News From FlexBenefit Administrators

The IRS released the 2013 inflation adjustments for HSAs.

The IRS released the 2013 inflation adjustments for HSAs.

2013 Annual Contribution Limit:
 Single coverage: $3,250 (up from $3,100 in 2012)
Family coverage: $6,450 (up from $6,250 in 2012)
2013 Minimum Deductible for HDHP:
 Single coverage: $1,250 (up from $1,200 in 2012)
Family coverage: $2,500 (up from $2,400 in 2012)
2013 Maximum Out-of-pocket:
 Single coverage: $6,250 (up from $6,050 in 2012)
Family coverage: $12,500 (up from $12,100 in 2012)

News From FlexBenefit Administrators

IRS announces new HSA limits for 2012

The maximum HSA contribution limits will increase for all eligible account holders. This is great news for people who want to maximize their pre-tax savings and invest more fully in their healthcare needs! Whether individuals choose to fully fund their account, or simply make smaller contributions to their HSA, this information should be of interest to both employers and employees.  To read more on the 2012 HSA limits please click on the link below.

https://www.yourhsasolution.com/hsa-resources/announcements/irs-releases-2012-hsa-contribution-and-hdhp-deductible-limits/

http://www.irs.gov/pub/irs-drop/rp-11-32.pdf

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COBRA NEWS: IRS Issues Revised Guidance on Form W-2 Health Coverage Reporting

Health care reform requires employers to report the aggregate cost of employer-provided health coverage on each employee’s W-2, beginning with the 2012 tax year (i.e., W-2 forms generally issued in January 2013). In 2011, the IRS issued interim guidance on the W-2 reporting requirement. In response to public comments, the IRS has now restated and amended its guidance to clarify several points and address additional issues. The revised guidance is applicable beginning with 2012 reporting but may be relied on by employers voluntarily reporting for 2011, and is effective until further guidance is issued. Here are some highlights.  To read more on the 2012 COBRA reporting please click on the link below.

http://www.ebia.com/News/20776

http://www.irs.gov/pub/irs-drop/n-12-09.pdf

News From FlexBenefit Administrators

IRS Announces 2012 Standard Mileage Rates, Most Rates Are the Same as in July

 IR-2011-116, Dec. 9, 2011

WASHINGTON — The Internal Revenue Service today issued the 2012 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes.

Beginning on Jan. 1, 2012, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:

  • 55.5 cents per mile for business miles driven
  • 23 cents per mile driven for medical or moving purposes
  • 14 cents per mile driven in service of charitable organizations

The rate for business miles driven is unchanged from the mid-year adjustment that became effective on July 1, 2011. The medical and moving rate has been reduced by 0.5 cents per mile.

The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile. The rate for medical and moving purposes is based on the variable costs as determined by the same study. Independent contractor Runzheimer International conducted the study.

Taxpayers always have the option of calculating the actual costs of using their vehicle rather than using the standard mileage rates.

A taxpayer may not use the business standard mileage rate for a vehicle after using any depreciation method under the Modified Accelerated Cost Recovery System (MACRS) or after claiming a Section 179 deduction for that vehicle. In addition, the business standard mileage rate cannot be used for more than four vehicles used simultaneously.

These and other requirements for a taxpayer to use a standard mileage rate to calculate the amount of a deductible business, moving, medical or charitable expense are in Rev. Proc. 2010-51.

Notice 2012-01 contains the standard mileage rates, the amount a taxpayer must use in calculating reductions to basis for depreciation taken under the business standard mileage rate, and the maximum standard automobile cost that a taxpayer may use in computing the allowance under a fixed and variable rate plan.

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Account Payment

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Thank You

Thank you for your payment.

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Make a Payment

We are excited to offer you the convenience of an online payment system. This system is available for all participants, no matter what line of service we provide for you! Please note there is a $30 fee to use this feature.

Click Here To Make A Payment »

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Your FBA Benefits Card

If your employer makes the FBA Benefits Card option available, you may have a card issued to you and your eligible dependents. The medical debit card facilitates the process of paying for eligible expenses and services by eliminating the need to wait for reimbursement (no out of pocket expenses!) but it also automates certain IRS substantiation requirements. This means less paperwork and hassle for you!

For a quick reference list of vendors who accept the FBA Benefits Card, please reference the SIGIS Website. This website is the most up to date point of reference.

Link to SIGIS Website Here »

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Risk Solutions

The complexity of implementing and designing your benefits plans can be a daunting task. Let us relieve the burden by offering solutions to ensure your plan fits your needs white remaining compliant with IRS Regulations.

We offer the following services to reduce your compliancy risks:

  •   Preparation of 5500 Forms
  •   Discrimination Testing
  •   FSA/HRA/HSA Plan Designs
  •   Summary Plan Description Preparation
  •   Plan Document Revisions
  •   Custom Plan Design Assistance

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Transportation Plans

Also known as a Commuter Reimbursement Account, or Parking and Transit Spending Account, a Transportation Plan allows employees to have pre-tax deductions payroll deductions taken and used for reimbursement of qualified parking expenses, transit passes and commuter vanpool expenses.

Eligible transportation and parking expenses include:

  • Public transportation to and from work including trains, subways and buses
  • Transportation to and from work in a commuter vanpool
  • Parking near your work or near public transportation

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Simple Cafeteria Plan

Effective for plan years beginning after December 21, 2010 the Health Care Reform law allows eligible small employees to establish a new type of cafeteria plan called a Simple cafeteria Plan. Compliance with the cafeteria plan nondiscrimination rules has been problematic for many small employers and as a result, this new plan can now make cafeteria plans a more practical benefit option for them. Simple cafeteria Plans eliminate that problem by providing a safe-harbor plan design that ensures compliance with nondiscrimination rules.

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Medical Expense Reimbursement Plan (MERP)

Section 105 of the IRS Code may be one of the best-kept secrets for managing your company’s healthcare costs. The Medical Reimbursement Plan (MERP) under this code provide sole proprietors, partnerships, C corporations and limited liability companies (LLCs) a full tax deduction for employee medical benefits.  This includes premiums paid to fund employee/dependent health insurance and other non-insured medical expenses (e.g. dental, vision care).

