How to Submit Documentation or File a Claim

Welcome to our comprehensive guide to providing documentation and filing claims for Flexible Spending Accounts (FSAs) and Health Reimbursement Arrangements (HRAs). This documentation guide discusses how these tax-advantaged accounts are designed to help you save money on eligible medical expenses.

SUBMIT HSA AND FSA DOCUMENTATION Online:

On the Clarity Portal, choose the Access Your Clarity Employee Benefits tile
Select My Accounts
Select Transactions
Next to Which transactions do you want to see? Select Pending/Processing
Select ADD RECEIPT to upload the Explanation of Benefits / detailed statement
Select Submit
Select Next
Check the certification box and Submit your FSA or HSA claim

SUBMIT HSA AND FSA DOCUMENTATION on the App:

Locate the Opportunity Notification
Select Add a Receipt
Take a photo or upload one from your gallery.
Select Submit

Documentation Requirements

Reimbursements from an FSA or HRA can only be paid to reimburse you for a qualified medical expense incurred during your period-of-coverage. These reimbursements require a detailed statement detailing the eligible expenses incurred.

Credit card receipts from healthcare providers and canceled checks typically do not include all the required information. We suggest requesting an itemized statement from your provider that properly describes the services provided before submitting a reimbursement request.

Receipts from card transactions printed by retail point-of-sale machines may meet FSA receipt requirements if the item description is reasonably clear and readable.

Many people also prefer to shop online as invoices and purchase histories on their online accounts generally provide clearer item descriptions for eligible items purchased. Many items like over-the-counter (OTC) medicine and feminine hygiene products are FSA eligible and can be purchased from any store, pharmacy, or online retailer.

The documentation requirements vary slightly depending on the type of plan you have and the type of expense for which reimbursement is being sought. You should retain documentation for all expenses that they plan to submit to their FSA.

Documentation for eligible medical expenses typically need to have these five key pieces of information to be processed for reimbursement:

File an FSA and HSA Claim Online:

On the Clarity Portal, choose File a Claim in the Quick Links menu
Enter Claim Information
1. Service Type
2. Service Start/End Date
3. Claimant
4. Claim Amount
5. Who to Pay
6. Provider Name
7. Account Number
Select Next
Select Attach Claim Receipt and upload or drag and drop a detailed statement (receipt can be an image of your details statement uploaded from a smartphone)
Select Next
Check the certification box and Submit your claim

File a Claim on the App

In the Clarity Mobile app, select Add Expense at the bottom of the homepage and click Start Here
Enter your claim information (Service Start and End Date, select Service Type, Claim Amount)
Select ADD to upload a detailed receipt (receipt can be picture uploaded from a smartphone)
Check the certification box and Submit your claim

What to Expect After You Submit Documentation or File a Claim

Clarity will process non-HSA claims within 2-3 business days.

How to Track Your FSA and HSA Transaction Approval

Participants can view their transaction history via the Clarity portal or mobile app to confirm whether the claim was approved or denied.

How Long Does it Take to Get Reimbursed?

Reimbursement timing can vary based on when the claim was submitted and approved, the employer's reimbursement schedule, and the whether the participant's reimbursement method is by check or direct deposit.

For non-HSA claims, regardless of the weekly or biweekly reimbursement schedule, checks are cut on Tuesday, and we advise participants to allow 7-10 business days for checks to be received.

Additionally, for non-HSA claims, regardless of weekly or biweekly reimbursement schedule, direct deposits are issued on Tuesday, and we advise participants to allow 1-3 business days for the funds to be available in their bank account.

HSA accounts do not follow reimbursement schedules. Participants are allowed to schedule the reimbursement date when they submit HSA claims. Once prepared, the check can take 7-10 business days to be issued, and direct deposit can take up to 1-3 business days.

What is an EOB or Explanation of Benefits

If you have an HRA, you may be required to provide an EOB. An EOB is sent to you from your insurance provider, typically along with your billing statement. It is not a bill; rather, it is a document that explains how your insurance processed the claim for the services you received.
It breaks down the information like this:

The services provided
What the doctor or hospital charged (all charges)
What your insurance cover and did not cover
What your insurance agreed to pay
The amount you must pay (the amount you are responsible for)

Information Your EOB Contains

While all benefit statements look a little different, they will all contain the same basic types of information:

Account Summary - The summary lists your account information with details like the patient’s name, date/s, and claim number.
Claim Details - Claim details are a list of the dates you were provided the service and a description of the service.
Amounts - a. charged by the facility or provider; b. the amount your insurance has agreed to pay per their contract with the provider/facility; and c. the difference or discount between what the facility or provider charged and what your insurance paid. (This may also be referred to as an “Adjustment”, “Contracted Agreement”, or “Allowed Amount.”)

Most of the time, there will also be a section describing any:

Copays: a fixed amount you pay for a health care service covered by your insurance. It is typically due before we provide service. Copays are different for different services in the same plan. You may pay a different copay for your primary care than for a specialty service. Emergency care copays are also higher than other copay amounts.
Coinsurances: the amount you may be required to pay towards the claim, apart from any copayments or deductibles.
Deductibles that have been applied according to your health plan. This is the amount you pay for health care services before your insurance starts to pay anything.