Frequently Asked Questions - Flexible Spending Accounts

Note that these FAQs are general in nature and some responses may not apply to your employer's plan. For specific questions, please refer to your plan documents and enrollment materials, or contact FBMC Customer Care for assistance.

  1. What is a Flexible Spending Account?
  2. What are the eligibility guidelines for an FSA?
  3. What is the turnaround time for reimbursement request processing?
  4. What is needed for reimbursement?
  5. Do I need to send original documentation with my reimbursement request form?
  6. What is the fax number/mailing address for reimbursement requests submission?
  7. Where can I obtain additional forms?
  8. When can I start submitting requests for reimbursement?
  9. What is the last day to submit reimbursement requests?
  10. How often can I submit reimbursement requests?
  11. How can I obtain a list of expenses that are eligible for reimbursement?
  12. How can I check on the status of my reimbursement?
  13. What is my pin number when accessing the 24-hour voice response system?
  14. What is the mileage allowance for transportation to obtain medical care?
  15. Is mileage for doctor visits reimbursable?
  16. How do I submit mileage for reimbursement?
  17. Is mileage reimbursable for visits to and from my local pharmacy?
  18. Are expenses incurred for out-of-town healthcare services reimbursable?
  19. Can I be reimbursed for medical services obtained in a foreign country?
  20. Can I be reimbursed for prescription drugs purchased from a foreign country such as Canada?
  21. Do I need to itemize my prescriptions on my reimbursement claim form?
  22. How long does a direct deposit take to be posted to my account?
  23. What should I do if I closed my bank account and have a direct deposit account with FBMC?
  24. How can I be reimbursed for orthodontia expenses?
  25. What dependents are eligible for a Dependent Care FSA?
  26. Can I take the Federal Tax Credit and have a Dependent Care FSA, too?
  27. Is transportation related to a dependent's daycare reimbursable?
  28. If my spouse loses employment, am I still eligible for a dependent care FSA so my spouse can look for work or attend school?
  29. If I have a dependent care FSA, and my spouse loses employment and decides to stay home with our child so we don’t need a daycare, can I cancel my dependent care FSA?

Q What is a Flexible Spending Account?
A A Flexible Spending Account (FSA) is an IRS-approved, tax-favored account that allows you to pay for eligible medical and/or dependent care expenses. Each pay period, a portion of your pre-tax salary is deposited into your FSA. You are then reimbursed from this account for your eligible expenses. This allows you to save on income and Social Security taxes.
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Q What are the eligibility guidelines for an FSA?
A Your Medical Expense FSA may be used to reimburse eligible expenses incurred by:
  • yourself
  • your spouse
  • your qualifying child or
  • your qualifying relative.
An individual is a qualifying adult child if they do not attain age 27 during your taxable year and they have the following relationship to you:
  • son/daughter or stepson/daughter
  • eligible foster child
  • legally adopted child or legally placed with taxpayer for adoption
An individual is a qualifying child if they are not someone else’s qualifying child and:
  • are a U.S. citizen, national or a resident of the U.S., Mexico or Canada
  • have the following specified family-type relationship to you: son/daughter, stepson/daughter, eligible foster child, legally adopted child or a descendant of any such individual (grand/great grandchild), brother/sister, half-brother/sister, stepbrother/sister or a descendant of such individual (nephew/niece).
  • live in your household for more than half of the taxable year
  • are less than 19 years old or younger (less than 24 years, if a full-time student) at the end of the taxable year and be younger than the taxpayer claiming such individual, and
  • have not provided more than one-half of their own support during the taxable year.
An individual is a qualifying relative if they are a U.S. citizen, national or a resident of the U.S., Mexico or Canada and:
  • have the following specified family-type relationship to you son/daughter, stepson/daughter, eligible foster child, legally adopted child or a descendant of any such individual (grand/great grandchild). brother/sister, niece/nephew, half-brother/sister, or stepbrother/sister, parent (or an ancestor of either), stepparent, aunt/uncle, certain in-laws (son-, daughter-, father, mother-, sister- and brother).
  • are not someone else’s qualifying child and receive more than one-half of their support from you during the taxable year or
  • if no specified family-type relationship to you exists, are a member of and live in your household (without violating local law) for the entire taxable year and receive more than one-half of their support from you during the taxable year.
Note: There is no age requirement for a qualifying child if they are physically and/or mentally incapable of self-care. An eligible child of divorced parents is treated as a dependent of both, so either or both parents can establish a Medical Expense FSA.

You may use your Dependent Care FSA to receive reimbursement for eligible dependent care expenses for qualifying individuals.

