News
CHANGE IN DEBIT CARD SUBSTANTIATION PROCEDURES
Effective immediately, HFS Benefits is introducing new procedures for debit card transactions. The new process will streamline requests for substantiation as required by the IRS. HFS Benefits takes every measure to clear transactions without having to submit documentation.
Current Method
HFS Benefits notifies participants each time a debit card transaction requires substantiation. Two reminder letters are sent. Cards will be temporarily deactivated after 60 days if proper documentation is not received.
New Process
Participants will now need to proactively submit receipts on a debit card substantiation form for all transactions requiring documentation. HFS Benefits will send a monthly statement if you have any pending transactions. Participants may also submit receipts along with the monthly statement. To avoid debit card deactivation, required documentation must be submitted within 60 days of the date of the transaction. The following overview will assist in managing your debit card:
Easiest - use the card at any of the following vendors and you will not be asked for documentation. The card will only work for qualified expenses at these vendors:
- Walmart
- Sam's Club
- Drugstore.com
- 1800contacts.com
- Walgreens
- Happy Harry's
- Express Scripts
- AdvancedRx.com
- VisionDirect.com
- 39DollarGlasses.com
- Caremark.com
- Pharmacare
- Medco
HFS Benefits will notify participants as additional vendors agree to participate in this automatic substantiation system.
Easier - use the card for copayment amounts due under your plan and you will not be asked for documentation. If other non-copay transactions are included on the same card transaction you will be required to submit for all of the charges including the copay. Also, recurring transactions that have been previously substantiated prior to the new transaction will not require documentation.
Easy - when you use your card for any other expense or vendor, complete the Debit Card Substantiation form and send to HFS Benefits with a copy of the receipt. To avoid delay in clearing the transaction, send the form within 30 days of the purchase.
HOW DO YOU GET REIMBURSED WHEN YOU DO NOT USE THE DEBIT CARD?
Simply complete a copy an FSA claim form and send along with your receipts as instructed. Please do not use the Debit Card Substantiation Form for these expenses. They will not be reimbursed if the wrong form is used.
Reminders:
- Make copies of the personalized claim forms.
- Credit Card receipts or cancelled checks cannot be accepted as receipts.
- Receipts from the provider must show description of the purchase and a date of service.
- Do not use a highlighter on the submission. (appears black on a fax)
- Do not send original receipts. Copies of all receipts should be on 8.5" x 11" paper.
Please contact us with any questions regarding this information