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Additional Services

In addition to our strong FSA, HRA and HSA platform programs, we offer several other administration programs to assist our clients in promoting effective employee benefit package. As with all other administrative services, optimal flexibility is provided along with the highest level of customer service.

Additional administrative services include but are not limited to:

We strive to meet each of our client’s unique needs by providing personable administrative services. If you have a need for an administrative service that you do not see listed on our website, please contact our office for assistance for additional assistance.

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Premium Only Plans (POP)

Premium Only Plan’s  - At A Glance

An IRS Section 125 Flexible Benefit Plan allows employees to pay for benefit premiums with pre-tax dollars. This is often referred to as Premium Conversion or Premium Only Plan (POP). Examples of premiums that can be deducted from the employees' paychecks on a pre-tax basis are as follows:

  • Health Insurance
  • Dental Insurance
  • Vision Insurance
  • Disability Insurance
  • Group Term Life Insurance
  • Accident Insurance
  • Cancer Insurance
  • Other Voluntary Benefits

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Brokers & Consultants

Information for Brokers and Consultants

As a customer service focused company, our goal is to provide only concierge level customer service and excellent administration services. To do this, we maintain a deep knowledge of each clients culture and core values in order to have a complete understanding of who they are as a client and implement a plan design that work best for them and their employees. Our clients are our number one priority; they are the reason we are still in the business of third party administration over 25 years later.

  • What We value Most
  • Commitment to Our Roots
  • Commitment to Our Clients
  • Commitment to Growth

We look forward to the opportunity to be of service to you and your client, whether you are a current partner with us or new. Welcome to the family.

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Limited FSA / HRA Plans

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Health Reimbursement Arrangements (HRA’s)

Health Reimbursement Arrangements - At A Glance

A Health Reimbursement Arrangement (HRA) is an employer funded account used to help employees pay for eligible medical expenses. The employer is able to custom design the plan to fit the needs of its employees in conjunction with its benefit package. Sometimes employers will offer a high-deductible health plan in order to save on premium dollars, and then they will fund an HRA account for each employee to help them reach their deductible.

  • Customized enrollment and communication materials
  • Education and Training
  • 24/7 Secure employee online account access with learning tools
  • Plan document and SPD preparation and updates
  • Dedicated Account Manager
  • Employer Reimbursement Cycle Options
  • Direct Deposit
  • Detailed Reporting
  • FBA Benefits Card Linked to FSA account and HRA account

News From FlexBenefit Administrators

FBA Benefits Card

Employer may elect to offer our FBA Benefits Card to their employees. Our card allows participants to transfer funds from their pre-tax accounts directly to certain providers with no out-of-pocket cost at the point of service, with no need to file claims for reimbursement. The FBA Benefits Card is provided through the MasterCard® Network and can be used at any qualified service provider that accepts MasterCard®. The FBA Benefits Card can be used with Flexible Spending Accounts, Health Savings Accounts, Health Reimbursement Arrangements and Transportation Plans. Employees need only one card for all pre-tax benefits.

Our Benefits Card administration is compliant with IRS regulations and reduces the need to substantiate claims. As a result, participants are happier with the ease of using their account! As an added enhancement, your company's logo can be added to the FBA Benefits Card.

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Health Savings Accounts (HSA’s)

Health Savings Accounts - At A Glance

Health Savings Accounts are a tax advantage way to pay for health care expenses. An HSA allows you to pay for all of your medical expenses using tax-free money and  YOU control the funds in the account. Any unused money in the HSA remains yours.  Anyone enrolled in a qualified High Deductible Health Plan (HDHP) with no other health coverage can open and contribute to an HSA. Other coverage can be:

  • Another group or individual health plan
  • Enrollment as a dependent in your spouse’s health plan
  • A Health Care Flexible Spending Account (FSA)


*** Any earnings (interest) from the HSA are also tax-free.

News From FlexBenefit Administrators

Flexible Spending Accounts (FSA’s)

Flexible Spending Accounts - At A Glance

An FSA Plan allows your employees to pay for qualified medical and dependent care expenses on a pre-tax basis. Most employers find that the FICA contribution savings will cover the administrative costs! We offer a full-service plan to satisfy the needs of your work environment:

  • Customized enrollment and communication materials
  • Education and Training
  • 24/7 Secure employee online account access with learning tools
  • Plan document and SPD preparation and updates
  • Dedicated Account Manager
  • Employer Reimbursement Cycle Options
  • Direct Deposit
  • Detailed Reporting
  • FBA Benefits Card

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Drug Store/Pharmacy Merchants Must Support IIAS Solution

Effective July 1, 2009, drug store and pharmacy merchants must support an IIAS solution if they wish to continue processing Benefits Card transactions.

The IRS initially issued regulations in 2007 limiting the use of Benefits Cards to health-care related merchants and merchants who have an Inventory Information Approval System (IIAS) in place. The Inventory Information Approval System (IIAS) is the method by which a retailer’s point of purchase program recognizes an FSA/HRA eligible item (as described in Section 213(d) of the Internal Revenue Code). This pre-established list of eligible medical expenses is electronically referenced by the merchant at the point of sale and, if the item being purchased is on the list, the transaction will be automatically approved with no need for additional documentation to be provided. You will be prompted by the merchant to use an alternate form of payment for any non-eligible FSA/HRA items.

Over the past 2 years, the IRS has been working steadfastly on finalizing these regulations for merchants. Please note that after June 30, 2009, Benefits Cards will not be accepted at pharmacies, drug stores, discount stores, grocery stores and other merchants unless the location has IIAS in place. The Benefits Card will be denied at the point of service.

Please visit www.sig-is.com and select IIAS Merchants List for the most recent list of participating IIAS merchants. The IIAS Merchants List is updated daily as updates are available, so it is recommended that you do not print the list; instead, visit the website each time you wish to check on the status of a particular merchant.

Overall, IIAS has been a great success by helping to reduce the substantiation requirements under the IRS guidelines. We continue to see more and more merchants starting the implementation process which can only further enhance the administration.
If you have any additional questions regarding this ruling, please visit www.irs.gov and Search IIAS to view Internal Revenue Bulletin - January 8, 2007 - Notice 2007-2 , or you may contact Flexible Benefit Administrators, Inc. at (800) 437- FLEX.


