University of NebraskaFlexible Spending AccountAdministered by WageWorks, Inc.Presenters:Keith DietzeDirector of Universitywide BenefitsGreg ClaytonUNL Director of Risk Management & Benefits
Flexible SpendingAccount Overview2
Flexible Spending Account OverviewBeginning June 5, 2013, the University of Nebraska’s Flexible SpendingAccount (FSA) plan will be administered by WageWorks Providing you and your family with a competitive benefits plan is a top priority forthe university. Our goal is to provide employees with the most reliable, compliant,and flexible FSA benefits administration program available. To achieve this goal, we conducted a competitive bid process and received bidsfrom more than 20 vendors. After the review process was completed, WageWorkswas selected as the university’s FSA program administrator. WageWorks willprovide participants with improved plan features that our current internaladministrative system could not offer.What will change? You will have more convenient payment options and easyaccess to your account Minimum annual election amount of 480.00 ( 40.00/month) willbe required for all new employees to enroll in the FSA plans.Additional FSA information can be found atthe university’s benefits website atwww.nebraska.edu/benefits. 3
ConfidentialityConfidentiality of Information and Data 4 Maintaining the confidentiality of your personal information and data is ahigh priority for the university and was a vital element of the bid process. WageWorks has a very high-level, secure platform that protects yourconfidential information. As with all employers, WageWorks is required tocomply with federal HIPAA laws and regulations. We are very confident of WageWorks’ internal security and safeguardsthat are in place to protect your personal data.
Eligibility Eligible FSA expenses will not change What are the eligible FSA Expenses? Health care expenses: Generally, services and products that aremedically necessary to treat a specific condition are considered eligiblehealth care expenses.Dependent care expenses: These typically include care provided foryour qualifying child (under age 13) or other qualifying dependent soyou can work.Visit www.wageworks.com for a list of eligible health care anddependent care expenses.Who’s covered? 5Yourself, your spouse and any dependent children. An Employee PlusOne Adult Designee can also be eligible if an IRS tax dependent.
Migration Process7 As part of the migration process, a claims hold period will occur fromMay 21 to June 4. The hold period is required in order to transfer employee records toWageWorks. Your basic employment information, direct depositinformation, email address, annual election amountand remaining account balance will be transferred. You will not be able to submit claims forreimbursement during the hold period.
Migration ProcessMigration process Only year-to-date FSA totals will be sent to WageWorks, no historical details of claimsare moved over. Employees should submit only claims to WageWorks that have not been reimbursed bythe university. If you are audited by the IRS, you will be responsible for any duplicateclaims submitted to both the university and WageWorks. Pending or unprocessed Dependent Care claims will not move over. Employees will berequired to resubmit claims to WageWorks for reimbursement. Health and Dependent Care claims not processed by the university must be sent toWageWorks after the migration is completed using a WageWorks claim form. Current recurring over-the-counter (OTC) prescriptions and Letter of Medical Necessityforms will not transfer to WageWorks. You must provide documentation to WageWorks toreceive reimbursement. You are encouraged to check your FSA balance in Firefly before the transition toWageWorks takes place.8
Migration Timeline Timeline of Events May 21ST (Tuesday) – The Hold Period Begins June 4TH (Tuesday) – The Hold Period Ends June 5TH (Wednesday) – Effective date (“go-live” date)9
Claims Submission Options You will have several methods for submitting FSA claims to WageWorks Claims can be submitted to WageWorks online, by mail or fax, or through theEZ Receipts mobile application Online: Participants can submit claims and upload receipts online using the WageWorksparticipant website. Participants can submit claims and receipts via mail or fax to WageWorks. EZ Receipts mobile app: The mobile app is free and allows participants that have asmartphone (Android, iPhone/iPad or BlackBerry) to submit claims and receipts quicklyand effortlessly. The free EZ mobile application may be downloaded at www.wageworks.com. Regardless of claims submission method, participants must provide the appropriatedocumentation for claims processing.Custom Claim Forms Beginning June 5, only WageWorks FSA claim forms may be used to submit claims. Separate custom claim forms are required for Health Care and Dependent Carereimbursements; both forms are available from either the WageWorks participant website or theUniversity’s benefits webpage.11
Convenient Payment Choices WageWorks provides several different payment methods to receivereimbursement for your FSA claims.Pay Me Back13Pay My ProviderPay By Card
Pay Me Back Use your own funds to pay for expenses and thenfile a claim to request reimbursement from your FSA 48 hours turnaround to process a claim Payments issued electronically to the primary bank account used forpayroll within 5 days of the claim processing date. Email notifications sent upon receipt of your claim and when areimbursement is made Monitor payment status online Can be used for reimbursement ofany FSA medical or dependentcare expense.14
