/ HR Benefits/ Health Flexible Spending Account (FSA)

Health Flexible Spending Account (FSA)

A Health Flexible Spending Account (FSA) allows you to set aside pre-tax dollars to pay for eligible out-of-pocket medical expenses for you, your spouse, and dependents. This includes costs such as:

Doctor visits & copays
Prescriptions & over-the-counter medications (with a prescription)
Dental & vision expenses (including orthodontia, glasses, and contacts)
Medical supplies & treatments

With an FSA, you reduce your taxable income and increase your take-home pay, making it a smart way to manage healthcare expenses. You can access your full annual election amount anytime during the plan year and submit claims for reimbursement. Lewis & Clark will deduct your pre-tax election in equal amounts from your paycheck.

Pre-tax savings on eligible healthcare expenses
Full annual election available immediately
Rollover of up to $660 for unused funds into the next plan year
Use the Allegiance debit card to pay for purchases, or use their easy reimbursement process with direct deposit or check
Lewis & Clark does not contribute to this plan.

Important: Health FSAs are not compatible with a Health Savings Account (HSA). Plan your elections carefully, as unused funds over the rollover limit may be forfeited.

2025 IRS Contribution Limits

Maximum Contribution: $3,300 per year.
Carryover Provision: You can carry over up to $660 of unused FSA funds into the next plan year.
Use-It-Or-Lose-It Rule: You must use all FSA funds exceeding the carryover amount within the plan year, or they will be forfeited. You will have 90 days after our plan year ends (March 31st each year) to submit claims for the previous plan year.

The FSA is available to new-hires or newly benefit-eligible employees when completing their first benefit elections, and then once per year during Open Enrollment for the following benefit year.

If you experience a Qualifying Life Event (QLE), you can add an FSA when selecting your medical benefits within 30 days of the event.

Life events, such as marriage, divorce, the birth of a child, or other major milestones, can significantly impact your benefits needs. It’s important to update your benefits to reflect these changes, ensuring you and your family have the coverage you need during these pivotal moments.

Act fast—updates to your benefits must be made within 30 days of a life event, or you won’t be able to make changes until the next open enrollment period!

Simply click on the life event that applies to you below to get started with making the necessary updates to your benefits!

Adding your new baby to your health insurance might not be as automatic as you’d expect, but don’t worry—it’s a simple process! Even though your insurer may have received medical bills related to your baby’s birth, you’ll still need to notify them and complete the enrollment to ensure they’re covered within the 30-day window.

Make Contact

Please contact your benefits administrator in the HR department within the last trimester of pregnancy to make sure they know how to contact you if you are out of the office on leave and to assist you with meeting enrollment deadlines.

Timeline

Health insurance companies require that a newborn be added to a policy within 30 days of birth. Enrolling the child within that time frame provides coverage retroactive to the date of birth.

Choose Benefits

The baby should be enrolled under the birth mother’s insurance to avoid any billing issues related to the birth.

Your dependent will be enrolled in the same plan you are already enrolled in. Unfortunately, changes to the type of plan you selected can only be completed during Open Enrollment.

Consider electing a Flexible Spending Account (FSA) for healthcare (medical expenses) or dependent care (childcare) as your needs in these two areas may have changed since your family has grown.

Complete Enrollment

Changing your benefits due to a qualifying event is a quick three step process in Workday.

Before you begin, you will need a document showing proof of birth. This can be any sort of hospital generated document that shows the name of the baby, parents, and date of birth.

Step One (Employee):

Click the Menu (three lines) in the upper left-hand corner of your Workday screen
Click Benefits and Pay
Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
Select “Dependent Change (Birth / Adoption / Guardianship) as the Change Reason
Enter your dependent’s date of birth in the “Benefit Event Date”
Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
Click Submit

Step Two (HR Benefits):

Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

Step Three (Employee):

Navigate to your Workday Inbox
Click the Benefit Change task
Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing/adding dependents to match your elections.
Check the “I Agree” box to provide an electronic signature confirming your changes.
Click Submit.
Click Done to complete the task or Print to launch a printable version of the summary for your records.

Please note:

Benefit deductions are paid in advance. For example, your August payroll covers your September enrollment. In the case that your qualifying event has occurred after the regular deduction schedule, you will see retroactive deductions added to your next paycheck.
There are no pro-rated months, the full amount is charged even if enrollment begins in the middle of the month.

