group insurance commission paln admnii strator gic conducted a procurement for services in the fall...
TRANSCRIPT
Grou p In s u ra n c e Com m is s ion
FY20 20 GIC Fle xib le Sp e n d in g Ac c ou n t (FSA) Prog ra ms
Ma rc h 25-29 , 20 19
Ne w Plan Adm inis t ra t or
GIC conducted a procurement for services in the Fall of 2018
Procurement Strategic Priorities Enhanced member experience Improved communications/member education Increased member participation Sophisticated website and tools Meet the GIC’s current needs and adapt to the GIC’s future capabilities
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GIC Commission approved the procurement team’s recommendation January 17, 2019 3 year contract with two one year options to renew
Transition Highlights Benefit Strategies ( BenStrat )
Effective July 1, 2019
Ta kin g o ve r FY20 19 g ra c e p e r io d a n d FY20 19 c la ims p ro c e s s in g
Im p r o vin g Bu s in e s s P r o c e s s fo r Co o r d in a t o r s
In t ro d u c in g e - fo rms fo r e n ro llme n t , s t a t u s c h a n g e s , p a yro ll e r ro r re fu n d re q u e s t s , e t c .
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Ad min is t ra t ive Fe e → $2.0 0 p e r p a r t ic ip a n t / mo n t h
Contact Informat ion for Employees : Mo n → Th u r s : 8:0 0 a m – 6 :0 0 p m ET
Fr id a y: 8 :0 0 a m – 5:0 0 p m ET (Automated system available at all times)
Live Chat: benstrat.com/ gic - fsa
Text -To-Chat: 1-877-FlexGIC (1-877-353-9442)
Email: [email protected]
Toll Free: 1-877-FlexGIC (1-877-353-9442)
Language translation services available
Fax: 603 -232-8079
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Sim plifie d Me m be r Expe rie nce One debit card and one login → for all programs.
Gr o u p In s u r a n c e Co m m is s io n ’s HCS A p r o g r a m • He a lt h Ca re Sa ving s Ac c oun t (HCSA) e n t ire e le c t ion a va ila b le Ju ly 1, 20 19 • De p e nd e n t Ca re As s is t a nc e Prog ra m (DCAP) a va ila b le a s d e p os it e d p e r
p a yro ll p e riod
Offic e o f t h e S t a t e Co m p t r o lle r , Co m m u t e r Ch o ic e * • Qua lifie d Pa rking a nd Tra ns it • Uns p e n t fund s a lre a d y on a c c oun t a va ila b le Ju ly 16 , 20 19 • Ju ly p a yro ll d e d uc t ions a va ila b le Ju ly 20 , 20 19
Wa t c h fo r e ma ils fro m fle xg ic @b e n s t ra t .c o m t o Co o rd in a t o rs a n d p a r t ic ip a n t s
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4 * Ple a s e s e e b e ns t ra t .c om/c lie n t s / c o mmo nwe a lt h fo r Commut e r Choic e p rog ra m d e t a ils
It ’s All Online
Us e t h e lin k b e lo w a n d fo llo w in s t ru c t io n s fo r e n ro llme n t .
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FS A En r o llm e n t Pa g e If the button doesn’t work, copy and paste this link into your browser: www.benstrat.com/gic - fs a
Portal for Re -Enrolling eForm for New Election
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It ’s All Online
Be n e fit S t r a t e g ie s WEX S ys t e m • Current HCSA and/or DCAP participants re -enroll in WEX System • Coordinator portal access
e-Forms * • E-Enrollment (new participants / mid -year enrollments) • Status Change – Participants submit when there is a qualifying event • Change requests and enrollments emailed to coordinators
Payroll Error refund requests* • Within 60 days of the error • When possible by payroll reversal
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* Full e- form capabilities coming July 1st 6
Ope n Enrollm e nt
No n e e d t o p r in t c o n firma t io n p a g e a n d s u b mit t o Be n e fit s o r Pa yro ll Co o rd in a t o r
Be n e fit St ra t e g ie s will s h a re e n ro llme n t in fo rma t io n e a c h Mo n d a y d u r in g Op e n En ro llme n t via s e c u re e ma il a lo n g wit h a fin a l c u mu la t ive re p o r t a t t h e e n d o f Op e n En ro llme n t
Co o rd in a t o r u s e s t h e s e re p o r t s t o re vie w a n d c o o rd in a t e c h a n g e s wit h Be n St ra t
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Visit Be ns t ra t .c om/g ic - fs a t o e n ro ll
Co o rd in a t o r c o n firms t h a t e n ro lle e s ’ a re GIC b e n e fit e lig ib le .
