To make sure your claims are processed quickly, please make sure that your receipts and documentation include the following five pieces of information:
Please note that not every claim is approved.
An itemized receipt is a receipt that contains the following five pieces of information:
We may ask you for an itemized receipt in order to verify that your transaction was for an eligible expense per IRS guidelines.
Try to make it a habit to submit your reimbursement request on a regular basis, like right after the expense occurred, or once a month. Once your plan year is over (for most, that is the end of the calendar year, but check with your employer to be sure), you may still be able to request reimbursement for a certain time, called "run-out." Requests for reimbursements need to be filed before the end of the run-out period for your plan or during the grace period, if applicable.
You need to incur all expenses prior to the end of the plan year. If your employer offers you a grace period, you have an additional 2½ months after the end of the plan year to incur expenses. If your employer offers you the Carryover option, you may carry over up to $500 in your account to the next plan year.
We recommend you log into your WageWorks to check your plan year end date. Check the Dashboard tab to see both the “Use It By” date as well as the “Claim It By” date for each of your benefit accounts.
WageWorks will send you an email when we receive your claim documentation to let you know it’s in the processing queue. Your claim will be processed in two to three business days. Once your claim has been processed, it will be visible in your WageWorks account. It takes an additional two to three business days for your reimbursement to be issued.
If your claim is denied, WageWorks sends you a notification (via email or regular mail, depending on the contact information in your WageWorks account) within 24 hours of the claim being processed. Please log into your WageWorks account for more information and to make sure your contact information is current.
You can also set your communication preferences to receive notifications by email or text message. Please remember that a claim will only be denied if it appears that your expense was not eligible. You can always check eligible expenses here or submit a receipt to verify that your expense is eligible.
It’s easy! Submit your mileage claims along with a Pay Me Back form, or with an Explanation of Benefits (EOB). Claims need to match the mileage reimbursement to a service and its date.
Please include the following information with your mileage claim:
The IRS determines the mileage reimbursement rates for healthcare based on the date the service is incurred. As of January 1, 2016, mileage for travel to/from eligible healthcare services is $0.19 per documented mile. Many web-based mapping tools (e.g., Google Maps, Mapquest) can calculate your mileage.
There are two ways to submit a receipt for reimbursement:
Here’s how to sign up for direct deposit:
It's important to double-check your bank account information when signing up for direct deposit since payments are made strictly on the account information you provide. Please note that not all employers' programs allow for reimbursement payments by direct deposit. If you don’t see direct deposit as a payment option when you log into your WageWorks account, your employer may not allow for reimbursement payments to be made by direct deposit.
It's always a good idea to file a claim as soon as possible. Depending on your program and the nature of your claim, time limits vary. Once your plan year is over (it’s usually the end of the calendar year, but check with your employer to be sure), you may still be able to request reimbursement for a certain amount of time, called a run-out period.
Requests for reimbursements need to be filed before the end of the run-out period for your plan or during the grace period, if applicable. You need to incur all expenses prior to the end of the plan year. If your employer offers you a grace period, you have an additional 2½ months after the end of the plan year to incur expenses. If your employer offers you the carryover option, you may carry over up to $500 in your account to the next plan year.
Check your plan year end date by logging into your WageWorks account. Check the Dashboard tab to see both the Use It By date as well as the Claim It By date for each of your benefit accounts.
Your reimbursement options are usually determined by your employer. To view or change your reimbursement options:
If your employer provides reimbursement information on your behalf, you will see a message with instructions for changing your reimbursement options. If you don't see this message, you may enter your bank information to have reimbursements deposited directly into your bank account or have a check mailed to you. Don't forget to click Save Changes.
Your employer determines which expenses are eligible for reimbursement. Typical eligible expenses include: