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 HCSA?
Qualifying expenses are those for medical care for yourself (the participant), your spouse, your qualified child or qualified relative. 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 HCSA.)
Where can I see a list of qualifying expenses for the HCSA?
ASIFlex has an exhaustive eligible expense list; the list can be found under the Resources tab on the home page of this website. Please note that the list is updated frequently, as required by changing regulations.
Do all prescription medications (drugs available only by prescription from a physician) qualify for the HCSA?
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 does not allow reimbursement through your flexible spending account for importation of drugs from foreign countries. The only exception to this rule is if you purchase and consume the drug while you are in the foreign country.
What are the requirements for reimbursements for over-the-counter (OTC) medicines and drugs?
OTC drugs and medicines purchased on or after January 1, 2020 do not require a prescription and are eligible for reimbursement. Just submit a claim with a copy of the merchant itemized store receipt showing the store name, date of purchase, a description of each item, and dollar amount. Note: If OTC drug and medicines were purchased prior to January 1, 2020 a physician prescription is required.
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).
Do health club dues, massages, vitamins, herbs, & nutritional supplements and exercise equipment qualify for reimbursement under my HCSA?
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 HCSA. However, these items may qualify for reimbursement 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. To claim these items, you must have a letter of diagnosis and recommendation/prescription for these items to qualify under your HCSA. This letter is valid for 12 months from issue date. Please review the Sample Letter of Medical Necessity (use the Resources tab on the home page and then click on Forms) for all information that is needed for approval on these items.
What transportation expenses qualify for the HCSA?
You may claim transportation expenses that were primarily for, and essential to, your or your qualifying dependents receiving medical care or services. These transportation expenses could include round trip mileage, mass transit expenses or ambulance service, as well as other expenses. See IRS Publication 502 for further detailed information (there is a link to this Publication under the Resources tab on the main page of the website). You cannot include mileage for going to and from work, travel for purely personal reasons to another city for an operation or medical care, or travel merely for general health improvement.
What is the mileage reimbursement rate?
The standard mileage rate for use of an automobile to obtain health care during the following time periods is as follows:
- 22 cents per mile = Jul 1 – Dec 31, 2023
- 22 cents per mile = Jul 1 – Dec 31, 2022
- 18 cents per mile = Jan 1 – Jun 30, 2022
- 16 cents per mile = Jan 1 – Dec 31, 2021
What do I need to submit to support mileage with my claim form?
You can submit claims:
- Via the ASIFlex mobile app
- Through your online account at asiflex.com
- Manual claim form
Just list the date(s) of service and total number miles traveled. No supporting documentation is required.Can I use my FSA to cover medical expenses for my qualified domestic partner?
The IRS does not recognize a qualified domestic partner for tax purposes. Qualified Domestic Partners may not file a joint tax return and expenses of a Qualified Domestic Partner do not generally qualify as a dependent under the definition of a "qualifying relative" under Internal Revenue Code Section 152. If you are unsure, you may confirm eligibility by using the Internal Revenue Code worksheet for determining dependent status found on page 20 of IRS Publication 501.
Can I claim my 25 year old son's medical expenses through my Medical Reimbursement Account even if I don't claim him as a tax dependent?
Yes. The Patient Protection and Affordable Care Act (PPACA) that was passed in March, 2010, modified the rules regarding whose expenses were eligible for reimbursement. There are two stipulations are that the individual:
- Be a “child” of the taxpayer (son, daughter, stepson, stepdaughter, adopted child or an eligible foster child (defined as an individual who is placed with the employee by an authorized placement agency, or by judgment, decree or other order of any court of competent jurisdiction); and
- Be age 26 or younger for the entire plan year in which medical expenses are claimed (i.e. if you have a child who turns 27 in a given plan year, his/her expenses cannot be claimed in that plan year).
What happens if I leave employment mid-year?
The Medical Reimbursement Account is an active employee benefit. If you sever employment with the State of California mid-year you have two options. Option one is to claim expenses that were incurred while you were actively employed by the State. If you select this option, you have until June 30th following the close of the current plan year to submit claims. Option two is to elect COBRA coverage, and pay the monthly contribution amount on a post-tax basis. This option allows you to extend your period of coverage for the remainder of the plan year.
How much can I contribute to my Medical Reimbursement account as a state employee?
The annual minimum contribution is $120 and the maximum is $2,650.
Whose expenses qualify under my DCAP?
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 half 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 DCAP. 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.
Where can I see a list of qualifying expenses for the DCAP?
ASIFlex has an exhaustive eligible expense list; the list can be found under the Resources tab on the home page of this website. Please note that the list is updated frequently, as required by changing regulations.
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. The provider must provide you with the company’s Tax ID Number or his/her 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 (even if he/she lives in your home) as long as the provider is not a dependent. However, do not count any amounts you pay to:
- A dependent for whom you (or your spouse if filing jointly) can claim as an exemption;
- Your child who was under age 19 at the end of the year, even if he or she was not your dependent;
- A person who was your spouse any time during the year; or
- The parent of your qualifying person if your qualifying person is your child and under age 13.
Do Kindergarten charges qualify for my DCAP?
No. Expenses for education do not qualify for your DCAP. 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 DCAP. Your provider must provide you with support for the charges for the portion that is specifically for care and well-being.
Can I claim dependent care expenses under my DCAP after my child turns 13 years old?
Expenses for dependent care no longer qualify for the DCAP on the day your child turns age 13, unless your child is physically or mentally disabled and incapable of self-care. 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 health challenges who require constant attention to prevent them from injuring themselves or others are considered unable to care for themselves. 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 DCAP?
No. Only charges for care and well-being in order for you to work or look for work qualify for your DCAP. 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 DCAP?