A qualifying individual includes a qualifying child if they:
  • are a U.S. citizen, national or a resident of the U.S., Mexico or Canada
  • have a specified family-type relationship to you
  • live in your household for more than half of the taxable year
  • are less than 13 years old and have not provided more than one-half of their own support during the taxable year.
A qualifying individual includes your spouse if they:
  • are physically and/or mentally incapable of self-care
  • live in your household for more than half of the taxable year and
  • spend at least eight hours per day in your home.
A qualifying individual includes your qualifying relative if they:
  • are a U.S. citizen, national or a resident of the U.S., Mexico or Canada
  • are physically and/or mentally incapable of self-care
  • are not someone else’s qualifying child
  • live in your household for more than half of the taxable year
  • spend at least eight hours per day in your home and
  • receive more than one-half of their support from you during the taxable year.
Note: Only the custodial parent of divorced or legally-separated parents can be reimbursed using the Dependent Care FSA.
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Q What is the turnaround time for reimbursement request processing?
A The normal turnaround time for reimbursement requests processing is five business days from the date a reimbursement request is received. For more information, please refer to your benefit enrollment materials.
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Q What is needed for reimbursement?
A The items needed in order to process a Medical Reimbursement request are:
  • A completed and signed reimbursement request form
  • A copy of an explanation of benefits (EOB) form, statement, bill or receipt showing the type of service, date of service and amount of service provided.
The items needed in order to process a Dependent Care Reimbursement request are:
  • A completed and signed reimbursement request form
  • A copy of a receipt, invoice or bill from the provider showing the name and address of the provider , the beginning and ending dates of the provided services, the cost of the services, and the age, grade and name of the IRS-eligible dependent for whom the services were provided.
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Q Do I need to send original documentation with my reimbursement request form?
A No. Copies of statements, bills, or receipts are sufficient.
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Q What is the fax number/mailing address for reimbursement requests submission?
A To ensure that each reimbursement request is handled according to the requirements and needs of our clients and their employees, a specific mailing address and toll-free fax number have been provided on the reimbursement request form for your account. Log on to www.myFBMC.com to obtain the forms or find out how to contact FBMC by visiting the Contact Customer Care section of this website.

When you send a fax, save the confirmation sheet that is printed at your fax machine. This sheet shows whether the fax was sent successfully to FBMC. It also shows the date and time the fax was sent, and the number to which it was faxed. These help us locate your faxed information if you call us regarding a claim. You should also make a copy of the material you plan to fax before you fax it. You can tell by looking at the copy how the material will look to us when we receive it. If you can’t read your copy, we will not be able to read your fax.
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Q Where can I obtain additional forms?
A Download forms by logging in to your account, then click on the Forms and Instructions link under the Claims tab in the menu at the top of the page. You may also find out how to contact us by visiting the Contact Customer Care section of this website.
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Q When can I start submitting requests for reimbursement?
A If you are an existing employee, requests for reimbursement can be submitted after the start of your plan year. For example, if your plan year starts on January 1, you can start sending charges incurred from that date. However, if you are a new hire, you can submit requests incurred from your effective date forward.

For most Medical Flexible Spending Accounts, the entire amount you elect to have deducted for the year is made available for use the first day of the plan year. You don't have to wait for the cash to accumulate in your account.

For a Dependent Care Flexible Spending Account, your claim will be paid after the last date of the time period a claim has occurred, based on the funds accrued in your account.
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Q What is the last day to submit reimbursement requests?
A All requests for reimbursement must have services incurred by the last date of your plan year. However, if your plan has implemented an FSA run-out period, you have up to 90 days from this date to submit all requests. For example if your plan year is January 1 through December 31, all dates of service must be incurred by December 31 and submitted for processing by March 31 of the following year. This run-out period should not be confused with the Grace Period, which is the two months and 15 days immediately following the end of the plan year in which you or your qualified dependent can incur qualified expenses and use any unspent funds from your prior plan year account. Note that the grace period may not apply to your particular FSA. For specific information regarding your account, refer to your benefits enrollment material.
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Q How often can I submit reimbursement requests?
A Reimbursement requests can be submitted any time from the start of your plan year through the end of your run-out period, as long as the service has been incurred prior to the last day of your plan year. However, if your plan has adopted the FSA Grace Period, you may continue to incur expenses and submit reimbursement requests for two months and fifteen days following the end of your plan year. Please refer to your benefits booklet for details about your plan.
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Q How can I obtain a list of expenses that are eligible for reimbursement?
A FBMC has purchased a License Agreement from Employee Benefits Institute of America Inc. (“EBIA”) granting FBMC a limited, nonexclusive, nontransferable right to place a link to EBIA’s Health Care Expenses Table (the “table”) on FBMC’s Web site so that when you click on this link, the table will be displayed. EBIA will update the table periodically. The table provides general information and is made available with the understanding that neither EBIA (the publisher) nor FBMC is engaged in rendering legal, accounting, or other professional service. If tax or legal advice is required, the services of a competent professional should be sought. Even though the table indicates that an item is a qualifying (or potentially qualifying) expense in compliance with Treasury regulations and IRS guidance, the table is only provided as a helpful guide. Refer to your employer's current plan year enrollment materials, plan documents and SPDs for additional information as to whether an item is reimbursable.

