FlexOptions HCSO HRA
Frequently Asked Questions
Q. When does the HRA need to be established?
A. The HRA should be established prior to the expenditure due date, which is 30 days after the end of the calendar quarter. The HRA plan application should be submitted at least 15 days prior to the expenditure due date.
Q. How do I make a deposit for my employees in the HCSO HRA?
A. We will provide a spreadsheet for you to submit participant information and “expenditures” each quarter. When a participant files a claim, he/she will be reimbursed from our processing account and your designated account will be debited for the total amount of claims processed for your participants.
Q. How are the quarterly administration fees processed?
A. A $15 quarterly administrative fee is deducted from the participant’s reimbursement account balance at the beginning of each quarter. The total fees payable will be debited from the employer within seven days of sending the employee census. For example: If an employer’s required expenditure is $150 for an employee’s reimbursement account at the beginning of the quarter, the employee will actually have a balance of $135.
Q. How is an employee reimbursed for medical expenses?
A. HCSO HRA participants submit a claim for reimbursement via fax, mail, or e-mail to HCSO@copower.com. Claims are processed daily and reimbursement checks are issued every Tuesday. All claims received by Monday at 6:00 a.m. PST are issued reimbursement on Tuesday. Direct deposit is available to all participants at no extra charge. Denial letters are issued for all ineligible claims or claims missing information.
Participants receive a claim form in their enrollment packet. In addition, all forms may be accessed online at our FlexOptions Forms Web page.
Q. Can an employee submit a claim larger than the available expenditure?
A. Yes, an employee can submit a claim for larger than the fund balance, but will only be reimbursed up to the balance available.
Q. Can an employee submit a reimbursement request for expenses incurred before the plan became effective? (i.e. Can an employee submit a reimbursement request for medication purchase in 2007?)
A. Expenses must be incurred after the date eligibility begins in the HCSO HRA.
Q. What happens to unused balances at year end and termination?
A. The employer chooses if the unused balance remaining at the end of the year is rolled over or is forfeited back to the employer. If an employee terminates prior to the end of the quarter, he/she will still have access to the earned funds. Employees have 90 days after the end of the quarter in which they terminated to use the funds.
Q. Must medical services or purchases be conducted within San Francisco to qualify for reimbursement?
A. No, there are no service area limitations for qualified reimbursements.
Q. Who do I call with administrative questions about the HCSO HRA?
A. You may call CoPower’s HRA administrator at (800) 631.3539, Monday through Friday from 5:00 a.m. to 4:00 p.m. PST, or e-mail HCSO@copower.com.
Questions about San Francisco’s HCSO, including how to comply with the ordinance, should be directed to San Francisco Office of Labor Standards Enforcement (OLSE). More information specific to the HCSO and ESR is available at the OLSE website. Specific inquiries may be e-mailed to HCSO@sfgov.org or placed by phone at (415) 554.7892.
Q. How do employees access their HSCO HRA balance information?
A. Employees enrolled in the HCSO HRA have 24-hour online access to their account information, 24-hour Interactive Voice Response number, and a toll-free daytime access to customer service at (800) 631.3539.
For your reference, please read the Office of Labor Standards Enforcement’s HCSO Frequently Asked Questions document.
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