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Who do I call for questions about claims process?/ How can I get help in completing the claims reimbursement forms?
For any inquiries about this Plan, or you account, simply call BSI Administrative Services at (973)300-4274 (4BSI), or FAX 973-300-9329 (9FAX), or E-mail (Contact Us).
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Will my claims information be kept confidential?
Yes, information provided to BSI Administrative Services, whether in writing or orally, concerning your claims will be kept strictly confidential. We do not provide claims details to any outside source (the IRS, your insurance company, your employer, etc.).
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Where can I get claims reimbursement forms?
While you can make copies of all forms, additional forms are available see GET MY FORMS.
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How do I submit a request for claims reimbursement?
The IRS rules require a written statement and proof of payment Keep original documents for your records, then submit copies directly to BSI Administrative Services (see below).
Use the Request for Claims Reimbursement Form (Form PR3). The Claims Reimbursement Instructions (Form PR3b) provides additional details as to how to complete these claim. For the Mass Transit and Parking Expenses use the TFA Reimbursement Claims Form (Form PR8). The TFA Claims Reimbursement Form (Form PR8b) instructions provides additional details as to how to complete these claims. You can call BSI Administrative Services should you have any questions about completing your claims forms.
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Where do I send the claims reimbursement form?/ Can I FAX the form?
Keep original documents for your records, then submit copies directly to BSI Administrative Services.
You can E-mail to AllanAmer@aol.com, FAX to 973-300-9329 (when FAXing do not send a cover sheet as the forms are sufficient), or mail to: BSI Administrative Services,
Attn: Flex Plan, 93 Spring Street, Suite 202, Newton, NJ 07860.
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Can I E-mail the claims reimbursement form?
Not really. You will be able to E-mail to AllanAmer@aol.com, but please remember that unless you include all the related attachments (proof of payment, statement of benefits if required, and detailed service descriptions), your claim is incomplete.
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How often can I submit a claims reimbursement forms?
You can submit claims as often as you like. There is no minimum dollar amount. Some folks use these accounts as savings plans and schedule reimbursement for a holiday, vacation or other specific time. If you want your reimbursement scheduled, simply attach a note as to when you want payment (also see below).
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When are the reimbursement checks processed?
For the Flex Plan (Unreimbursed Healthcare and Child/Dependent Care) accounts, properly completed claims are processed in sync with your payroll calendar; i.e., all claims received by one payroll date will be processed by the next payroll date.
For the TFA Plan (Mass Transit and Parking) accounts, properly completed claims received by the 20th of the month are processed for the last payroll of the month unless that payroll falls on the 21st thru the 25th (in this case they will be processed for the next payroll).
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What makes a claim incomplete? What happens if my claims reimbursement form is incomplete?
A claim form is “incomplete” when it is missing your signature, does not include: proof of payment, or the statement of benefits (showing that insurance paid a portion of your expenses), or the dates of the provider services. If your claim is incomplete, BSI Admin will call you using the phone number on the claim reimbursement form to discuss what is missing and what is needed to complete your request.
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Are there any limits to the amount I can be reimbursed?
There are no minimums. Your reimbursements for any account during a Plan Year cannot exceed your annual election for that account.
For the Child/Dependent Care, Mass Transit and Parking Expenses accounts, reimbursement is limited to funds credited via payroll deposits into your account less amounts already paid.
For the Unreimbursed Healthcare Expenses, the amounts will be advanced up to your annual election less any reimbursements already made. (Thus, the key is amounts paid by you, not amounts deposited).
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Do I need to wait until money is in my account to submit a claims reimbursement form?
No for the Unreimbursed Healthcare account as you can be reimbursed up to your annual election at any time.
Yes for the Child/Dependent Care, Mass Transit and Parking Expenses accounts. You submit a claim for you whatever you pay, BSI Admin will break it down into smaller claims based on your payroll deductions credited to your account. Any moneys not paid initially, will become “claims pending” and reimbursed when the amounts are credited to your account.
For example, if you submit $5000 for Child/Dependent Care in January and are paid semi-monthly, BSI Admin will pay $208.33 for the first payroll in January and indicate that $4,791.67 is “pending.” BSI Admin will also create 23 more claims for $208.33 until you are reimbursed $5,000.
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Do I need to sign the claims reimbursement forms?
Yes, you must sign the form at the bottom to complete the Participant’s statement.
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Can I be reimbursed for Child/Dependent Care without providing the social security number (or Federal Tax ID)?
No. IRS rules require that you provide the Federal Tax ID. For an individual this is the social security number. In many cases this is the payroll tax ID.
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Can I submit copies? Do I have to submit originals?
