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Click
Here for Debit Card Forms and Applications
Click
Here to Make an Online Payment
Click
Here to Access Your Account
Advantages
to Participant
No longer have to wait for reimbursement
Reduced paperwork and administrative efforts
Easy access to claims and balance information at online
Advantages to Employer
Increased employee participation
Increased participant average contribution
Increased FICA savings based on greater participation and
contributions
Increased employee awareness of benefits and costs
Frequently
Asked Questions
When will I receive my Debit Card?
How
do I use the card?
Where
can I use the card?
Do
I need to keep my receipts for the things I purchase with
my card?
Should
I select Debit or Credit when swiping the card at the point
of sale?
Do
I need to fax or mail follow-up substantiation to Chard
Sndyer after I use my card?
When
are follow-up receipts NOT required?
What
if I'm buying two prescriptions or paying for two office
visits at once?
What
if I use my card at an approved provider and it doesn't
work?
What
types of receipts are acceptable as substantiation for my
purchases?
What
information needs to be on my receipt?
What
types of documentation are NOT acceptable?
What
if I fail to submit my follow up receipts?
What
if I use my card for ineligible expenses?
Will
my card also work for Dependent Care expenses?
How
can I order a second card for my spouse or dependent?
Who
do I contact for more information?
When
will I receive my Debit Card?
Cards
will be mailed to your home address just before the start
of your plan year and will not be active until the first
day of your new plan year. Be on the lookout because
Mastercard requires that the envelope return address be
non-descript. It will not say Chard Snyder on the
outside of the envelope, so be careful not to throw your
envelope away before opening it!
How
do I use the card?
You
may use the card like a credit card when you pay for eligible
expenses at the point-of-service using funds from your FSA,
HRA and/or SmartCommuter plan, as applicable. The
funds are automatically deducted from your account balance
and you still need to submit substantiation for your expense.
The advantage is that you receive the money at the
point-of-service instead of having to pay out of your own
pocket and then wait for a reimbursement to be sent of you.
Where
can I use the card?
The
card will only work at locations with eligible merchant
category codes. Examples of merchants accepting the
debit card are as follows:
-
In-Store Pharmacies
(i.e. supermarkets, retail stores, discount stores) …
your card should work at the pharmacy counter only!
-
Medical and
Dental Physicians
-
Vision Care
Providers
-
Medical Facilities
-
Medical Clinics
-
Hospitals including
Emergency Rooms
-
Dependent Care Providers vendors
who accept MasterCard/Visa
- And
more!
Do
I need to keep my receipts for the things I purchase with
my card?
Yes.
It's important to keep ALL original receipts in an envelope
or folder in your home. You should keep the originals
and mail or fax copies to Chard Snyder as required.
Should
I select Debit or Credit when swiping the card at the point
of sale?
Even
though this card is legally considered a “debit card,” the
card should be swiped as a “credit card” at the point of
sale. When selecting a card type on a MasterCard
swipe box, select “credit card” not “debit card.”
A pin number is not required for this card.
Do
I need to fax or mail follow-up substantiation to Chard
Sndyer after I use my card?
Yes,
you need to fill out the Chard Snyder Debit Card Substantiation
Form along and attach the required debit card receipts --
except in certain cases as described below.
When
are follow up receipts NOT required?
IRS
guidelines require the submission of documentation to prove
the expense was an eligible expense even when you use your
card -- unless :
-
The expense matches your employer's
medical plan* doctor office visit copay(s)
-
The expense matches your employer's
medical plan* pharmacy copay(s)
*
The card will ONLY work for the sponsoring employers health
plans. An individual covered under another health
plan cannot utilize the co-pay auto-adjudication feature.
What
if I'm buying two prescriptions or paying for two office
visits at once?
If
you are buying two prescriptions or have two family doctor
visits at the same time, please have your provider swipe
your card separately for prescription or office visit co-pay
individually -– this will prevent you from having to submit
your receipts after using your card for co-pays at the pharmacy
or doctor's office.
What
if I use my card at an approved provider and it doesn't
work?
You
may be at an approved provider but it is possible that an
incorrect Merchant Category Code (MCC) has been loaded onto
the credit/debit card machine. At that point, you
will need to call our toll-free number located on the back
of your card during normal business hours. Chard Snyder
customer service representatives may be able to do an override
so that transactions from your provider can be approved.
What
types of receipts are acceptable as substantiation for my
purchases?
IRS
approved documentation includes a copy of an Explanation
of Benefits (EOB) from your insurance carrier and/or a receipt
from your provider. Please keep the original documentation
for your records. A copy is acceptable for substantiation
purposes.
What
information needs to be on my receipt?
The
IRS requires the following detailed information be included
on your receipt:
-
The
date the service was provided or incurred - according
to IRS regulations, “incurred” means the date(s) that
you, the participant, or your eligible dependent(s), were
provided with the care that gives rise to the expense
– not the date when you are formally billed, charged or
actually pay for the care.
-
Description of the service provided
– i.e. the type of procedure performed, condition treated
and/or item purchased.
-
Total cost of services provided that
are not covered under your insurance plan.
What
types of documentation are NOT acceptable?
The
following types of documentation are NOT acceptable according
to IRS guidelines:
-
Cancelled checks
-
Credit card statements or credit
card receipts
-
Balance forward statements
In
the event you need to submit claims documentation after
you've used your card, the claims documentation must be
submitted with a completed Chard Snyder Debit Card Substantiation
Form.
Please keep the original documentation for your records.
A copy is acceptable.
What
if I fail to submit my follow up receipts?
If
you do not submit the required substantiation within 30
days, a reminder letter or email will be sent to you.
If you fail to send in the documentation within 60 days,
your card may be cancelled at will by your employer or by
Chard Snyder.
What
if I use my card for ineligible expenses?
If
you use your card for ineligible expenses, you will be required
to reimburse Chard, Snyder the amount that was not covered
by your plan. If you do not repay amounts used for
ineligible expenses, your employer and/or Chard Snyder has
the right to cancel your card and deduct this amount from
your paycheck.
Will
my card also work for Dependent Care expenses?
Yes,
but there are some drawbacks to using the card for dependent
care expenses. If the card is swiped for an amount
that is larger than your current account balance, then it
will reject your claim for insufficient funds. Because
IRS Guidelines prohibit advancing Dependent Care FSA funds,
it may be difficult to use the card for these expenses --
unless you first allow a one-month balance or more to accrue
in your account before swiping your card, so that a reasonable
balance has been established.
How
can I order a second card for my spouse or dependent?
A
second card can be obtained by calling Chard Snyder to request
an application. There is an additional $5 one-time charge
for a second card or replacement card. Once your application
is completed and submitted to Chard Snyder, the request
for an additional card will be processed and the fee will
be applied to your account.
Who
do I contact for more information?
If
you require any assistance with your Debit Card, then please
contact us.
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