Flexible Spending Accounts

Pre-Tax Health and Dependent Care Accounts

Flexible Spending Accounts (FSAs) are a unique, employer sponsored plan authorized by the federal government to help families pay for health care and dependent care expenses. By enrolling in one or both of these accounts, you can pay for eligible, out-of-pocket health and/or dependent care expenses with pre-tax dollars – reducing your taxable income and increasing your take home pay. Unlike your other Georgetown benefits, you must enroll in Flexible Spending Accounts each year during Open Enrollment. Enrollment is not automatic and does not roll over from one year to the next.

You may elect to participate in either or both the Health Care FSA or Dependent Care FSA; however, money cannot be transferred between the accounts. For example, money in your health care FSA may not be used to pay for dependent care (child care, elder care) expenses. Health Care accounts are used to manage eligible, out-of-pocket healthcare expenses for your self, spouse and children. Dependent Care accounts are used to manage eligible, out-of-pocket child daycare or adult daycare expenses. 

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As of 2014, Flexible Spending Accounts are administered by ConnectYourCare. See the Filing a Claim section for more information. 

Use It or Lose It!

The Internal Revenue Service has strict rules about flexible spending accounts. You must use the money you have paid into the account for expenses you have incurred during the same calendar year or in the grace period for that year. Any money remaining unclaimed at the end of the grace period will be forfeited and is lost to you. This means you must carefully estimate the eligible out-of-pocket health and dependent care expenses you expect to incur.

The grace period for any Plan Year (calendar year) is January 1 through March 15 of the following calendar year. If you have unused contributions in your account by the end of the Plan Year, and you incur expenses during the grace period, you can file a claim and be reimbursed with contributions from the prior year. The deadline for filing such claims (i.e., expense incurred during grace period, reimbursement from prior year's account) is the April 30 following the grace period. Example: You made a $1000 Health Care FSA election for 2016, but only spent $600 by December 31, 2016. You would be able to use the remaining $400 for services incurred from January 1 - March 15, 2017. Claims for those services must be submitted by April 30, 2017. 

Health Care

Health Care accounts are used to manage eligible, out-of-pocket healthcare expenses for your self, spouse and children. Examples include doctor's office copays, prescriptions, reading glasses, even dental work. You can contribute up to $2,600 to this account in 2017. Funds are taken on a pre-tax basis and divided equally between your remaining paychecks in the year. 

Please Note: If you or your spouse are actively contributing to a Health Savings Account, you cannot participate in this plan. 

How does it work?

Your annual election will be divided equally from your paychecks throughout the year, and put in to an account with ConnectYourCare. You will receive a Visa debit card from CYC that can be used to pay for eligible expenses at the time of service. You may also pay out-of-pocket and file a claim for reimbursement.  In some instances, you will be required to provide documentation of your purchase, so save those receipts! Unlike the Dependent Care account, your entire annual election is available to you up front. Remember to consider your elections carefully, both the Health and Dependent Care Flexible Spending Accounts are "Use it or lose it."

When does coverage end?

Your participation in Flexible Spending Accounts ends when you leave the University or have a change in your employment status that renders you ineligible for coverage.  Specifically, coverage stops on the last day of your employment or the day you lose eligibility.

You can be reimbursed for expenses that are incurred through your last day of employment or the day you lose eligibility due to a change in employment status. You may be reimbursed for the amount of your eligible expenses up to your annual Health Care FSA election (please note for terminated employees this amount can exceed the amount you contributed to the plan). You have 90 days from your termination date to submit your claims.  Any unused funds will be forfeited.

Changes in Employment Status that will Result in Benefit Termination:

  • Termination of Employment
  • Move from full time (75% or more time) to part time (74% and less time) status
  • Move from benefits eligible job code to benefits ineligible job code

Under the Consolidated Omnibus Budget Reconcilaition Act of 1985 (COBRA) you may continue your group health, dental and/or vision insurance coverage for up to 18 months as long as you remit the required premium for the coverage period.  Read more about COBRA here.