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 DCAP?
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 DCAP?
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.
What documentation do I have to submit with my claim?
Each item claimed must be supported by an itemized statement of service from an independent provider. Documentation must contain the following information in order for payment to be issued:
- the name of the provider of the service;
- the name of the person obtaining care;
- the date(s) of service;
- the amount charged for the service; and
- an itemized description of each service provided.
For items covered by insurance, the insurance explanation of benefits (EOB) 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.
Can I submit my claims with my smartphone or tablet?
Yes, you may submit your reimbursement requests with your smartphone or tablet. First, you just need to download our free mobile app. You can obtain the app through either Google Play or the App Store, or you can download it by scanning the appropriate QR code on this website. Sign into your account, snap a photo of your documentation, complete a few questions and submit your claim!
Can I submit my claims online?
Yes, you may submit your reimbursement requests online by signing into your account. Click on Employee Login above. Scan and save your documentation, complete the online form and attach the scanned information.
Can I file my claims by fax? If so, is there a toll-free fax number?
Yes, you may fax your claims to ASIFlex's toll-free claims submission line at (877) 879-9038.
Can I mail my claims?
Yes, ASIFlex's mailing address is: PO Box 6044, Columbia, MO 65205-6044.
However, if you are sending something through a courier service such as UPS or FedEx, you will need to use the physical address: 201 West Broadway, Ste. 4C, Columbia, MO 65203.
How do I know if my claim form was received?
If you file your claim form online or via the mobile application, you will be provided with a confirmation number after you submit the claim. This number indicates that your claim was received by ASIFlex.
Do I have to send original 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 before the expense may be reimbursed. The only possible exception is in the case of orthodontic expenses.
Why do I have to provide documentation from the provider regarding 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 documentation from the provider indicating 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.
Where do I get more claim forms?
Claim forms are located in the Forms section located under the Resources tab on the home page of this website.
Is payment for my HCSA released the same day that a claim is reviewed and processed by ASIFlex?
Payments for claims processed before 2 p.m. (Central Time) are released the same day as processed. Claims processed after 2 p.m. (Central 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?
Payments are disbursed each business day.
Can I send a credit card receipt as support for my claim form?
No. A credit card receipt only shows 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. For items covered by insurance, the insurance explanation of benefits (EOB) 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 FSA?
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 for the plan year in which the services were provided.
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, Summary Plan Description, or enrollment information provided by your Employer. Check with your Employer or ASI regarding this information.
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 to certify that the expenses claimed were not paid by insurance or other means and reimbursement will not be sought from another party.
Is there a minimum claim amount?
No, ASIFlex does not have a minimum claim amount. However, no payments will be released until you have at least $10 in valid claims.
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. Your health plan's explanation of benefits, for items covered by insurance, may also be used.
If my claim is received via fax or mail today in ASIFlex's office, when will it be reviewed?
ASIFlex typically reviews all claims within one business day of receipt. There are three payment cycles for processing valid reimbursement claims:
- If ASI receives your claim by the 1st of the month, your reimbursement check will be issued by the State Controller's Office (SCO) between the 14th and 16th of that month.
- If ASI receives your claim by the 10th of the month, your reimbursement check will be issued by the SCO between the 24th and 26th of that month.
- If ASI receives your claim by the 20th of the month, your reimbursement check will be issued by the SCO between the 3rd and 5th of the next month.
The minimum reimbursement amount that will be paid from your account is $10. If you submit a claim for less than $10, the payment will be held until your total reimbursement claims equal $10 or more.
How long do I have to submit claims after the Plan Year is over?
All claims must be submitted no later than June 30th following the end of the plan year.
How frequently are reimbursements issued?
ASIFlex typically reviews all claims within one business day of receipt. There are three payment cycles for processing valid reimbursement claims:
- If ASI receives your claim by the 1st of the month, your reimbursement check will be issued by the State Controller's Office (SCO) between the 14th and 16th of that month.
- If ASI receives your claim by the 10th of the month, your reimbursement check will be issued by the SCO between the 24th and 26th of that month.
- If ASI receives your claim by the 20th of the month, your reimbursement check will be issued by the SCO between the 3rd and 5th of the next month.
The minimum reimbursement amount that will be paid from your account is $10. If you submit a claim for less than $10, the payment will be held until your total reimbursement claims equal $10 or more.
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?
You may change your direct deposit information online after signing into your account.
You may also complete and sign a Direct Deposit Form located in the Forms section accessible on the home page of this website under the Resources tab.
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.
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.
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 Plan Document or Summary Plan Description. You may usually 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 HCSA or DCAP 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 HCSA Plan and the DCAP.
- Your legal marital status changes through marriage, divorce, death or annulment.
- 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 DCAP, but not under any of the other plans.
- 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.
- The following events apply to the HCSA Plan but not the DCAP:
- 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 HCSA 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 HCSA Plan.
- If you, your spouse or a dependent becomes entitled to and covered under Medicare or Medicaid, you may drop or reduce coverage under the HCSA.
- If you, your spouse or a dependent loses eligibility and coverage under Medicare or Medicaid, you may add or increase coverage under the HCSA.
- The following events apply to the DCAP but not the HCSA:
- 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.
- You change dependent care providers (including school or other free provider). You may make a corresponding change to your DCAP and your future salary reductions if you change dependent care providers.
- You may make a corresponding change to your DCAP 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).
Typically, the election change request must be filed within 30 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. But check with your Employer or ASI regarding the specifics of your plan.
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 HCSA Plan or DCAP, 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 change my election amount after the plan year has started?
Generally no. Your election under the Plan is irrevocable for the Plan Year unless you have a qualifying event. These are the changes generally allowed. For specific information, please refer to the California Flex Elect Handbook.