Pay My Provider Works like an online bill payment service. WageWorks pays yourprovider directly. Participant provides payee and payment information to WageWorks Payment information may be entered online, or submitted by mail or fax Appropriate documentation must be submitted and approved prior to providerpayment being issued Checks can be issued no less than 10-days after requestAvailable for Heath Care and Dependent Care expenses 15Best used for recurring payments Monthly orthodontia payment Monthly day care expenseCan also be used for one time payments
Scenario: Pay My ProviderOrthodontia ExpensesOrthodontia payments over timeDay Care ExpensesRecurring dependent careexpenses16Most Convenient for YouPay My Provider (FSA online billpay along with receipts)Most Convenient for YouPay My Provider (FSA online billpay along with receipts)
Pay By Card Use your WageWorks Health Care Card instead of cash or credit at healthcare providers and pharmacies for eligible services, goods and prescriptions. The card will only work at approved merchants and should only be used for eligibleproducts and services. Visit the WageWorks website to review a list of qualified merchants, like drugstores, supermarkets and warehouse stores that accept the card. You should always save all of your receipts or digital copies. Even when your cardis approved, a detailed receipt may still be requested. The card is best used for prescription purchases at a pharmacy The card may not be used for dependentcare expenses.17
Pay By Card Health Care Card is automatically issued to all Health Care accountparticipants in the name of the account holder. The card will be mailed to your home the week of June 14 th for current participantregardless of FSA balance. 2013 remaining election balances will be automatically loaded. You must activate the card prior to use. Cards are issued with a 3-year lifespan, so please retain your cards.Participants may request additional cards for dependents.18 Cards are printed with your dependent’s name and unique card number. Request cards online or through customer service. When you requesta card for a dependent, use the last 4 digits of your Social Securitynumber for the ID code (not your dependent’s SSN). If dependent card is lost or stolen, it can be deactivatedwithout affecting other family members on plan. No charge for additional cards.
Pay By Card Prescription Purchases The Health Care Card is best used for prescriptions at a pharmacy. The card may be used when purchasing prescriptions through CVS Caremark Mail Service.Over-the-Counter Purchases To purchase over-the-counter (OTC) drugs, you’ll need to get a prescription from your doctor.You can use your WageWorks Health Card for prescribed OTC drugs when filled andpurchased as a prescription at the pharmacy counter.Card Use Verification Some doctors’ offices, hospitals and dentists perform services which would be consideredineligible for the Health Care FSA. If you use your card at one of these places, you may beasked to submit an Explanation of Benefits (EOB) or other documentation for verification. Ifyou do not submit documentation, your card may be suspended. WageWorks will send you an email if you have card transactions that need to be verified.Lost Cards 19If you lose your card, please call WageWorks immediately to report the lost card and to ordera new one. You will be responsible for any charges until you report the card.
Card Scenario: Pharmacy TransactionsCard Use ScenarioPrescription purchase with card atan approved merchantMost Convenient for YouCard paymentNo receipts need to be submittedCard Use ScenarioEligible over-the-counter (OTC)purchase with card at an approvedmerchantMost Convenient for YouCard PaymentNo receipts need to be submitted20
Website andAccount Access21
WageWorks Online Account Access You will have access to your new online account through WageWorksbeginning June 5, 2013 You will have 24/7 access to information about your FSA. You canmanage your account, schedule payments, file claims, check yourbalance and more. You can also change your preferred email and homeaddress. You have two options for accessing your account:221.Access your account through Firefly2.Register for an account at www.wageworks.com
Account Access through Firefly1. Log into Firefly at firefly.nebraska.edu2. Click on Employee Self Service3. Click Flexible Spending Account (under benefits)4. Complete User Agreement5. Click the green “go” button23Click the green “go”button to access yourWageWorks account
Account Access through www.wageworks.comTo register for anaccount, click“Register withWageWorksnow”24
Account Access through www.wageworks.comThe first time youlog in to the website,you will need toenter your contactinformation and IDcode to confirm youridentity.Your ID Code is last4 digits of yourSocial Securitynumber.You will also need tocreate a usernameand password.25
Online Features and Functionality26
Customer Service Participants may call WageWorks for accountinformation at 1-855-428-0446 Customer Service Representatives are available Mondaythru Friday, 7 AM to 7 PM CST (excluding holidays) Any service that is provided online is also availablethrough customer service28
Contact InformationWageWorks contact information for submitting FSA claims or questions: Phone Number Fax Number com29 Mailing Address: Attn: Claims AdministratorP.O. Box 14326 Lexington,KY 40512
Important Dates to Remember May 21 – June 4Claims hold period. You may not submit claimsduring this time. June 5“Go-live” (effective) date. You may access youraccount and start submitting claims to WageWorks. Week of June 6QuickStart Guide emailed to you by WageWorks. Week of June 14Health Care Cards mailed to you by WageWorks.30