Welcome to FlexSystem and to the tax saving benefi ts of a Section 125 Cafeteria Plan. Wehope you will find FlexSystem to be an efficient and valuable service. This Guide will walk you through the reimbursement process, explain the change of elections rules and procedures, show you how to track your account and explain how to handle the end of the Plan Year.
Request for Reimbursement Log on to www.tasconline.com and access the MyTASC on-line system to submit a Request for Reimbursement. Along with this Guide you received a personalized Request for Reimbursement Form. Make additional copies of this form for future requests or go on-line to print additional copies. On the back of the Request for Reimbursement Form are some valuable Reimbursement Tips meant to help you receive swift reimbursements.
You may request reimbursement any time a qualified expense has been incurred. The service related to the expense needs only to have taken place; it need not be paid before requesting reimbursement. Only request reimbursements (a) for eligible expenses incurred during the applicable Plan Year, (b) for eligible plan participants, and (c) for expenses that have not been previously reimbursed under this or any other benefit plan or claimed as an income tax deduction. It is your responsibility to comply with these guidelines and to avoid submitting duplicate or ineligible claims.
FlexSystem processes requests for reimbursement daily. Once a request is reviewed and approved, a reimbursement is issued. For dependent care and non-employer sponsored insurance premium reimbursements, the account must contain sufficient funds for the full request to be reimbursed. If there are insufficient funds in the account, reimbursement will be limited to that particular account’s balance amount only. The outstanding balance of the request will remain as an open item until additional deposits are received, at which time an additional reimbursement will be initiated. Out-of-pocket medical expenses will be reimbursed for the full amount of the request, provided the total of the request does not exceed the total Plan Year election.
Approved requests received by FlexSystem before noon CST will be processed that day, with reimbursements initiated the following day. Actual receipt of the reimbursement depends on the mail and banking systems. To receive your reimbursement sooner, use our Direct Deposit option. A service fee of $30 is charged to the Participant for the reissue of lost, stolen, or expired paper-copy checks. (Note: This fee can be avoided with the election of Direct Deposit.) With Direct Deposit, funds are forwarded to your bank within 48 to 72 hours of a complete submission. Visit MyTASC to set up your Direct Deposit on-line.
Substantiating Requests
You will need to substantiate your Requests for Reimbursements for medical expenses only. To submit requests on-line, follow the VeriFlex process to substantiate your requests. Submitting Requests for Reimbursement on-line is easy! Here are the simple steps you should follow.
Step 1
• Log on to www.tasconline.com and login to My-TASC. Click on the Request for Reimbursement Wizard link located on your MyTASC homepage. Follow the Wizard as it leads you through the threestep reimbursement process.
Step 2
• Choose the date of the service incurred, not the billing or paid date. These dates must be within the current Plan Year.
• Select the appropriate Benefi t from the drop down menu.
• Select the appropriate Service Type Code from the drop down menu.
• Enter the amount of the expense; do not use the dollar sign or commas.
• Enter the name of the service provider (e.g., Dr. Smith, Corner Pharmacy, Kid Keepers Daycare).
• Describe the services rendered.
• Click Next.
Step 3
• Review your submittal. You may Edit or Delete entries.
• Click on “Add Another Request” or click Finish if you are done.
Step 4 A
• If the Request requires substantiation, you will fi nd (on the confi rmation page) a link to Download VeriFlex Coversheet which will automatically contain a unique identifi cation number. You must print this VeriFlex Coversheet.
• After printing the VeriFlex Coversheet fax or mail it to FlexSystem along with the substantiation documents. Be sure to fi ll in the box for any Request ID’s that have substantiation documents attached. Fax the VeriFlex Cover Sheet and substantiation documents to 1-800-296-3529. Use this fax line for VeriFlex Coversheets and substantiation documents only. All other documents faxed to this number will be discarded, including Request for Reimbursement Forms. VeriFlex Cover Sheets and substantiation documents may be mailed to FlexSystem, PO Box 8837, 2302 International Lane, Madison, WI 53704-8837.
• All substantiation document(s) must be sent on a standard 8.5 x 11 piece of paper. Copy or attach substantiation document(s) (do not use staples) to a standard size piece of paper prior to submitting. If you are submitting a Request for Reimbursement by fax or mail, simply include your substantiation documents (receipts) with the Request for Reimbursement Form.
Step 4 B
• Review and edit your contact information. To edit your information click in the Edit Contact Information. Enter the correct information then click Save.
Change of Elections
You may change your election during the Plan Year only under certain circumstances and only within 30 days of the qualifying event. For example, if you get married or divorced, have a child, or experience a change in work status you may make a change of elections. (See your employer for a complete list of circumstances and the appropriate form to use.) In addition, each Plan Year anniversary provides an opportunity to change elections when re-enrolling.
Tracking Account Balances
Track your account balances using your MyTASC online system, or on our Interactive Voice Response (IVR) System (at 1-800-422-4661). You will need your TASC Participant ID and PIN to access your account on both the website and the IVR.
Plan Year End
Near the end of the Plan Year you will have the opportunity to re-enroll in FlexSystem. Your employer may change Plan parameters at this time as well. Following the end of the Plan Year your employer may provide you with a transitional period. During this time, you may continue to submit Reimbursement Requests for expenses incurred in the previous Plan Year. The Plan Year is offi cially closed after this time period following the end of the Plan Year, or sooner if directed by your employer. Once closed, any unused funds are returned to your employer. Contact your employer for more information on your transitional time period.
Questions
Please contact Sandy Ely at the Central Education Campus 515-957-3430) with any quesitons.