Timeline

Adding your spouse or domestic partner to your health insurance is a simple process, but it’s important to notify your insurer and complete the necessary steps within 30 days. Remember, if you miss the 30-day window, you won’t be able to make changes until the next open enrollment period.

Your spouse or domestic partner’s coverage will begin on the 1st of the month after your date of marriage or domestic partnership.

Choose Benefits

Your spouse or domestic partner will be enrolled in the same plan you are already enrolled in. Unfortunately, changes to the type of plan you selected can only be completed during Open Enrollment.

Required Documentation

Before you begin, you will need a document showing proof of marriage or domestic partnership. This could be your legal certificate, or you can complete the Affidavit of Marriage/Domestic Partnership provided by Lewis & Clark.

Completing the Change in Workday

Step One (Employee):

Click the Menu (three lines) in the upper left-hand corner of your Workday screen
Click Benefits and Pay
Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
Select “Marriage / Domestic Partner” as the Change Reason
Enter the date of marriage or domestic partnership as the “Benefit Event Date”
Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
Click Submit

Step Two (HR Benefits):

Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

Step Three (Employee):

Navigate to your Workday Inbox
Click the Benefit Change task
Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing/adding your new dependent (spouse or domestic partner) to match your elections.
Check the “I Agree” box to provide an electronic signature confirming your changes.
Click Submit.
Click Done to complete the task or Print to launch a printable version of the summary for your records.

Please note:

Benefit deductions are paid in advance. For example, your August payroll covers your September enrollment. In the case that your qualifying event has occurred after the regular deduction schedule, you will see retroactive deductions added to your next paycheck.
There are no pro-rated months, the full amount is charged even if enrollment begins in the middle of the month.

Timeline

We know that it can take some time to get paperwork back from the court, so in cases of divorce and legal separation, you have 60 days to complete your benefit change in Workday.

The coverage for medical and dental will be terminated effective the end of the month of the divorce final date. All other benefits will be terminated as of the date of divorce.

Required Documentation

You will need to upload a photocopy of the divorce decree to remove your former spouse (and stepchildren if applicable).

Completing the Change in Workday

Step One (Employee):

Click the Menu (three lines) in the upper left-hand corner of your Workday screen
Click Benefits and Pay
Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
Select “Divorce / Legal Separation” as the Change Reason
Enter the date of divorce as the “Benefit Event Date”
Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
Click Submit

Step Two (HR Benefits):

Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

Step Three (Employee):

Navigate to your Workday Inbox
Click the Benefit Change task
Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing your former dependent (spouse or domestic partner) to match your elections.
Check the “I Agree” box to provide an electronic signature confirming your changes.
Click Submit.
Click Done to complete the task or Print to launch a printable version of the summary for your records.

Timeline

When you lose outside coverage, your L&C coverage will become effective as of the date you lost your prior coverage.

When you gain outside coverage, your L&C coverage will remain effective until the end of the month in which you gained your new coverage.

Remember, you only have 30 days from the day you lose or gain your outside coverage to enroll in or drop your L&C coverage.

Required Documentation

You will need to provide proof of the date of loss or gain of outside coverage from your former or new insurance provider.

Completing the Change in Workday

Step One (Employee):

Click the Menu (three lines) in the upper left-hand corner of your Workday screen
Click Benefits and Pay
Click the button under “Tasks and Reports” at the top of the Benefits and Pay page that says “Change Benefits”
Select “Gain Outside Coverage” or “Lose Outside Coverage” as the Change Reason
Enter the date you gained or lost outside coverage as the “Benefit Event Date”
Click out of the “Benefit Event Date” box, and a section will appear where you can attach the required document as noted above.
Click Submit

Step Two (HR Benefits):

Your request will be routed to the Benefits Partner for review. After the Benefit Partner has approved your request, you will receive notification to go into Workday to complete your Benefit Change.

Step Three (Employee):

Navigate to your Workday Inbox
Click the Benefit Change task
Continue through all required screens, waiving/electing the benefit plan, coverage level, and removing your former dependent (spouse or domestic partner) to match your elections.
Check the “I Agree” box to provide an electronic signature confirming your changes.
Click Submit.
Click Done to complete the task or Print to launch a printable version of the summary for your records.