New for 2023! The University of Iowa has partnered with HealthEquity to offer faculty and staff the opportunity to pay for qualified health care and/or dependent care expenses with pre-tax dollars using a Flexible Spending Account (FSA).

Who is HealthEquity?

HealthEquity is a nationwide leader in providing Flexible Spending Account (FSA) administrative services. HealthEquity combines intuitive technology and remarkable service, allowing the University to simplify the FSA experience and empower our employees to achieve more. 

Note – In 2019, HealthEquity acquired WageWorks. There are some areas on the HealthEquity website and documents that mention WageWorks. We have partnered with HealthEquity, so references to WageWorks can be disregarded.

What they offer our plan participants:

  • Online participant portal for easy account management
  • Faster reimbursement
  • 24/7-member service support
  • HealthEquity FSA debit card to use for eligible health care expenses
  • Flexible claims submission and reimbursement tools: electronic and paper options
  • A mobile app to use while on the go
  • Resources (e.g., webinars, videos, FSA calculator) at your fingertips

What does this mean for current and future FSA plan participants?

  • Employees participating in the 2022 FSA program:
    • You will continue to submit your 2022 claims for reimbursement through Employee Self Service like you have done all year. University Benefits will finish out all 2022 claim administration up until the final FSA deadline of Apr. 30, 2023.
    • If you want to participate in the FSA program in 2023, you MUST re-enroll during this fall's open enrollment period between Nov. 1 and 5 p.m. on Nov. 15, 2022. Your elections will NOT carry forward unless you have leftover credits, defaulting into a health care FSA.
       
  • Employees who wish to participate in the 2023 FSA program:
    • Review the HealthEquity eligible expenses list for a current list of FSA-qualified medical and dependent care expenses. Some expenses may require additional or different information submitted for reimbursement.
      • For example, a letter of medical necessity will be required to be reimbursed for massage therapy. 
    • You MUST enroll in the FSA program during the annual open enrollment period (Nov. 1 - Nov. 15, 2022) by completing your "Annual Enrollment Event" in your Employee Self Service.
    • Effective Jan. 1, 2023, all 2023 claims will be processed by HealthEquity. 

What to expect after open enrollment

If you enrolled in the Flexible Spending Account (FSA) program for the calendar year 2023, this is what you can expect after open enrollment ends:

  • A 2023 plan participant will receive communications from HealthEquity beginning this December. 
    • All 2023 participants will receive a Quick Start Guide instructing them on how to access and manage their participant account.
    • Health Care FSA plan participants will receive a mailing to their home address with their HealthEquity Visa debit card to begin using, effective Jan. 1, 2023. Make sure your address is up to date in Employee Self Service to avoid delays! 
  • All 2023 health care and dependent care FSA claims will be submitted to and processed by HealthEquity. 

Who will do what?

  University Benefits Office HealthEquity
Processing Claims/Paying reimbursements University Benefits will continue to handle any 2022 health care, and dependent care claims up until the Apr. 30, 2023, deadline. HealthEquity will process all health care and dependent care claims incurred on and after Jan. 1, 2023.
Questions about Claims Call or email University Benefits for any 2022 claims. Call, email, or online chat with HealthEquity for 2023 and future claims.
Enrollment into Program University Benefits will handle all enrollments (new hires and open enrollment) and changes due to a qualifying event. University Benefits will provide enrollment information regularly to HealthEquity.  HealthEquity will set up new enrollees' individual portal accounts, send quick start guides, and health care debit cards based on enrollment information provided by University Benefits. 

Plan Documents and Resources

HealthEquity FAQs

If you enroll in the flexible spending account (FSA) program for the calendar year 2023, this is what you can expect after open enrollment ends:

2023 plan participants will receive communications from HealthEquity beginning this December. 

