Flex Frequently Asked Questions

Find the answers below to the questions most frequently asked by our employers.

What if I have incurred expenses at the end of the Plan Year, but I don’t submit a claim by the end of the Plan Year?

Your employer may specify an additional amount of time, called a "run-out period," after the last day of the Plan Year to submit claims for services you received during the Plan Year. Check the Surency Flex mobile app or log in to your Member Account to view specific details on your plan. 

How can I use the funds in my account without paying for expenses upfront and waiting for reimbursement?

Use your Surency Flex Benefits Card like a credit card to pay for eligible expenses at the time of service or write the Benefits Card number on the bill you receive (just like you were paying with a credit card). By providing your card as the initial form of payment, you will automatically use funds in your account and will not need to wait for reimbursement. Please note, you should keep your receipts from any Benefits Card purchases in case we need to see those for verification of the expense.

Can I use my account in a foreign country?

When you are in a foreign country, you will not be able to use your Surency Flex Benefits Card. However, you can still file a claim for reimbursement if it is for an eligible medical expense. Always remember to keep your documentation and receipts (in US dollars).

What is “Closing of a Plan Year”?

Closing of a Plan Year is a final review of the reimbursement accounts for all repayments throughout the Plan Year. 

Why is it important to close a Plan Year?

The IRS requires employers to report and take additional action when participants have taxable items. Therefore, in order to comply with the IRS regulations, it is important that Surency assist with the closing of your Plan Year to provide necessary reporting. 

What are taxable items?

Taxable items are pending repayments from the Plan Year. Pending repayments could be a result of a debit card transaction where the participant did not provide a receipt (claim substantiation) or the transaction was determined to be an ineligible expense. 

What reporting will be provided?

Surency will provide you with an updated Account Balance Detail Report for the previous Plan Year and a full accounting of open, unresolved repayments (taxable items).

When will the reporting be available?

The updated Account Balance Detail report will be provided 185 days after the closing of the Plan Year. The Account Balance Detail Report will be generated the 2nd day of the month following the 180 day mark.

What steps does an employer need to take? 

When the Plan Year ends, which is the final filing date for the Plan Year, the employer needs to follow these two steps:

  1. First, if allowed by law, withhold the amount of the improper charge from the employee's pay or other compensation.
  2. For terminated employees or where you cannot withhold from pay, you can report the unsubstantiated claims as income on the employee's W-2. (Amended W-2s are not required as "improper payment is reportable in the taxable year of the employee in which the indebtedness is forgiven.")

If you are using the Form 1099 method, you will need to change to the Form W-2 method.

What happens after Surency closes the Plan Year?

Surency closes your Plan Year 180 days after the Plan Year end date. At this time, Surency provides a detailed report for the previous Plan Year and a full accounting of open, unresolved repayments (taxable items). Repayments will be cancelled, debit cards will be all set to in-active and claim denials will be finalized.


Fill out the form and a Surency team member will reach out to help you as soon as possible.