Note Regarding Leave of Absences:

It's especially important to note that claims for both Health and Dependent Care Reimbursement expenses that are incurred while you are on a leave of absence (i.e. short or long term disability) are not eligible for reimbursement.

Dependent Care

Dependent Care flexible spending accounts are used to manage eligible, out-of-pocket child care or adult daycare expenses. Special eligibility rules apply, see the Plan Highlights below for details. To confirm your expenses are eligible, contact ConnectYourCare at 1-877-292-4040. You can contribute up to $5,000 per family to this account in 2017. Funds are taken on a pre-tax basis and divided equally between your remaining paychecks in the year. 

How does it work?

Your annual election will be divided equally from your paychecks throughout the year, and put in to an account with ConnectYourCare. You will pay out-of-pocket and file a claim for reimbursement once servies have been rendered.  You will be required to provide documentation of your purchase, so save those receipts! Unlike the Health Care account, you may only be reimbursed up to the ammount you have contributed so far that year. Remember to consider your elections carefully, both the Health and Dependent Care Flexible Spending Accounts are "Use it or lose it."

When does coverage end?

Your participation in Flexible Spending Accounts ends when you leave the University or have a change in your employment status that renders you ineligible for coverage.  Specifically, coverage stops on the last day of your employment or the day you lose eligibility.

You can be reimbursed for expenses that are incurred through your last day of employment or the day you lose eligibility due to a change in employment status. You may be reimbursed only for the amount you contributed to the Dependent Care Account which is often less than the annual election for employees terminating during the middle of the plan year. You have 90 days from your date of termination to submit your claims.  Any unused funds will be forfeited.

Changes in Employment Status that will Result in Benefit Termination:

  • Termination of Employment
  • Move from full time (75% or more time) to part time (74% and less time) status
  • Move from benefits eligible job code to benefits ineligible job code

Under the Consolidated Omnibus Budget Reconcilaition Act of 1985 (COBRA) you may continue your group health, dental and/or vision insurance coverage for up to 18 months as long as you remit the required premium for the coverage period.  Read more about COBRA here.

Note Regarding Leave of Absences:

It's especially important to note that claims for both Health and Dependent Care Reimbursement expenses that are incurred while you are on a leave of absence (i.e. short or long term disability) are not eligible for reimbursement.

Filing a Claim

ConnectYourCare gives FSA participants multiple methods of submitting claims and documentation to help accomodate your busy lifestyle. You can submit claims and documentation for both Health Care and Dependent Care accounts in three ways: the CYC mobile app, online account portal, or by filling out a paper claim form and faxing it to ConnectYourCare. You can even check your account balances via text message!

When you use the Health Care Visa Card to pay for your services, a claim is created for you and eliminates the need for you to fill out a claim form. However, documentation may still be required. If a receipt is needed you will be notified by email or letter within two weeks of your payment card swipe. You can also review if your claim requires receipts online by logging into your account and visiting the Claim Center.

To Submit a Claim Online
  1. Log in at www.connectyourcare.com.
  2. Go to the Claim Center and select “Add new claim” from the left-hand menu.
  3. Enter the requested information about your claim and continue through the screens to confirm and submit the claim.
To Submit a Claim Using CYC Mobile
  1. Download CYC Mobile to your Android, iOS, or Windows device.
  2. Log in using your existing ConnectYourCare website username and password (Don't have one? Register here.)
  3. Click “Add new claim” from the main screen.
  4. Enter the requested information about your claim and continue through the screens to confirm and submit the claim. You can even take a picture of your receipts and upload according to IRS documentation requirements or for record-keeping purposes.

Check out the full list of ConnectYourCare's mobile solutions here

To Submit a Paper Claim Form

ConnectYourCare encourages participants to use the online tools for the fastest turn around time, however you are able to submit a paper claim form if you do not have access to the internet.

  1. Download the claim form below and complete according to the instructions on the form.
  2. Fax it with itemized receipts or other documentation to (866) 879-0812. When you fax the Manual Claim Form and supporting documentation, there is no need to follow up with a hard copy in the mail. Remember to keep the original claim form and supporting documents for your records.