HR Partners

Important Information on Upgrade to Penn's Flexible Spending Accounts (FSA)

News from February 12, 2016

Penn's Health Care and Dependent Care Flexible Spending Account (FSA) provider, ADP, is moving their FSA administration to a new platform. The enhanced spending account website will be launched on March 17.

Please review this information carefully to understand how this change will impact you, including detailed information regarding the required blackout period (March 8 through March 16), receiving your new Health Care FSA debit card, when your current Health Care FSA debit card will be deactivated and your ability to file claims for both the Health Care and Dependent Care FSA accounts.

Important Information and Action Items

  • Blackout Period: To make these changes, it is necessary for us to impose a short blackout period from March 8th through March 16th, during which all of your account activity will be suspended, including the use of your debit card. Beginning March 17th, you may access the new website and all of your account information through www.pennbenefits.upenn.edu
  • Expenses Incurred During The Blackout Period: To receive reimbursement for expenses that you may have paid out of your pocket during the blackout period, you will be able to file a manual claim as soon as the blackout period ends. Claims may be filed online or by downloading a form and submitting via fax/mail. Once the blackout period ends, you will be able to submit claims online by going to the website and selecting “Online Claim Submission” from the left menu. To download a claim form for fax/mail, select “Documents and Forms” from the left menu, select the “Get Documents” tab and then select the link for “Health Care FSA Claim Form” or “Dependent Care FSA Claim Form”. Whether you submit claims electronically or by paper, remember to save a copy of the claim for your records.
  • ADP Spending Account Debit Card: Your current Health Care FSA card will not work during or after the blackout period. Once ADP has validated your data in the new system, your new debit card will be generated and mailed so that it is received 7 – 10 days after the end of the blackout period. Your card will arrive in a plain, unmarked envelope so watch your mail carefully.

A card will be automatically issued for the participant only. If you need to request additional cards for your qualified dependents, you may go to the website and select “Request Duplicate Card” from the left menu. The debit card for dependents will now be issued in the dependent’s name and no longer in your name. For security purposes, ADP does not maintain dependent information and cards can only be mailed to the address on file with ADP. Please note that cards cannot be issued to anyone under 18 years of age. If you need assistance requesting a card, please reference the participant quick help guide.

  • Direct Deposit: If you currently use direct deposit for any of your spending account reimbursements, your information will transfer to the new website. If you have changes to your direct deposit information, you’ll need to make the updates on the new website by selecting “Direct Deposit” from the left menu. We urge you to take the time to verify that this information is still correct.

Direct deposit is the fastest and most secure method of receiving your reimbursements. If you have not enrolled in direct deposit, you may do so on the new website by selecting “Direct Deposit” from the left menu and completing the banking information. Direct deposit can be made to a checking or savings account. Please allow 10 business days for your direct deposit to be activated. If you have claims in the interim, you will continue to receive paper reimbursement checks.

  • Reimbursement Checks: If you receive paper reimbursement checks for any of your spending account expenses, you’ll receive a different style of check after your upgrade.
  • New Website Features:
    • User-friendly appearance and easy navigation.
    • Account summary and account balance at your fingertips! You’ll easily see how much you elected, how much has been paid, what’s pending and how much is available.
    • Online claims processing.
    • Claim status alerts and notifications with important information about your account.
    • Detailed, easy-to-understand information about every claim and every reimbursement.
    • The ability to quickly search for all current and past claims, payments and contributions.
    • Access to all communications and forms.
  • Improved Email Notifications: Verify your email address online and update it, as needed, to receive notice each time activity occurs on your account, including your quarterly account statement notification.
  • Enhanced Account Statement: Your quarterly account statement highlights important account information and plan details.

Remember, these new features and the new website will not be available until March 17, 2016.

Customer Assistance: If you have any questions about your account or need additional assistance, please contact the Penn Benefits Center at 1-888-PENNBEN (1-888-736-6236). Representatives are available to assist you Monday – Friday, 8:00 a.m. – 6:00 p.m., Eastern Time, excluding holidays.