Flexible Spending Accounts: Employer
Employer Topics
Participant Claims and Reimbursements
Debit Cards
Once an employee’s Enrollment Form is input into the mbi system by AdminUSA, a debit card is requested for the participant and any dependents they have listed on the Enrollment form. Debit Cards are mailed to the address indicated on the Enrollment Form (normally the home address) and generally take from 7 to 10 business days to arrive. Debit cards, once issued, are valid for three (3) years of participation. If a card is lost or stolen, please report this immediately to AdminUSA by telephone or email. We will cancel the card and reissue another at no charge.
Paper Claims
Although the debit card is used by employees for the majority of medical reimbursement needs, there are times when the paper claim process is utilized. Here are the steps a participant should take to submit a paper claim:
- Complete a “Request for Reimbursement” form and instructions.
- Be sure participant receives both pages.
- Attach copies of itemized receipts.
Mail, fax, or email to:
AdminUSA, Inc.
Attn: FSA Services
PO Box 8178
Wilson, NC 27895
Fax: (252) 265-5998
IMPORTANT NOTE! Participants should always keep ALL original receipts along with their personal IRS records.
Available Funds
Medical Spending Account Plan
The total amount of the participant’s annual election is available to them on the first day of the Plan Year, regardless of the payroll deductions that have occurred to that point.
Dependent Care Spending Account Plan
Only those funds that have been deducted from the participant’s payroll may be accessed. If an individual submits a dependent care claim for more than the amount they have had deducted to date, the claim will be processed for the amount available. The remainder of the claim submitted will be pended and paid out as soon as the additional funds have been withdrawn from the participant’s payroll (the next pay cycle).
Individual Premium Reimbursement
Similar to the Dependent Care Spending Account, only those funds that have been deducted from the participant’s payroll may be accessed. If an individual submits a Individual Policy Premium Notice for more than the amount they have had deducted to date, the claim will be processed for the amount available. The remainder of the claim submitted will be pended and paid out as soon as the additional funds have been withdrawn from the participant’s payroll (the next pay cycle).