  • All 2023 participants will receive a Quick Start Guide with instructions for accessing and managing their participant accounts.
  • Health Care FSA plan participants will receive a mailing with their HealthEquity Visa debit card to begin using, effective Jan. 1, 2023. This will be sent to their residing address on file with University Benefits. Employees should ensure their address is updated in Employee Self Service.


How and where to use my healthcare debit card?


Account cards must be activated before use. Please follow the instructions in the mailer received with your card to complete the activation process.

  • Once activated, use your card like a regular credit card to pay for your plan-allowed expenses. Cards must be run as 'credit' (card may be declined if run as debit), and no personal identification number (PIN) is required. 
  • Cards cannot be used at an ATM.
  • You can only spend what is available in your account; no overdraft is available. 
    • When the card is used for eligible expenses, funds are immediately deducted from the employee's healthcare spending account balance to pay for the purchase.

Where you can use your card: 

Through proprietary technology, HealthEquity analyzes each transaction and adjudicates eligibility in compliance with IRS regulations. If a transaction is not automatically verified at checkout or by a third-party system, the participant will be notified by HealthEquity with instructions to verify the transaction. 

  • Best places to use your card: Big Box, Pharmacy, and Grocery Store Chains (e.g., Target, Walmart, Walgreens, CVS). These merchants use a particular card system to ensure only eligible products and services are paid using your card. When you use your card there, no receipt will be requested. 
  • Good places to use your card: Health care providers and Speciality Pharmacies (e.g., Doctors, dentists, vision providers, and local drug stores). These provide eligible and ineligible services and do not use a particular card system. You may or may not need to submit a receipt to verify your card transaction when you use your card there.
  • Not good places to use your card: All other merchants. These are not recognized by the card network as providing eligible products and services. When you use your card there, your card will be denied.

Can I order a second card for my spouse or family member? 


Yes. Once you have completed your account set-up within the HealthEquity member portal, you may request an additional card to be sent to your home. 

  • Follow these steps in your member portal. All cards are mailed to the primary account holder's address.

    • In the 'My Account' tab of the HealthEquity member portal, select 'Manage Cards' 
    • Find the appropriate dependent in the list.
    • Select 'Request New Card' for that dependent.
    • Confirm the primary account address and select 'Order Card.' 
    • You will receive an email when the order has been processed. Your card should arrive up to 10 days after the order.


I do not want this card. Do I have to use it to receive reimbursement?


A card is automatically generated for every member enrolled in a health care FSA. 

  • You DO NOT have to use the card to receive reimbursement from your health care account.
  • You do not have to activate the card; if you so wish, you may securely dispose of the card. 

My debit card was lost, stolen, or never received.


If your card was lost and you need to order a replacement card for you or one of your dependents:

  • log in to your member portal, then from the 'My Account' tab, select 'Manage Cards,' then select 'Request Replacement Card' and follow the remaining prompts. 
  • You will receive an email when the order has been processed. New or replacement cards may take up to 10 days to arrive after the order date and will always be sent to the account holder's address.

If your card was stolen:

  • If you know your card was stolen, you may call HealthEquity Member Services at 866-346-5800 and request that your card be deactivated, and a new one be sent out to your home address. 

    If you never received your card:

    • Verify the correct address is listed for you in your Member Portal.
      • If the portal shows an incorrect address, the employee must log in to Employee Self Service >> My Self Service >> Address/Phone Change to complete their updates. The University Benefits Office will send any changes to HealthEquity on our enrollment file. The entire process can take up to 10-15 business days. 
      • If your address is correct in the member portal, please call HealthEquity Member Services at 866-346-5800. 

    If you see transactions on your HealthEquity Visa health account card that you did not make, you can dispute them by contacting Member Services, who are available 24/7 for our plan members.

    • The transaction must be disputed within 90 days.
    • Only the account holder can dispute charges. 

    Why was my card declined?


