request for reimbursement is made, that ‘the medical expense has(have) not been reimbursed and I will not seek to be paid or reimbursed by an insurance company or is not reimbursable under, any other health plan coverage or from any other source or used to calculate a tax credit’.”

a. You must substantiate your medical deduction with a statement or Itemized Invoice from the person providing services showing NATURE OF the expense, FOR WHOM it was incurred, AMOUNT CHARGED for the services, and DATES OF SERVICES including insurance payment and any write off (or denies to pay) to satisfy the IRS requirement. Cancelled checks and charge receipts do not include the necessary information.

b. An insurance explanation of benefits (EOB) is required if your insurance carrier is Healthchoice (call 416-1800 or 1-800-782-5218 to request your EOB) or an indemnity dental plan.   You may print your Healthchoice EOB yourself at www.healthchoiceok.com .

Yes.  Just remember this print out will not show any over-the-counter items purchased.  EBD needs the receipt if you purchased over-the-counter items showing the names of the items purchased.

Effective July 1, 2007, the State Treasurer's office mandated every employee should either have direct deposit or a "pay card".  Your direct deposit will go to the same bank account as your payroll.

As of Jan 1, 2008, the IRS requires 'non-healthcare' retailers to maintain a point-of-sale system that effectively identifies eligible transactions when consumers use flexible spending account (FSA) debit cards. Examples of ‘non-healthcare’ retailers include supermarkets, grocery stores, warehouse clubs and mail-order merchants. This system is identified as an Inventory Information Approval System (IIAS). On July 1, 2009, the IRS will require most pharmacy retailers to operate an IIAS.

As an employee, this system will enable your merchant to total up at the cash register all FSA eligible items separate from items that are not eligible and allow you to purchase the eligible items with your debit card. Once this transaction is complete, the information required by the IRS is electronically sent along with the charge data. For most transactions charged this way, employees will not have to follow up with paper substantiation.

You can see a list of merchants intended to implement the SIGIS IIAS standard by going to the following site: http://www.sig-is.org/en/index.asp. The planned merchant implementation dates shown in the list have been provided by the merchants and may be subject to change. This list will be continually updated as additional merchants are certified and implementation dates change.

 Check the list often on mybenny.com

Oldest money pays first.  IRS and software rules.  If you want to use 2009 expenses to finish off your 2009 account send those in for reimbursement before using any 2010 money.  If using the Benny card you must be enrolled with the benny card in both years for the card to pull from oldest money first then start pulling from your new year funds.

Fax a copy to 405-609-3476 along with a copy of the Receipt Request or Denial letter that we sent to you.

Yes.  At selected Merchant Codes such as Pharmacies, Doctors, Vision providers.  If you purchase your approved Over-the-Counter (OTC) items at IIAS approved Merchants no documentation is required to substantiate the charge.  If you purchase OTC items at other locations you will need to send in proof of purchase (receipts) to substantiate the items purchased.  List of IIAS approved Merchants is located at www.mybenny.com on the left side of the screen.  No substantiation needed for purchases from the online FSA store at the following merchants:  drugstore.com, 1-800-Contacts, or Walgreens.com.  Approved items have a check mark by the word FSA.

Yes.  Save your Insurance Explanation of Benefits (EOB).  When you receive a receipt request letter fax the letter and your EOB to 405-609-3476. When your debit card was swiped it may have been for an estimated amount.  The actual amount after insurance payment and any write off amount may be different.  Per the cardholder agreement when you activated the Benny card you agreed to send documentation after the fact, when requested.  If your provider overcharged you can have them credit your debit card for any overcharged amount.  If your provider credited the Benny card please let us know as that needs to be documented also by an FSA Auditor and is not yet an automated procedure.

Send a check to the Employees Benefits Council with a note explaining what you are repaying and why or attach a copy of the receipt request letter we sent you. 

You forgot to take or use your debit card.  You want to be reimbursed for mileage.  You paid for your purchases with another form of payment.

Please wait until you receive a receipt request letter. Fewer and fewer items require documentation as technology improves and more merchants become IIAS compliant.  Just hang on to your documents until requested and fax them in at that time with a copy of the receipt request letter we send you.

The IRS Regulations state you must keep your receipts for 7 years.  EBD has been keeping them for you with your paper claims.  You will need to keep your receipts for all Debit Card purchases.  Also, if we need additional documentation to substantiate your claim you will want to have those receipts handy to fax in to us.

Request the number of additional cards you would like by requesting in writing or by email or helpdesk . The cost is $10.00 per set of two cards.

12 Months.  The plan period is from Jan 1 to Dec 31.  You have an annual election with payroll withholdings for this period.  EBD and the IRS are allowing you the additional 2 1/2 months to receive services to assist you in receiving services and avoid you losing any money.  Your annual election is still divided by 12 pay periods if you are paid monthly, 26 if you are paid biweekly, and 24 if you are paid semi-monthly.

Yes.  Any daycare facility that accepts credit cards will accept this debit card.  However, you can only access the current cash balance.

Credit.  Even though we are calling this a debit card due to the preloaded balance on the card, there is no pin number so you will be using it just like a credit card.

If EBD and the banking institution is notified within 2 business days you will not be responsible for any charges.  If EBD and the banking institution is notified after 2 days you will be responsible for the first $50.00.  Replacement cards are $10 per set of two cards.  You can dispute a charge up to 90 days after the charge (see the activity dispute form at www.mybenny.com .

The IRS and Benny cue up charges requiring documentation.  Debit card purchase receipt request letters will be sent to you.  They will allow you 4 weeks to return documentation (receipts, EOB's, itemized statements).  If receipts requested are not returned your card will be suspended and a letter of suspension will be sent to you.

 

Per the cardholder agreement some charges require after-the-fact substantiation.  You agreed to the terms of the cardholder agreement when you activated the card.

The spouse or dependent.  The user of the card will sign the back of the card.

a. A copy of the orthodontist financial contract apportioning the expenses is acceptable. An itemized statement of payment is acceptable. The insurance explanation of benefits is acceptable.

b. You may send in a claim as often as you like or send one claim for the entire year. One claim for 12 months services is allowable and entered as 12 line items, one for each month. The software releases funds as the date of service passes. A new claim is needed each year.

Send in a claim without the EOB and let us deny your claim giving you an additional 180 days to supply the additional documentation.

No.  2010 funds must have services rendered after January 1, 2010.  The grace period allows you to use any left over funds from the previous year with services from Jan. 1 to March 15, but it doesnt allow you to go backwards.  You can not use new year funds for a service provided in a previous year.  Once you are out of 2009 funds you must pay for services with other money not from your spending account.  You elect an annual election each year.  Once your balance reaches zero no further funds can be released for that year.  If you accidentally pay for services in a previous year the IRS requires you to repay the account for an ineligible expense.