Administrative Information Management’s holiday schedule for 2011 is:
Please note: Reimbursement checks normally processed when AIM is closed on a Holiday will be processed on the next regular check processing day. Please feel free to email us at info@aimadministrator.com or call our office at 502/426-1235 and leave a message.
A big change in medical reimbursement accounts is here. Most participants in an AIM administered reimbursement plan were advised of the change during the annual enrollment process. Here’s a summary:
With the passage of recent legislation, House Bill HR 3590 and Reconciliation Bill HR 4872, over-the-counter (OTC) medications will no longer be reimbursable under HSAs, FSAs and Archer MSAs unless prescribed by a doctor. This became effective as of January 1, 2011.
What this means for participants of HSAs, FSAs and Archer MSAs: After January 1, 2011, a doctor’s prescription will be necessary in order to receive reimbursement for OTC medications. Because of these changes, it has become necessary to manually process claims for OTC medications. Participants can fill out a claim form and remit them with a copy of the receipt and doctor’s prescription to AIM.
Do you have to go to the doctor every time you need a bottle of aspirin? Not necessarily. Different doctors’ offices are handling this matter in different ways. Contact your physician’s office to see how they would like to work with you on this. Several participants have already told us that they listed all their favorite OTC medications and asked their doctor to ‘authorize their purchase’ for this year with a signature. You can include a copy of this letter with your claim. This seems to be a common practice and we will know more once the IRS publishes additional notices and bulletins throughout the year.
We will post additional updates and communicate through the Human Resources office of your company if the OTC rules change. As always, if you have any questions or concerns, please contact the Benefits Administrator for your company’s plan.
Are you an employer thinking offering your employees a new or updated company benefit. Look no further then Administrative Information Management to help you with that.
Our simple and cost effective Flexible Reimbursement Program allows you to save on tax dollars while offering your employees the opportunity to save taxes too. How? By allowing employees to set aside some of their salary in a flexible reimbursement account. Typically, the cost of our service fees is less than the taxes you were sending to the government.
Check out out Employer’s Guide and give one of our Benefits Administrators a call about how to start this program. Just because the new year has already started doesn’t mean you can’t start this program now! We’ll be glad to walk you through the process.
Our office hours for the Thanksgiving holiday will be as follows:
Please note: reimbursement checks normally processed on Holidays will be processed on the next regular check processing day. Please contact administrator for more information.
You can contact us by sending an email to one of our Staff Members or filling out the Contact Us form. In addition, you can call and leave a voice mail message by dialing 502.426.1235 and pressing the appropriate extension number.
The web site for Administrative Information Management continues to grow, in particular for our Cafeteria department. Recently added features are:
If there is something you need to know, send us an email and give us your suggestion. You are also encouraged to call the AIM office and speak with your administrator about any questions you may have about your reimbursement account.
For some of our cafeteria participants, you were issued a Benefits Card. Accessing your account online provides you with account information anytime you want — account balance, transaction history and status of some transactions. You need to establish an account if you have not already done so.
Accessing information about your flexible reimbursement debit card account is quick and easy. Follow the instructions below. Click here for a PDF version of these instructions.
After your account is setup, you can log into the system to check your balance, history, and changes.
The AIM staff is available to answer other questions you may have about your Flexible Benefit accounts.
Claim forms have been added to the AIM web site.
As a participant in a flexible reimbursement program administered by Administrative Information Management, you can download a claim form to request a reimbursement form your account. There are two types of forms available:
Participants should include a scanned copy of the receipts when emailing claims. You may email your AIM Administrator directly, or use the shared address: claim@aimadministrator.com. If you have any questions or concerns, please contact your AIM Administrator.
This afternoon, Administrative Information Management rolled out their new website.
As with many things computery, it didn’t go as planned. The IT department is working with the web provider to clean up some of the links.
You may call the AIM office at 502/426-1235 to get the information you were looking for. In addition, you can send an email to info@aimadministrator.com with your question.
We apologize for the inconvenience and look forward to serving you.
Frequently Asked Questions about the Flexible Reimbursement program
If I elect to redirect my compensation, how will this benefit me?
The biggest advantage is the tax savings. Since FLEX 125 uses pre-tax dollars for reimbursement of personal expenses, you reduce your income taxes and Social Security and Medicare taxes by reducing your taxable salary.
