Human Resources Benefits Unit

Flexible Spending Accounts (FSA)

FSA 2019 Claims Submission Deadline Extension

With the recent developments regarding the current COVID-19 pandemic, the County of Sonoma has extended the deadline to submit 2019 Flexible Spending Account (FSA) Claims from March 31, 2020 to April 30, 2020. If you were a participant in the County of Sonoma FSA Program during the 2019 plan year, April 30, 2020 is the last date to submit claims for reimbursement of eligible expenses.

If you need assistance submitting a claim, please contact the P&A Group at (800) 688-2611, Monday through Friday from 5:30 a.m. to 7:00 p.m. PT or online at www.padmin.com.

2019 HEALTH FSA PLAN PARTICIPANTS:

The 2019 Health FSA plan allows active participants to carry forward up to $500 of unspent funds to the 2020 Health FSA plan. (Remaining balance in excess of $500 will be forfeited.)

Last Day to incur expenses: DECEMBER 31, 2019

Last Day to submit Health FSA claims for the 2019 Plan Year: April 30, 2020

2019 DEPENDENT CARE ASSISTANCE PLAN PARTICIPANTS:

The 2019 Dependent Care Assistance Plan (DCAP) provides eligible participants with a Grace Period, an additional 2 1/2 months (January 1, 2019 to March 15, 2020), to incur dependent care expenses for reimbursement from their 2019 DCAP account.

Last Day to incur Dependent Care expenses: March 15, 2020

Last Day to submit Dependent Care claims for the 2019 plan year: April 30, 2020

As a reminder, to receive reimbursement, please submit a Dependent Care expense claim for the 2019 plan year by the April 30, 2020 extended deadline to avoid forfeiting any remaining balance. 

If you have any questions or need assistance, please contact the P&A Group at (800) 688-2611 or online at www.padmin.com.

The FSA program is administered by the P&A Group. Account information is available 24 hours a day, seven days a week online at www.padmin.com. Online access allows you to view your account balance, set up direct deposit, submit claims, complete any required forms, etc.

Questions? Call P&A Customer Service at (800) 688-2611
Monday through Friday: 5:30 a.m. to 7:00 p.m. (PT)

DCAP Eligible Mid-Year Change

If your daycare has suspended their operations due to the shelter in place order and you need to make a mid-year change to your Dependent Care Assistance Plan (DCAP) annual election amount, you have 31 days from the date your daycare ceased operations to make this change. You will need to complete the attached form (instructions below) and return it to the Benefits Unit. Changes will be effective the first of the month following the date the Benefits Unit receives your completed form. This only applies to the DCAP. This is not an allowable event to make a change to your Health Flexible Spending Account.

Completed forms can be returned to the Benefits Unit by:

  • Scanning and emailing to benefits@sonoma-county.org
  • Faxing to (707) 565-1139.
  • Placing in the locked tan drop box, labeled Personnel Applications Only, located outside the north side of 575 Administration Drive in Santa Rosa.

Instructions for completing FSA mid-year change form:

Complete each section:

In top section: fill in your employee information

Section I:

  • Revoking Election? Check two boxes;
    • Revocation of an Existing Election - and - 
    • Dependent Care Assistance Plan.
  • Changing annual election amount? Check two boxes and complete the From and To columns;
    • Change Election - and -
    • Dependent Care Assistance Plan
    • From; enter your current annual election - and -
    • To: In item B, enter your new annual election amount

Section 2: Check three boxes;

  • A. Change in Status - and -
  • On second page; D. Change in Cost - and -
  • Significant cost decrease

Section 3:

  • Explanation; Daycare was closed due to pandemic
  • Enter your qualifying event date as the first day without care

Section 4: Sign and date

Don’t want to make a change? You do not need to do anything. Your DCAP annual election amount will remain the same for the remainder of the calendar year.

What is an FSA?

A Flexible Spending Account is a program that the Federal Government allows the County of Sonoma to sponsor. It enables you (the employee) to save Federal, State and Social Security (FICA) taxes on the money you use to pay for eligible expenses. The tax savings will increase your take-home pay.

A Valuable Benefit - If you choose to participate in this valuable benefit, you and your eligible dependents can pay for medical, dental and vision expenses, as well as dependent care expenses, on a tax-free basis.