Yes, only submit copies to BSI Administrative Services. Do not submit originals --- keep all original documents for your records.
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What is Proof of Payment?
To receive reimbursement you pay first, then provide proof of payment from a third party provider. If such proof is not available, then you must note “proof will be provided to the IRS if requested.” (The only exception is that Transportation Expenses for Unreimbursed Healthcare that are under $25 do not require proof of payment.)
For example, as proof of payment submit either: a bill marked paid, or a copy of both sides of your canceled check, or credit card receipt, or an account statement showing payments, , or for over-the-counter drugs a copy of the cash register receipt (if specifically labeled, otherwise copy the cash register receipt and the product label), or a prescription drug label.
You can also use the Proof of Payment (Form P) when your provider does not give you a bill or provide a statement. While originally designed for child care, you can also use it for healthcare (simply darken the bottom heading).
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How do I get Proof of Payment for the Mass Transit or Parking accounts?
Whenever possible get receipts. For MetroCard purchases, we will accept a copy of the back of your Metrocard showing the expiration date, then describe the services (for example, MetroCard for 2 weeks at $4 per day, totaling $40.00). See Claim Examples
For meter parking when there is no receipt, simply describe the services (for example, parking meter for $1 per day for 10 days, totaling $10.00).
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Why do I need to submit a cancelled check?
These accounts are reimbursement accounts. You pay first, then are reimbursed. (You would be paying these bills anyway even if you were not in this plan.) Reimbursement is made payable to you. We cannot pay the bills for you. The IRS rules indicate a cancelled check, both sides are required. However, we accept bank images, or the front side with a note that the cancelled check will be provided to the IRS if requested.
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Do I have to submit a claim to insurance first? Insurance claims take too long, can’t I just submit a claims reimbursement form first?
Yes, you use your insurance coverage the same whether or not you are using a Unreimbursed Healthcare account. This will insure that you deductible is credited if you go out-of-network, as well as provide a Statement of Benefits showing what amounts insurance allows and is willing to pay for you. It is not required if the expense involves a copay or there is no insurance coverage.
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Why do I need to submit the insurance “Statement of Benefits”?
We work with all insurance companies. So when insurance pays a portion of your expenses you must attach a copy the Statement of Benefits. This Statement of Benefits shows your liability, it does not show that you actually paid for the services.
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Isn’t the Statement of Benefits proof of payment?
No, while the insurance company statement will show amounts claimed, amounts the insurance company will pay and amounts you will have to pay, it doesn't show that you did actually pay for the balance not reimbursed by insurance. Remember, you must pay first, then you can get reimbursed.
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Do I have to list each health service on the claims reimbursement form?
No, if the backup details the specific service dates, you can indicate “see attached” or simply give a range of dates (to/from); for example, 9/2 – 12/2/04, or Jan – June.
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Can I use the expenses reimbursed in the Flex Plan as itemized on my tax return as deductions or credits?
No, once you have used expenses in the Flex Plan you may not apply them toward either the itemized deductions or child/dependent care credit.
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What if the Transportation Expense Form (PR4) and why is it optional?
How is this form different than the Transportation Fringe Account Reimbursement Form (PR8)?
Form PR4 is an optional form to be used with the Unreimbursed Healthcare or Child/Dependent Care accounts. It is used for transportation for healthcare for child/dependent day care services. Form PR8 is for Mass Transit and Parking Expenses related to commuting between your residence and work or for parking at allowed public transportation.
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What do I do if I lose or don’t get a reimbursement check?
If you don’t get your check on your payroll date or lose the check simply call or contact BSI Administrative Services.
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Can I have my reimbursement check directly deposited to my bank account?
You must first complete the Direct Deposit Authorization (From DDA) which will allow us to setup this services.
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Why are the Mass Transit and Parking Expenses checks processed only once a month?
These accounts require funds to be available before they can be reimbursed. Most people only submit a claim once per month. Our service agreement for this account with your employer recommends only monthly processing.
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Can I be reimbursed for Child/Dependent Care without providing the social security number (or Federal Tax ID)?
No. IRS rules require that you provide the Federal Tax ID - - for an individual this is the social security number.
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What about the tax credit for child and dependent care?
Expenses reimbursed from the child/dependent care account cannot also be claimed as a tax credit on your individual tax return (Form 1040, line 41). Please consult your tax advisor as to whether to choose the tax credit or the deduction.
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Can the payments be sent directly to the provider of the service?
Except for the Healthcare Premiums account which is paid directly by your employer who combines your contributions with company contributions, all reimbursements must be made payable to you (or your beneficiary if you die).
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Can advance payments for healthcare or dependent day care be reimbursed?
No, you pay first, then are reimbursed.
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