Click Here to Download a PDF...

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Recently Passed Health Care Reform

The recently passed Health Care Reform is proposed to have an impact on FSA plans. The most pressing matter is the eligibility of Over-the-Counter (“OTC”) products under the FSA plan as of January 1, 2011.
Download PDF for More Info...

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Need Help Logging In?

Our secure Online Inquiry System allows you to have 24/7 access to your account information, payment information and your available balance.

  1. Completing your online account set-up is just a few clicks away!
  2. Click on Account Log In menu item in the menu to the left.
  3. Select Participant Log In.

Input your user name and password if already created, Select Create Account if one hasn’t been created, or Select Forgot Password.

Please note you have 5 attempts to enter the correct user name and password. If you exceed this number, you will need to contact our office to unlock your account.

Once you have completed these steps, you will have 24/7 access to current information regarding your Flexible Spending Account. It’s that easy!

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IIAS Merchant

Link to SIGIS Website Here »

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Ask a Question

Got a Question? We’ve got Answers!

Have a question about your account?

Please contact us at 800-437-3539 Monday through Friday 8:30 am - 5:00 pm EST or ask a question below.

Toll Free: 800-437-3539
Local Phone: 757-340-4567

Problems Logging into Your Account?

Send an email to flexdivision@flex-admin.com. 
Include your Full Name, SS# or Employee ID#, Company Name, & Contact phone number.

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Educational Tools

Got out of pocket Expenses? 

Then you need a flexible spending account! A Flexible Spending Account (FSA) is a tool that allows you to set aside money on a pretax basis to pay for eligible out-of-pocket health care or dependent care expenses. Your contributions to this plan are exempt from federal, state (in most cases) and FICA taxes. It is an easy way to save 25 – 40% on items and services you already pay for.

Give yourself a pay increase by enrolling with the FSA account t today. Look at your potential cost savings below!

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Forms

Forms may be downloaded by using Adobe Acrobat software. Once downloaded, forms should be completed, printed, and then e-mailed as indicated on each form. Obtain the plug-in and instructions for installation free of charge. Get Adobe Acrobat Reader.


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Frequently Asked Questions

Get the answers you rneed to the following programs:

Flexible Spending Accounting (FSA)

Health Savings Account (HSA)

Health Reimbursement Account (HRA)

Limited FSA/HRA Plan

Transportation Plan

FBA Benefits Card

News From FlexBenefit Administrators

FBA Benefits Card

How does the Benefits Card work?

  • The Benefits Card enables you to use the card at eligible locations wherever Mastercard® is accepted, such as physician and dental offices, pharmacies, and vision service locations. Approved expenses are automatically deducted from your pre-tax flexible spending account saving you out of pocket expenses!
  • The FBA Benefits Card is intended only for, and restricted to, use for eligible services and/or purchases associated with your pre-tax account and incurred during the proper Plan Year, as governed by the Internal Revenue Service and all Federal and State laws.

When will I be required to provide documentation when I use my card?

  • IRS regulations require substantiation for any card swipe that is not considered a standard co-payment amount or is not a recurring expense that has previously been audited. If requested, documentation must include:
    • Date of Service
    • Patient//Dependent’s Name
    • Amount Charged
    • Provider/Merchant’s Name
    • Prescription Number or Name
    • Nature of Expense
  • Cash register receipts and credit card receipts are acceptable only for Over-The-Counter items and Prescription Numbers.

How will I know if I need to submit documentation?

  • If a transaction you made using your FBA Benefits Card requires documentation to meet IRS regulations, you will receive notice from Flexible Benefit Administrators, Inc. Notices can be sent regular U.S. mail or via email. Requested documentation needs to be submitted along with a Benefits Card Transaction Substantiation Form which can also be found on our website or by clicking here.
  • You do not need to submit any documentation unless it is requested by our office.

How do I request an additional FBA Benefits Card for myself or my dependents?

  • You may log onto your account online and report your card lost/stolen. However, you will need to contact Flexible Benefit Administrators at (800) 437-3539 to get a new card reissued.
  • Please contact Flexible Benefit Administrators, Inc. to find out how you can order an additional card for your dependent.

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Transportation Plan

What is a Transportation Reimbursement Account?

  • A Transportation Reimbursement Account is an employer sponsored plan governed by Section 132 of the Internal Revenue Code. This plan allows employees to pay for work-related transit vouchers, vanpooling and qualified parking expenses with pre-tax dollars.

Is the Transportation Reimbursement Account a Pre-Funded Account?

  • The Transportation Reimbursement Account is not a pre-funded account. This means that you will only be reimbursed up to your account balance at the time you submit your claim. If your claim is for more than your account balance, the unreimbursed portion of your claim will be tracked by Flexible Benefit Administrators. You will be automatically reimbursed as additional deductions are taken and deposited into your account, until your entire claim is paid out.

What is considered "qualified parking?"

  • "Qualified parking" is that which is provided to an employee at or near the employer’s business premises. It also includes parking at or near a location from which the employee travels to work by mass transit, vanpooling, in a commuter highway vehicle, or by carpool. Parking at or near the employee’s home doesn’t qualify.

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Limited FSA/HRA Plan

What expenses can be claimed under a Limited FSA/HRA?

  • Under the modified FSA, the HealthCare Reimbursement Program will only reimburse you for “medical care” (as defined in the Tax Code) that is dental, vision, or “preventive care.” Please note your employer’s plan design may vary on any combination of these 3 categories. Please refer to your Limited FSA/HRA Employee Guide for details on your employer’s plan design.

What are some examples of preventive care eligible expenses?

  • The treatment of high cholesterol with cholesterol-lowering medications to prevent heart disease or the treatment of recovered heart attack or stroke victims.
  • Drugs or medications used as part of procedures providing preventive care services such as obesity, weight-loss and tobacco cessation programs.
  • Screenings: Cancer, Heart and Vascular diseases, Infectious diseases, Mental Health conditions, Substance Abuse, Metabolic, Nutritional, and Endocrine conditions, Musculoskeletal disorders, Obstetric and Gynecologic conditions, Pediatric conditions and Vision and Hearing disorders.

