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Employee Benefits FAQs

Please refer to your organization’s Summary Plan Description for a complete summary of how your plan operates.

If your question has not been answered above, please contact one of our Customer Service team members at 1.800.300.1672 or email us.

Website Information
Q: How do I access my account to check my balance and history or enter an online claim?
Q: Where can I access the forms I need?

Eligibility/Election Information
Q: Can I change my annual election?
Q: How do I change my annual election if I am eligible for a change?

Claims Submission
Q: How do I submit a claim?
Q: Can I fax my claim in?
Q: Can I email my claim in?
Q: How will I know if my fax has been received?
Q: What if my claim exceeds my annual election?
Q: Can I submit a claim before the contributions have been received?
Q: What is the deadline for submitting claims for the plan year?
Q: Do I have to wait until the year ends to submit my claims?
Q: My provider is requesting a prepayment. Can I claim this amount before I receive the product or services?
Q: My monthly orthodontics payments will last into a new year. Are the expenses eligible in the next year?
Q: What is the current reimbursement rate for mileage?

Claims Expense Documentation
Q: What is the incurred date of a service or product?
Q: Should I submit the original documents to substantiate my medical/dental expense account claim?
Q: What is acceptable documentation to substantiate my claim?
Q: My provider has given me a pre-estimate. Can I submit it for reimbursement?

Reimbursement
Q: Can I choose to have the requested reimbursement deposited directly into my bank account?
Q: When will I receive my reimbursement?
Q: What happens if I don’t claim all of my contributions by the end of the plan year?



Website Information - back to top
Q: How do I access my account to check my balance and history or enter an online claim?
A: In order to log in you will need your Username and Password. Most employers provide the social security number for account identification. In this case, you would want to use your social security number as your Username and the last four digits of your social security number as your password. Please click here to log in.

*If you are a state employee your initial username will be your employee ID number plus the last four digits of your social security number. Your initial password will be the last four digits of your social security number. Please click here to log in. - back to top

Q: Where can I access the forms I need?
A: All forms are located on our website. Please click here for a listing and access to all forms. - back to top



Eligibility/Election Information - back to top
Q: Can I change my annual election?
A: The guidelines for this depend on the type of account. Medical and dental elections can be changed if there is a qualifying event (ex: birth, marriage, etc.) Daycare elections can be changed if there is a significant change in daycare expenses (either a significant increase or decrease.) Transit accounts can be changed monthly as needed. For questions regarding specific situations, please call Customer Service. Refer to your Summary Plan Document for a complete listing of allowable Qualifying Events. Please note: Changes cannot be made retroactively and must be consistent with the qualifying event (ex: for the birth of a child, the election can be increased, but cannot be decreased.) - back to top

Q: How do I change my annual election if I am eligible for a change?
A: If you have experienced a qualifying event or significant cost change per the plan’s guidelines, you can request the change by completing the Change in Participation form. To access the form, please click here. - back to top



Claims Submission - back to top
Q: How do I submit a claim?
A: Our system now offers you the option of entering your claim online after you have logged in to your personal account. During the process, you can choose the method (mail or fax) of submission for your substantiating documents. In order to submit a manual claim you would complete a Reimbursement Request Form (please click here to access the form.) With the completed request form, you should submit all documents necessary to substantiate your claim. You can then mail or fax it to the destinations that are listed on the request form. Please remember that all reimbursement requests must be signed and dated to be processed. - back to top

Q: Can I fax my claim in?
A: Yes, claims can be faxed to 612.253.6622. - back to top

Q: Can I email my claim in?
A: Because email is not a secure method of submission, we do not advise it for those who are concerned with guaranteed privacy of their submission. For participants where this is not a concern, if you wish, claims can be sent as an attachment to: benefits@eidebailly.com. - back to top

Q: How will I know if my fax has been received?
A: All claims received by fax can be viewed when accessing your online account information within 48 business hours. - back to top

Q: What if my claim exceeds my annual election?
A: If you submit a claim that exceeds your annual election, it will be processed and any available funds will be reimbursed to you. Any amount over your annual election will not be reimbursed. - back to top

Q: Can I submit a claim before the contributions have been received?
A: You can submit claims at any time; however daycare and transit account reimbursements cannot exceed your current contributions to these accounts at any given time. Any unpaid amounts would be reimbursed at a later date as additional funds are received through your payroll deductions. Your medical/dental election amount is available in full for reimbursement as of the first day of your plan year. - back to top

Q: What is the deadline for submitting claims for the plan year?
A: Each group decides what the grace and/or run out periods their plan will follow. For group specific grace and run out period information please refer to your organization’s Summary Plan Description or contact Customer Service. - back to top

Q: Do I have to wait until the year ends to submit my claims?
A: No, you can submit the request for reimbursements at any time after the cost of the service or product has been incurred. - back to top

Q: My provider is requesting a prepayment. Can I claim this amount before I receive the product or services?
A: Generally no. However the IRS has made an exception to this rule regarding orthodontia. Prepayment for orthodontia can be reimbursed with proof of payment to the provider. - back to top

Q: My monthly orthodontics payments will last into a new year. Are the expenses eligible in the next year?
A: Yes, monthly adjustments and their payments can be claimed in the following year if services are still being provided. - back to top

Q: What is the current reimbursement rate for mileage?
A: 23 cents per mile for 2012 - back to top



Claims Expense Documentation - back to top
Q: What is the incurred date of a service or product?
A: The incurred date of service is the date on which the service or product has been received. Billing and paid dates of a claim are not the dates that determine incurred date. - back to top

Q: Should I submit the original documents to substantiate my medical/dental expense account claim?
A: Original documents are not required, we do accept copies. Additionally, you should make sure that you are keeping a copy for your records in the event of an IRS audit. - back to top

Q: What is acceptable documentation to substantiate my claim?
A: A good general guideline is that the documentation submitted should include the original date(s) of service, the type of service or product and the patient responsibility of the amount incurred. Examples of this would be itemized statements and Explanations of Benefits. Credit card receipts, Received on Account or Billing Statements are generally not acceptable because they do not include the required information. - back to top

Q: My provider has given me a pre-estimate. Can I submit it for reimbursement?
A: No. The service or product must be provided prior to your request for reimbursement per IRS guidelines. - back to top



Reimbursement - back to top
Q: Can I choose to have the requested reimbursement deposited directly into my bank account?
A: Yes. If you would prefer direct deposit, you can request it by completing the Direct Deposit Form and submitting it by mail or fax with a copy of a voided check. To access the form, please click here. After receipt of the request, all future claims will be directly deposited into the specified account. Future changes of account will require a new form be submitted. - back to top

Q: When will I receive my reimbursement?
A: Each group has an established reimbursement schedule. For your group’s specific reimbursement schedule information, please contact Customer Service. - back to top

Q: What happens if I don’t claim all of my contributions by the end of the plan year?
A: Per IRS guidelines, any funds that remain in the account after the plan’s grace and/or run out periods are forfeited. - back to top