Using Your Flex Convenience Card
The mbi Flex MasterCard is very convenient. Effective use can make it trouble-free.
The IRS What happens if I purchase
FIRST RULE OF THUMB: KEEP ALL RECEIPTS.
Because these plans are funded using pre-tax dollars an ineligible item in error?
there are IRS regulations governing the plans. Nyhart If your purchase included items that are not allowable
must be able to provide PROOF that purchases are under the plan (ex. Candy, make-up, drinks), that
eligible under the tax code. While Nyhart won’t ask for amount must be refunded to your flex account. The
every receipt, you will need to be able to produce them if participant must write a check - made payable to the
we do ask. All Flex Spending Account (FSA) purchases employer - and mailed to Nyhart so that your
made by cash or check require an itemized receipt in account may be credited properly.
order to receive reimbursement; some of your mbi debit
card purchases will, as well.
Over the Counter (OTC) Drugs
What type of proof does Nyhart need for OTC drug
How does the card work? purchases? The cash register receipt that is provided
Your mbi flex convenience card has been loaded with must indicate detailed information about the purchase.
your entire annual election allocated to your flexible If the receipt is not detailed or only says "over the
spending account. The card is programmed to only work counter items," a copy of the label or box top of the item
at certain merchant types where you could receive should also be sent. Failure to do so will require that the
services or goods that are eligible under the plan. purchase be "paid back". There are no exceptions.
Examples include a Doctor’s office, vision providers, Nyhart must adhere to the guidelines set forth by the
dental offices, pharmacies etc. When you make a IRS (Internal Revenue Service) and if the participant
purchase from one of these places Nyhart is advised of cannot produce adequate documentation, the
basic information about your purchase such as the date, amount must be repaid to the plan by writing a
merchant and dollar amount. The total is deducted from check, as described above.
your available balance.
**Please note that if you are buying OTC medications at the
same time that you have a prescription filled, the swipe will not
Please wait for Nyhart to notify you that match a plan co-pay. Substantiation will be required. Nyhart
substantiation is required. recommends separating your purchases - or be prepared to
substantiate that entire purchase. In this example, you may
Why do I have to send use your debit card for the drug copay and pay cash for the
OTC items. Submit the OTC receipt to Nyhart as a manual
receipts? claim and receive a manual payment for those additional items.
As mentioned, the IRS mandates in ruling 2003-04 that
each purchase made using the flex debit card be
substantiated. We have your employer sponsored
health plan co-payments loaded into our system and
when your swipe matches one it is considered to be
substantiated. However, over the counter medicines are
not included in the co-pay matching and consequently
have to be verified. We allow 60 days from the date of
the purchase to submit the documentation and send 3 You may be wondering why Nyhart requires the names
reminders prior to the temporary deactivation of your of prescription medications. There are several
card. If this happens, your card will remain inactive until medications that although prescribed by a physician are
the purchase has been substantiated. considered to be “cosmetic” by the IRS and are either
not allowable or only allowed when accompanied by a
physician’s statement of medical necessity.
Nyhart FLEX Press 2005
Lost or Stolen Cards Account Access
What happens if your card is lost or stolen? As with
other credit cards, we highly recommend that you What is my balance?
document your card number somewhere in a safe place. There are three ways to find out
1) Semi-annual statements are mailed from Nyhart
Go to the mbi website,www.theflexcard.com,to register 2) Customer Service Staff is available from
your card and set up a password for yourself now. In the 7:30am to 5:00pm, Monday – Friday
event that your card is lost or stolen over a weekend, (317) 803-7750 or 1-800-284-8412
you will be able to deactivate your own card through this 3) Please visit and log on at www.Nyhart.com with
site, so no fraudulent purchases can be made. the PIN number previously provided to you. If
you have not yet received your PIN, please call
If this happens during business hours, please call our offices and we will set one up for you. Or if
1-800-284-8412 and we can deactivate the card you have forgotten it, we can provide it to you.
immediately. Nyhart will only be available during
regular business hours to deactivate your card for
you: Monday through Friday 7:30 A.M. until 5:00 P.M.
E-mail Saves Time
Email addresses enable us to contact you in a more
timely fashion, giving you extra time to provide
**PLEASE REMEMBER** documentation.
DO NOT send substantiation of flex card purchases Just remember, if you provide your email, we rely on you
until Nyhart has requested them. Return them along to check it on a regular basis. Once an email address
with the letter or email provided. has been provided, all requests for substantiation are
sent via email.
DO NOT combine debit card substantiations with
manual claims requiring manual reimbursement. Please email the following information to the flex
department at flexplans@Nyhart.com, or fax to us at
Email Contact Information (Please print clearly)
Your Name: ___________________________________
Your Employer: ________________________________
Soc Security Number – last four digits only __ __ __ __
Email address: ________________________________
Paper Claim Forms Can I order additional cards
When is a regular Flex claim form used?
Use the regular Flex claim form only when you need to for my spouse and or
be reimbursed for payments made out of your own
pocket – and NOT with the mbi debit card... Attach children?
your detailed receipts with a completed claim form and
mail or fax it to Nyhart. This process remains unchanged Yes you can! additional cards are available for $5.00
from years past. For your convenience, these claim each. A form is available on our website and you will
forms are available on our website, www.nyhart.com need to send a check payable to Nyhart along with your
form to us for the additional cards.
Nyhart FLEX Press 2005