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THE MEDICAL COLLEGE OF GEORGIA

ADMINISTRATIVE PROCEDURES

Office of Primary Responsibility - Human Resources - Benefits

Subject: Health Care Flexible Spending Account Enrollment & Reimbursement Appendix E (pg. 9 of 10)

1.0   Purpose: To present the procedures for processing enrollment and reimbursement against an employee’s health care flexible spending account.

2.0   Note: This account is established for MCG employees to set aside pre-tax money for paying medical expenses such as eye exams, contact lenses, glasses, prescription costs etc.  The maximum deduction per year is $3,000.

3.0   Procedure: Enrolling in a Health Care Flexible Spending Account

3.1   Responsibility: Employee

3.1.1         Completes election form within first 31-days of employment, or they can change if there is a change in their family status, or during open enrollment for the following year.

3.2   Responsibility: Benefits Office

3.2.1         Receives Health Care Flexible Spending Account election form.

3.2.2         Creates Flex Spending Account within PeopleSoft.

3.2.3         Executes query from PeopleSoft financials, monthly to monitor accounts and contributions.

4.0   Procedure: Reimbursement from Health Care Flexible Spending Account

4.1   Responsibility: Employee

4.1.1         Completes and submits claim form/request for reimbursement to Benefits, including the required backup document (i.e. receipts, EOBs, etc.).

4.2   Responsibility: Benefits Office

4.2.1         Reviews request for appropriateness and consistency with guidelines for FSAs.

4.2.2         Ensures backup documentation is attached.

4.2.3         Checks query to determine/verify participation in plan and that a deduction bas been taken.

4.2.4         If claim cannot be processed, returns request to employee with explanation of why expense cannot be reimbursed (i.e. cosmetic procedures cannot be reimbursed).

4.2.5         Submits Request for Reimbursement to Accounts Payable.

4.3   Responsibility:  Accounts Payable

4.3.1         Processes check request by verifying appropriate signatures (Benefits Specialist and Manager) and then processes through PeopleSoft.

4.3.2         Mails check to employee’s home address.

Departments and Units  | Medical College of Georgia

Please email comments, suggestions or questions to:
HUMANRESOURCES_DIR_OFFICE@mcg.edu
July 18, 2006