Reimbursement Accounts
Reimbursement accounts allow benefits-eligible faculty and staff to use pre-tax payroll dollars to pay for eligible health care and/or dependent care expenses. By using pre-tax dollars for these expenses, it reduces overall tax liability and saves you money. The reimbursement accounts are administered by Employee Benefit Plan Administration (EBPA).
Reimbursement Account Guidelines
Reimbursement accounts are regulated by the Internal Revenue Service, which requires Northeastern to administer the plans according to specific guidelines, such as:
At the end of each calendar year for dependent care and March 15 for health care reimbursement, any unused funds are forfeited. For this reason, it is extremely important to make an accurate estimate of future health care and dependent care expenses. Any overestimated funds cannot be returned.
Reimbursement can only be made for IRS-defined eligible expenses.
Participation in the Reimbursement Accounts is voluntary and requires re-enrollment each calendar year during open enrollment. The two types of Reimbursement Accounts are health care reimbursement and dependent care reimbursement.
The Health Care Reimbursement Account allows benefits-eligible faculty and staff to set aside a minimum of $120 and a maximum of $2,500 of pre-tax dollars per calendar year to pay for eligible medical and dental expenses (PDF) not covered by insurance.
Effective January 1, 2011, non-prescription over-the-counter drugs (other than insulin) are no longer eligible expenses under a health care reimbursement account. A list of over-the-counter expenses, both eligible and requiring a prescription, can be found here (PDF). This worksheet (PDF) and comprehensive list of covered items (PDF) will help you determine how much to contribute to your Health Care Reimbursement Account.
Eligibility and Enrollment
For eligibility and enrollment criteria, please refer to the eligibility and enrollment guidelines. If you are eligible and would like to enroll, complete a benefits enrollment form (PDF) and return it to HRM/Benefits at 250 Columbus Place.
EBPA, our FSA administrator, provides:
- Health Care Debit Card
- Online access to account balance and other services
- 24/7 Customer Service
Claim Submission and Payment
Once enrolled in the Health Care Reimbursement Account, claims can be filed. All Health Care participants receive a debit card (PDF). You may request additional cards (PDF). You may use your debit card to pay for eligible health care expenses or file a claim form. When using your debit card, it is very important that you keep receipts and provide them to EBPA when requested. Please use the EBPA Fax Cover Page (PDF) when submitting the substantiation. To file a claim, complete a Reimbursement Account Claim Form (PDF) and attach an itemized bill, containing the name of the patient, provider, dates of service and amount not paid by other insurance, if any. Canceled checks and balance forward statements cannot be used. Completed claim forms must be returned to EBPA at the address or fax number below. Reimbursements are processed weekly.
Direct deposit is available. To enroll, complete the direct deposit form (PDF) and return it to EBPA at the address below.
The claims submitted for health care reimbursement must have a date of service during the calendar year of enrollment or during the grace period which extends until March 15 of the following year. Claims for the prior year and the grace period can be submitted until March 31 of the following year. Unused funds are forfeited if claims are not submitted.
Account statements are mailed on a semi-annual basis at the end of June and the beginning of December. Account information is also available online. Please click here (PDF) for instructions for creating an online account with EBPA.
Remember: Health-care expenses that have been reimbursed cannot be claimed on federal income-tax returns.
EBPA
P.O. Box 1140
Exeter, NH 03833-1140
Phone: 888.678.3457
Fax: 603.773.4415
The Dependent Care Reimbursement Account allows benefits eligible faculty and staff to set aside a minimum of $120 and a maximum of $5,000 in pre-tax dollars per calendar year to pay for eligible dependent care expenses (PDF). This worksheet (PDF) will help you calculate how much to contribute to your Dependent Care Reimbursement Account.
Eligibility and Enrollment
For eligibility and enrollment criteria, please refer to the eligibility and enrollment guidelines. If you are eligible and would like to enroll, complete a benefits enrollment form (PDF) and return it to HRM/Benefits at 250 Columbus Place.
Claim Submission and Payment
Once enrolled in the Dependent Care Reimbursement Account, claims can be filed. To file a claim, you must complete a Reimbursement Account Claim Form(PDF) and attach a receipt, containing the name(s) of the covered dependent, period(s) covered, provider name and address and the provider's tax ID. The claim form can also be used as a receipt if the provider section of the claim form is completed by a dependent care provider. Completed claim forms must be returned to EBPA at the address or fax number below with a cover page (PDF). Reimbursements are processed weekly.
Direct deposit is available. To enroll, complete the direct deposit form (PDF) and return it to the EPBA at the address below.
The periods that reimbursement is claimed must occur during the calendar year for which you are enrolled. Claims for the prior year can continue to be submitted until March 31 of the following year. Unused funds are forfeited if claims are not submitted.
Claims for the Dependent Care Reimbursement Account are processed weekly and made payable to the employee. If claims are submitted for more than what is in the account, a check will be issued for the current account balance. As the account is funded, EBPA will pay the remaining unpaid balance on the claim.
Account statements are mailed on a semi-annual basis at the end of June and the beginning of December. Remember: Reimbursed dependent care expenses cannot be claimed on federal income tax returns.
EBPA
P.O. Box 1140
Exeter, NH 03833-1140
Phone: 888.678.3457
Fax: 603.773.4415