Frequently Asked Questions

Frequently Asked Questions

We have included some regular questions we receive below. If you are unable to find what you are seeking here or elsewhere on the site, please Contact Us.

Whose expenses qualify under my Health Care Flexible Spending Account?

You may claim eligible health care expenses for yourself, your legal spouse* (if filing a joint tax return), and any qualified children or qualified relatives. You may also claim medical expenses you incur and pay to medical providers of a child for whom you don't get the tax exemption due to a divorce decree, as long as one parent claims the child as a tax dependent. The tax exemption may switch from year to year between parents. As long as one parent gets the tax exemption, the medical expenses you pay on behalf of the child to the medical provider qualify under the Health Care Flexible Spending Account.

* Since the United States v. Windsor decision by the US Supreme Court, the definition of a “spouse” as it regards same-sex couples may differ between federal law and the law of the state in which you reside. For federal tax purposes, you may claim expenses for your same-sex spouse so long as you were married in a jurisdiction where same-sex marriages were allowed to be legally performed at the time of the marriage. If you reside in a state in which same-sex marriages are not recognized, you should check with a tax consultant as to any state tax implications. NOTE: This court decision has no bearing on domestic partners. Domestic partners are not spouses.

Whose expenses qualify under my Dependent Care Flexible Spending Account?

Your work-related expenses must be for the care of one or more members of your home who are qualifying persons. You must provide over ½ of the qualifying person’s support. The qualifying person cannot have income in excess of the Federal exemption amount. A Qualifying Dependent is:

  • Your qualifying child under the age of 13, who shares the same residence with you, or
  • Your spouse or qualifying child or qualifying relative who is physically or mentally unable to care for him/herself who shares the same residence with you and has income less than the Federal exemption amount.
If you are divorced, you must have physical custody of your child for over half of the year, in order to be eligible for reimbursements through your Dependent Care Flexible Spending Account. If custody is exactly equal then neither parent can use the childcare expenses. The parent who has more than 50% custody is eligible for the dependent care regardless of who claims the tax exemption. Physical or mental incapacity must be disabling. Persons who are not able to dress, clean or feed themselves because of physical or mental problems are considered unable to care for themselves. Persons with mental defects who require constant attention to prevent them from injuring themselves or others are considered unable to care for themselves.

Does my Dependent Care provider have to be a licensed day care center?

No, they do not have to be licensed, unless they care for enough individuals to require licensing in your state. They must provide you with their Tax ID Number or Social Security Number, as this will be required when filing your Federal income tax returns.

Additionally, the care provider can be a relative of yours as long as they are not dependents, even if they live in your home. However, do not count any amounts you pay to 1) A dependent for whom you (or your spouse if filing jointly) can claim as an exemption, 2) Your child who was under age 19 at the end of the year, even if he or she was not your dependent, 3) A person who was your spouse any time during the year, or 4) The parent of your qualifying person if your qualifying person is your child and under age 13.

Why do I have to sign my claim form?

The regulations provided by the Internal Revenue Code (Section 125) require that a participant provide a statement with each reimbursement request, explaining that the expenses claimed were not paid by insurance or other means and reimbursement will not be sought from another party.

What documentation do I have to submit with my claim form?

Each item claimed must be supported by a statement of services from an independent provider. The insurance explanation of benefits (EOB), for items covered by insurance, may also be used since a statement of services has already been submitted to the insurance company for determination of service date and whether it was a qualifying expense. Documentation must contain the following information in order for payment to be issued:

  • the provider of services;
  • the person obtaining care;
  • the date(s) of service;
  • the amount charged for the services; and
  • a general description of the services provided.
Do I have to send the original provider statements or insurance benefit statements?

No. Copies of provider statements are acceptable, as long as they are legible and have not been altered.

Do I have to provide proof of payment with my claim form?

Generally, no. The Internal Revenue Code does not require proof of payment prior to submitting the items claimed. The regulations require that services must have been provided that give rise to the expenses, before they may be reimbursed. ASIFlex has additional information available and requirements for orthodontic expenses.

Why do I have to provide support, from the provider, of the date the services were provided rather than the date I paid or was billed for services?

The Internal Revenue Code regulations require that the statement from the independent provider include what type of service was provided and for what period of time. The expenses must have been provided during the period of time that you were covered during the plan year. Statements showing payments made or bills for services rendered are acceptable as long as they identify what service was provided, for whom, by whom and for what period of time.

Why do I have to provide support, from the provider, of the general type of services provided?

The Internal Revenue Code regulations require that the statement of services from the independent provider indicate the type of services provided. The regulations also require that each item claimed be adjudicated by the plan (or administrator) to determine whether the expense qualifies under the plan and whether the services were provided during the period that the participant was covered under the plan.