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Ag e n c y p a yro ll d e p a r t me n t s mu s t e n t e r d e d u c t io n s in t o p a yro ll s ys t e m(n o c h a n g e )
He lp Em ploye e s Enroll Eligible Expense Samples:
Pre s c r ip t ion d ru g s
Us e o f g la s s e s o r c on t a c t s
Doc t o r vis it s
De n t a l vis it s
He a lt h in s u ra n c e c o -p a ym e n t s , c o -in s u ra n c e , a n d d e d u c t ib le s
Da y c a re , e ld e r c a re , b e fo re / a ft e r s c h oo l c a re , o r s u m m e r c a m p s
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The fo llowing s lid e s a re s a mp le s o f us e fu l re s ourc e s .
Dire c t e mp loye e s t o b e ns t ra t .c om/g ic -fs a fo r us e fu l t oo ls a nd re s ourc e s on t he FSA p rog ra m
He lp Em ploye e s Enroll Videos
If the buttons don’t work, copy and paste the URL’s
in t o your b rows e r.
Wh a t Is a Fle xib le S p e n d in g Ac c o u n t a n d Ho w Do e s It Wo r k? ( Co n d e n s e d Ve r s io n )
h t t p s :/ / yout u .b e /q _ -ZMPd _ ZI0
Pa r t ic ip a n t On lin e En r o llm e n t & Ac c o u n t De m o n s t r a t io n s
ht t p s :/ /www.b e ns t ra t .c om/ re s ourc e s -vid e os /
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Vid e os inc lud e c los e d c a p t ion ing
Hosted by Bill Stuart, recognized national expert in me d ic a l re imb urs e me nt
Ove r vie w o f FS A p r o g r a m p r o vid e d • Sa ving s fo r Emp loye e • How t o us e t he b e ne fit s t o t he fu lle s t
Co m in g S o o n :
Emp lo ye e s c a n re g is t e r in d ivid u a lly a n d / o r a g e n c ie s c a n h o s t g ro u p d a yt ime a n d e ve n in g s e s s io n s
Vis it Be n s t r a t .c o m / g ic - fs a t o r e g is t e r
Tu e s d a y 4 / 2/ 19 @ 10 :20 AM Tu e s d a y 4 / 9 / 19 @ 7:20 PM Sa t u rd a y 4 / 20 / 19 @ 1:20 PM We d n e s d a y 4 / 24 / 19 @ 7:20 PM
NEW
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He lp Em ploye e s Enroll FSA 101 Webinars
He lp Em ploye e s Enroll Election Calculation Assistance Benefit Strategies provides materials to help you calculate your health care a nd d e p e nd e n t c a re re la t e d e xp e ns e s fo r t he ye a r. You’ll ne e d :
Exp la n a t io n o f Be n e fit s (EOBs ) fro m in s u re r (o r o n lin e p o r t a l vie w)
Pr in t o u t o f Rx c o p a ys fro m p h a rma c y
Ta x S a vin g s Ca lc u la t o r Exp e n s e Wo r ks h e e t
Wh a t yo u s p e n t in yo u r He a lt h Ca re FSA la s t ye a r
Da yc a re b ills ( in c lu d in g b e fo re / a ft e r s c h o o l c a re )
Co s t o f s u mme r d a y c a mp
Us e t h is in fo rma t ion wit h t he fo llowing t oo ls (c lic k t o vie w)
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Payroll Coordina t or Packe t s
FY20 20 – p a p e rle s s e nro llme nt s ! • Curre n t FY20 19 Pa rt ic ip a n t s → mus t re -e n ro ll on line ; in s t ruc t ions e nc los e d . • Ne w FY20 20 → Enro llme n t via e -Form, s a mp le e nc los e d
• Ne w FSA Enro lle e s d u ring Op e n Enro llme n t • Mid -Ye a r Ne w Hire s o r Ne wly Elig ib le
