Dependent Care Flexible Spending Account

Our dependent care FSA saves you money by allowing you to pay for eligible child or adult/elder care expenses with funds deducted from your paycheck before taxes are applied.  Our FSA plan is administered by PayFlex.

As an added benefit, Carilion contributes $10 per pay period, up to an annual maximum of $260, to your dependent day care FSA when you participate and contribute at least $10 per pay period.

Who Can You Cover

Dependent care expenses for the following dependents are eligible:

• Children under age 13.
• Your spouse (if mentally or physically disabled).
• Any other qualified dependents under the IRS Code, regardless of age, if they are mentally or physically incapable of caring for themselves and live in your home at least eight hours per day.

The FSA cannot be used to pay dependent care expenses for a domestic partner or a child who is not your tax dependent.  This is a federal tax requirement.

What Can You Cover

You can use the dependent care FSA for a variety of care, such as daycare, pre-school, before-school care and after-school care.  The IRS determines which expenses are eligible for reimbursement. Visit the PayFlex website for a list of eligible expenses.

How Much Can You Contribute

• The maximum contribution to the dependent care FSA is $5,000, including the Carilion contribution.
• If your spouse also works for Carilion and participates in the dependent care FSA, you are limited to a combined maximum of $5,000, including the Carilion contribution for each of you.
• The $5,000 per year maximum also includes the amount of any subsidy that Carilion pays on your behalf if you use HoneyTree Early Learning Centers.
• If you go over the $5,000 maximum per year, any amount over $5,000 is taxable to you.

How the Dependent Day Care FSA Works

• You can spend the dollars in your account on eligible dependent care expenses through March 15 of the following year.  It is important to estimate your out-of-pocket expenses carefully, as any dollars not spent by March 15 will be forfeited.
• All claims must be filled by March 31 following the end of the plan year.
• Create a secure account through PayFlex's website to view up-to-date account balance information, make changes to your personal information and order additional cards.
• The dependent care FSA is separate from your healthcare FSA.  You can't transfer funds between the two accounts, if you enroll in both.

If you leave Carilion mid-year, you are able to submit claims for reimbursement for expenses that incurred up to your separation date. You have until March 15 of the following year to submit documentation for reimbursement of  DFSA eligible expenses that incurred up until your separation or retirement date.  

Using the FSA Debit Card

• When you enroll in the dependent care FSA, you'll receive an FSA debit card from our FSA vendor, PayFlex.
• If your provider accepts MasterCard, you may use the debit card for your dependent care expenses.  If your provider does not accept MasterCard, you will need to fill out an FSA claim form and submit it to the vendor to be reimbursed for your dependent care expenses.
• To set up a Personal Identification Number (PIN), call customer service at 888-999-0121.  A PIN can be created at any time.

Creating an Online Account

• There are two ways to create an online account:
  • If you are not an Aetna member, visit PayFlex.com to create an account.  Click on Register and then follow the online prompt.
  • If you are an Aetna member, visit Aetna Navigator at Aetnanavigator.com and access your existing account or create a new account.
• From your online account you can view account balances, file claims, set up direct payment to you or your provider and many more options. Access the Quick Reference Guide for a list of instructions on available options.

When You Still Have Money in Your Account from Last Year

If you still have funds in your FSA account from the previous year, any debit card transactions between Jan. 1 and March 15 will be paid using the previous year's funds. This is to ensure that you do not forfeit those funds.

We encourage you to file claims for the previous year before using the debit card for the current year's expenses.

If You Make an Ineligible Transaction

If you make a purchase that is determined to not be eligible for the FSA, you will need to repay the plan.  Repayment options:

• Send a check to PayFlex to repay the plan.
• Or, submit claims for FSA-eligible purchases you have made out of your pocket to offset the eligible amount.