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How to Use a Flexible Spending Account After You First Enroll

Bymfulton Updated on

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Upon enrolling for the first time in a flexible spending account, you will receive a greeting email from Navia, the FSA vendor, at the email address in your Workday profile.

It will include instructions on how to access the Navia Benefit Solutions website at https://naviabenefits.com. You will also be notified when your Navia debit card has been mailed to you.

  1. First-time users should click Register to set up an account on https://naviabenefits.com
  2. It will ask you for your Employer Code (provided in the email) and your contact information.
  3. Once you set up an account, you will be able to log in to view your balance, submit claims, and request a replacement card if needed.

Unlike Health Care FSA’s, Dependent Care FSA’s are not pre-funded, instead you can only be reimbursed up to the amount actually deducted from your paycheck.

Using your FSA for the First Time

For monthly paid employees, your first contribution will come out of your October paycheck and if you are a biweekly paid employee your first deduction will come out of your first September paycheck. You should wait until after this contribution to use your Navia debit card for Dependent Day Care expenses. You may use your Health Care FSA debit card right away.

Using your debit card:

  • Health Care FSA: Health Care FSAs are pre-funded, meaning your debit card will be approved for any amount up to the amount you elected for the year. Most of your Health Care FSA point-of-sale transactions will not require documentation, however, you should keep receipts for all of your eligible expenses. If you purchase something at a 90% Rule Merchant, you may need to provide documentation to substantiate the claim. 90% Rule Merchants are pharmacies, grocery stores, and other merchants that can accept the debit card, but don’t have the ability to verify that the expenses are eligible.
  • Dependent Day Care FSA: If your daycare invoice is more than the amount you are contributing to the FSA monthly, your card will be declined until you have enough funds in the account to pay the full invoice.
  • If you use your debit card and Navia requests supporting documentation or does not recognize the charge to your debit card as an eligible expense, you may have to submit documentation of the invoice or receipt to substantiate the charge.

Filing a Claim for Reimbursement:

If you have an eligible expense and did not use your debit card to pay the expense, you will need to file a claim. To file a claim, you can log into your account and click Submit a Claim. Your flexible spending account can then be used as a reimbursement account to refund you for the expense.

  1. In order to receive reimbursements as direct deposits into your bank account, you should set it up before your first claim submission. Log in and click on your account name in the top right corner. Select “Update bank info”. Add your Bank Account for direct deposit. It can take up to two days for Navia to verify your bank information.
  2. Click, My Tools, Submit a Claim in the main menu.
  3. Select “Claim” to initiate a reimbursement request.
  4. The Claim documentation must include the Date of Service, Type of Service, and Cost of Service.

View the Tutorial Videos on the Navia website for more information.

Reminder: Grace Period Reminder for Existing Customers

Due to the Covid-19 Relief bill, if you had an FSA in the FY20 and FY21 plan year, you have 12 months after the plan year ends to incur medical costs or dependent day care costs and submit claims to your healthcare FSA. This extension is valid for plan years ending in 2021 (plan year ending 08/31/2021). This means any eligible expenses incurred in plan year 2022 (09/1/2021 – 08/31/2022) can be applied to your plan year 2021 FSA (09/1/2020 – 08/31/2021). This change gives you an additional 12 months to incur expenses and claim your FSA dollars. Submit your eligible claims for reimbursement prior to 8/31/2022.

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