Guidelines for Using Your Card - HRA

Guidelines for Using Your Card

Your CONEXIS Visa® Benefit Card provides instant access to the money in your HRA. Use your card to purchase an eligible HRA expense, and funds are automatically deducted from your account.

Use the links below to go to the specific benefit card guidelines.


Activate Your Card

You will receive your Benefit Card in the mail. To help protect you against fraudulent use of your card, activate your card before using it for the first time. Call the number on the attached sticker and then follow the prompts. You will be ready to go in just minutes.


Where to Use Your Card

Your benefit card can be used at thousands of locations. You can use your card at health care providers that have a health care-related merchant category code. These include doctors, dentists, vision care offices, hospitals, and other medical care providers.

You can also use your card at merchants that utilize an Inventory Information Approval System (IIAS). Many national and local grocery stores, discount stores, and pharmacies are IIAS merchants.

Some merchants have implemented a custom IIAS solution and do not appear on the list of IIAS merchants. You may use your benefit card at these merchants as well. If a merchant does not appear on the IIAS merchant list, just ask the merchant if they use an IIAS before using your card.

A merchant category code is an electronic identifier that categorizes the type of merchant where you use your card. During the purchase process, the category information determines if your card can be used at that location.


Paying for Over-the-counter Items

You may use your card to pay for many eligible over-the-counter health care items. OTC health care items include blood pressure monitors, hearing aid batteries, bandages, first aid kits, etc. And you can use your card to purchase prescriptions and insulin, including OTC insulin.

Due to IRS rules for HRAs, your benefit card may be used to purchase OTC medicines only if you present a doctor’s prescription for an OTC medicine to a pharmacist. The pharmacist will then dispense the medicine in the same manner as a traditional prescription and assign an Rx number. If you cannot give the pharmacist an OTC prescription before purchasing OTC medicine, you must pay for the medicine using another form of payment (cash, personal credit or debit card, etc.). Then submit the itemized receipt, the doctor’s prescription, and a completed Request for Reimbursement Form to WageWorks.

Online Tip: If you pay out of your pocket for an eligible HRA expense, log in to your online account and download a Request for Reimbursement Form. Complete the form and then upload it along with your scanned itemized receipt. Be sure to include the OTC prescription if you purchased an OTC medicine.

Important: Eligible HRA expenses vary depending on the employer’s plan. To find out the specific eligible expenses for your HRA plan, review your employer’s Summary Plan Description (SPD).

When you use your card at an IIAS merchant, it can be used to pay for only items identified on a list of HRA eligible expenses maintained by the vendor. When purchasing eligible and ineligible items, you may use your card to pay for the eligible items only. Then use another form of payment to purchase the ineligible items.

Example: You go to an IIAS-participating grocery store with a pharmacy to get a traditional prescription filled and you also want to submit a doctor’s prescription for aspirin. Simply provide both prescriptions to the pharmacist before making your purchase. While you’re at the store, you also pick up bandages, gauze, and hand sanitizer. Your benefit card can be used to pay for the eligible expenses — the prescription and aspirin that was issued as a prescription, bandages, and gauze. However, hand sanitizer is an ineligible expense so you will need to pay for it using another form of payment (cash, personal credit or debit card, etc.).


Save Your Receipts

Keep all receipts for all benefit card purchases. IRS rules require us to verify the eligibility of purchases made with your benefit card — known as transactions. All itemized receipts or other proofs of purchase must include the details below.

  • For office visits and other services — Your health plan’s Explanation of Benefits (EOB) statement or an itemized receipt or bill from the provider that includes the patient’s name, a description of the service, the original date of service, and your portion of the charge.
  • For prescription drugs and prescription over-the-counter medicines — A pharmacy statement or receipt from your pharmacy including the patient’s name, the Rx number, the name of the drug, the date the prescription was filled, and the amount.
  • For over-the-counter health care-related products — An itemized cash register receipt with the merchant name, name of the item/product, date, and amount.

HRA expenses vary depending on your employer’s plan. Some of the expenses listed above may not apply to your plan. Find out your eligible HRA expenses in your employer’s Summary Plan Description (SPD).

Important: Any receipt or other supporting documentation that does not have the information listed above is not acceptable. This includes credit card receipts and canceled checks. If your receipt is lost or not available, most providers can provide a detailed statement documenting HRA eligible purchases.


