How to Obtain Reimbursement

The ECCAP award will be paid to you on a reimbursement basis. PayFlex Systems, USA, a third party vendor, administers child care claim reimbursements for ECCAP based on ECCAP and/or Dependent Childcare Expense Account (DCEA) plan rules. 

File a Claim	1. You must incur child care expenses before you request reimbursement. The IRS considers an expense to have been "incurred" when you have both paid for the service and received the service. Only child care expenses incurred during the fiscal plan year beginning July 1 are eligible for reimbursement.   2. Download a claim form or obtain a paper form from the Office of Human Resources at 2 New South.     3. Complete the claim form and attach a copy of the payment receipt. Your claim must include (a) dates of service, (b) costs of service, and (c) the name of provider. You must obtain the provider’s tax identification or Social Security number to include on Form 2441 that you will be required to attach to your federal income tax return.   4. Mail or fax your claim and receipt to PayFlex Systems, USA at PO Box 3039, Omaha, NE 68103-3030. Cancelled checks are not proof of payment.
Approval of Eligibility for Reimbursement	1. PayFlex will determine whether the expense incurred is eligible for reimbursement based on ECCAP as well as IRS rules and regulations governing the DCEA plan. Informal or "under the table" child care arrangements are not eligible for reimbursement.   2. PayFlex will notify the program coordinator that you are approved to receive reimbursement.
Receive Reimbursement	1. The program coordinator will process your taxable ECCAP reimbursement on a monthly basis, bi-weekly faculty and staff will receive their ECCAP once a month. You will receive reimbursements only for expenses that are eligible, incurred and for which there is a sufficient balance in your ECCAP account.   2. If your account balance is not enough to cover your full claim, you will receive the available balance. Subsequent reimbursements will be issued against your eligible claims as future contributions are credited to your ECCAP account. In other words, the total annual award amount accrues on a monthly basis, and reimbursement is limited to the portion of your award that has actually accrued as of the date your reimbursement request is processed.

 

Steps to Obtain Reimbursement If You Have a DCEA 

These steps describe how you are reimbursed if you establish a DCEA. In this case, the ECCAP award is paid as earnings in your paycheck on a per pay period basis.  At the same time, your per pay period earnings are reduced before taxes by the amount you elected to contribute to your DCEA.  Earnings directed to your DCEA are not subject to federal tax.

You have until March 31 of the subsequent year to submit claims for reimbursement through your DCEA for child care expenses you incurred during the previous January 1 through December 31 calendar year. If you do not submit your claim by March 31, any balance of your DCEA is forfeited.