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Health Reimbursement Account

What is a Health Reimbursement Arrangement (HRA)?

  • An HRA is an employer-owned account to reimburse employees’ qualified medical-related expenses not covered by insurance on a non-taxable basis. This plan is governed by IRC Section 105. The employer has complete control of the rules in determining when the funding takes place, what expenses qualify for reimbursement and how much unused funds are accumulated for possible future use and what happens to the funds upon termination or retirement. The HRA can help reduce Health premiums without major reductions in health benefits.

Can my HRA funds be rolled over from one Plan Year to the next?

  • Funds may be rolled over from one Plan Year to the next. Please see your employer’s HRA plan materials for specific details on your HRA administration.

What medical expenses are covered under an HRA?

  • Your employer determines what will and will not be reimbursable under the HRA plan. Eligible expenses can be anything under the scope of IRC Section 213(d). Many employers decide to limit the eligible expenses to certain types of expenses; for example, deductibles, co-pays and co-insurance. Other employers will offer a wide-range of eligible expenses. Please see your employer for specific details about your HRA plan.

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Health Savings Account

What is a Health Savings Account?

  • Health Savings Accounts (HSA) when combined with an HSA-compatible health plan, offers a more affordable approach to healthcare. This gives you more control over your healthcare financing. The health plans typically provide lower premiums and the HSA provides tax benefits when contributions are made, as funds grow and when used to pay for qualified medical expenses. This can lead to significant savings! HSAs enable you to pay for current health expenses and save for future medical expenses including retiree expenses on a tax-free basis.

What’s the difference between a Health Savings Account (HSA) and a Flexible Spending Account (FSA)?

  • The tax benefits of both plans are quite similar, yet there are several differences. HSA balances roll over from year to year and continue to grow tax deferred. Money in your FSA plan must be spent by the end of the Plan Year or you lose it. Remember, that FSA’s can save you money even if you don’t spend every dollar. Also, you can open an FSA plan without participating in a HDHP.

How do I pay for my qualified expenses using my HSA funds?

  • You may use your FBA Benefits Card to pay for qualified expenses using your HSA funds. Your FBA Benefits Card can be used for any plan you have through Flexible Benefit Administrators, Inc. Your HSA custodian will also provide you checks. If you do not use your FBA Benefits Card, you can pay out of pocket with your own money and reimburse yourself for the expense by writing one of these checks made payable to yourself. We strongly encourage you to also keep your receipts in case you need to support your expenditures if audited.

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Flexible Spending Account

How can I find out the balance of my FSA account?

  • Flexible Benefit Administrators, Inc. allows you to check your balance 24-hours a day. Click on “Account Login” to access your account.
  • Call the Toll-Free Help Line at 800-437-3539 to speak with a live Customer Service Representative during business hours, 8:30AM to 5:00PM, Monday through Friday EST.
  • Email FlexDivision@flex-admin.com and get a response within one business day.
  • A statement of your account will be attached to the check or direct deposit explanation of benefits when you get reimbursed for a claim.

What is a Flexible Benefit Plan?

  • A benefit provided by your employer, which allows you to set aside a certain amount of income per pay period into an account before paying taxes on your paycheck. You may then, during the Plan Year, be directly reimbursed from your flexible spending account (FSA) for qualified expenses as outlined in your Plan’s communication materials.
  • There may be different types of accounts available in your Flexible Spending Account: Healthcare Reimbursement, Dependent Care Reimbursement, Private Insurance, and Adoption Assistance.

How do I file a claim?

  • Complete a Claim Form with your name, company, employee ID number and a list of your incurred expenses. Attach your receipts and itemized documentation to support your claim and eligible expenses. Submit the Claim Form and itemized documentation to our office via fax, mail, or email. You can fax your claim to 757-431-1155, email your claim to FlexDivision@flex-admin.com, or you can mail your claim to our office at the following address:
    Flexible Benefit Administrators
    Inc.
P.O. Box 8188

    Virginia Beach, Virginia 23450
  • Please only use one submission method per claim to avoid duplication. For example, if you fax your claim, please do not also mail it. This may cause confusion and delay your reimbursement.

Where can I get the forms needed to submit with my documentation?

  • You can find all of the forms under the Participants section on our HOME page.  The form that you may need will be in the box for the type of account that you have.

Can I be reimbursed for vitamins or over-the-counter (OTC) medicines? What if my doctor recommends them?
There are three categories of OTC purchases when relating to eligibility for reimbursement under a Health Flexible Spending Account. They are:

  1. As of January 1, 2011, over the counter mediations are no longer eligible for reimbursement without a prescription or letter of medical necessity.
    1. Examples of non-affected items are blood pressure monitors, diabetic supplies, crutches, ace bandages, etc.
  2. Eligible: Over the counter medications with a prescription or letter of medical necessity are still eligible.
    1. Examples of over the counter medications that this affects are: acid controllers, allergy and sinus medications, cold, cough and flu medications, digestive aids, sleep aids and stomach remedies.
  3. Dual Purpose Drugs and Items – Items that have both a medical and cosmetic or personal purpose require a medical practitioner’s letter of medical necessity for the treatment. Some examples are pills for lactose intolerance, weight-loss drugs, OTC hormone therapy, Glucosamine and prenatal vitamins. Please click here to download the Letter of Medical Necessity Form.
  4. Ineligible – Items that are considered dietary supplements, toiletries, cosmetics or personal use items cannot be reimbursed under any circumstances. Some examples are multivitamins, herbal/natural supplements, face creams/washes, toothbrushes and weight-loss foods.

What happens if there is money left in my account at the end of the Plan Year and I have not incurred any more eligible expenses?

  • There is still a "use it or lose it rule". If you did not incur the expenses during the plan year, you will forfeit the funds left in your account. Any unused contributions cannot be paid to you or carried over into another plan year. Before signing-up to participate in the plan, carefully estimate your yearly healthcare expenses in order to decide your election amount.
  • Remember: You will have a run-out period after your Plan Year ends, as decided by your employer and stated in your Flexible benefit Plan Employee Guide, to submit any claims or outstanding paperwork for expenses incurred during your Plan Year.

