UnivofTenn(FSA-CardforHCDC-RO-GP)

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Smart,
simple savings
Flexible Spending Accounts
Health Care
Dependent Care
The University of Tennessee
Plan Year: January 1 – December 31
Copyright 2012 PayFlex
Confidential
What will be covered?
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PayFlex® and HealthHub®
Flexible Spending Accounts
Online Enrollment
PayFlex Card®
Getting reimbursed
HealthHub.com
PayFlex Mobile™
Transition to PayFlex
Your connection to HealthHub
Copyright 2012 PayFlex
Confidential
1
About PayFlex® & HealthHub®
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PayFlex is your administrator for Flexible Spending Accounts.
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PayFlex processes your claims and provides you with customer service
support.
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More than 25 years of experience in administering reimbursement
accounts.
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HealthHub is PayFlex’s brand name for all our products and services.
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HealthHub.com is your resource to:
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View your account information
Submit claims for reimbursement
View claim and card transaction history
And more!
Copyright 2012 PayFlex
Confidential
2
What is an FSA?
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An FSA is a Flexible Spending Account.
There are two types of FSAs:
• Health Care account
• Dependent Care account
Let’s you pay for eligible expenses with pre-tax dollars
You contribute to an FSA with pre-tax money from your paycheck
You do not pay Federal income or Social Security taxes on this money
Why should you enroll in an FSA?
You could save up to 30% in what you pay for taxes.
Annual Salary
Health Care FSA
Annual Contribution
Dependent Care FSA
Annual Contribution
Savings
$30,000
$1,500
$0
$310
$50,000
$1,750
$4,000
$1,188
$70,000
$2,000
$4,500
$1,343
At HealthHub.com, find out how much you can save by using the Savings Calculator and Dependent Care Tax Wizard!
Copyright 2012 PayFlex
Confidential
3
Health Care FSA
Annual minimum contribution
Annual maximum contribution
$120
$2,500
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Helps you pay for eligible medical, dental, prescription, vision and/or
hearing expenses that are not covered by insurance.
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The individuals allowed to use your health care FSA contribution
generally includes:
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Your spouse
Your child to age 26 (dependent may turn 26 during plan year)
Your dependent who is permanently and totally disabled.
Your entire contribution is available at the beginning of the plan year.
The Health Care FSA maximum for 2013 will be $2,500, due to
health care legislation.
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Health Care expenses
Eligible expenses:
• Medical & dental deductibles, co-pays and coinsurance
• Prescriptions
• Over-the-counter items (OTC)
• As of 1/1/2011 - OTC drugs & medicines require Rx
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Hospital expenses
Selected durable medical equipment
Orthopedic devices
LASIK surgery, eye glasses, contact lenses
Saline/clean solutions
Hearing aids and batteries
Bridges, dentures, crowns, orthodontic care
Chiropractic expenses/co-pays
Insulin, syringes for insulin
Ineligible expenses:
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Anti-bacterial soaps
Dandruff or dry skin treatments
Teeth bleaching or mouthwash
Suntan/sunscreen lotion
Cosmetic surgery
Dietary & herbal supplements
Child birth classes
*A letter of medical necessity may allow
some of these expenses to be eligible
View a detailed listing of eligible expenses at HealthHub.com
Copyright 2012 PayFlex
Confidential
5
Dependent Care FSA
Annual minimum contribution
Annual maximum contribution
$120
$5,000
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Helps you pay for child or adult care costs.
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You and your spouse, if married must be actively working, seeking
employment, or full-time student, in order to get reimbursed.
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The cost of care must be for your child under age 13 or for a spouse or
dependent who is not able to take care of him or herself.
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You can only be reimbursed up to the amount that is available in your
account.
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If married and both individuals are enrolled in a dependent care FSA,
the combined IRS maximum contribution remains at $5,000.
For example: Each individual could elect $2,500 for their dependent
care FSA.