Click here to access the table.
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Q How can I check on the status of my reimbursement?
A Check the status of your request online by first logging into your account at www.myFBMC.com, then click on the Claims Status link under the Claims tab in the menu bar. Once the page loads, click on the drop down menu to select specific claim information. You can also find out how to contact FBMC by visiting the Contact Customer Care section of this website.
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Q What is my pin number when accessing the 24-hour voice response system?
A Information regarding your pin number can be obtained via your enrollment materials or find out how to contact FBMC by visiting the Contact Customer Care section of this website. You may also access account assistance via the Need Help? link located in the Employee Login box at the top of the page.
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Q What is the mileage allowance for transportation to obtain medical care?
A The standard mileage rate for use of an automobile to obtain medical care (as described in IRS Code Section 213) is $0.24 (24 cents) per mile for the year beginning January 1, 2013 and $0.235 (23.5 cents) per mile for the year beginning January 1, 2014.
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Q Is mileage for doctor visits reimbursable?
A Yes, mileage is reimbursable as long as a receipt, statement or bill validating your doctor visit is sent along with your claim form requesting mileage reimbursement. In addition to mileage reimbursement at $0.24 (24 cents) per mile for 2013 and $0.235 (23.5 cents) per mile for 2014, you may seek reimbursement for parking and toll fees incurred as a result of travel for your medical appointment. To authorize your reimbursement request, please provide a receipt for the toll and/or parking fee in addition to a bill or receipt from your healthcare provider validating your doctor's visit.
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Q How do I submit mileage for reimbursement?
A Calculate the mileage on the actual bill/receipt detailing the following: roundtrip mileage multiplied by the mileage rate for the time period of the mileage. Please include the name of the provider visited on the claim form.

Note that the amount allowed per mile is $0.24 (24 cents) per mile for 2013 and $0.235 (23.5 cents) per mile for 2014.

Example Of 2013 Claim: If your office visit with Dr. Jay on 2/1/13 resulted in a total of 80 miles roundtrip, note on the bill/receipt from the provider: Mileage: 80 miles x $0.24 = $19.20. On your claim form indicate "Mileage" under Provider of services with the dates of travel and $19.20 as your amount requested for reimbursement. In addition, attach your statement, bill or receipt along with your request that validates your visit.

Example Of 2014 Claim: If your office visit with Dr. Jay on 2/1/14 resulted in a total of 80 miles roundtrip, note on the bill/receipt from the provider: Mileage: 80 miles x $0.235 = $18.80. On your claim form indicate "Mileage" under Provider of services with the dates of travel and $18.80 as your amount requested for reimbursement. In addition, attach your statement, bill or receipt along with your request that validates your visit.
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Q Is mileage reimbursable for visits to and from my local pharmacy?
A Yes, a visit to your pharmacy for prescriptions will be treated as a visit to your local healthcare provider.
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Q Are expenses incurred for out-of-town healthcare services reimbursable?
A You may include the medical expense amounts you pay for transportation to another city if the trip is primarily for, and essential to, receiving medical services, such as airfare and car rental. You also may be able to include the cost of lodging not provided in a hospital or similar institution. The amount of lodging cannot be more than $50 per night for each person. For example, if a parent is traveling with a sick child, up to $100 per night can be included as a medical expense for lodging. Meals are not included.

You cannot include in medical expenses a trip or vacation taken merely for a change in environment, improvement of morale, or a general improvement of health, even if you make a trip on the advice of a doctor.