What items are required to be on the documentation from the provider?

The supporting documentation must identify the provider of services and the person obtaining the care, as well as the date, cost and general description of services provided. The insurance explanation of benefits (EOB), for items covered by insurance, may also be used since a statement of services has already been submitted to the insurance company for determination of service dates and whether it was a qualifying expense.

Is there a toll-free fax number for me to send my claims to?

Yes, you may fax your claims to ASIFlex's toll-free claims submission line, at (877) 879-9038.

Can I submit my claims online?

Yes, you may submit your reimbursement requests online by visiting ASIFlex's Account Detail. You will need your PIN (sent with your welcome packet, just after enrollment) to establish a username and password (if you have not done so already) and all documentation must be scanned and saved as a PDF document.

What is the mailing address for mailing my claims?

ASIFlex's mailing address is PO Box 6044, Columbia, MO 65205-6044.

This is the preferred mailing address, however, if you are sending something through a courier service such as UPS or FedEx, you can send it to 201 West Broadway, Building 4, Suite C, Columbia, MO 65203

Where do I get more claim forms?

A claim form was mailed to you with your original welcome packet, just after the enrollment period. You may make copies of a blank claim form or download additional forms here. You may also call ASIFlex at (800) 659-3035 to request additional forms be mailed to you.

Is payment for my Health Care Flexible Spending Account released the same day that a claim is reviewed and processed by ASIFlex?

For most ASIFlex clients, payments for claims processed before 2 p.m. (Central Standard Time) are released the same day as processed. Claims processed after 2 p.m. (Central Standard Time) will be paid the following business day. Please note, claim volume can fluctuate and processing time will depend upon the volume of claims received on a given day.

How often are claim payments released?

For most ASIFlex clients, payments are disbursed each business day.

Are the direct deposits to my bank account effective, with my bank, the same day the claim is processed?

No. Federal banking regulations do not allow the deposit to be effective the day the deposit is generated by ASIFlex. Therefore, the effective date of the deposit is the banking day following the release of payment of the claim by ASIFlex.

Do all prescription medications (drugs available only by prescription from a physician) qualify for the Health Care Flexible Spending Account?

Generally, yes, as long as they are prescription drugs and are legal under Federal and State law. However, prescriptions that are purchased solely for cosmetic purposes which are not treating an existing medical condition do not qualify for reimbursement.

Additionally, Federal law disallows the importation of drugs from foreign countries, for reimbursement through your Flexible Spending Account. The only exception to this rule is if you are in a foreign country and purchase and consume the drug will you are in the foreign country.

Can I send a credit card receipt as support for my claim form?

No. A credit card receipt only supports that a payment was made. Federal regulations require that the supporting documentation identify the provider of services and the person obtaining the care, as well as the date, cost and general description of services provided. The insurance explanation of benefits (EOB), for items covered by insurance, may also be used since a statement of services has already been submitted to the insurance company for determination of service date and whether it was a qualifying expense.

When can I begin filing claims against my Flexible Spending Account?

You may file claims as soon as you incur expenses, once the plan year begins. Please note that services must be provided before reimbursements will be made.

How often can I submit claims?

You may submit claims as frequently, or as infrequently as you prefer. You do have to file at least one claim each year prior to the claims filing deadline established by your plan.

What does "incurred" mean?

Incurred is defined in Internal Revenue Code Section 125 as the date that the services are provided that gave rise to the expense. Expenses are not considered to be provided at the time you are billed or pay for the services.

How long do I have to submit claims after the Plan Year is over?

The deadline for filing claims for each plan year is defined in your Plan Document. Generally, plans allow 90 days after the end of the plan year to file claims for services provided during that plan year. Please refer to your Summary Plan Description for specifics on your plan.

What are the requirements for reimbursements for over-the-counter (OTC) medicines and drugs?

Over-the-counter drugs and medications can qualify for the Health Care Flexible Spending Account if they are purchased to treat an existing or imminent medical condition.

As of January 1, 2011, the Health Care Reform legislation has directed that many over-the-counter drugs and medications will no longer be reimbursable with Flexible Spending Account funds, unless purchased in conjunction with a physician's prescription. Items purchased to treat an existing or imminent medical condition can be claimed but the participant must indicate on the claim submission what medical condition is being treated and must have a valid prescription on file with ASIFlex.

Items such as vitamins, herbs or nutritional supplements are typically not eligible for reimbursement. In order to claim these items, you must have:

  • an existing or imminent medical condition;
  • a pre-printed receipt from the provider documenting the purchase; and
  • a physician's diagnosis and prescription for the specific item(s).
  • Please see ASIFlex's OTC Guide for more information.

