Frequently Asked Questions

This site, and the content herein, are designed specifically for State of Washington employees.  This information is not deemed to function as the Washington Flex Enrollment Guide.  If there is any conflict between this information and the Washington Flex Enrollment Guide, the Washington Flex Enrollment Guide will override this information.


Q.  Whose expenses qualify under my Medical FSA?

A. Qualifying expenses are for medical care for the participant, a spouse (if filing a joint tax return), and a qualified child or qualified relative. You may also claim medical expenses you incur and pay to medical providers of a child for whom you don’t get the tax exemption due to a divorce decree, as long as one parent claims the child as a tax dependent.  (The tax exemption may switch from year to year between parents.  As long as one parent gets the tax exemption, the medical expenses you pay on behalf of the child to the medical provider qualify under the Medical FSA.)  Also see Can I Use my FSA to cover medical expenses for my qualified domestic partner?


Q.  How does the FSA Debit Card work?

A. The FSA Debit Card is a convenience tool that allows you to access your pre-tax dollars directly, rather than paying for an expense and waiting for reimbursement.  However, in many instances you will be required to submit follow-up documentation to ensure that your purchases are only for FSA eligible expenses. You may download and print the debit card application directly from ASIFlex's Web site. Your card will arrive within 7-10 business days of submitting it to ASIFlex.

For detailed information about the debit card, follow this link.


 Q.  Why do I have to sign my claim form?

A. Internal Revenue Code (Section 125) regulations require that a participant provide a statement, with each claim submitted, that the expenses claimed were 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. The insurance explanation of benefits (EOB), for items covered by insurance, may also be used. Documentation must contain the following information in order for payment to be issued:

  • the provider of services;
  • the person obtaining the care;
  • as well as the date of service(s);
  • the charge for the services;
  • a general description of services provided.

Q.  Do I have to send the original provider statements or insurance benefit statements?
A. No. Copies of provider statements are acceptable, as long as they are readable and have not been altered.



Q.  Do I have to provide proof of payment with my claim form?
A. Generally, no. The Internal Revenue Code does not require proof of payment prior to submitting the items claimed. ASIFlex has additional information available and requirements for orthodontic expenses.



 Q.  Why do I have to provide support, from the provider, of the date the services were provided rather than the date I paid or was billed for services?
A. The Internal Revenue Code regulations require that the statement from the provider include what type of service was provided for what period of time. The expenses must have been provided for care during the period that you were covered during the plan year. Statements showing payments made or bills for services are acceptable as long as they identify what service was provided, for whom, by whom, and for what period of time.



Q.  Why do I have to provide support, from the provider, of the general type of services provided?
A. The Internal Revenue Code regulations require that the statement of services from the independent provider indicate the type of services provided. The regulations also require that each item claimed be adjudicated by the plan (or administrator) to determine whether the expense qualifies under the plan and whether the services were incurred (services were provided) during the period that the participant was covered under the plan.


Q.  What items are required to be on the documentation from the provider?
A. The supporting documentation must identify the provider of services and the person obtaining the care as well as the date, cost and general description of services provided. Your health plan's explanation of benefits, for items covered by insurance, may also be used.


Q.  Can I fax my claims and, if so, to what phone number?  Is this a toll-free number?

A. Yes, you may fax your claims. ASI’s fax number for claims is 1-877-879-9038. This is a toll-free number.


Q.  What is the mailing address for mailing flexible spending account claims?
A. ASIFlex’s mailing address for flexible spending account claims is:

ASIFlex
PO Box 6044
Columbia, MO 65205-6044

This is the preferred mailing address. However, if sending something through a courier service such as UPS or FedEx, you can send it to:

ASIFlex
201 W. Broadway, Bldg 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 asi@asiflex.com or by calling ASIFlex at 1-800-659-3035 to request additional forms.


Q.  If my claim is received via fax or mail today in ASIFlex's office, when will it be reviewed?

A. ASIFlex typically reviews all claims within one business day of receipt. Payments for all eligible amounts are made the same day a claim is processed.


Q.  Is payment for my FSA released the same day the claim is reviewed and processed by ASIFlex?
A. ASIFlex releases FSA funds on the day the claim is reviewed (not always the day received).


