When submitting a claim for reimbursement, you are responsible for ensuring expenses are acceptable per the IRS guidelines, and supporting documentation includes the proper information.
University Benefits maintains records of your payroll reductions and your requests for reimbursement so that you can be reimbursed to the amount of money available in your account.
If your request exceeds the amount of money you have in your Dependent Care Spending Account, you will continue to be reimbursed as money becomes available in the Dependent Care Spending Account. You will not have to resubmit these charges. You can request up to your annual pledge at any time during the year the account is designated for.
Reimbursement Information and Rules:
- The preferred method for reimbursement is through Employee Self Service.
- You may file for reimbursement at any time during the year, but no later than April 30 of the next year. You may request reimbursements at intervals most convenient for you.
- Claims filed using Employee Self Service are generally processed by University Benefits within five-seven working days of receipt. Processing time may be longer during peak times.
- In order to comply with IRS regulations, dependent care expenses cannot be reimbursed until after the service has been provided.
- If additional information is required, reimbursement will be delayed. Claims are processed for payment daily; because of claim volume, we cannot guarantee claims received on a certain day will be processed on that day's payment cycle. In addition, if the University or banking system is closed, the payment will be delayed to the next business day.
At the time you submit your on-line reimbursement request, you must attach documentation to justify the expenses. You are responsible for the expenses, and the documentation of those expenses, being acceptable to the IRS. Canceled checks cannot be accepted as receipts. Please keep a photocopy of the documents submitted for your records.
Supporting documentation can be a formal receipt or a handwritten document. University Benefits has created a Dependent Care Spending Account Receipt Template (pdf) to use if you so choose.
The following information is required on each receipt:
- dates of care--not date paid
- name of provider
- provider Social Security Number or Tax Identification Number
- total amount paid
- signature of provider
- indication that the receipt is for child care
- indication of who paid for or received the services
Special note on day camps: In order to comply with IRS regulations, dependent care expenses cannot be reimbursed until the service has been provided. If you pay for the entire summer and want to be reimbursed monthly, make sure the receipt is written so the charges are divided into monthly increments – otherwise you cannot be reimbursed until the camp is over.
The preferred method for submission is directly through the Employee Self Service. This will
- allow for expedited processing and payment.
- allow you to quickly see if claims have been paid or if additional information is required.
- eliminate the need to make copies of your claims - claim information is stored in the Self Service system and can be easily accessed for your record-keeping.
To submit a claim through Employee Self Service , simply log into the site and select, "Spending Account Recap/Forms." Start a Dependent Care Claim, attach appropriate documentation and submit. Instructions and a tutorial are provided within the application.
To authorize the University to deposit your spending account payments directly into a checking or savings account, you must set up direct deposit for Benefits Spending Account which is available on Employee Self Service under Payroll.