Q: Whose expenses qualify under my Dependent Care Assistance Program?
A: Your work-related expenses must be for the care of one or more members of your home who are qualifying persons. You must provide more than ½ of the qualifying person’s support. The qualifying person cannot have income in excess of the federal exemption amount.
A qualifying dependent is:
If you are divorced, you must have physical custody of your child for more than half of the year, in order to be eligible for reimbursements through DCAP. If custody is equal then neither parent can use the childcare expenses. The parent who has more than 50% custody is eligible for the dependent care regardless of who claims the tax exemption.
Physical or mental incapacity must be disabling. Persons who are not able to dress, clean or feed themselves because of physical or mental problems are considered unable to care for themselves. Persons with mental illness who require constant attention to prevent them from injuring themselves or others are considered unable to care for themselves.
Q: Does my dependent care provider have to be a licensed day care center?
A: Your dependent care provider does not have to be licensed, unless the provider cares for enough individuals to require licensing in your state. They must provide you with the provider's Tax ID Number or Social Security Number. You will need this number for the required filing of Form 2441 with your federal tax return.
Additionally, the care provider can be a relative of yours as long as they are not dependents, even if they live in your home. However, you may not request reimbursement for any amounts you pay to:
1) A dependent for whom you (or your spouse if filing jointly) can claim as an exemption,
2) Your child who was under age 19 at the end of the year, even if he or she was not your dependent,
3) A person who was your spouse any time during the year, or
4) The parent of your qualifying person if your qualifying person is your child and under age 13.
Q: Why do I have to sign my claim form?
A: Your signature is your testament that each claim submitted represents costs not paid by insurance or other means and reimbursement will not be sought from anyone else.
Q: What documentation do I have to submit with my claim form?
A: Each item claimed must be supported by a statement of services from a provider. Documentation must contain the following information before ASIFlex can reimburse the costs from your account:
- the provider of services
- the person obtaining the care
- the date(s) of service
- the amount charged for the services and
- a general description of the services provided.
In lieu of documentation from the provider that includes this information, you may have your care provider sign the ASIFlex claim form. If the signature of the provider is included, no additional documentation will be required.
Q: Do I have to provide proof of payment with my claim form?
A: No. Internal Revenue Code does not require proof of payment in order to receive reimbursement from your DCAP account.
Q: How can I fax my claims? Is there a toll-free number?
A: You may fax your claims toll-free to ASIFlex at 877-879-9038.
Q: Can I email my claims or submit them online?
A: You may submit your claims online at https://my.asiflex.com once you have created a log in and password. Please note that you must upload all documents with your claim as one attachment (preferably as a PDF). ASIFlex will not accept claims or documents sent by email.
Q: Where can I mail my claims?
A: Mail your completed and signed claim forms to:
PO Box 6044
Columbia, MO 65205-6044
This is the preferred mailing address. However, to send claims, documentation, or correspondence through a courier service such as UPS or FedEx, you can send it to:
201 W. Broadway, Building 4, Suite C
Columbia, MO 65203
Q: Where do I get more claim forms?
A: You may make copies of a blank claim form or download additional forms here. Or contact ASIFlex's Customer Service Department via email at firstname.lastname@example.org or call 800-659-3035 to request additional claim forms.
Q: How often are claim payments released?
A: ASIFlex releases claim payments each business day, excluding major holidays, for claims processed that day. Please refer to your DCAP Enrollment Guide for details.
Q: Are the direct deposits to my bank account effective with my bank the same day the claim is processed?
A: No. Federal banking regulations do not allow the deposit to be effective the day ASIFlex generates the deposit. The effective date of the deposit is typically the banking day following the release of payment of the claim by ASIFlex. This will vary based on when your financial institution posts the deposit.
Q: When can I begin filing claims against my Dependent Care Assistance Program account?
A: You may file claims as soon as you incur charges (have services provided) after the plan year has begun.
Q: How often can I submit claims?
A: You may submit claims as frequently, or as infrequently, as you prefer. You do have to file at least one claim each year by the March 31 claims filing deadline.
Q: Is there a minimum claim amount?
A: No, ASIFlex does not have a claim minimum . Reimbursements will be disbursed up to your available funds for all valid claim submissions.
Q: What does "incurred" mean?