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Account Login

Accessing the FIS participant portal is a convenient and user friendly way to access your account information. Using this site, you can view your balance summary, transaction history, claim status, and manage your personal information.

Login to FIS Website Here »

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Career Opportunities

We are always seeking talented and energetic candidates to join our office team!
APPLY NOW! Print and complete the job application. You can download the job application by clicking here (PDF).

Mail to:
Flexible Benefit Administrators, Inc.

Attn: Human Resources

P.O. Box 8188

Virginia Beach, VA 23450

Or e-mail to your resume to: hrdirector@flex-admin.com

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Location & Contact Info

Location and Email Addresses


Physical Location
Flexible Benefit Administrators, Inc. 
509 Viking Drive, Suite F
Virginia Beach, VA 23452

Flex Division
P.O. Box 8188
Virginia Beach, VA 23450
flexdivision@flex-admin.com

  

Benefits Card Department  
P.O. Box 8188
Virginia Beach, VA 23450
benefitscard@flex-admin.com

COBRA/ Retiree Division
P.O. Box 2070
Virginia Beach, VA 23450
COBRAdivision@flex-admin.com

Phone Numbers

Local Number   
757-340-4567   

Toll Free Number
800-437-3539

Fax Number
757-431-1155

Hours of Operation
Our regular customer service hours are Monday thru Friday 8:30 am – 5:00 pm EST.  Please feel free to contact us during these hours. For after-hours assistance, please dial an extension directly to leave a voicemail for a return call.

If you would like to contact us, please use the form below:

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About Us

Flexible Benefit Administrators, Inc. originated in 1985 and was built upon the grand vision of success by providing one of the nation’s most accomplished and dependable administration services.  Established now as a second generation family business with over 25 years of experience in benefit plan administration, our exceptional services continue to improve through increased flexibility, customizing and frequent technological advancements, implemented to provide our clients with innovation and convenience. We operate on the philosophy that promotes excellence in administration and customer service. Our ability to meet the demand for reliable, high quality employee benefits has led us to become recognized as a national plan administration leader.

Our motto, Excellence in Administration, reflects our customer driven organization. We are confident you will come to know Flexible Benefit Administrators as a company you can rely on and trust.

Our organization offers many services to accommodate your needs such as:

  • Medical Expense Reimbursement Plan (MERP)
  • POP Plans
  • Flexible Spending Accounts (FSAs)
  • Health Savings Accounts (HSAs)
  • Health Reimbursement Arrangements (HRAs)
  • Transportation Plans
  • COBRA/HIPAA Administration
  • Retiree/Consolidated Billing Administration

Flexible Benefit Administrators has been recognized by INC. 500 as being one of the top 5000 of America’s fastest growing private companies in 2011.

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Get a Quote

Please email us your contact information using the form below.

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Ask a Question

Got a Question? We’ve got Answers!

Have a question about your Group/Retiree account?
Please contact us at 800-437-3539 Monday through Friday 8:30 am - 5:00 pm EST or ask a question below.

Flexible Benefit Administrators, Inc.  
509 Viking Drive Suite F     
P.O. Box 2070      
Virginia Beach Virginia 23450 

Toll Free: 800-437-3539
Local Phone: 757-340-4567
Fax: 757-431-1155

News From FlexBenefit Administrators

Group/Retiree FAQ’s

Who is Flexible Benefit Administrators, Inc.?
Flexible Benefit Administrators, Inc. is a Retiree billing and eligibility reporting company. We have been hired by your former employer to manage your Retiree coverage premium collection process for them.

Is Flexible Benefit Administrators, Inc. an insurance carrier or health care plan?
No. We are NOT an insurance or health care plan and cannot answer benefit or claim questions. Questions regarding plan coverage or health claims should be directed to your insurance / health care plans).

When I send my Retiree health care premium to Flexible Benefit Administrators, Inc. what do you do with it?
We simply collect premium on behalf of your previous employer. All premiums collected are forwarded to your previous employer just as if you had paid them directly.

What if there has been a recent change in my Retiree health plan and my health plan has not yet sent me my new ID card?
Don't worry. If you are properly enrolled and have made a timely payment, your ID cards will be sent to you by your health plan.

In the interim if you need to access health care, you can pay 'out of pocket' for your health care or prescription. After your new coverage is activated simply submit a claim for reimbursement of your expenses to your health plan.

What happens to my coverage when I (or my spouse) turns 65 or becomes eligible for Medicare?
Your plan and / or premiums will probably change when you or your spouse reach age 65 or become entitled to Medicare. If you contact us we can tell you the name of the plans that your former employer provides and the premiums for those plans.

However, we are not health plan experts and cannot explain the plans offered or how they might coordinate with Medicare.

How do I make my premium payments to you and when are they due?
Your premium payments can be mailed to us or can be drafted automatically from your account each month. Your payments are due on the 1st day of each month.

How do I add a new dependent to my Retiree coverage?
A new dependent is NOT automatically added to your Retiree coverage. You must notify Flexible Benefit Administrators, Inc. in writing within 30 days of your marriage or the birth / adoption of a child.

How do I update you with a change of address?
All address changes must be submitted in writing. If you move out of the service area for your health plan you may be moved to a different health plan with a service area covering your new address.

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Account Login

Participant Login

Once you have received your Retiree Notification Packet, review it carefully for information about how to access your COBRA account online.

Accessing the WebCOBRA administration system online is a convenient and user friendly way to perform the following functions:

  • Make your COBRA Election
  • Make a Payment to your Account
  • Update your Contact Information
     
  • Login to WebCOBRA

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Ask a Question

Got a Question? We’ve got Answers!



Have a question about your COBRA account?
Please contact us at 800-437-3539 Monday through Friday 8:30 am - 5:00 pm EST or ask a question below.

Flexible Benefit Administrators, Inc.   
509 Viking Drive Suite F
P.O. Box 2070
Virginia Beach, Virginia 23450

Toll Free: 800-437-3539
Local Phone: 757-340-4567
Fax: 757-431-1155

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COBRA/HIPAA FAQ’s



What is COBRA?
COBRA is an acronym for "Consolidated Omnibus Budget Reconciliation Act of 1985." COBRA requires employers to offer continuation of group health and/or dental benefits for a specified time to individuals who would otherwise lose coverage due to certain qualifying events.

