Duke Unique IDs replace Social Security numbers (SSN)
as your identifier with WageWorks. If asked or prompted to
provide the last 4 digits of your SSN, provide the last 4 digits of your Duke
Unique ID. If you
do not know or are unsure of your Duke Unique ID, you can look it up
here.
Some expenses are easier to pay for first, and then get reimbursed. For example:
- When your provider requires you to pay in advance (before the first of the month during which services will be provided). You may pay for the services as required, and then file your claim after you have received the service.
- Your provider wants to get paid other than monthly
- Your expenses vary month to month
How to File a Dependent Care Claim
Dependent Care Pay Me Back (Paper claim form)
WageWorks claim filing service is called Dependent Care Pay Me Back.
Through the Dependent Care Pay Me Back service, you can get reimbursed from
your Dependent Care Reimbursement Account for eligible products and services
you pay for out of pocket.
How to Use Pay Me Back
- Pay your dependent care provider as you usually do and save your detailed receipt (or have your dependent care provider sign your claim form).
- Complete a Dependent Care Pay Me Back form
- Fax your form and appropriate proof of expense to 1 (877) 353-9236.
- Or, mail your form and photocopies of your proof of expense to:
Claims Administrator
PO Box 14053
Lexington, KY 40512
- Check your claims status online anytime by logging on to your personal account (NetID and password required)
- All claims (including resubmissions) must be received no later than April 15, 2008, your Claim It by date (displayed on your monthly statement), to be eligible for reimbursement.
Some expenses are easier to pay for first, and then get reimbursed. For example:
- No claims to file; no need to get reimbursed
- Works like a bill pay service
- Deducts automatically from your Dependent Care Reimbursement Account
- Most convenient way to pay for eligible dependent care services on a monthly basis
Some expenses are easier to pay for first, and then get reimbursed. For example:
- You have predictable dependent care expenses each month
- Your dependent care provider does not require payment in advance (before the first of the month) and will accept monthly payments
Dependent Care Pay My Provider (Online
payment)
Pay your providers directly from your Dependent Care Reimbursement Account
using Dependent Care Pay My Provider, an optional way of getting
reimbursement.
How to Use Pay My Provider
- Log on to Your Personal Account and enter your Duke NetID and password*
- Click on the "Dependent Care" tab
- Click "Request Pay My Provider"
- Confirm or enter your contact information
- Enter your provider information
- Enter dependent information
- Enter your payment amount
- WageWorks will make the requested payment from your available account
balance and mail it directly to your provider.**
- WageWorks will send you an email each time a requested payment is made
Proof of Expense
You must provide proof for each dependent care service listed on your Pay Me
Back claim form. You must also always include your provider's Tax
Identification Number (TIN) or SSN. Your proof should be appropriate for the
type of expense:
- Recommended proof is to complete
Dependent Care claim form
and have the provider sign the form
- If no provider signature is provided on the claim form, attach a formal or
informal statement or bill from the provider that indicates the dates of
service, care provided and claim amount
Grace Period
You have a grace period -- ending on April 15
-- to submit paperwork for expenses incurred
during the previous calendar year. For example,
if you incurred eligible expenses one year,
you would have until April 15 of the following
year to submit your claim. After April 15,
you forfeit any money that was contributed
the previous year and was left in your
reimbursement accounts. Although you have
until April 15 to submit your claims, only
expenses from the previous calendar year --
Jan. 1 through Dec. 31 -- are eligible for
reimbursement. As an additional reminder, you
must be a participant in the plan during the
time period when the expenses are incurred in
order to claim them for reimbursement.
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