To be reimbursed, you must submit proof of payment and an expense reimbursement form to HR Services.  Reimbursements are made through direct deposit with your paycheck. Please see the schedule of deadlines and pay dates.

As a result of recent changes in federal regulations governing flexcomp programs, the College will extend the period of time for which dependent and medical expenses may be reimbursed to include a "grace period" of two and one-half months after the end of the fiscal year (September 15).   All claims must be expensed and paid in full, no later than two and one-half months after the end of the fiscal year (September 15).   Claims must be submitted by September 22 for reimbursement.

Any money in your Flexible Spending Account(s) for the previous fiscal year must be claimed by September 22 or it will be forfeited to the College (in accordance with the IRS "use it or lose it" rule).

Important Points to Remember:

• You can request reimbursement for incurred expenses, up to your annual contribution.
• Pre-tax payroll reductions will continue throughout the year.
• You can submit claims for eligible expenses you paid during the plan year (July 1 through June 30) plus expenses paid throughout the "grace period" (July 1 - September 15) up through September 22.
• The actual service or purchase, as well as your payment, must occur either within the fiscal year or during the "grace period" in which your salary or wage is being reduced and may not have been made prior to your employment at Dickinson.
• Any money left in either account at the end of the "grace period" of September 15 and not claimed by September 22 will be forfeited by law.
• With the exception of changes in family status, you cannot change or suspend the amount of money you direct into the account after the enrollment period.
• You cannot transfer funds between your Health Care Expense Account and your Dependent Care Expense Account.

Health Care Expense Account

A healthcare (medical/dental/vision) FSA allows you to set aside money on a pre-tax basis to pay for out-of-pocket health, dental or vision expenses that are not covered, or are only partially covered, under the College’s plans, including plan deductibles and co-payments, prescription and over-the-counter drugs, eyeglasses and frames, orthodontia and uncovered expenses by spouses or other eligible family members who may be covered by a non-Dickinson College medical plan. Your contributions are deducted from your pay before taxes are withheld.  Full-time employees may contribute up to $5,000 per year, but you should plan your contributions carefully based on predictable medical, dental and vision expenses, because the Internal Revenue Service (IRS) requires that any money left unclaimed in your account at the end of the plan year's "grace period" be forfeited. Please also note that some types of medical expenses, e.g., cosmetic surgery, vitamins (even if recommended by a physician), and certain other expenses are not reimbursable expenses under IRS rules concerning FSA’s.  Please discuss any planned expenditures with HR Services before committing large sums of money to your FSA.

For example, assume  you choose to have $100 per month ($1,200 per year) of your pay deducted from your salary on a pre-tax basis and placed into your health care expense account by the College.  Throughout the year you can use this account to pay for up to $1,200 of charges for such medical expenses as dental checkups, dental work, annual medical exams, eye glasses or contact lenses, hearing exams, hearing aid and deductibles for coinsurance, or other expenses authorized by the IRS (for a complete listing view IRS Publication 502).

Examples of Health Care Allowable Expenses

• Physician Fees (not covered by insurance) to include medical doctors, dentists, opticians, psychiatrists, etc.
• Registered Nurse fees
• Acupuncture
• Alcoholism and Drug Treatment
• Ambulance
• Artificial Limbs
• Birth Control Pills
• Braille Books
• Guide Dog
• Capital Expenses (e.g., home improvements for ill or physically impaired)
• Chiropractors
• Eyeglasses and contact lenses
• Hearing Aids
• LASIK (laser eye surgery)
• Lodging - medical expenses, meals and lodging at hospital or similar institutions if main reason is to seek medical care
• Long-Term Care Insurance premiums (annual IRS limits based on age)
• Nursing Home Expenses
• Over-The-Counter medications used to treat a medical condition (medications include those for: allergy relief, cold relief, diabetic treatment, eye and ear treatment, foot treatment, hemorrhoid relief, lice treatment, pain relievers, smoking cessation, stomach remedies, toothache relief, topical products, wart treatment and yeast treatment) Effective January 1, 2004
• Oxygen
• Prescription medications
• Telephone - special equipment for the deaf
• Therapy
• Transplants
• Transportation - primarily for obtaining medical care (may include bus, taxi, train or plane fare plus parking expenses and tolls, etc.)
• Tuition fees for special schooling for learning disabled caused by a mental or physical handicap
• X-rays

• Cosmetic Surgery (e.g., hair transplant or hair removal, face lift operation, liposuction)
• Cosmetics
• Dancing or Swimming lessons
• Diaper Service
• Dietary supplements (herbal, homeopathic or naturopathic remedies, minerals, nutrients, vitamins, amino acids, hormones, enzymes)
• Funeral Expenses
• Hair growth treatment
• Health Club Dues
• Household Help
• Maternity Clothes
• Smoking Cessation Programs (devices, patches, gum & lozenges are allowed after January 1, 2004)
• Medical Expenses included in a Tuition Fee of College or Private School
• Weight Loss Program
• Ear Piercing
• Sleeping aids
• Sun block
• Tattooing
• Toothpaste, Mouthwash, or other Personal Hygiene Products
• Premiums for Health Care other than Dickinson College's (i.e., spouse's or dependent's employer's plan or an individual's health insurance policies)
• Expenses which occurred prior to your employment at Dickinson College

Dependent Care Expense Account

The dependent care FSA allows full-time employees the opportunity to set aside money on a pre-tax basis to pay for the care of a dependent child or adult so that you and your spouse may work, attend school, or seek employment.  The maximum amount anyone can set aside each year is $5,000; however, your personal limit under IRS rules may be less than $5,000.  As with the medical, dental and vision FSA, any amounts you set aside in your dependent care FSA that are left unclaimed in your account at the end of the year's "grace period" will be forfeited.  To be reimbursed you must submit a bill from a dependent care provider who has a tax ID number.  For more information about this program please see HR Services OR view IRS Publication 503.

Examples of Allowable Dependent Care Expenses

• Expenses you pay to someone to care for your dependent(s), either in or outside your home. Expenses for a day care center are allowed.
• Expenses for a nursery school or day care center which provides lunch and educational facilities as part of a preschool child care service are eligible for reimbursement. Such expenses are not eligible for children in the first grade or above.
• Housekeepers who also cook and clean if the major portion of this service is for dependent care.

• Costs for food, clothing, education, or entertainment for the qualifying dependent
• Cost of transporting dependents to the care location
• Expenses incurred before the employee is a participant in the plan
• Expenses for schooling, unless a portion of the payment is for care of the dependent such as a boarding school
• Child support payments
• Babysitting fees to enable you to make doctor's visits
• Babysitting fees to enable you to partake in non-work related social activities
• Boarding school fees paid for healthy child while parent is recuperating from an illness.  Doctor's prescription is immaterial
• Dance, swim, etc. lessons recommended by doctor for the general improvement of your health
• Tuition and travel expenses to send a problem child to a particular school for a beneficial change in environment
• Overnight camp.

Although the information on the Human Resource Services web pages is kept as accurate as possible, it is for information purposes only and is subject to change at any time.  The official documents and policies are maintained in the Human Resource Services office.