What is a Qualified Beneficiary?
An individual who is entitled to COBRA continuation coverage due to being covered under a group health and/or dental plan on the day the qualifying event causes loss of coverage (e.g., termination of employment, divorce from the covered employee, etc.). This also includes a COBRA participant’s newborn child or newly adopted child acquired who is added to the coverage on or after the initial qualifying event.

How long can a Qualified Beneficiary keep COBRA?
If a qualifying event is due to termination of employment, loss of coverage following leave without pay, or reduction in hours, a qualified beneficiary is entitled to a maximum of 18 months of continuation coverage. All other qualifying events entitle a qualified beneficiary up to 36 months of coverage. An 18-month continuation period may be extended to 36 months if a secondary qualifying event occurs during the initial 18-month continuation coverage period (e.g., divorce, death or loss of dependent status). A qualified beneficiary is never entitled to more than 36 months of continuation coverage.

How much are my premium rates?
Premiums for 18-month and 36-month qualifying events are calculated at 102% of the current group rate. The premium for disability participants who extend their coverage beyond the initial 18 months of coverage will be calculated at 150% of the current group rate. Rates are recalculated at the time of the group’s annual renewal.

When are my premium payments due?
The initial COBRA premium payment will be due within 105 days of the date coverage terminated or the date of notice whichever is later. If you will receive an annuity from ERS, your monthly premium will be automatically deducted from your monthly annuity payment. Subsequent premiums are due on the first day of the coverage month. Your monthly premium payment must be postmarked within thirty (30) days of the due date or coverage will be automatically cancelled retroactive to the last day of the month in which a full premium payment was received and was not considered delinquent. For example, your June premium payment is due on June 1, and will be considered late if it is postmarked after June 30. If the June premium payment is late, coverage would be terminated May 31.

Will Flexible Benefit Administrators notify me if a premium payment is not received?
It is your responsibility to keep up with your premium payments. If you are unsure of when your last payment was made, call Flexible Benefit Administrators, Inc. If your coverage is cancelled, Flexible Benefit Administrators, Inc. will notify you in writing. Cancelled COBRA coverage may not be reinstated.

What are the reasons my coverage can be cancelled by Flexible Benefit Administrators, Inc.?
COBRA coverage may be cancelled prior to the end of the continuation coverage expiration date if:

  • A timely premium payment is not received.
  • The group benefit plan ceases to provide coverage to any employee/retiree.
  • The participant becomes covered under another group health and/or dental plan on or after the COBRA coverage effective date unless the participant is subject to a pre-existing condition limitation or exclusion in the other group health plan. COBRA coverage will end when the new group health plan coverage begins and there is no limitation or exclusion for pre-existing conditions in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
  • The participant begins receiving Medicare benefits on or after the COBRA coverage effective date.
  • The participant extends coverage due to a disability and later begins receiving Medicare benefits or the Social Security Administration (SSA) makes a final determination that the disability no longer exists.
  • A written request is received from the participant requesting cancellation of coverage. Coverage cancellations will be made effective the last day of the month in which the U.S. Postal Service postmarks the request. A full premium payment must be submitted for the month in which a request for cancellation is submitted.

May cancelled COBRA coverage be reinstated?
No.

What if I become covered under another group health plan or begin receiving Medicare benefits?
You are responsible for notifying the Flexible Benefit Administrators, Inc. in writing when you enroll in another group health and/or dental plan or begin receiving Medicare benefits. The right to continue COBRA coverage terminates when an individual becomes covered on or after the COBRA effective date by another group health plan that does not limit or exclude coverage for pre-existing conditions OR if you begin receiving Medicare benefits. Your COBRA coverage will be cancelled retroactive to the last day of the month prior to the month in which you first became covered under the other group health and/or dental plan or began receiving Medicare benefits.

Under HIPAA a group health plan’s pre-existing condition exclusion period will be reduced month for month by the individual’s preceding period of "creditable coverage" under another health plan. The continuous coverage period in another health plan is considered "creditable coverage" provided there has been no lapse in coverage of more than 63 days. COBRA continuation coverage may be terminated if a COBRA participant becomes covered by a new group health plan with a pre-existing condition exclusion clause that is satisfied by the "creditable coverage" provision. The HIPAA rules limiting the applicability of exclusions in most employers’ health plans for pre-existing conditions became effective in plan years beginning on or after July 1, 1997.

If a participant becomes covered by another group health plan that limits or excludes coverage for pre-existing conditions on or after the COBRA effective date, COBRA coverage will not be terminated until the expiration of the pre-existing conditions exclusion period. In order to continue COBRA coverage you will be required to provide the following items regarding the other group health plan: documentation of the pre-existing conditions limitation provision, documentation of the effective date of coverage for each person that is covered by the other group health plan and documentation (e.g. medical or prescription billings) indicating that services were provided during the pre-existing period for each person that is covered by the other group health plan. COBRA coverage will be cancelled on the last day of the month in which the pre-existing condition exclusion period expires

May I change my health/dental plan elections or makes changes to my COBRA coverage?
COBRA coverage will continue with your current health and/or dental carrier. You can make election changes to add/remove your dependents or make plan election changes during the benefit renewal period.

News From FlexBenefit Administrators

Account Login

Participant Login

Once you have received your COBRA Notification Packet, review it carefully for information about how to access your COBRA account online.

Accessing the WebCOBRA administration system online is a convenient and user friendly way to perform the following functions:

  • Make your COBRA Election
  • Make a Payment to your Account
  • Update your Contact Information
     
  • Login to WebCOBRA

News From FlexBenefit Administrators

Privacy

Flexible Benefit Administrators, Inc. has taken the necessary steps to ensure compliancy of your Protected Health Information (PHI) under the Health Information Portability and Accountability Act (HIPAA). In doing so, we have established strict policies and procedures for maintaining, sending and receiving your confidential information.