Keeping Up with Card Purchases

You will receive a benefit card activity statement each month that you have a new transaction, a resolved transaction, or an unresolved card transaction that requires further action. To ensure timely notification, WageWorks will email all card activity statements. Log in to your online account to make sure we have your email address.

Online Tip: Log in to your online account and sign up for Real-time Alerts. You’ll get a message each time you have benefit card activity.


Verifying Card Purchases

Your monthly card activity statement will include a summary of your card activity and a Return Form that you can use to verify your unresolved transactions requiring action. Simply follow the Return Form directions and submit the completed form with your supporting documentation by the date noted on the form.

Tip: The easiest way to verify a card purchase is by using your smartphone or tablet upload a photo of your supporting documentation. Visit our Mobile Services page for details on how to get this app!

Important: Failure to submit proper documentation will result in the deactivation of your benefit card. If your card is suspended, any following non-card (paper) claims will be used to resolve the balance you owe. These claims will reduce the amount of your reimbursement by the amount of the balance due. Failure to resolve the transaction could result in adverse tax consequences.

Tip: If your card has been deactivated, log in to your online account and resolve all of your outstanding transactions by making a real-time online payment. You can do this with an electronic check. This payment will immediately pay back your HRA plan and will reactivate your benefit card.


Card Receipts Helpful Hints

Most card purchases can now be automatically approved. No need for more paperwork. However, sometimes you will need to submit additional documentation.

When receipts are not needed

  • You purchase your eligible HRA expenses at a grocery store, discount store, or pharmacy that is an IIAS merchant.
  • The HRA expense matches a specific co-pay under your employer’s medical, vision, or dental plan. The transaction will automatically be approved if the amount is up to five times the applicable co-pay amount.
  • Recurring expenses will not result in a request for documentation if the expense equals the same amount, duration, and provider as a previously approved HRA expense.
  • In limited situations, your claim information may be provided through an electronic file from your health, dental, or vision plan.

When receipts are needed

  • If you are covered under your spouse’s health plan and the co-pay for your doctor visit does not match up with the co-pay data provided by your employer’s health plan, WageWorks will ask for documentation to verify the benefit card transaction. The co-pay must match your specific co-pay under your employer’s plan. It is not sufficient if the transaction amount matches a co-pay amount under any health plan option provided by your employer or provided by your spouse’s employer.
  • Expect a request for documentation if your co-pay amount exceeds the maximum transaction amount — five times the maximum co-pay for the benefit type. For example, you purchase seven prescription drugs at the same time. You will be required to provide supporting documentation for the entire transaction for seven prescriptions.
  • In rare circumstances, a card purchase made at an IIAS merchant may fail to process properly. If this happens, you will be required to a submit receipt for the eligible expenses paid for using your benefit card.

If you pay for an eligible health care-related expense using a form of payment other than your benefit card (cash, personal credit or debit card, etc.), you must submit an itemized receipt or other supporting documentation along with your completed reimbursement request form.

Important: Keep all of your HRA expense receipts for your card purchases, even if you believe the purchase meets the requirements noted above.


Co-pay Tips

You may use your benefit card for an amount up to five times the maximum co-pay amount. This includes singe co-pays for a specific benefit and a different co-pay for a specific benefit.

Single co-pay for a specific benefit

  • If a transaction equals a multiple of a specific co-pay, then no additional documentation is required.
  • If the transaction exceeds five times the applicable co-pay amount, documentation is required.

Example: You and your two kids visit the doctor for an office visit. There is a $20 co-pay per person. Swipe your card one time. The $60 transaction will match as a multiple of your co-pay amount and you will not receive a request for additional documentation.

Different co-pay for a specific benefit

  • If a transaction equals a multiple of a co-pay for a particular benefit, or a combination of the co-pays for a certain benefit, then no additional documentation is required.
  • If the transaction exceeds five times the applicable co-pay amount, documentation is required.

Example: Assume your health plan requires a $15 co-pay for generic drugs and a $25 co-pay for brand-name drugs. You use your benefit card at the pharmacy to purchase five prescriptions — three generic drugs and two brand-name drugs. Swipe your card for the $95 purchase. No additional documentation is required because the $95 total is a multiple of a combination of the co-pays for the particular benefit, and the total does not exceed five times the maximum co-pay amount.

Example: Assume your health plan requires a $20 co-pay for prescription drugs. You use your benefit card to purchase seven prescriptions for a total of $140. The $140 transaction exceeds the five times maximum co-pay amount for that particular benefit. Therefore, you must provide documentation for the entire $140 transaction.