When You Enroll - When you enroll you determine the amount of expenses you anticipate for the upcoming year. The annual benefits you elect are paid for with pre-tax dollars deducted from your paycheck over 26 pay periods. These dollars are subtracted from your gross earnings before taxes are taken out.

How It Works - Under this plan you can use pre-tax money to pay for different kinds of expenses, including: your medical,dental and vision care expenses that are not covered by your insurance and the cost of caring for a dependent while you work. Tax savings bag of money

Your Spendable Income Increases - When you elect pre-tax benefits under a flexible benefits plan, you lower your taxable income on your W-2; therefore, you pay less in taxes and increase your spendable income. Depending on your tax bracket, this plan can save you 30% to 40% on qualifying expenses.

Available Accounts

There are different kinds of Flexible Spending Accounts available where you can use pre-tax dollars for specific expenses. 

Health Account FSA

EOBCovers medical, dental and vision expenses that are only partially covered or not covered at all by your insurance, including insurance deductibles, insurance co-payments and over-the-counter medications by prescription.  Read more

Dependent Care Account FSA

Daycare childrenCovers amounts you pay to daycare centers, after school programs, babysitters, caregivers or elder care so that you and your spouse can work. Read more

Customer Service and Plan Administrator

The P&A Group is the third party administrator for the Flexible Spending Account.

Contact P&A for questions regarding eligible expenses, claim submission, documentation requirements for expenses, or the status of claims & reimbursements.

  • Contact a Customer Service Representative or chat live online during P&A Group’s Customer Service hours: Monday through Friday: 5:30 a.m. to 7:00 p.m. (PST)
  • 24/7 online account access www.padmin.com
  • Automated account information available toll-free: (800) 688-2611
  • Toll-free Fax Number: (877) 855-7105

Contact the Human Resources Benefits Unit for questions regarding electronic enrollment through Employee Self-Service, enrollment eligibility, change in election due to a qualifying event, or to update/change your mailing address.

Whose Expenses are Eligible?

Under the plan, only the expenses of a participant, a participant’s spouse or a participant’s dependent(s) qualify for pre-tax treatment. If you are unsure if a person qualifies as an eligible dependent, please refer to the P&A website for a more detailed definition.

On June 26, 2015 the Supreme Court ruled that same-sex marriage is legal throughout the United States. Going forward, qualifying expenses incurred by a same-sex spouse will be eligible for reimbursement under your Flexible Spending Account. 

Online Resources

How to Access Your Flexible Spending Account

P & A Group Mobile Features and QuickClaim Process

TEXTING

Access your account information right from your mobile phone, anytime, anywhere! To setup this text messaging feature please log into your P&A Texting image online account. Under “Profile” enter your cell phone number and mobile carrier. You will then be setup to use the text messaging feature. Text the following codes to the number 70626 to receive updated, on-the-go account information. 

Feature
Text Code
Instructions
Account BalanceBAL Text BAL to receive a text message with your account balance
 Claim StatusCLM Check the status of your most recent claim
 History of your Last Five ReimbursementsHIS Instantly get an update on your last five reimbursements
 Deposit UpdateDEP View your last five deposits into your account(s)

HOW TO USE QUIKCLAIM

Submit P&A claims and receipts directly from your smartphone - a totally paperless process!

  1. Go to www.padmin.com and log into My Benefits
  2. Select Upload
  3. Choose your account and enter claim amount
  4. Upload your receipt/documentation by selecting Add File, which will allow you to use your camera to take a picture of your receipt or select a picture from your gallery
  5. Select Continue
  6. Review the claim, agree to the authorization statement and click Submit
  7. You have successfully submitted a claim!

Contact Information

Benefits Unit

Human Resources Department

Business Hours
Monday – Friday
8:00 AM – 5:00 PM
Contact us by Phone
Address
575 Administration Drive
Room 116 B
Santa Rosa, CA 95403
38.465237, -122.725363

Employee Fire Assistance

Information and Resources

Symbolic Hands Working Together-75

Disaster Leave, Local Assistance Center, Benefit Information, and more!

Healthy Habits

Learn More

Healthy Habits Thumbnail

Find events, tips, tools, and myriad resources to help you maintain your well-being.

Labor Negotiations

Labor Agreements & Salary Resolution
Find negotiation updates, MOUs and salary resolution information, and bargaining unit contacts.

Long Term Disability

Long Term Disability Benefit Program
County of Sonoma currently provides two (2) separate insured Long Term Disability Benefit (LTD) plans.