  • We will safeguard, according to strict standards of security and confidentiality, any information our customers share with us. We do not disclose any non-public personal information about our customers or former customers to anyone, except in strict adherence as permitted by law.
  • We will limit the collection and use of customer information to the minimum we require to deliver superior service to our customers, which includes advising our customers about our products, services and other opportunities, and to administer our business.
  • All employees are thoroughly trained on the HIPAA regulation and on our company compliance policies and procedures. Each employee is required to attend HIPAA training at least once annually or sooner if there are updates to the regulation or company policies / procedures.
  • We will not reveal customer information to any external organization unless we have previously informed the customer in disclosure or agreements, have been authorized by the customer, or are required by law.
  • We will always maintain control over the confidentiality of our customer information by use of physical, electronic, and procedural safeguards that comply with federal standards to guard your non-public personal information. We will not record personal or sensitive information when you visit our Web site unless you enter the information voluntarily.
  • We will not use or share — internally or externally personally identifiable medical information for any purpose other than the administration of a customer's account or claim, or as disclosed to the customer when the information is collected, or to which the customer consents.
  • We have established procedures to ensure that your information is accurate, current and complete.

Flexible Benefit Administrators, Inc. takes the security of your Protected Health Information (PHI) seriously. We use physical, electronic and operational safeguards to reduce the risk of unauthorized access to your Protected Health Information (PHI). If you use company web applications, you will select a user ID and password. We strongly recommend that you never divulge these to anyone. Communications with secure areas of our web sites are encrypted.

The policies and procedures described in this Privacy Notice are subject to change, but we will notify you of any significant changes.

If you have any questions about this notice or our privacy practices, please contact us via phone at (800) 437-3539.

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Contact Us

Please contact us at 800-437-3539 Monday through Friday 8:30 am - 5:00 pm EST or ask a question below.

Flexible Benefit Administrators, Inc.  
509 Viking Drive Suite F
P.O. Box 2070
Virginia Beach, Virginia 23450

Toll Free: 800-437-3539
Local Phone: 757-340-4567
Fax: 757-431-1155

News From FlexBenefit Administrators

Group/Retiree Billing

The coordination of your Retiree Benefits and Medicare when you turn 65 can sometimes be very confusing. Rest easy, we are here to help. Because your employer has outsources their Retiree administrator to us, we will be here to communicate with you every step of the way and minimize the hassle of understanding your what Retiree Benefits you are eligible for.

News From FlexBenefit Administrators

Pre-Tax Plans

We understand the importance of making smart benefit choices in today’s economy. That’s why we have developed a strong partnership with your employer to develop a Pre-Tax benefit plan to help your hard earned dollar stretch farther! These plans save money on Federal, FICA and state taxes for both you and your employer. Majority of employers will offer a Flexible Spending Account to their employees.

Here are some examples of Pre-Tax Plans your employer may offer to you:

  • Flexible Spending Account (FSA)
  • Health Savings Account (HSA)
  • Health Reimbursement Arrangement (HRA)
  • Premium Only Plan (POP)
  • Transportation Plan

News From FlexBenefit Administrators

COBRA/HIPAA

Many people do not understand the laws surrounding COBRA eligibility and their rights under the law. Rest easy, we are here to help. Because your employer has outsources their COBRA administrator to us, we will be here to communicate with you every step of the way and minimize the hassle of understanding your COBRA rights.

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Employer Forms

Forms may be downloaded by using Adobe Acrobat software. Once downloaded, forms should be completed, printed, and then e-mailed as indicated on each form. Obtain the plug-in and instructions for installation free of charge. Get Adobe Acrobat Reader.

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COBRA/HIPAA Administration

COBRA Administration Services - At A Glance

As one of the first COBRA Administrators in the arena, you can rest assured that you are in capable hands.  Because we provide full-service administration, you save time and money, and are able to focus your time on other areas of your business that need you most. Our administrative services include:

  • COBRA Compliance
  • Education and Training
  • Providing all required communications to eligible COBRA participants
  • Monthly coupon billing
  • Invoice remittance to carriers
  • COBRA coverage enrollment and termination
  • Open Enrollment Notification
  • Online access for participants and employers
  • Dedicated COBRA Administrator


STATE CONTINUATION
The laws for State Continuation can be complex and confusing. More than 40 states have laws have state continuation rights, some with an overlap of state and federal COBRA continuation making the administrative burden on employers challenging. Our COBRA Administrators are able to offer support to manage this administrative challenge and recognize the importance of ensuring compliancy for your organization for both the state and federal COBRA. Our administrative services for State Continuation mirror those of our COBRA Administration.

News From FlexBenefit Administrators

Group & Retiree Billing

Retiree Administration and Billing Services - At A Glance

We understand the unique needs that surround servicing your retiree population and can design an administrative process to manage their group benefits program with your guidance. Because we provide full-service administration, you save time and money, and are able to focus your time on other areas of your business that need you most. Our administrative services include:

  • Customized Administrative Service Plan
  • Providing all communications to eligible Retiree participants
  • Monthly coupon billing
  • Itemize subsidy amounts
  • Premium withdrawn from pension checks
  • Invoice remittance to carriers
  • Retiree coverage enrollment and termination
  • Online Employer Access

CONSOLIDATED BILLING
We can also provide Consolidated Billing Services for active employees' core and voluntary benefit plans, with monthly invoice reconciliation and direct payment to each insurance carrier. We understand that the maintenance of tracking and disbursing premiums to all of your carriers in a timely manner each month can be a daunting task. That’s why we aim to relieve those administrative duties and execute them effectively and efficiently for you. We have the technology to coordinate your processes between multiple vendors.

Our Consolidated Billing Services encompasses all benefit plans and plan types including:

  • Medical / Dental / Vision
  • Life / Disability / AD&D
  • FSA / EAP
  • Other plans as specified by client

DIRECT BILLING – LEAVE OF ABSENCE ADMINISTRATION
Employer’s wishing to reduce the burden of tracking and collecting employee premiums while on a leave of absence will welcome our customized Direct Billing Administration. This service also provides a seamless transition to our COBRA services should you have an employee who does not return from a leave of absence.

