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1. Receive FSA Change in Election form within 30 days of a qualifying event.
2. Review the Qualifying Event Matrix to determine if the qualifying event is valid. Request additional information from employee if you need more information to determine validity.
- For example: Employee checks “Change in Employment Status." You can request more information regarding the change—is it increase/decrease in FTE? You can also confirm with the department.
- If the Qualifying Event is NOT valid: Institution notifies the employee. Process end.
- If the Qualifying Event is valid, confirm that the change is consistent with the event. (Election change(s) must be consistent with the qualifying life event. Ex: If you get married or have a child, you can enroll in or increase your election, but not decrease. In the case of divorce, you can increase/enroll if you become main caretaker of the child. If a child no longer qualifies as a dependent, you can decrease your election, but not increase. See matrix for more guidance.)
- If enrolling, make sure employee is eligible for the plan (Ex: LPFSA, can only enroll in this if they are enrolled in HDHP & HSA).
- If changing election, make sure employee is already enrolled in the plan (Ex: employee enrolled in Medical FSA should not have a change indicated for LPFSA plan).
3. Confirm that the "Revised Annual Election" is an ANNUAL amount, not per pay period amount.
4. Enter the FSA Enrollment/Change into HRS by end of day Tuesday for inclusion in the Wednesday file that UW Shared Services sends to the FSA/HSA vendor to ensure employee will be enrolled in a timely manner.
- Change is effective the first of the month on or following the qualifying event date, EXCEPT for birth/adoption or loss of coverage (change is effective the day of the qualifying event).
- Use effective date as the FSA or ADM event.
- 9-month and 19-bi-weekly employees: make sure to put on an override and divide the annual election over the remaining pay periods in calendar year. Make sure to subtract any deductions already taken. This assumes they are returning in the Fall. FSA deductions are not taken on summer session or summer service appointments. Examples:
- Employee’s FSA coverage begins 4/1/21 and elects $500 annual contribution. You will need to override and divide the $500 over 5 months (April, May, September, October, November deductions).
- Employee's annual election was $500. Effective 4/1/21 the employee changes the annual amount to $650, but has already contributed $200. Divide the remainder, $450, over 5 months (April, May, September, October, November deductions) and enter the override into HRS.
5. Based on the request from the employee, please check the appropriate enrollment reason box on the form.
6. File the form in the employee's benefits file.
Note: Employee(s) cannot change their annual election to an amount that is less than the amount they've already contributed.
- If an employee decreases their annual election to be equal to what they've already contributed, they will be allowed to incur expenses up to the new, reduced annual election amount through the end of the plan year.
- Click HERE to contact UW Shared Services or HERE for the Office of Technology Services (OTS) Helpdesk if you have any issues with these instructions.