FSA 10 1 We b ina rs d uring Op e n Enro llme nt
FY20 20 Pa rt ic ip a n t Ha nd b ook (Ele c t ron ic c op ie s a va ila b le on line fo r e mp loye e s )
Tod a y’s p re s e n t a t ion
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Transition to Benefit Strategies
AS IFle x is t h e FY2 0 19 p la n c o n t a c t u n t il J u n e 30 , 2 0 19 • There will be an account settling period prior to the transfer of FY2019 account balances to Benefit Strategies • ASIFlex HCSA debit cards will be shut off June 17, 2019 • FY2019 HCSA/DCAP claims will not be processed June 17 -30, 2019
BenStrat will administer FY2019 & FY2020 plans
St a r t in g Mo n d a y, Ju ly 1, 20 19 : • Be nSt ra t a c c e p t s a nd b e g ins p roc e s s ing FY20 19 a nd FY20 20 HCSA a nd DCAP s e rvic e s /p u rc ha s e s t ha t ha ve n’t b e e n s ub mit t e d fo r
re imb urs e me n t • Ne w Be nSt ra t De b it Ca rd will ha ve FY20 19 & FY20 20 HCSA Fund s • Me mb e rs c a n vie w t he ir a c c oun t in fo rma t ion us ing Be nSt ra t ’s mob ile a p p a nd me mb e r p o rt a l
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GIC FY20 20 Plan Open Enrollment: April 3 – Ma y 1, 20 19
Pla n Ye a r : Ju ly 1, 20 19 – Ju n e 30 , 20 20
2 ½ Mo n t h Gr a c e Pe r io d : Se p t e mb e r 15 , 20 20
Cla im s Filin g De a d lin e : Oc t o b e r 15 , 20 20
HCSA $250 -$2,70 0
DCAP u p t o $5 ,0 0 0 p e r p la n ye a r*
*Ma ximums : $9 6 .15 We e kly ; $19 2.30 b iwe e kly
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Plan Ye ars FY2 0 19 ( AS IFle x) FY2 0 2 0 ( Be n S t r a t )
Number of Months 12 mon t hs 12 mon t hs
Pla n Ye a r Da t e s 7/1/20 18 – 6 /30 /20 19 7/1/20 19 – 6 /30 /20 20
HCSA Ma ximum $2,6 50 $2,70 0
HCSA Min imum $250 $250
DCAP Ma ximum $5,0 0 0 a nnua lly p e r hous e hold $5,0 0 0 a nnua lly p e r hous e hold
Be n S t r a t P la n Ad m in is t r a t io n J u ly 1, 2 0 19 J u ly 1, 2 0 19
Gra c e Pe riod 2.5 mon t hs 9 /15/20 19 9 /15/20 20
De a d line t o File Cla ims 10 /15/20 19 10 /15/20 20
Bi-we e kly De d uc t ions St a rt * 6 /24 /20 18 6 /23/20 19
Bi-we e kly De d uc t ions End * 0 6 /22/20 19 6 /20 /20 20
Numb e r o f Pa y Pe riod s BI-WEEKLY FSA 26
13 in CY18 a nd 13 in CY19 FSA 26
13 in CY19 a nd 13 in CY20
Numb e r o f Pa y Pe riod s WEEKLY FSA 52
26 in CY18 a nd 26 in CY19 FSA 52
26 in CY19 a nd 26 in CY20
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*Ma y va ry if n o t o n HRCMS 15
Ne w Hire Be ne fit Effe c t ive Dat e s
Emp lo ye e c o mp le t e s e le c t io n / e n ro llme n t e - fo rm wit h in 10 c a le n d a r d a ys o f h ire d a t e .
A lin k fo r t h e e - fo rm will b e in c o rp o ra t e d in Ma s s Ca re e rs o n b o a rd in g p ro c e s s
6 0 -d a y wa it in g p e r io d fo r HCSA b e n e fit ; re fe r t o p a yro ll c a le n d a r o n n e xt p a g e fo r e ffe c t ive d a t e s o f n e w h ire s • See GIC’s enrollment calendar (next slide)
No waiting period for DCAP benefit; effective immediately from hire date • Example: Susan Smith hired on 6/15/2019 would have an HCSA effective date of 9/1/2019 and a DCAP effective date of 6/15/2019.