We will provide the following services for Direct Billing Services:

  • Monthly Invoicing to the Employee on LOA
  • Tracking of collected premiums while on LOA
  • Disbursement of collected premiums while on LOA
  • Employee option to pay by ACH of Funds

News From FlexBenefit Administrators

Employer Administration Login

Employer Administration Login

Accessing the WebCOBRA administration system online is a convenient and user friendly way to view the status of both COBRA and Retiree participant activity. Employers can also complete their own data entry in this real-time system with a secure log-in upon request.

Login to WebCobra Website

Accessing the FIS administration system online is a convenient and user friendly way to run activity for FSA and HRA participant activity. Employers will soon be able to complete their own data entry in this real-time system with a secure log-in upon request.

Login to FIS website

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Secure Employer Website

Secure Employer Website

Our secure employer site allows you to post documents and files quickly and securely to employees of FBA. In addition, we will post your customized reporting to this site for your review. Email notifications are sent to all contacts that have approved access to this site. Some of our clients also utilize this site for:

  • Posting Flexible Spending Plan Reports
  • Posting COBRA Reports
  • Posting Open Enrollment Data Files
  • Posting Weekly Payroll Deduction Files
  • Initial Rights Notifications / QEN Notification Forms

EMPLOYER SFTP LOGIN

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Employers

The Experience You Require. The Reliability You Expect.

In today’s hectic environment, the person responsible for your organization's benefits often wears many hats. Having a system in place to ensure proper compliance, billing, administration and adjudication means the constant training of staff to understand, adhere to, and keep updated on new laws and regulations. The employer’s dilemma is how to effectively incorporate the correct procedures while saving money, controlling healthcare costs and empowering their employees.

Outsourcing to Flexible Benefit Administrators, Inc. allows your institution to focus on broader business issues while having your employee benefit operational details assumed by an outside specialist. By the very nature of our specialization, outsourcing to Flexible Benefit Administrators, Inc. brings extensive resources and expertise to meet every need of your organization's benefit program. By acquiring our customized services, you are allowing valuable staff to concentrate their efforts and resources from non-core activities towards activities which have greater return in serving their customers.

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Premium Only Plans

Coming soon...

News From FlexBenefit Administrators

Section 125

Section 125-Premium Only Plans(POP)

An IRS Section 125 Flexible Benefit Plan allows employees to pay for benefit premiums with pre-tax dollars. This is often referred to as Premium Conversion or Premium Only Plan (POP). Examples of premiums that can be deducted from the employees' paychecks on a pre-tax basis are as follows:

  • Health Insurance
  • Dental Insurance
  • Vision Insurance
  • Disability Insurance
  • Group Term Life Insurance (50,000 Maximum)
  • Accident Insurance
  • Accidental Death & Dismemberment
  • Cancer Insurance
  • Intensive Care Unit Insurance
  • Other Voluntary Benefit Plans

A non-discrimination test must be performed when implementing a Flexible Benefit Plan. Employers must also consider the ownership of the company and determine who may participate. For instance, in a Subchapter S Corporation, anyone who is a more-than-2% shareholder, or a member of an LLC, cannot participate in the pre-tax benefit plan.

Standard POP Services

  • Certificate of Corporate Resolution. Employer's formal adoption of Plan.
  • Plan Document. Outlines operation of Plan.
  • Summary Plan Description. Describes the Plan; Given to each employee.
  • Premium Only Plan Guide. Explanation
  • of Plan; To be distributed to each employee.
  • Premium Only Plan Enrollment/Waiver Form. To be completed by each employee.
  • POP Employee Flyer. Used to communicate plan to employees.
  • Discrimination Testing. Required per Plan Year; FBA's services include first year test.

Optional POP Services

  • Second Year Discrimination Testing
  • Plan Document Revisions

News From FlexBenefit Administrators

Pre-Tax Plans

Pre-Tax Plan benefits come in a variety of options and are available through specific sections of the IRS codes. These plans save money on Federal, FICA and state taxes for both the employer and the employee. Majority of employers will offer a Flexible Spending Account to their employees. Additional Pre-Tax Plans an employer may consider are:

 

News From FlexBenefit Administrators

Services

Content coming soon...

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Participants

It is important to us that you have chosen to participate in a plan that we provide administration for. We strive to provide you with Excellence in Administration in all we do. We have the technology, knowledge and personable staff to provide you with plan coverage that is tailored to your needs and the needs of your family.

 

News From FlexBenefit Administrators

Services

Flexible Benefit Administrators, Inc. offers benefit plan administration services for Flexible Benefit Plans, Health Savings Accounts, Health Reimbursement Arrangements, Transportation Plans, COBRA/HIPAA, Retiree and Group Billing. With over 3,500 clients nationwide ranging up to 75,000 employees, FBA has earned the reputation as a leader in benefit plan administration with high quality, cost-effective solutions.

Founded in 1985, Flexible Benefit Administrators, Inc. offers benefit plan administration services for Flexible Benefit Plans, Health Savings Accounts, Health Reimbursement Arrangements, Transportation Plans, COBRA/HIPAA, Retiree and Group Billing. With over 3,500 clients nationwide ranging up to 75,000 employees, FBA has earned the reputation as a leader in benefit plan administration with high quality, cost-effective solutions.

Flexible Benefit Administrators, Inc. places a premium on experience, knowledge and customer service. We proudly boast a team of highly experienced and knowledgeable managers overseeing each division within our company. At FBA, along with being cross-trained, all of our administrators are provided with extensive, continual training and certification in compliance standards.

Our motto “Excellence in Administration” speaks to how we provide full service administration and ongoing support. We assure our clients' administration needs are continually met through providing each client with a dedicated team that is assigned to them throughout the duration of their contract. We take pride in providing total customization and conformity to fulfill any of our clients' specific administrative, reporting, planning and technological needs. We guarantee that when our clients or participants call Flexible Benefit Administrators, Inc. our telephones are answered by friendly voices eager to assist and not an automated response system. We set ourself apart from other benefit administrators by never outsourcing any aspect of our administration. Our position has always remained to invest in personalized service and state-of-the-art technology. We pledge that our clients will find no other firm that will render the quality of service we will implement for their employees. Put the proven leader in benefit administration to work for you.

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