Copyright 2012 PayFlex
Confidential
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Dependent Care expenses
Eligible expenses:
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Licensed day care provider
In-home provider as long as the provider is not your child
under age 19, or someone you claim as a tax dependent
Summer camps (not overnight)
Tuition through preschool
Before and after school care (under age 13)
Ineligible expenses:
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Tuition expenses for kindergarten and beyond
Overnight camps
Child care expenses for a child 13 or older (unless
disabled)
Child care expenses for night-time babysitting
Child care expenses while you are on an extended leave
of absence
Care provided by an older dependent or sibling
Copyright 2012 PayFlex
Confidential
View a detailed listing of eligible
expenses at HealthHub.com
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Things to remember…
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You can enroll in an FSA during the annual enrollment period.
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You can also enroll when you first become eligible.
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Once you enroll, you may only change your election if you have a change in status
(i.e., birth, death, marriage, divorce, change in day care provider).
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You and/or your spouse do not need to be covered by your employers health plan to
participate in an FSA.
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Expenses must be for services received, not for services to be provided in the future.
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Your employer offers the grace period, which allows you additional time to spend
your money. (2 ½ months)
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Your employer also offers a run-out period, which allows you additional time to
submit claims for reimbursement. (90 days)
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FSAs have a use-it-or-lose-it rule. If you have funds left in your FSA at the end of the
plan year you will lose them.
Plan Year
Grace Period - last day to spend
FSA dollars
Run-out period - last day to submit
claims
1/1/2013 – 12/31/2013
March 15, 2014
March 31, 2014
Copyright 2012 PayFlex
Confidential
8
Getting started is easy with HealthHub®!
Review your expenses from the prior plan year. Use our online planning & education tools.
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My HealthHub resources – education materials, planning tools, forms and IRS publications
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Eligible expense items – general list of eligible health care and dependent care expenses
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Savings calculator – estimate your health care and dependent care expenses
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Frequently asked questions – helps you understand your FSA
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Digital library – helps you understand FSAs and the PayFlex Card®
Once you know how much you want to contribute for the year, you can figure out how much will be
deducted each pay period. Divide your annual contribution by the number of pay periods you have
(e.g., 12, 24, or 26).
Copyright 2012 PayFlex
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9
FSA Online Enrollment: 10/1 – 11/1
Login to HealthHub.com, click on Online Enrollment under Quick Links.
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Select account
The accounts available to you will be displayed. Check the box for the account(s) you wish to
enroll in. If you do not wish to enroll in a particular account, do not check the box.
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Confidential
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Enter per-pay deduction amount
Enter the amount you want to deduct from your paycheck each pay period. Your annual
election will calculate automatically. Click on Save My Elections.
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Confirm
Enrollment
This page will show:
• The account(s) you have selected
to enroll in
• Your per pay deduction(s)
• Your annual election(s)
• Terms and Conditions
To complete the enrollment
process, you’ll need to review
and accept these Terms and
Conditions. If you agree, click
Submit.
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Enrollment confirmation page
A confirmation screen will show the account(s) you have enrolled in. You will also receive an
e-mail if you have signed up to receive electronic notifications from PayFlex.
Copyright 2012 PayFlex
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14
Using your
FSA dollars
PayFlex Card®
Spending made simple. Select. Swipe. Save.
What is the PayFlex Card?
It is similar to a debit card. You use it to pay for eligible expenses. Generally all you
need to is swipe your card and save your receipt.
Benefits of using the card
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Immediate payment from your account
Increases your personal cash flow
No claim filing
Ease of use
Where can I use the card?
• Physician and dentist offices, vision care providers, and hospitals
• Grocery stores, discount stores, web-based merchants
• Drug stores and retail pharmacies who have implemented an IRS-approved system
• Dependent care providers accepting MasterCard®
*Merchants must accept MasterCard® in order for the card to work
Copyright 2012 PayFlex
Confidential
16
PayFlex Card®
Spending made simple. Select. Swipe. Save.