Do health club dues, massages, vitamins, herbs & nutritional supplements and exercise equipment qualify for reimbursement under my Health Care Flexible Spending Account?

Generally, no. Items such as those listed above are typically considered to be utilized for general good health purposes and, as such, typically do not qualify for reimbursement under the Health Care Flexible Spending Account. However, if you have been diagnosed with a medical condition that necessitates the purchase of these items and you would not have purchased them if it were not for the medical condition, then they can qualify for your Health Care Flexible Spending Account. To claim these items, you must have a letter of diagnosis and recommendation/prescription for these items to qualify under your Health Care Flexible Spending Account. This letter is valid for 12 months from issue date. Please review the Sample Letter of Medical Necessity for all information that is needed for approval on these items.

What transportation expenses qualify for the Health Care Flexible Spending Account?

The IRS has declared that the mileage reimbursement rate for medical services provided from January 1, 2014 forward is 23.5 cents per mile. The rate for services provided from January 1, 2013 through December 31, 2013 is 24 cents per mile.

What do I need to submit to support mileage with my claim form?

On the claim form, you must list the number of miles you traveled to obtain the medical care (as a separate line item), multiplied by the rate for the time period in which the services were provided. It is preferable that you claim the mileage on the same claim form that you claim the cost for medical care. If you do not include the number of miles traveled within your claim submission packet, the request for reimbursement for your mileage expenses will be denied.

How long does my authorization for direct deposit remain in effect with ASIFlex?

Your authorization for direct deposit remains in effect with ASIFlex until you change or revoke that authorization. ASIFlex does retain direct deposit information from Plan Year to Plan Year unless notified of a change by the participant.

How do I change the account number or institution into which ASIFlex deposits my reimbursements?

Complete and sign the Direct Deposit Form. You are welcome to mail the completed form to: ASIFlex PO Box 6044 Columbia, MO 65205-6044 or fax to this form, toll-free to ASIFlex at (877) 879-9038.

Does my employer notify ASIFlex when I change my bank account number for direct deposit for payroll?

No. You are responsible for notifying ASIFlex of any changes required for direct deposit of your Flexible Spending Account claims.

How do I know if my claim form was received?

You can view all claims processed by ASIFlex on our website by clicking the Account Detail link, the morning following ASIFlex’s review. Just follow the prompts to view your account. You also may call ASIFlex, the afternoon following your anticipated review of the claim to discuss your claim. ASIFlex customer service representatives are available to assist you Monday through Friday from 7 a.m. to 7 p.m., and 9 a.m. to 1 p.m. Central Time on Saturday.

Where do I get my PIN number so that I can set up my username and password for online Account Detail?

ASIFlex prints your PIN on your Flexible Spending Account enrollment confirmation and each periodic statement. The plan participant may also request their PIN by calling ASIFlex's customer service at (800) 659-3035.

Where can I see a list of qualifying expenses for my Flexible Spending Account program?

ASIFlex has an exhaustive Eligible Expense List. Please note that the list is updated frequently, as required by changing regulations.

Do Kindergarten charges qualify for my Dependent Care Flexible Spending Account?

No. Expenses for education do not qualify for your Dependent Care Flexible Spending Account. However, if you are charged for “after-care” for the portion of the day that your child attends the school that is charged for care and well-being, this charge does qualify for the Dependent Care Flexible Spending Account. Your provider must provide you with support for the charges for the portion that is specifically for care and well-being.

Can I change my election amount after the plan year starts?

Except as specified in this section, your election under the Plan is irrevocable for the Plan Year. These are the changes generally allowed. For specifics for your plan, please refer to your Summary Plan Description. You may change your election if you, your spouse, or a dependent experience an event listed below which results in a gain or loss of eligibility for coverage under the Flexible Spending Account Plan, Health Care Flexible Spending Account Plan, or Dependent Care Flexible Spending Account Plan or a similar plan maintained by your spouse's employer or one of your dependent's employer and your desired election change corresponds with that gain or loss of coverage. Events 1 - 4 apply to the Health Care Flexible Spending Account Plan and the Dependent Care Flexible Spending Account Plan.

