flexible spending accounts annual enrollment information january 1 – december 31, 2012

Flexible Spending AccountsAnnual Enrollment InformationJanuary 1 – December 31, 2012

The State of Maine’s Flexible Spending Accounts

are administered by:

HR Support & Consulting Services, Inc.

159 Watkins Shores Road

Casco, ME 04105-4309

(207)655-5396

1-866-655-5397

Fax: (207)655-6636

www.hrscflex.com

Two Account Options

• Medical Spending Account: Allows eligible employees to set aside pre-tax dollars biweekly to pay for out-of-pocket medical, dental & vision expenses for the participant (employee), legal spouse and dependent children.

• Dependent Spending Account: Allows eligible employees to set aside pre-tax dollars biweekly to pay for day care or elder care services for eligible dependents.

Medical Care Spending AccountContributions

• The annual minimum contribution allowed is $260• The annual maximum contribution allowed is

$3,000• The annual election is then divided over the 26*

pay periods of the calendar year and withheld on a pre-tax basis.

*26 pay periods would apply with annual enrollment. If a new hire, the maximum election is pro-rated and deducted over the remaining pay checks of the calendar year.

Medical Care Spending AccountAllowable Expenses

• Some common examples of allowable out-of-pocket expenses that are eligible for reimbursement are:• Office visit copays to your primary care doctor or

specialist• Prescription copays• Deductibles• Dental • Prescription eye glasses and/or contact lenses

Medical Spending AccountOrthodontics

• Because orthodontics (e.g. braces) is generally not completed during the 12-month plan year, there are special IRS rules for reimbursement of on-going treatment.

• Additional information can be found at www.maine.gov/beh (select “Flexible Spending Accounts” from the menu on the left-hand side of the home page)

Medical Spending AccountWhen Are the Funds Available?

• The annual amount pledged is available for reimbursement January 1st (for annual enrollment) or the first day you become benefit eligible (e.g. newly hired employee).

Medical Care Spending AccountExpenses Not Allowed

• Some common types of expenses that are not eligible for reimbursement are:• Over-the-counter medications*• Gym memberships• Cosmetic procedures (e.g. teeth whitening)• Vitamins/supplements

*Effective 1/1/2011, over-the-counter medications are only reimbursable if the drugs are purchased with a prescription. In most instances, a Letter of Medical Necessity from the doctor will be required. The Letter may be found at www.hrscflex.com.

Medical Spending AccountHow Much Should You Set Aside?

• Review your expenses over the past 12 months• Remember to include those expenses not only for

yourself, but also for your legal spouse and dependent children (enrollment in the State Health Plan is not required)

• Plan for the items you are certain about for the upcoming calendar/plan year

• Review the Tax Savings Illustrations & Medical Care Expense Worksheet at www.maine.gov/beh

• If you’re new to this benefit, it’s wise to budget low to avoid contributing too much

Medical Care Spending AccountTermination of Employment

• If you terminate your employment or retire from the State of Maine, COBRA will be offered to you for the plan year in which your employment ended and you have a positive account balance.• A positive balance would be if you have contributed more to the

account than you have actually withdrawn or been reimbursed.• The COBRA amount will be 102% of the contribution level

while employed and will be billed to you by the Division of Employee Health and Benefits.

• This is not a benefit available to our retirees (once the COBRA period has ended).

• If the account has a negative balance, it is closed.

Dependent Spending AccountEligibility

• In order to be eligible to participate in the Dependent Spending Account, the participant and spouse must:• Work part or full time or• Attend school full time or• Be actively seeking work and• The childcare/eldercare provider must be reporting

the income for income tax purposes• Eligible dependents include:

• Your children under age 13• Any other dependent who is physically or mentally

incapable of self-support and whom you claim as a dependent on your Federal tax return.

Dependent Spending AccountContributions

• The maximum annual amount you may contribute (as determined by the IRS) is $5,000 per household or $2,500 if you are married but file separate tax returns.

• The annual election is then divided over the 26* pay periods of the calendar year and withheld on a pre-tax basis.

*26 pay periods would apply with annual enrollment. If a new hire, the maximum election is pro-rated and deducted over the remaining pay checks of the calendar year.

Dependent Spending AccountAllowable Expenses

• Some examples of expenses that are reimbursable are:• Day care• Before and after school programs (through age 12)• Most day camps (overnight camp expenses are

ineligible)

Dependent Spending AccountWhen are the Funds Available?

• You may be reimbursed up to the amount you have actually contributed to date for services rendered within the plan year.

• Unlike the Medical Spending Account, the State does not upfront the annual election on the Dependent Spending Account.

• Funds become available once the biweekly contribution is made.

Flexible Spending AccountsHow & When to Enroll

• Complete a Benefit Election Form which can be found at www.maine.gov/beh

• The Election Form must be submitted:• During the open enrollment period (typically held mid-November

to mid-December each year for the new calendar year)• Within 60 days of date of hire• Within 30 days of a qualifying life event

• Birth/death/marriage/divorce• Employment change of employee or spouse that affects eligibility• Change in day care (for Dependent Spending only)

• The requested change (life event) must coincide with the event itself.

• Life events require a Change in Status Form found at www.maine.gov/beh

Flexible Spending AccountsFrequently Asked Question

• Q. If I don’t use all of my account balance, does it roll from year-to-year?

• A. No, it does not. Per the IRS, the amount you set aside for the calendar year may only be reimbursed for services received during that same calendar year. For example, you may only be reimbursed from your 2012 account for dates of service performed in 2012. Any funds left in the account which reimbursement cannot be made are forfeited. Plan carefully!

Flexible Spending AccountsFrequently Asked Questions

• Q. I am already enrolled; do I have to re-enroll each year?

• A. Yes; you must complete a Benefit Election Form each year you wish to participate.

• Q. Can I be reimbursed for insurance premiums from my Medical Spending Account?

• A. No.

Flexible Spending AccountsHow to Get Reimbursed

• Complete a Reimbursement Request Form. This form can be found at www.maine.gov/beh

• Include a copy of your receipt(s)* or bill which must include:• Name of the provider• Date of service• Dollar amount owed or paid• Description of the service

*Per IRS regulations, a cancelled check or credit card receipt is not considered a valid receipt of services rendered.• Reimbursements are done by a paper check which will be mailed

to your home address. Reimbursements are processed weekly (on Thursdays) by HR Support and Consulting.

• On the Dependent Spending Account only, you also have the option of submitting one Reimbursement Form for the entire year to establish automatic reimbursements every 2 weeks.

Questions?Division of Employee Health & Benefits

(207)287-3126 or 1-800-422-4503www.maine.gov/beh

OR

HR Support and Consulting1-866-655-5397

www.hrscflex.com