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Enrollm e nt Ca le ndar
Date of Employment is From HCSA Coverage Begin On
Apr 3 – May 2 1 – Jul
May 3 – Jun 2 1 – Aug
Jun 3 – Jul 3 1 – Sep
Jul 4 – Aug 2 1 – Oct
Aug 3 – Sep 2 1 – Nov
Sep 3 – Oct 2 1 – Dec
Oct 3 – Nov 2 1 – Jan
Nov 3 – Dec 3 1 – Feb
Dec 4 – Jan 1 1 – Mar
Jan 2 – Feb 1 1 – Apr
Feb 2 – Mar 2 1 – May
Mar 3 – Apr 2 1 – Jun 17
Mid-Plan Ye ar Ele c t ion Change s Can change election during plan year only with qualified status change. A d e a c t iva t e d HCSA c a rd is NOT a q ua lifying s t a t us c ha ng e .
6 0 c a le n d a r d a ys t o ma ke c h a n g e s , s a me a s o t h e r GIC Be n e fit s
Ad d it io n a l q u a lifyin g e ve n t s fo r DCAP
Le a ve o f Ab s e n c e – Us e t h e St a t u s Ch a n g e fo rm
Emp lo ye e b e g in s t h e p ro c e s s wit h e - fo rm • e -Form will b e rou t e d t o a g e nc y c oord ina t o r fo r ve rific a t ion / a p p rova l • Se e p a rt ic ip a n t ha nd b ook fo r a d d it iona l in fo rma t ion
Re fe r t o h a n d b o o k fo r mo re d e t a il o n a c c e p t a b le q u a lifyin g e ve n t s
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Qualifying Change in Status
Ch a n g e in le g a l ma r it a l s t a t u s
Enroll in either plan, change contribution or terminate election during the Plan Year if you have :
Change in number of dependents
Change in employee’s or spouse’s employment status
Change in work schedule which changes eligibility for the program
Dependent satisfies or ceases to satisfy eligibility requirements
Judgment, decree or order pertaining to child or spouse
Employees must notify Benefit Strategies within 60 calendar days of the change 19
How Grace Period Claims Are Processed
If a participant has an available prior plan year account
balance and is also participating in the current year plan:
Exp e n s e s a re p a id fro m t h e p r io r p la n ye a r fir s t fo r d e b it c a rd o r ma n u a l c la im s u b mis s io n (c la im will a u t o s p lit b e t we e n p la n ye a r if a mo u n t is h ig h e r t h a n p r io r ye a r a va ila b le b a la n c e )
Ba s e d o n wh a t d e b it c a rd / c la im t ra n s a c t io n is re c o rd e d fir s t (n o t wh a t t h e e a r lie s t Da t e o f Se rvic e is )
Not a p p lic a b le t o p a rt ic ip a n t s wit h a $0 p rio r p la n ye a r a c c ount b a la nc e o r if p a rt ic ip a n t d id no t ha ve a p rio r p la n ye a r a c c ount
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Remaining Balances from FY2019
Beginning July 1, 2019 , if employees have remaining FY2019 FSA balance:
Su b mit c la ims b e g in n in g Ju ly 1 ( re g a rd le s s o f d a t e o f s e rvic e o r p u rc h a s e ) t o Be n St ra t u s in g t h e Be n St ra t c la im fo rm
Emp lo ye e s wh o re -e n ro ll in b e n e fit s fo r FY20 20 c a n u s e n e w Be n St ra t d e b it c a rd fo r b o t h p la n ye a rs
FY20 19 b a la n c e s will b e s p e n t d o wn b e fo re FY20 20 e le c t io n fu n d s a re u s e d
If a n e mp lo ye e is n o t re -e n ro llin g t h e y will o n ly re c e ive a c a rd if t h e ir FY20 19 b a la n c e is g re a t e r t h a n $10
