Period of Coverage for Reimbursement
IRS Codes stipulate that eligible expenses, for purposes of the reimbursement accounts, must be for services/supplies received/purchased between the effective date of participation through December of the same plan year. The effective date of participation is the effective date of enrollment (i.e., January for those enrolling during the open enrollment period). If a participant is enrolled in the Medical Reimbursement Account and cancels his/her coverage before December , he/she may only submit claims for expenses incurred during the months for which they have contributed.
Employees may get confused about when they can start claiming expenses because even though January is the start of the new plan year, reimbursement account deductions begin with the December pay period paycheck and continue through the following November pay period paycheck. This is because the December wages are dated January (of the following year) and are considered earnings for the next tax year.
Employees who are enrolled in both a MRA and DCRA may request reimbursement from both accounts on one form by buy bulk sms service completing the appropriate sections. However, they will receive two reimbursement checks, one for each type of account.
If employees are submitting reimbursement claims for two separate plan years, they must use two separate claim forms to ensure that reimbursement is made from the correct plan year account.
Although a small supply of pre-addressed labels for mailing reimbursement requests are sent to all new participants, employees can obtain additional mailing labels by sending their request to:
Processing Time for Reimbursement Claims
Beginning on January , , Reimbursement Account claims will be paid twice a week. The average turnround time between submission of a claim and the issuance of the check is two weeks. Payments for the Dependent Care Reimbursement Account claims will still require that the funds be avilable in the participants' account and the service period has passed before issuance of a check.
If a claim is submitted for less than $, the payment will be held until the total reimbursement equals $ or more. If there is less than $ in the account, the Third Party Administrator will run a report twice a year in June and December, to identify those claims and pay them.
Final Claim Submission Deadline
The last possible date employees may submit claims for reimbursement from their MRA and/or DCRA is June of the year following their participation in FlexElect. This means that employees have six full months after the plan year has ended to submit their claims for expenses incurred during the plan year for which they were enrolled. If a claim is not postmarked by June (or the next working day if June falls on a weekend or holiday) the claim will not be processed and will be returned to the employee.
Reimbursement checks are mailed directly to the employees' home using address information on file with SCO. Direct Deposit will be available starting January , Participants can enroll by going to ASI's website at then click on Forms
and then click on Direct Deposit/Email Notification Form.
Employees should be reminded to verify the address information on file with SCO through their Personnel Office and to complete an Employee Action Request
(EAR) Form (STD. ) if the address is not correct.
The TPA (recordkeeper) is sent updated address information by SCO twice monthly on the st and the th. Depending on when the EAR is processed the recordkeeper will update its address files accordingly. Employees should be reminded to verify the address information on file with SCO through their Personnel Office and to complete an Employee Action Request
(EAR) Form (STD. ) if the address is not correct. The TPA (recordkeeper) is sent updated address information by SCO twice monthly on the st and the th. Depending on when the EAR is processed the recordkeeper will update its address files accordingly.