What can I purchase with the card?
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Eligible health care expenses such as co-pays, prescriptions, vision and hearing products
and certain over-the-counter (OTC) items.
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Eligible dependent care expenses such as before- and after-school programs, day care,
summer day camps, adult care, etc.
Things to remember…
• Save all receipts and Explanation of Benefits in case documentation is requested by PayFlex or
the IRS.
• If you enroll in an FSA, you will receive a PayFlex Card via mail in a plain, white envelope before
the beginning of the plan year.
• Select “credit” when you use your card. There is no PIN number.
• View your account balance, card transaction history and any outstanding card transactions
requiring documentation online at HealthHub.com
Copyright 2012 PayFlex
Confidential
17
Substantiating your card transactions
According to IRS guidelines, PayFlex is required to verify that all purchases made with your
PayFlex Card® are eligible expenses.
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During the plan year, you may receive a Request for Documentation letter OR see an alert
on HealthHub.com that states you have a claim requiring substantiation.
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If you receive a letter, you must respond to keep your PayFlex Card ACTIVE.
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If you see an alert on HealthHub.com, click on “Learn More” and upload your
documentation
Common reasons when documentation may be required:
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The amount of the expense does not match your co-pay.
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The merchant description provided to PayFlex from the card swipe does not clarify the type
of expense. This generally occurs with dental or hospital expenses.
Copyright 2012 PayFlex
Confidential
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How to keep your card active
If you see an alert message or receive a Request for Documentation letter, you have
three options for substantiating your card transactions.
Option 1: Send us the documentation for the expense.
Upload, fax or mail an Explanation of Benefits (EOB) or itemized receipt for
the expense(s) listed in the letter or displayed online.
Option 2: Send us another expense.
Upload, fax or mail an EOB or receipt for another eligible expense. The
amount must be equal to or great than the amount in question.
Option 3: Pay back your account for the amount in question.
Send a personal check or money order to PayFlex to cover the amount.
Note:
• If you do not respond, we will suspend your card.
• Once we receive and process your documentation or payment, your card will be
active again.
Copyright 2012 PayFlex
Confidential
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Getting reimbursed
If you choose not to use your PayFlex Card®, you can:
1. Submit a claim online at HealthHub.com (Pay Me or Pay Them)
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Pay Me – reimburse yourself for out-of-pocket expenses
Pay Them – pay your provider directly
2. Submit a claim through the PayFlex Mobile app
3. Complete a claim form and fax to PayFlex
4. Complete a claim form and mail to PayFlex
Quick Tips:
• An Explanation of Benefits (EOB) or itemized receipt must be sent with your claim form
• Your EOB or receipt must include:
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the amount you owe
name of merchant/service provider
date of service
service/item received
name of patient (if applicable)
• Receive quick reimbursements by enrolling in direct deposit online.
• Download a claim form online in My HealthHub Resources.
• View your claim history and payments online at HealthHub.com.
Copyright 2012 PayFlex
Confidential
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How to file a claim
To fax or mail a claim, download & print a claim form
via My HealthHub Resources.
Log in to HealthHub.com. Click on File a Claim under Quick Links. Enter your expense type, date of
purchase and amount. UPLOAD or FAX or your documentation.
Copyright 2012 PayFlex
Confidential
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HealthHub Participant Website
Go to HealthHub.com. Click on Employee Account Login. Click on Register Now.
Note: You do not need to login to access the top navigation links.
Top Navigation Links
• Legislative news – important legislative updates regarding
your account
• My HealthHub resources – education materials, planning
tools, forms and IRS publications
• Eligible expense items – listing of eligible health care and
dependent day care expenses
• Savings calculator – A calculator to help you estimate your
annual expenses and potential savings
• Frequently asked questions – key information to help you
understand your PayFlex account(s)
• Digital library – engaging videos to learn more about FSAs
and the PayFlex Card®
Copyright 2012 PayFlex
Confidential
Registering your account
Enter your personnel number (without leading zeros) and enter your home zip code.