  • 1. Your legal marital status changes through marriage, divorce, death or annulment.
  • 2. Your number of dependents changes by reason of birth, adoption (or placement for adoption), or death. If your child no longer qualifies for dependent care because he or she turned 13, then that is a loss of a dependent under the Dependent Care Flexible Spending Account plan, but not under any of the other plans.
  • 3. You, your spouse or any of your dependents have a change in employment status that affects eligibility under your employer’s Flexible Benefit Plan or a plan maintained by your spouse's or any dependent's employer. If you terminate or take a leave of absence from your employer, then you must be gone at least 31 days for termination or leave of absence to qualify.
  • 4. You, your spouse, or one of your dependents changes residence that causes a gain or loss of eligibility and coverage under the Flexible Spending Account.
  • Events 5 - 7 apply to Health Care Flexible Spending Account Plan, but not the Dependent Care Flexible Spending Account Plan.
  • 5. You are served with a judgment, decree or court order, including a qualified medical child support order regarding coverage for a dependent. If the order requires you to pay for medical expenses not paid by insurance for a Dependent child, then you may add or increase coverage under the Health Care Flexible Spending Account Plan. If the order requires that another person pay for medical expenses not paid by insurance for the Dependent child, then you may drop or reduce coverage under the Health Care Flexible Spending Account Plan
  • 6. If you, your spouse or a dependent becomes entitled to and covered under Medicare or Medicaid, you may drop or reduce coverage under the Health Care Flexible Spending Account
  • 7. If you, your spouse or a dependent loses eligibility and coverage under Medicare or Medicaid, you may add or increase coverage under the Health Care Flexible Spending Account
  • Events 8 - 10 apply only to the Dependent Care Flexible Spending Account Plan.
  • 8. You may change your election to correspond with a change made under another employer-sponsored plan as long as the change made under the other plan was permitted by IRS regulations or was made for a period of coverage that is different from your employer’s Flexible Benefit Plan.
  • 9. You change dependent care providers (including school or other free provider). You may make a corresponding change to your Dependent Care Flexible Spending Account and your future salary reductions if you change dependent care providers.
  • 10. You may make a corresponding change to your Dependent Care Flexible Spending Account and your future salary reductions if your dependent care provider who is not your relative changes your costs significantly. A relative is any person who is a relative according to Code §152(a)(1) through (8), incorporating the rules of Code §152(b)(1) and (2). The election change request must be filed within 31 days of the date of the qualifying event and becomes effective on the 1st of the month following the event and the approval of the request. (The filing deadline & effective dates stated here are again, generic and may differ from specific plan to plan. Please refer to your Summary Plan Description.) Your Salary Reduction amount for a pay period is, an amount equal to the annual contribution for your Flexible Spending Account election, divided by the number of pay periods in the Plan Year following your effective date. If you increase an election under the Health Care Flexible Spending Account Plan or Dependent Care Flexible Spending Account Plan, your Salary Reductions per pay period will be an amount equal to your new reimbursement limit elected less the Salary Reductions made prior to such election change, divided by the number of pay periods remaining in the Plan Year beginning with the election change effective date. Any increase in your election may include only those expenses that are incurred during the period of coverage on or after the effective date of the increase. Your coverage for the remaining period of the year shall be calculated by adding the amount of contributions made prior to the change to the expected contributions after the effective date of the change and subtracting prior reimbursements.

Can I claim dependent care expenses under my Dependent Care Flexible Spending Account after my child turns 13 years old?

Expenses for dependent care no longer qualify for the Dependent Care Flexible Spending Account on the day your child turns age 13 unless they have been certified as incapable of self-care. Care for dependents incapable of self-care qualifies to any age as long as it is for care and well-being while you are working or looking for work.

Do charges for food, transportation, activity fees, etc. qualify for reimbursement from my Dependent Care Flexible Spending Account?

No. Only charges for care and well-being in order for you to work or look for work qualify for your Dependent Care Flexible Spending Account. Separately billed charges for food, transportation, activity fees, etc. do not qualify.

If I pay my dependent care provider in advance of the services, can I file my claim when I pay?

No. You may file claims for services provided after the period of service claimed has been completed. The service must be provided that gives rise to the expense. Expenses are not valid based upon when paid.

Do summer camps that include an overnight stay qualify for my Dependent Care Flexible Spending Account?

No. The Internal Revenue Code disqualifies expenses that include overnight care. The charges cannot be prorated to include the portion that was for care during the day while you were working.

Does summer school tuition qualify for my Dependent Care Flexible Spending Account?

No. The Internal Revenue Code does not allow the tax exemption on expenses incurred for education.

Do soccer, baseball, football, gymnastics, ballet, etc. day camps qualify for my Dependent Care Flexible Spending Account?

If the primary purpose of these camps is for care and well-being in order for you (or you and your spouse if married) to be gainfully employed, they may qualify. If ASIFlex cannot independently verify the primary purpose of the camp, ASIFlex will request a statement that the primary purpose is for care and well-being and not for educational/instructional purposes. Summer school is considered educational and not eligible for reimbursement. Overnight camps are not eligible for reimbursement.