The Dependent Care Flexible Spending Account is used to reimburse members for child or adult care services needed because the member works. Such care includes services like nursery school for dependent children or day care for an elderly parent who is physically or mentally disabled. In cases like these, a Dependent Care FSA offers a way to manage these expenses and gain real tax savings.
WHO CAN AND WHEN TO ENROLL?
Eligible regular full time and regular part time associates are able to enroll:
Within 31 days of his/her initial employment
Within 31 days of a qualifying family status change event
During open enrollment period
Note: Active CONUS (continental US) employees who elect the new high deductible health plan with a health spending account are not eligible for an FSA.
HOW IS THE DEPENDENT CARE FSA DEDUCTED?
The yearly contribution amount (as determined by the associate upon enrollment) is divided into equal amounts and deducted (pre-tax) from the associate’s payroll check bi-weekly and deposited into a special account.
WHAT IS THE CONTRIBUTION LIMIT?
The current maximum annual contribution amount for a Dependent Care FSA is $5,000 per household/family. Married couples are allowed up to $2,500 per spouse if filing taxes separately.
HOW DOES THE DEPENDENT CARE FSA WORK?
Members can pay for eligible dependent care expenses incurred during the year for dependents 12 years and younger or a spouse or dependent incapable of self-care by:
Using the PayFlex Card® account debit card
Paying for eligible expenses with cash, check or a personal credit card and then submit a claim to be reimbursed. Members can obtain a Flexible Spending Account Dependent Care Reimbursement form by accessing the Aetna website at aetna.com.
WHAT ARE SOME ELIGIBLE EXPENSES?
Cost for care at facilities away from home, such as family day care or adult day care centers, as long as the Qualifying Person usually spends at least 8 hours a day at home.
Wages paid to a baby-sitter or a companion in or outside the home, as long as the person providing care is NOT:
Someone declared as a dependent
Member’s under-age-19 child
The qualifying person’s parent
Wages paid to a housekeeper who provides care for the Qualifying Person.
Note: Non eligible expenses include non- dependent care expenses, such as the cost of a Saturday night babysitter, or tuition for kindergarten and higher education.
QUALIFIED PERSONS INCLUDE:
Dependent children up to their 13th birthday.
Spouse living with you for more than half the year and who is physically or mentally incapable of self-care.
Someone for whom you cannot claim a dependency exemption on your income tax return. Please refer to Publication 503 on the IRS website at www.irs.gov for the definition of a Qualifying Person.
CAN THE DEPENDENT CARE FSA FUNDS ROLLOVER?
No, Dependent Care FSA funds do not rollover.
WHAT HAPPENS TO UNUSED DEPENDENT CARE FSA FUNDS IF THE ASSOCIATE IS SEPARATED FROM THE COMPANY?
Members who separate from the company before the end of the plan year may still file claims to be reimbursed for eligible purchases. If the member does not have any claims to file, the funds will be forfeited.
HOW DOES A MEMBER FILE A CLAIM FOR REIMBURSEMENT?
Go to Payflex.com and log into your account using the ‘Sign In’ button in the top right corner.
Under Account Actions, click ‘File A Claim’ and then select ‘Pay Me’
Enter your claim information. (If you need to submit multiple claims, select ‘Add Another Claim’.
Once you enter all of your claim information, click ‘Next’.
Confirm all expense details and click ‘Next’. (Click Previous to make changes).
Select to Fax or Upload supporting documentation (receipts).
To add additional documents, click on ‘Add Additional Document’.
Each document must be uploaded in PDF format.
Check the signature box to sign your claim and confirm your submission is for an eligible expense.
Note: Do not highlight the claim form or any other documentation submitted. Highlighting makes scanned or faxed documents difficult to read.
WHERE CAN I GET ADDITIONAL INFORMATION?
PayFlex Customer Service
Representatives are available Monday through Friday, 7 am – 7 pm, CST and Saturday from 9 am – 2 pm, CST.