Enter your personnel number (without
leading zeros) as the Member ID.
Copyright 2012 PayFlex
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Create your online profile
Once you click Confirm, you can access your account information.
Copyright 2012 PayFlex
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My Dashboard
After successfully registering your account,
you can do the following:
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View your account balance(s)
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Submit a claim for reimbursement
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Enroll in direct deposit
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View any upcoming payments for claims
submitted
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View your claim history & card transactions
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View card status and order additional cards
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View any outstanding card transactions
requiring documentation
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Print claim forms & educational materials
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Enroll in eNotify to receive important account
notifications
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Shop online with your FSA dollars
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View legislative updates and important
HealthHub news
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View frequently asked questions
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Access wellness videos, tips & recipes
Copyright 2012 PayFlex
Confidential
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My Settings
Stay up to date on your account.
Click on My Settings and select
Notifications / Email Address.
eNotify via email
Reimbursement Account
• Balance Reminder (weekly/monthly)
• Claim Received
• Explanation of Benefits
Debit Card
• Card Declined
• Card Documentation Processed
• Card Inactivated
• Receipt Request Letter
eNotify via web alerts
Reimbursement Account
• Claim Received
Debit Card
• Card Declined
• Card Documentation Processed
Copyright 2012 PayFlex
Confidential
PayFlex Mobile™
Keeping you connected for FREE!
Available for iPhone®, BlackBerry® and Android™ smartphones
Getting Started with PayFlex Mobile
1. Register your account online at
HealthHub.com to create a username and
password.
Features & Benefits
Account Alerts
Receive notifications related to account status and actions needed
to keep your account active.
2. To download the app, access your phone’s
app store and select PayFlex Mobile.
Account Activity
3. To use the app, login to your account using
your HealthHub username and password.
Access real-time account information including account balances,
claims processed and transaction details.
Claims Submission
Submit claims for reimbursement and even substantiate a debit card
transaction.
Benefit Plan Details
Store important health plan information and view a list of typical
eligible expenses.
Who to contact for assistance
Downloading issues – contact your phone carrier directly for assistance.
All other issues – contact PayFlex Customer Service at 800-284-4885.
Copyright 2012 PayFlex
Confidential
27
Transition to PayFlex
Deadline
How it affects you
1/2/2013
First day to submit 2013 plan year
claims to PayFlex
3/15/2013
Last day to incur 2012 plan year
expenses
What you should do
You can use the PayFlex Card, submit claims
online at HealthHub.com or submit paper
claims to PayFlex.
No action necessary.
4/30/2013
Last day to submit 2012 plan year
expenses
Submit all claims for the 2012 plan year to the
University of Tennessee Payroll Office using
current claim forms available at
flexiblebenefits.tennessee.edu
5/14/2012 BW
5/31/2012 Monthly
Last payday to receive 2012 plan
year reimbursements on University
of Tennessee payroll.
No action necessary after you have turned in
claims forms and supporting documentation to
the University of Tennessee Payroll Office.
2012 claims
Complete the University’s claim form available at http://flexiblebenefits.tennessee.edu/claims.htm
print, sign and submit with your supporting documentation to the UWA Payroll Office.
2013 claims
Submit a claim online at HealthHub.com or complete a paper claim a mail or fax to PayFlex
Copyright 2012 PayFlex
Confidential
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Your connection to HealthHub®
Customer Service
Phone:
800.284.4885
Hours:
Monday – Friday, 7am - 7pm CT
Saturday, 9am - 2pm CT
Submit a Claim
Online: Log in to www.HealthHub.com > select File a Claim
Fax:
402.231.4310
Mail:
PayFlex Systems USA, Inc.
P.O. Box 3039
Omaha, NE 68103
Copyright 2012 PayFlex
Confidential
29
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