Employee Benefits FAQ's

FAQ's for Health Benefits

Q: How Do I Use the Aetna Home Delivery Mail Order Service?
A: First you need to obtain a prescription from your physician for a 90-supply. Physicians usually include a number of refills. Download a copy of the Home Delivery Mail Order form and follow the instructions to complete the form. Then mail in to Aetna at the address shown.

FAQ's for Flexible Spending Accounts (FSA)

Q: Does the Health Care Reimbursement Account replace my insurance plan?
A: No. This plan offers you a means to pay for eligible out-of-pocket health care expenses with pre-tax money. You must submit your claims to your health care, dental, or vision plan for payment according to the plan limits first. Then, the remaining out-of-pocket eligible expenses can be submitted for reimbursement from your FSA.

Q: Are expenses that are reimbursed by my Health Care Reimbursement Account eligible to be deducted on my tax return as a medical expense?
A: No, because you have already received reimbursement with tax-free dollars through your FSA.

Q: If I pay for a separate health insurance plan for my spouse or children, can I make an FSA claim for the premiums?
A: No, the IRS specifically does not allow the use of FSA funds to pay for health insurance premiums.

Q: If I take calcium tablets for bone loss or herbal supplements for my prostate, can I get reimbursed for these expenses under the Health Care Spending Account?
A: The answer depends on whether you are taking them for the “treatment” of a medical condition or the “prevention” of having a medical problem. If either a doctor or other “health care provider” indicates that you already have a medical condition that needs treatment using specific vitamins, minerals or other dietary supplements, you can be reimbursed for the expenses. You will need written documentation from the health care provider to that indicates that the product is for a medical condition. If you are taking them for your general health, or to prevent having a future medical condition, they will not qualify.

Q: If I elect to contribute money to both the Health Care and Dependent Care Reimbursement Accounts and I exhaust all of my health care money, can I use my dependent care account to pay for health care expenses?
A: No. The Health Care and Dependent Care Reimbursement Accounts are two separate accounts. You cannot transfer money between the two, nor submit claims that are not consistent with the expense eligibility requirements.

Q: Can I use a Dependent Care Reimbursement Account to pay for a babysitter in my home rather than using a day care facility?
A: Yes. You can include expenses paid to a babysitter if the services are necessary in order for you and your spouse, if married, to work or look for work, or for your spouse to attend school full-time. You may not, however, pay a relative for these services.

Q: How long is my election in effect?
A: Your election is in effect until the end of the plan year (calendar year). Each year you will have the opportunity to re-enroll and select a new annual election amount. If you choose to continue participation in the FSA program, you must re-enroll each plan year. You may change your contribution amount during the plan year only if you experience a qualifying status change (such as marriage or birth of a child), as determined by the IRS.

Q: I have a babysitter who takes care of my kids, but does not have a Tax Identification Number (TIN). What should I do since a TIN is required with each reimbursement request?
A: If your babysitter does not have a TIN, you must submit his/her nine-digit Social Security Number with your reimbursement request.

Q: What happens to the leftover money in my FSA if I don’t spend it?
A: The IRS' "use it or lose it" rule means unused funds are forfeited. You can submit claims up to March 31 for any services or products purchased by the end of the prior calendar year. You can avoid any loss of funds by carefully determining how much to set aside, reviewing the eligible expense listings on the Benefits Division website and be sure to spend the contributions you have made.

Q: Where does the forfeited money go?
A: The IRS has imposed strict regulations for the use of forfeited money. The County will use the forfeited funds to defray the costs for administering the plan.

Q: Why should I use an FSA for health care expenses rather than deducting the expenses on my income tax return?
A: Only medical expenses that exceed 7.5% of your Adjusted Gross Income (AGI) can be deducted on your federal income tax form. However, FSAs are tax-free from the first dollar; you do not have to meet the 7.5% AGI minimum before receiving the deduction. Money set aside through an FSA is also exempt from FICA taxes. This exemption is not available on your federal income tax return. Consult with a qualified tax advisor to determine which option is best for you.

Q: My spouse’s insurance doesn’t include Dental and/or Vision benefits and I don’t have any dependents on my plan. Can an FSA help us?
A: Yes. When any member of your family incurs a dental or vision expense, simply submit your receipt and an FSA claim form. The Auditor’s Payroll Division will process your claim, and you will receive reimbursement for eligible expenses.

Q: What happens if I retire or terminate employment with the County mid-year?
A: Under IRS regulations, you would be able to receive reimbursement of expenses incurred prior to your termination/retirement date. Expenses incurred after you leave your employer are not eligible for reimbursement. Please see the Benefits Division website for more information.

Q: Can the Flexible Spending Account pay my doctor directly?
A: No, payment is made to the participant only.

Q: Where does the forfeited money go?
A: The IRS has imposed strict regulations for the use of forfeited money. Generally, the funds are used to defray the employer's costs for administering the plan.

Q: How can I check my account balance?
A: There are a couple of different ways to find out your account status.
• You can access your account via the Auditor's ESS website. If you don’t already have access to your information, you can apply for an ESS passport on the website in order to gain access. This is a secure account inquiry system that you access via a secure login screen. Please note that this site is also available to you from home.
• You can also check your earnings statement but you will have to subtract the amount of the YTD reimbursements shown on your earnings statement from your estimated annual contribution.

Q: Is there a deadline for submitting claims?
A: You can submit claims at any time for expenses incurred during the Plan Year. You may also have until March 31* of the following year to submit expenses.

FAQ's for Health Insurance