When submitting a claim for reimbursement, you are responsible for ensuring the expenses are acceptable per the IRS guidelines, and supporting documentation includes the proper information.
University Benefits maintains records of your payroll reductions, the total amounts requested, and funds available. 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 to seven business days of receipt. Processing time may be longer during peak times.
- 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 appropriate 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, being acceptable to the IRS. Canceled checks cannot be accepted as receipts. Please keep a photocopy of the documents submitted for your records.
We have supplied a list of common claims and the standard documentation required for your reference.
In order to comply with IRS regulations, if an expense is covered by insurance, claims must be processed through your insurance carrier before being submitted to your spending account. Over-the-counter (OTC) drugs are only eligible for reimbursement with an actual prescription and quantities are limited to individual personal use. This must be electronic or written on a prescription pad and signed by a physician, doctor of osteopathy, physician’s assistant, chiropractor or advanced registered nurse practitioner. It must specify the name of the individual for whom the drug is prescribed and the dosage. This prescription must be attached to each claim submitted, along with the receipt indicating the date and the amount of the purchase.
Some expenses require documentation from a physician indicating your need for a specific service or item.
How to get reimbursed from the Health Care Spending Account
- Submit eligible claims to your insurance carrier.
- The insurance company will send an Explanations of Benefits (EOB) to your home (it will read “This is Not a Bill”). This document must be submitted for reimbursement.
- If your insurance plan does not show prescription medications on their EOB forms, tape the prescription tag that shows your out-of-pocket costs from the pharmacy onto one side of an 8½ by 11 piece of paper (do not overlap).
- When submitting cash register receipts for over-the-counter items:
- eligible items should be circled or marked
- tape to an 8.5 x 11 piece of paper (do not overlap)
- date of purchase must be visible,
- if receipt does not clearly identify item, include a photocopy of box or bottle.
- Complete the on-line reimbursement process by completing a Health Care Claim and attaching the appropriate documentation. A tutorial and directions are located within Employee Self Service.
By submitting directly through the Employee Self Service site, you will:
- expedite your claim payment process
- quickly see if claims have been paid and, if not, what the specific problem is.
- 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 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.