If I redirect part of my pay, won’t I make less money?
No. Your spendable income will increase by the amount of tax savings.
Why should I participate in the Medical Reimbursement Plan if I already have medical insurance?
The Medical Reimbursement Plan offers reimbursement of medical care expenses NOT covered by insurance: for example, eye exams, glasses, contact lenses, co-payments for office visits and prescription drugs, orthodontics and dental visits, and most other medical expense not covered by your major medical.
Will I be better off participating in Daycare Reimbursement instead of claiming it on my income tax?
It depends on your situation. The AIM Administrators will provide you information to help you determine the best option for you.
Is there a cap on the amount of money I can direct to my account?
Yes. The limit you can defer for the Medical Reimbursement Plan is set by your employer. The maximum for the Daycare Reimbursement Plan is $5,000.
Can I change or revoke my elections during the plan year?
In general – no. However, there are exceptions for a change in family status. This includes marriage, divorce, death of a spouse or child, birth or adoption of a child, and termination of a spouse’s employment.
What happens if I terminate my employment or I become ineligible to participate in FLEX 125 for any other reason?
You may terminate the compensation reduction agreement. If so, you should contact the HR Representative to determine how long you have in which to file claims. Expenses must have been incurred while you were still employed. Coverage may continue through COBRA, if you elect.
What if I don’t use all the money I redirect?
You should conservatively estimate your allowable expenses for the calendar year so you can avoid having unused benefits at the end of the year. However, if you do have funds remaining in your account at the end of the year, that amount will be forfeited.
Are there any other negatives that I should know about?
Yes. You are not paying Social Security tax on that portion of your income that has been redirected, so your Social Security benefits may be slightly reduced.
How do I enroll in the program?
Enrollment forms are available from your HR Representative and the AIM Administrators. Fill in the information and return the form to your HR Representative for processing.
How do I get reimbursed for my medical expenses?
If your employer has elected to provide you with a benefit debit card, you will use the card at the point of sale. Occasionally, you may be asked to remit receipts to ensure valid expenses (so keep those receipts available). A claim form with receipts can always be submitted when you need reimbursement.
How do I get reimbursed for childcare or adult daycare expenses?
The claim form has a section for you to list those expenses. You should submit receipts from any type of daycare center with your claim. If you pay a baby sitter or a nanny for fees to allow you to work, please list the person’s Social Security Number on your claim form and provide a copy of your canceled check.
Where do I get a claim form?
You can get a claim form from your HR Representative. In addition, claim forms are available online at www.aimadministrator.com/125. You may also contact your AIM Administrator at 502/426-1235 who can mail, e-mail or fax one to you. If you need to leave a message, be sure to include your name, the name of your company and your phone number in your message.
Can you pay my recurring claims automatically?
This option is not available due to government requirements.
Where do I send my claim form?
Please mail your claim form and receipts to AIM, 10353 Linn Station Rd, Louisville, Kentucky 40223
Can I fax my claim form? What about email?
Yes, you may fax your claim and receipts to 502/426-6569. This number is listed at the bottom of the current claim form. You do not need to include a cover page when faxing your claims. If you are successful in faxing your claim, please do not mail the originals. If you have a scanner and email, you may send your claim and receipts to claim@aimadministrator.com.
How often will I receive a check?
Claims are processed twice a week for companies without debit cards. If your company is using a benefit debit card, manual claims are processed once a week. Checks are mailed on the same day your claim is processed. Checks are issued when your claim value is over $10. Please allow ample mailing time to receive your check.
I sent in a claim but did not receive a check. What can I do?
Please contact your AIM Administrator at 502/426-1235. The Administrator will check the files for a claim and let you know when your check was mailed. If enough time has passed, we may be able to stop-pay and reissue a check for you.
What if I don’t have a receipt to submit?
If you have lost or misplaced a receipt, you may submit a copy of your canceled check or an invoice showing the provider has received payment.
How do I check my account balance?
Your available balance is referenced on your check stub. In addition, if your employer is using the benefit debit card, you may log into a web site to check your available balance. You may also call your AIM Administrator during business hours to ask for your balance.
I have other questions not addressed here.
Call the Benefits Administrator at AIM. They can be reached at 502/426-1235.