A: Incurred is defined in Internal Revenue Code Section 125 as the date the services are provided that gave rise to the expense. Expenses are not considered provided at the time you are billed for or pay for the services. For the DCAP, this means if you pay for your services in advance, you cannot claim these expenses until they have all been provided. For example, if you pay for February's day care expenses at the beginning of February, you cannot be reimbursed for all of February's expenses until the end of February. You may, however, submit claims each week, at the end of that week, for the services already provided.
Q: How long does my authorization for direct deposit remain in effect with ASIFlex?
A: Your authorization for direct deposit remains in effect with ASIFlex until you change or revoke that authorization. ASIFlex retains direct deposit information from plan year to plan year.
Q: How do I change the account number or financial institution where ASIFlex deposits my reimbursements?
A: Complete and sign the Direct Deposit Form. You are welcome to mail it to:
P O Box 6044
Columbia, MO 65205-6044
or fax to this form to ASIFlex at (877) 879-9038.
Q: Does my employer notify ASIFlex when I change my bank account number for direct deposit for payroll?
A: No. You are responsible for notifying ASIFlex of any changes required for direct deposit of your DCAP reimbursements.
Q: How do I know if my claim form was received?
A: You can view all claims processed by ASIFlex at http://pebb.asiflex.com by going to Account Detail the morning after ASIFlex’s review. Follow the prompts to view your account. You also may call ASIFlex, the afternoon after your anticipated review of the claim to discuss your claim. ASIFlex customer service representatives are available Monday through Friday from 5 a.m. to 5 p.m., and 7 a.m. to 11 a.m. Pacific Time on Saturday.
Q: How can I check on my DCAP balance?
A: You may view your balance and account activity on the ASIFlex web site by going to Account Detail. In order to access your account, you will need to create a log in and password, if you haven’t already. You can find your PIN in the welcome letter from ASIFlex. The PIN is also included with statements sent by ASIFlex. If you do not have your account PIN, please call ASIFlex at 800-659-3035 Monday through Friday 5 a.m. to 5 p.m. and Saturday 7 a.m. to 11 a.m. Pacific Time to get a PIN. ASIFlex cannot release this information via email and the PIN will only be given to the primary subscriber.
The primary subscriber may also call the ASIFlex Customer Service Center to obtain the account balance.
Q: Where do I get my PIN number for online account access?
A: ASIFlex prints your PIN on your FSA enrollment confirmation and mailed statements. The plan participant may also request the PIN by calling ASIFlex's customer service at 800-659-3035.
Q: Do kindergarten charges qualify for DCAP reimbursement?
A: No. Expenses for education do not qualify for dependent care reimbursement. However, if you are charged for “after-care” for the portion of the day that your child attends the school that is charged for care and well-being, this charge does qualify as dependent care. You must provide documentation as listed on the claim form for the portion that is specifically for care and well-being.
Q: Can I change my election amount after I enroll in DCAP?
A: You may change your election when you, your spouse, or a dependent experiences an event that creates a special open enrollment. Refer to the DCAP Enrollment Guide for details.
Q: Can I claim dependent care expenses after my child turns 13 years old?
A: Expenses for dependent care won't qualify for the DCAP on the day your child turns 13 unless he or she has been certified as incapable of self-care. Dependents incapable of self-care qualify at any age as long as it is for care and well-being while you are working or looking for work.
Q: Do charges for food, transportation, activity fees, etc. qualify for DCAP reimbursement?
A: No. Only charges for care and well-being in order for you to work or look for work qualify for DCAP. Separately billed charges for food, transportation, activity fees, etc. do not qualify.
Q: If I pay my dependent care provider in advance of the services, can I file my claim when I pay?
A:No. Expenses are not valid based on when paid, only when the service has been provided.
Q: Do summer camps that include an overnight stay qualify for my DCAP?
A: No. The Internal Revenue Code doesn't allow expenses for overnight care. The charges cannot be prorated to include the portion that was for care during the day while you were working.
Q: Does summer school tuition qualify for my DCAP?
A: No. The Internal Revenue Code does not allow expenses incurred for education to be reimbursed through the DCAP.
Q: Do soccer, baseball, football, gymnastics, ballet, etc. day camps qualify for my DCAP?
A: Generally, no. However, if the primary purpose of these camps is for care and well-being in order for you (or you and your spouse if married) to be gainfully employed, they may qualify. If for care and well-being, you must send a statement, with each claim submitted, stating that child attends that camp primarily for care and well-being and not for educational purposes.
Overnight camps are not eligible for reimbursement.