    If your card was declined at the point of sale, it might be for one of the following reasons:

    • Ineligible merchant or provider (not coded as a provider of medical products/services)
    • The card used at an ATM or with cashback selected
    • Expenses larger than the current account balance
    • Card not activated or expired
    • The card is frozen due to fraud watch or inactivity

    You can learn more about the reason for the card decline by contacting HealthEquity's Member Services (866-346-5800). You may still complete the purchase by paying out-of-pocket and reimbursing yourself if the expense is eligible under the plan.

    For 2023 FSA plan participants, access to HealthEquity accounts will be made available through Employee Self Service.

    Registration for mobile app access will be a separate process.

    More account access and management information will be available to plan participants in mid-December.

    From HealthEquity:

    We are committed to protecting the privacy of your personal information. Our policies and notices provide a clear explanation of how we collect, use, disclose, transfer, and store your information.

    • We are secure. We use up-to-date administrative, physical, and technical safeguards to protect personal information.

    • We are transparent. We keep you informed regarding how we collect, use, and share personal information.

    • We are ethical. We only use personal information to provide our services.

    • We are accountable. Our team members and business partners are trained and accountable for complying with our privacy policies and standards.

    To access the HealthEquity privacy policy, visit the HealthEquity Privacy page: https://healthequity.com/privacy 

    Effective Jan. 1, 2023, all 2023 claims will be processed by HealthEquity. 

    HealthEquity accepts claims via multiple methods, including the online participant portal, mobile app, toll-free fax, or mail. Further, direct payments to healthcare and dependent care providers can be scheduled. More specific information will be available to enrolled participants starting in mid-December 2022.

    To authorize HealthEquity to deposit your FSA payments directly into a bank account, you must set up direct deposit. This can be set up as you register for your HealthEquity Member Portal at healthequity.com or at a later time.

    Direct deposit should be set up before submitting your first claim to receive reimbursement as quickly as possible. If direct deposit is not set up before your first claim, payment will be made to you by paper check to the home address we have on file for you, and it may take up to three weeks to receive payment.

    1. Log into your HealthEquity Portal
    2. Select Profile, the applicable program, then Reimbursement Method
    3. Provide the following information:

    • Name of your banking institution
    • Account and Routing Number as shown on your checks 
    • Confirmed email address 

    4. A Pre-Note process will confirm your account and routing number
    5. Direct deposit will be set up in approximately 7-10 business days

    If you have any setup issues, don't hesitate to contact HealthEquity member services at 877-924-3967.

    Generally, claims are processed within two business days of receipt. The claims approval process verifies acceptable service dates, funds availability, IRS eligibility, and submission of supporting documentation.

    If a claim is approved, no additional documentation is required, and it will be processed for payment. If direct deposit has been set up, the direct deposit should be posted within two (2) business days of receiving notice of payment from HealthEquity. This process, from claim submission to payment posted with your bank, is approximately 7-8 business days. Please work with your bank if you are anticipating a payment and it has taken longer than eight (8) business days to post. 

    If a claim is denied, it will be clearly marked with the rejection reason, and you will be notified. Information for denied claims can be found on your HealthEquity participant portal under Claims & Activity.

    If you pay for your eligible health care expenses with your card, you do not need to file claims but be sure to save your receipts. Most card transactions can be auto-substantiated, but HealthEquity may contact you to provide documentation. If the documentation for a card transaction is required:

    • You will receive a notice via email or mail with a "card use verification" form.
    • You will see a pop-up reminder upon login to the participant portal and additional red indicators on your portal showing an issue to be addressed. 

    You will continue to submit your 2022 claims for reimbursement through Employee Self Service like you have done all year. University Benefits will finish out all 2022 claim administration up until the final FSA deadline of Apr. 30, 2023.

    Medical – https://healthequity.com/fsa-qme

    Dependent Care - https://healthequity.com/dcfsa-qme

    Please note some expenses may require additional or different information submitted for reimbursement. For example, a letter of medical necessity will be required to be reimbursed for massage therapy.