(IRS Publication 502, Pg. 12).
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Q Can I be reimbursed for medical services obtained in a foreign country?
A The services can be reimbursed, but not the lodging or transportation expenses. When you submit your claim, you must include English translations for any foreign receipts that are not in English. Also, you must convert the cost to the applicable U.S. dollar amount, using the currency exchange rate as of the date that the service was provided.
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Q Can I be reimbursed for prescription drugs purchased from a foreign country such as Canada?
A It is illegal to purchase prescriptions from another country for use while in the U.S., and therefore this is not a covered expense. However, if you are seeking medical treatment in another country and you obtain prescriptions to be used while in that country in conjunction with your treatment, these prescriptions are reimbursable through the MFSA account. When you submit your claim, you must include English translations for any foreign receipts that are not in English. Also, you must convert the cost to the applicable U.S. dollar amount, using the currency exchange rate as of the date that the service was provided.
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Q Do I need to itemize my prescriptions on my reimbursement claim form?
A Not necessarily, although some sorting on your claim form will assist us in expediting your claim. If you are submitting receipts for reimbursement of more than one person's prescriptions, please list all prescriptions by name. If you are submitting receipts for only one person's prescriptions, please itemize by provider (or pharmacy).

Example: Joe goes to his local pharmacy and fills five prescriptions -- one for himself, two for his wife and two for his child. Joe will list himself, his wife and his child separately on the forms, but will add the prescriptions together for each person. Under "dates of service" Joe listed the first prescription as the start date and the last prescription as the end date.
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Q How long does a direct deposit take to be posted to my account?
A The standard turnaround time for deposit into your account is 48 business hours from the time FBMC transmits the entries.
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Q What should I do if I closed my bank account and have a direct deposit account with FBMC?
A It is your responsibility to notify FBMC immediately of any changes in your account, such as account closure or change in account number. You will also need to complete and send FBMC a new Direct Deposit.

Fax Information:
850-514-5806

Mail:
Enrollment Processing
PO Box 1800
Tallahassee, FL 32302-1800

Processing time may take up to 4-6 weeks from the receipt of your form.
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Q How can I be reimbursed for orthodontia expenses?
A To receive reimbursement for your orthodontia claim, please submit an orthodontia contract or financial agreement. This will be held on file for the remainder of the current plan year. If orthodontia treatment continues into the next plan year, you will need to submit a new copy of the contract. You will also need to submit a statement, bill, receipt or coupon from your payment book that shows the type of service, the date the service was rendered, the name of the eligible individual receiving the service, and the cost for the service.
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Q What dependents are eligible for a Dependent Care FSA?
A A qualifying individual includes a qualifying child if they:
• are a U.S. citizen, national or a resident of the U.S., Mexico or Canada
• have a specified family-type relationship to you
• live in your household for more than half of the taxable year
• are 12 years old or younger and
• have not provided more than one-half of their own support during the taxable year.

A qualifying individual includes your spouse if they:
• are physically and/or mentally incapable of self-care
• live in your household for more than half of the taxable year and
• spend at least eight hours per day in your home.

A qualifying individual includes your qualifying relative if they:
• are a U.S. citizen, national or a resident of the U.S., Mexico or Canada
• are physically and/or mentally incapable of self-care
• are not someone else’s qualifying child
• live in your household for more than half of the taxable year
• spend at least eight hours per day in your home and
• receive more than one-half of their support from you during the taxable year.

Note: Only the custodial parent of divorced or legally-separated parents can be reimbursed using the Dependent Care Reimbursement Account.
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Q Can I take the Federal Tax Credit and have a Dependent Care FSA, too?
A You cannot use the Federal Tax Credit and the Dependent Care FSA for the same expenses. However, if you underestimate your Dependent Care FSA contribution, the tax credit can be used for any remaining expenses up to the maximum allowed by the tax credit provisions. The amount reimbursed through your Dependent Care FSA reduces dollar-for-dollar the amount that can be used to calculate the Federal Tax Credit. You may use the online tax calculator to find out how to maximize your savings. Because everyone’s tax situation is different, please make sure you discuss in detail with your tax professional.
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Q Is transportation related to a dependent's daycare reimbursable?
A Transportation expenses are reimbursable if they are for the purpose of transporting a qualifying individual to or from a place where care is provided as long as the transportation is furnished by the dependent care provider.
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Q If my spouse loses employment, am I still eligible for a dependent care FSA so my spouse can look for work or attend school?
A Yes. If your spouse is either actively looking for work or is a full-time student, you are eligible for a dependent care FSA.
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Q If I have a dependent care FSA, and my spouse loses employment and decides to stay home with our child so we don’t need a daycare, can I cancel my dependent care FSA?
A Yes. You must submit a "Change in Status" request form to cancel your dependent care FSA. Your benefits handbook provides instructions for submitting a Change in Status request.
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