EBPA, a third-party provider, administers UVM's Flexible Spending Account program. If your claims processing is delayed, call EBPA at 888-678-3457. Customer service is available 8 am to 5 pm EST. Alternatively, you may be able to find help by e-mailing firstname.lastname@example.org, or visit the EBPA website.
Flexible spending accounts run on a January through December calendar-year cycle. In order to be reimbursed, expenses must be incurred during the particular calendar year in question, and claims must be submitted by the following March 31. Remember: federal law stipulates that funds not used during the calendar year or not submitted by the following March 31 will be forfeited.
Claims may be submitted online through the EBPA reimbursement portal. Claims submitted by noon Tuesday will be reimbursed (direct deposit or check mailed) by the following Monday.
Details and Examples
- Participants may roll over up to $500 of unclaimed funds in a Flexible Spending Account for healthcare into a new account for the next calendar year.
- Any amount over $500 will still be subject to the "use it or lose it" rule.
- The federal government is only allowing the rollover of funds in a flexible spending account for healthcare.
- Funds in a dependent care account cannot be rolled over.
Example: Meredith set aside $2,600 in a flexible spending account to cover healthcare expenses for herself and her two daughters during the calendar year. For a variety of reasons, her healthcare expenses are much lower than she anticipated and by December 31 she has only $1,950 worth of eligible expenses. In this scenario, Meredith will be able to roll over $500 into a new FSA to reimburse healthcare expenses incurred in the next calendar year and she will forfeit $100.
Open a Flex Spending Account
- Use the FSA Estimating Worksheet to determine how much money you should set aside in your account(s).
- Complete the FSA Enrollment Form, can be found within the Forms section.
- If your child is enrolled in the Campus Children's Center, print and complete the 2018 FSA Enrollment Form for the Campus Children's Center, then send that to HRS.
Manage Your Flexible Spending Account Online
EBPA's website allows employees to review general FSA information, print forms, or e-mail EBPA's FSA customer service department with inquiries.
Log in for the First Time
- In the Username field, type the number 99, followed by your seven-digit UVM employee ID number. If you don't know your number, you can find it on your "View Paycheck" page under "Self-Service" in PeopleSoft Human Resources.
- Leave the Password field blank. Click Login.
- Complete the required fields and create a password for your account to be used for future logins.
Access Claim History and Account Balance
- Visit www.ebpabenefits.com.
- Under My EBPA Member Access, select Click here to log in.
- Enter UVM as the Employer Name, and click Submit.
- Click on "Flexible Spending Account."
- Click on "Login."
- Under "To access your personal Claim History and Account Balance Information," select "Click Here to Log in" and follow the appropriate directions below.
- In the Username field, type your Username (the number 99 followed by your seven-digit UVM employee ID number.)
- Type the password you have established for this site and click "Login."
- If you have forgotten your password you can click on the "Password Help" icon, enter your Username, and have your password e-mailed to you.
- If you are an existing member having trouble logging in, e-mail email@example.com for assistance.
File a Claim
You can be reimbursed for health care claims (but not dependent care claims) in excess of your accrued balance to date. However, you may not be reimbursed through a Flexible Spending Account for any health care expenses you itemize on your Federal Income Tax Return.
- You must have itemized bills or health plan statements for each expense. The itemized bill must contain the name of the patient, provider, show the date(s) and the type of service. Canceled checks and balance forward statements cannot be used for claim purposes.
- All reimbursements will be made payable to you.
- Each reimbursement check stub serves as a statement of account.
- Statements of account will be issued quarterly. Statements/account information is available online.
Filing Your Health Care Claim
PO Box 1140
Exeter, NH 03833-1140
ph: (888) 678-3457
fax: (603) 773-4415
- Complete the personal information requested on the Health Care Reimbursement Request Form which can be found in our forms library (name, address, employee ID number). Your employee ID number is the 7-digit number from PeopleSoft which may be found in PeopleSoft Human Resourcesunder Self Service > Payroll and Compensation > View Your Paycheck. This number should be placed after the 99- which is pre-printed on the reimbursement form.
- If an expense is covered in part by a health plan, the balance may be submitted for reimbursement only after all health plan benefits from all sources have been paid. List expenses and attach the itemized bill or health plan payment.
- If no health plan applies, write none in the plan payment column.
- Calculate the amount of reimbursement due by subtracting the plan payment from the actual billed amount.
- Sign and date the reimbursement request.
- Scan the completed form and documentation into a file (a .pdf file, for instance), and submit the file online through the EBPA reimbursement portal. When uploading claims do not use the “Need a Healthcare Form” or “Need a Dependent Care Form” on the EBPA portal. Use the “UVM Health Care Reimbursement Form” only. If you prefer not to submit online, you may mail or fax the completed form and documentation to:
File a Claim for Your Dependent
You cannot be reimbursed for dependent care claims in excess of your accrued balance to date.
Eligible Dependent Care Expenses
Dependent care expenses eligible for reimbursement must meet the following criteria:
- The maximum reimbursement is the lowest of the following:
- The employee’s earned income for the plan year;
- The spouse’s earned income for the plan year;
- $5,000 (or $2,500 for married employees who file separate tax returns).
- The expenses are necessary to enable you and your spouse to work.
- Your dependent must be under age 13 or physically or mentally incapable of caring for himself or herself.
- Your dependent is eligible to be claimed as a dependent on your Federal Income Tax Return.
- Your payments are not made to a person you claim as a dependent.
Filing Your Dependent Care Claim
PO Box 1140
Exeter, NH 03833-1140
ph: (888) 678-3457
fax: (603) 773-4415
- Complete the personal information requested on the Dependent Care Reimbursement Request Form which can be found in our forms library (name, address, employee ID number). Your employee ID number is the 7-digit number from PeopleSoft which may be found in PeopleSoft Human Resources under Self Service > Payroll and Compensation > View Your Paycheck. This number should be placed after the 99- which is pre-printed on the reimbursement form.
- Attach an itemized bill, copy of a cancelled check or have the provider sign the form.
- List the tax ID Number for each person providing the care.
- List each provider on a separate line.
- Scan the completed form and documentation into a file (a .pdf file, for instance), and submit the file online through the EBPA reimbursement portal. When uploading claims, do not use the “Need a Healthcare Form” or “Need a Dependent Care Form” on the EBPA portal. Use the UVM “Dependent Care Reimbursement Request Form” only. If you prefer, you may mail the completed form and documentation to:
Note: On your Federal Income Tax Return, you will be required to supply the name, address and taxpayer identification number of the dependent care provider.