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HCSA De bit Card
Fre e s e t o f 2 c a rd s t o a ll e n ro lle d p a r t ic ip a n t s - d o n o t d e s t ro y g o o d fo r t h re e ye a rs ($5 .0 0 p e r a d d it io n a l s e t o f c a rd s )
Us e fo r c o -p a ys , d e d u c t ib le s , c o - in s u ra n c e a n d o t h e r it e ms n o t c o ve re d b y in s u ra n c e a n d o ve r- t h e -c o u n t e r me d ic a t io n s
Fu n d s a re d e d u c t e d imme d ia t e ly fro m yo u r HCSA a n d u p d a t e s yo u r a c c o u n t b a la n c e a n d t ra n s a c t io n h is t o ry
Easy access to HCSA account funds
No n e e d t o file c la ims – re t a in a ll re c e ip t s ( IRS ma n d a t e )
Us e fo r GIC’s HCSA & Co mmu t e r Ch o ic e * Tra n s it & Pa rkin g
Th e c a rd s a re in t h e e mp lo ye e ’s n a me , b u t a d e p e n d e n t c a n s ig n t h e b a c k o f t h e s e c o n d c a rd
22 * Ple a s e s e e b e ns t ra t .c om/c lie n t s / c o mmo nwe a lt h fo r Commut e r Choic e p rog ra m d e t a ils
Subs t ant ia t ion Re que s t s
Aft e r yo u s wip e yo u r c a rd
if it d o e s n o t a u t o -
s u b s t a n t ia t e a fir s t re c e ip t
re min d e r will g e n e ra t e
A s e c o n d re c e ip t re min d e r
will g e n e ra t e if yo u h a ve n ’t
p ro vid e d p ro p e r
d o c u me n t a t io n .
An o ve rd u e n o t ic e will
g e n e ra t e a n d yo u r c a rd will
b e s h u t o ff if yo u h a ve n ’t
p ro vid e d p ro p e r
d o c u me n t a t io n .
If yo u h a ve n o t s u b mit t e d
p ro p e r d o c u me n t a t io n t h e
c la im will b e d e n ie d a n d a
d e n ia l n o t ic e re q u e s t in g
re p a yme n t will b e s e n t
At any point in the process if the documentation you submitted is not sufficient (i.e. credit card re c e ip t ) you will b e s e n t a Re q ue s t fo r More In fo rma t ion
Alt houg h IRS re g u la t ions a llow c e rt a in e xp e ns e s t o b e a u t o a p p rove d , you ma y b e a s ke d t o p rovid e d oc ume nt a t ion t h roug h t h is p roc e s s a nd you will b e c on t a c t e d mult ip le t ime s b e fore your c a rd is p u t on a t e mp ora ry fre e z e
S t e p 1
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S t e p 2 S t e p 3 S t e p 4
Day 2 Day 16 Day 36 Day 55
NEW CHANGE
Form s of Subs t an t ia t ion
ACCEPTABLE
A detailed receipt that s h o ws a ll o f t he s e :
• Da t e t he e xp e ns e wa s inc u rre d
• Na me o f p rovid e r a nd a d d re s s
• De s c rip t ion o f e xp e ns e s e rvic e / s up p ly
• Amount o f t he e xp e ns e
• Pa t ie n t ’s na me
UNACCEPTABLE
• Ca nc e lle d c he c ks
• Cre d it c a rd re c e ip t s o r s t a t e me n t s
• A “b a la nc e fo rwa rd ” s t a t e me n t
It ’s e a s y t o s ub mit s ub s t a n t ia t ion fo r a c la im rig h t t h roug h our Mo b ile Ap p , On lin e Po r t a l, Fa x, o r Se c u re Em a il!
Offline Agencies Payroll file transmission, funding requirements, and instructions for
setting up secure portal for communication
Yo u h a ve t o s e n d a p a yro ll re p o r t t o BSL e a c h p a y p e r io d a lo n g wit h t h e fu n d s .
Yo u will re c e ive a d is c re p a n c y re p o r t t h a t yo u mu s t wo rk t o re s o lve .