Q.  How often are claim payments released?

A. ASIFlex releases claim payments each business day, excluding major holidays, for claims processed that day.


Q.  Are direct deposits to my bank account effective with my bank the same day a claim is processed?
A. No. Federal banking regulations do not allow the deposit to be effective the day the deposit is generated by ASIFlex. 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 information.


Q.  Do all prescription medicines qualify for my Medical FSA?

A. Generally, yes, as long as they are prescribed by a physician and are legal under Federal and State laws. However, prescriptions that are purchased solely for cosmetic purposes that are not treating an existing medical condition do not qualify.

Additionally, Federal law doesn't allow the importation of drugs from foreign countries; as such, drugs purchased in foreign countries, even if they are prescription drugs, are not an allowable expense through your flexible spending program. The only exception to this rule is if you are in a foreign country and purchase and consume the drug while you are in the foreign country.


Q.  Do I need to itemize the prescriptions on my claim form?
A. Each prescription does not have to be listed on a separate line of the claim form. You can group prescriptions from the same pharmacy on one line of the claim form, indicating the range of fill dates and total of the prescriptions filled on those dates.


Q.  Can I send a credit card receipt as support for my claim form?
A. No. A credit card receipt only supports that a payment was made. Federal regulations require that the supporting documentation identify the provider of services and the person obtaining the care as well as the date, cost and general description of services provided.


Q.  When can I begin filing claims against my Flexible Spending 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 often or as infrequently as you prefer.  You do have to file at least one claim each year prior to the claims filing deadline.


Q.  Is there a minimum claim amount?
A. No. ASIFlex does not have a claim minimum.


Q.  What does incurred mean?
A. Incurred is defined in Internal Revenue Code Section 125 as the date that the services are provided that gave rise to the expense. Expenses are not considered to be provided at the time you are billed for or pay for services.


Q.  How long do I have to submit claims after the Plan Year is over?
A. The deadline for filing claims for each Plan Year is defined in your Plan Document. Generally, plans allow 90 days after the end of the Plan Year to file claims for services provided during that Plan Year. Please refer to your Washington Flex Enrollment Guide for specifics for your plan.


Q.  What happens if I leave employment mid-year?
A. The FSA is an active employee benefit.  If you sever employment with the State of Washington mid-year you have two options.  Option one is to claim expenses that were incurred while you were actively employed by the State.  If you select this option, you have until March 31st following the close of the current plan year to submit claims.  Option two is to elect COBRA coverage, and pay the monthly contribution amount on a post-tax basis.  This option allows you to extend your period of coverage for the remainder of the plan year.


 Q.  What are the requirements for reimbursements for over-the-counter (OTC) medicines and drugs?
A. OTC medicines & drugs qualify for the Medical FSA if purchased to treat an existing or imminent medical condition. Items purchased to treat an existing or imminent medical condition can be claimed but the participant must indicate on the claim submission what medical condition is being treated.

Items such as vitamins, herbs or nutritional supplements are considered to be expenses incurred for general good health purposes and do not typically qualify for reimbursement through your FSA . In order to claim these items, you must have:
  • An existing or imminent medical condition;
  • A pre-printed receipt from the provider documenting the purchase;
  • A physician diagnosis and prescription for the specific item(s) if it is a vitamin, herb or nutritional supplement.
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Please refer to ASIFlex's Over-The-Counter Quick Reference Guide for more information. ASIFlex has provided a sample letter of medical necessity for assistance.


Q.  Do health club dues, massages, vitamins, herbs and nutritional supplements and exercise equipment qualify for my Medical FSA?
A. Generally, no. Items such as those listed above are typically considered to be utilized for general good health purposes and, as such, typically do not qualify for the Medical FSA. However, if you have been diagnosed with a medical condition that necessitates the purchase of these items and you would not have purchased them if it were not for the medical condition, then they can qualify for your Medical FSA. To claim these items, you must have a letter of diagnosis and recommendation/prescription for these items to qualify under your Medical FSA. This letter is valid for 12 months from issue date. A sample letter of medical necessity is available by following this link.


