Reimbursement / Voucher Q & A
Type of Notice: Common
Along with this service guide you should print out a voucher envelope
which you will use to file your first voucher. If your voucher is
properly submitted, and the expense is qualified under the plan,
you will be reimbursed for your expenses. Included with your check
will be a voucher envelope which you will use to submit your next
voucher.
You may also obtain additional envelopes from your employer's benefits
coordinator.
Q. When should I submit a voucher?
You may submit a voucher at any time for qualified expenses incurred during the plan year. Voucher requests are processed within three business days of receipt.
Q. Can I submit a voucher after the plan year ends?
You have 90 days following the end of the plan year to submit a voucher for the remaining funds in your account for the year. Your expenses MUST be incurred during your plan year.
Q. How will I know the status of my reimbursement account?
Each reimbursement check you receive will include an account summary, printed on the check stub.
Q. What if I don't use all the money in my reimbursement account?
The IRS has established strict guidelines for monies not used by the end of the plan year. If you contribute to a reimbursement account and do not use all of the monies you contribute, you will lose any remaining balance in the account at the end of the plan year. Remember to save your receipts before 90 days after the plan year ends.
Q. What is the minimum amount that can be reimbursed?
The minimum check amount is $3.00 (NOTE: This restriction does not apply at the end of the year.)
Q. What is the maximum amount I can be reimbursed?
For medical reimbursement, you will be reimbursed, up to the total plan-year election amount when you submit appropriate documentation of eligible expenses. For dependent care vouchers, you will be reimbursed the amount indicated on the voucher form, up to the total amount in your account at the time the voucher is submitted.
Q. Do I have to pay for medical expenses or dependent care before I can get reimbursed?
No. Reimbursements are based on when the service is provided, not when it is billed or paid.
Q. How do I file a voucher for medical expenses?
- File your medical claim forms with your major medical carrier.
- You will receive an Explanation of Benefits, which indicates your out of pocket expenses.
- Next, submit a voucher to FEBCO for the out of pocket expenses. Include the following:
- Copies of receipts
- A copy of the Explanation of Benefits
- A completed voucher form
Canceled checks or check copies are valid receipts for medical reimbursement expenses. (date of service must be provided)
Q. How do I file a voucher for dental expenses if I have no dental insurance?
If you are requesting reimbursement for expenses for which you have no insurance such as dental, vision, or hearing, complete the voucher envelope and include the bill or receipt. The receipt should include the date of service, charges, and the services provided.
Q. How do I file a voucher for orthodontia expenses?
Submit a copy of the orthodontia contract or monthly receipt of expense.
Q. Are any medical insurance premiums eligible for reimbursements?
No. Spouse or individual major medical insurance premiums, contact lens contracts, or anything that could be considered a medical insurance premium will not be reimbursed.
Q. Is the deductible on my major medical plan eligible for reimbursement?
Yes. But, you must submit the Explanation of Benefits from your major medical carrier which indicates when the deductible was met and verifies that expenses were incurred during the plan year. FEBCO cannot accept a statement that only indicates that the deductible has been met.
Q. What are examples of medical expenses that are eligible for reimbursement?
- General physicals, well baby care.
- Eye glasses, contact lenses, contact lens solutions, and other items used for the upkeep of contact lenses
- Birth control pills, prescription drugs
- Hearing Aids
- Dental Care
- Orthodontia procedures which alleviate overbite or stress to the jaw
- Nasal surgery to correct deviated septum
- Special hand controls and equipment for the handicapped
- Chiropractor or Christian Science practitioner expenses
- Crutches, prostheses
- Cost and care of a guide dog for the blind or deaf
- Tuition for special school for treating disabilities caused by mental or physical handicap
- Special telephone equipment for the deaf
- Items related to diabetes such as insulin, alcohol swabs, and syringes
- Mileage to and from the Doctor or medical treatment facility at .10 cents per mile. Actual number of miles and date of service must be verified by an independent third party.
Contact FEBCO for information on additional qualified medical expenses.
Q. What are examples of expenses that are not eligible for reimbursement?
- Dancing or swimming lessons
- Health club dues
- Non prescription drugs or prescription drugs that do not cure or improve a medical condition (such as Rogaine, Minoxidil, Habitrol, Nicoderm, etc.)
- Cosmetic procedures (unless necessary to alleviate a deformity directly related to a congenital abnormality, personal injury, or disfiguring disease) such as dental bleaching, electrolysis, breast augmentation, and dental bonding, hair transplants, or prescription drugs which treat male pattern baldness.
Q. How do I file a voucher for dependent care expenses?
Complete the dependent care contract form we provide. The form MUST show the dates of service and the name of the dependent for whom care is being provided.
Q. Do I need to sign the voucher form?
Yes. You must sign and date each voucher envelope submitted, and all areas should be completed (especially amount requested) in order for the voucher to be processed.
Q. What qualifications must dependent care expense meet to be eligible for reimbursement?
The dependent care costs must be for the care of a spouse or dependent who is incapable of self-care and regularly spends at least eight hours per day in your home (i.e., invalid parent). The dependent care must enable you and your spouse to be employed. For details, call FEBCO.
Q. What are examples of dependent care expenses that do NOT qualify for reimbursement?
- Swimming, piano, or other lessons
- Field Trips
- Workbooks or other supplies
Q. What if I prepay my dependent care expenses?
You can only be reimbursed for expenses after the service is provided, not when you are billed.