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Be n St ra t will b e in t o u c h o n me t h o d s e t u p a ft e r o p e n e n ro llme n t is c o mp le t e
Final FY20 20 Re concilia t ion Be fore May 10 - All Age ncie s
Fin a l e n ro llme n t ro s t e r will b e s e n t b y Be n St ra t t o Pa yro ll Co o rd in a t o rs o n Ma y 3, 20 19
If yo u h a ve s o me o n e o n yo u r re p o r t t h a t is n o t e lig ib le o r n o t p a r t o f yo u r a g e n c ie s s t a ff, n o t ify Be n St ra t ASAP:
d a t a s e rvic e s @b e n s t ra t .c om
Yo u will re c e ive re p o r t o f e mp lo ye e s wh o d id n ’t re -e n ro ll fo r 20 20 – c o n firm FSA d e d u c t io n s s t o p p e d
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Yo u will re c e ive a re p o r t e a c h Mo n d a y d u r in g OE o f p e o p le wh o e n ro lle d
Co o rd in a t o r c o n firms t h a t e n ro lle e s ’ a re GIC b e n e fit e lig ib le .
Re funds Eform s Avo id r e fu n d r e q u e s t s : enter the correct deduction code(s), deduction amount(s) and end date deduction(s).
To request a payroll refund:
Co mp le t e d t h e o n lin e e fo rm within 60 calendar days
Coord ina t o rs will ne e d t o p rovid e t he fo llowing In forma t ion : • Emp loye e Na me : • Emp loye e ID: • If HRCMS, Inc lud e Re c ord # : • Da t e s o f Pa yro ll e rro rs : • De d uc t ion c od e (s ) a nd a mount (s ) o f re fund ; e .g . DCAP $50 , HCSAF $2.0 0 : • Re a s on fo r re fund ; e .g . t e rmina t e d s t a t e s e rvic e , d e d uc t ion t a ke n in e rro r: • FSA Pla n ye a r; e .g . FY20 19 , FY20 20 :
Re fund s fo r a c t ive e mp loye e s , p a id t h roug h HRCMS/UMa s s , will b e p roc e s s e d a s a p a yro ll re ve rs a l in c oord ina t ion wit h OSC a nd UMa s s If ne c e s s a ry, re fund c he c ks will b e ma d e p a ya b le t o t he Commonwe a lt h o f Ma s s a c hus e t t s . The a g e nc y will b e re s p ons ib le fo r re fund ing t he e mp loye e .
Th e GIC mu s t a p p ro ve t h e re fu n d re q u e s t a n d will wo rk wit h Be n St ra t t o re s e a rc h .
NEW
Payroll Error Re funds
Re fu n d s a re ma d e wit h p o s t t a x fu n d s a n d c a n c re a t e t a x p ro b le ms fo r t h e me mb e r a n d t h e Co mmo n we a lt h
Re fu n d s ma y o n ly b e ma d e wit h in 6 0 c a le n d a r d a ys o f t h e mis t a ke n d e d u c t io n (GIC p o lic y s in c e 7/ 1/ 16 )
Aft e r 6 0 d a ys , it is u p t o t h e e mp lo ye r / a g e n c y t o re p a y t h e e mp lo ye e – n o re fu n d s will b e ma d e fro m t h e FSA a c c o u n t
Time ly re c o n c ilia t io n s will a vo id p ro b le ms
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20 20 Payroll Audit Proce s s – All Age ncie s
Any participant not on each payroll file will immediately have their HCSA d e b it c a rd a nd a c c ount p la c e d on ho ld un t il t he is s ue is re s o lve d
Wh e n is s u e h a s b e e n re s o lve d , He a lt h Ca re Sp e n d in g Ac c o u n t (HCSA) d e b it c a rd will b e re a c t iva t e d a n d t h e re wo n ’t b e a g a p in c o ve ra g e
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Jasmine Shamer Ma il: js h a m e r @b e n s t r a t .c o m Ph o n e : 1 ( 8 8 8 ) 4 0 1.3539 x1159
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BenStrat Account Executive
Ha ve Qu e s t ion s ? We ’ve g o t yo u c o ve re d .
Cont act Inform at ion for Em ploye e s : Mo n → Th u r s : 8:00am – 6 :0 0 p m ET
Fr id a y: 8 :0 0 a m – 5:0 0 p m ET (Automated system available at all times)
Live Chat: benstrat.com/ gic - fsa
Text -To-Chat: 1-877-FlexGIC (1-877-353-9442)
Email: [email protected]
Toll Free: 1-877-FlexGIC (1-877-353-9442)
Language translation services available
Fax: 603 -232-8079