Q.  What transportation expenses qualify for the Medical FSA?
A. Transportation that is primarily for and essential to obtaining medical care.
  • Bus, taxi, train or plane fares or ambulance services,
  • Transportation expenses of a parent who must travel with a child who needs medical care,
  • Transportation expenses of a nurse or other person who can give injections, medications and other treatment required by a patient who is traveling to get medical care and is unable to travel alone, and
  • Transportation expenses for regular visits to see a mentally ill dependent, if these visits are recommended as part of treatment.
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Mileage is reimburseable for use of a car for medical reasons. You can also include parking fees and tolls. You can add these fees and tolls to your expenses whether claiming actual car expenses or using the standard mileage rate.


Q.  What do I need to submit to support mileage with my claim form?
A. You must list the number of miles you traveled to obtain the medical care on the claim form as a separate line item, multiplied by the current allowable amount (for automobile travel expenses you can use a standard rate of $.24 per mile for services provided in 2009 and $.165 per mile for services provided in 2010.) allowed by the Internal Revenue Code. It is preferable that you claim the mileage on the same claim form when you claim the cost for medical care. If you do not include the number of miles traveled within your claim submission packet, the request for reimbursement for your mileage expenses will be denied.


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 does retain direct deposit information from Plan Year to Plan Year unless notified of a change by the participant. 


Q.  How do I change the account number or institution into which ASIFlex deposits my reimbursements?
A. Complete and sign the direct deposit deposit form, available from here. You can mail them to:

P O Box 6044
Columbia, MO 65205-6044

or fax to this form to ASIFlex at 1-877-879-9038.


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 FSA claims.


Q.  How do I know if my claim form was received?
A. You can see all your claims processed by ASIFlex on our Web site by going to Account Detail the morning following 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 to assist you Monday through Friday from 5 a.m. to 5 p.m., Pacific Time, and Saturday 7 a.m. to 11 a.m. Pacific Time.


Q.  How can I check on my remaining balance?
A. You may view your remaining balance and account activity on ASI’s web site by clicking on the Account Detail button. In order to access your account, you must use your Flex PIN which was sent to you with your Confirmation of Enrollment statement and is included with statements sent out by ASIFlex. If you do not have your Flex PIN, please call ASIFlex at (800) 659-3035 Monday through Friday from 5 a.m. to 5 p.m., Pacific Time, and Saturday 7 a.m. to 11 a.m. Pacific Time to retrieve your access code. ASIFlex cannot release this information via e-mail and the PIN will only be given out to the primary PEBB subscriber.

A participant may also call ASIFlex's Customer Service Center at 800-659-3035 to obtain the account balance. Again, due to Federal Privacy regulations, ASIFlex can only release this information to the primary PEBB subscriber.


Q.  Where do I get my PIN number for online account access?
A. ASIFlex prints your PIN on your FSA enrollment confirmation and mailed statement. The plan participant may also request the PIN by calling ASIFlex customer service at 800-659-3035.

Q.  Where can I see a list of qualifying expenses for my Medical FSA?
A. The list of Eligible Expenses is a general overview.  If you have questions after reviewing the list, contact ASIFlex at 800-659-3035. 


Q.  Can I change my election amount after the plan year has started?
A. Generally no. Your election under the Plan is irrevocable for the Plan Year unless you have a qualifying event. These are the changes generally allowed. For specific information, please refer to the Washington Flex Enrollment Booklet.


Q.  Can I use my FSA to cover medical expenses for my qualified domestic partner?

A.  The IRS does not recognize a same-sex spouse (qualified domestic partner) for tax purposes. Qualified Domestic Partners may not file a joint tax return and expenses of a Qualified Domestic Partner do not generally qualify as a dependent under the definition of a "qualifying relative" under Internal Revenue Code Section 152. If you are unsure, you may confirm eligibility by using the Internal Revenue Code Worksheet for Determining Dependent Status.

Q. Are state agency and higher-education employees eligible to participate in the flexible spending account (FSA) program?

State agency and higher-education employees who qualify for PEBB insurance are eligible to participate in the FSA program.

Q. How much can I contribute to my 2009 Public Employees Benefits Board flexible spending account as a state employee?

The 2009 annual minimum contribution is $240 and the maximum is $3,600.

Q. When must I submit reimbursements for my Flexible Spending Account?

If you have unused funds in your FSA on December 31, you may seek reimbursement for services received through March 15 following the end of the previous plan year. You cannot use your previous plan year FSA funds for services provided after that date. All requests for reimbursement must be filed by March 31. After that date, you will lose any funds left in your account.