Heartland AEA’s fiscal year will end on June 30, 2013. In order for us to close our books in a timely and accurate manner, the Business Office needs your assistance in returning date-sensitive items.
• For payroll-related work completed on or before June 30, please turn in timesheets and submit addendum online forms with appropriate approvals to the Payroll Department by Friday, July 5.
• Review open Addendum Online assignments. Please close addendum assignments that will not have any additional hours logged.
• For travel, mileage and purchases occurring on or before June 30, please turn in claim forms, expense claims, invoices for services or professional development/travel forms with appropriate approvals to the Business Office by Friday, July 5.
• Do not put dates from two different fiscal years on the same timesheet, vacation request or in-area travel form. In-area travel forms with two fiscal years will be returned for correction.
A separate year-end communication is being sent directly to budget managers and support staff. If you have any questions, please contact Brian Whalen, Business Manager, at ext. 14005 or Rebecca McCreary, Accountant, at ext. 14325. Thanks for your assistance and enjoy your summer.
Monday, June 10, 2013
Reminder: 2013-14 Travel Reimbursement Information
Beginning July 1, 2013, the Agency is making changes to its travel reimbursement limits.
For out-of-area and out-of-state travel, the meal per diem limits are as follows:
• Out-of-Area In-State - Overnight Stay Not Required: $15
• Out-of-Area In-State - Overnight Stay Required: $30
• Out-of-State: $45
Employees may claim actual costs not to exceed the meal per diem limits. Tax and tips may be included with the calculation of actual costs.
For lodging, the limits are as follows:
• Within the State of Iowa: $55 plus tax
• Out-of-State: $175 plus tax
We will no longer be using tiered rates for out-of-state travel. All out-of-state travel will have a meal limit of $45 per day and a lodging limit of $175 plus tax per night. Although the out-of-state lodging limit is increasing, employees are encouraged to share rooms when possible in order to maximize limited travel/professional development budgets.
The mileage reimbursement for business use of your personal vehicle will remain at 39 cents per mile. The rate will increase if the state mileage reimbursement rate increases. Future increases will be effective the first day of the subsequent calendar quarter. All travel prior to July 1, 2013 will use the current meal per diem limits and current lodging limits.
If you have any questions, please contact Brian Whalen, Business Manager, at bwhalen@aea11.1k2.ia.us or ext. 14005.
• Out-of-Area In-State - Overnight Stay Not Required: $15
• Out-of-Area In-State - Overnight Stay Required: $30
• Out-of-State: $45
Employees may claim actual costs not to exceed the meal per diem limits. Tax and tips may be included with the calculation of actual costs.
For lodging, the limits are as follows:
• Within the State of Iowa: $55 plus tax
• Out-of-State: $175 plus tax
We will no longer be using tiered rates for out-of-state travel. All out-of-state travel will have a meal limit of $45 per day and a lodging limit of $175 plus tax per night. Although the out-of-state lodging limit is increasing, employees are encouraged to share rooms when possible in order to maximize limited travel/professional development budgets.
The mileage reimbursement for business use of your personal vehicle will remain at 39 cents per mile. The rate will increase if the state mileage reimbursement rate increases. Future increases will be effective the first day of the subsequent calendar quarter. All travel prior to July 1, 2013 will use the current meal per diem limits and current lodging limits.
If you have any questions, please contact Brian Whalen, Business Manager, at bwhalen@aea11.1k2.ia.us or ext. 14005.
Do You Pin(terest)? If So, We Want You!
The statewide AEA Communications Committee recently met to determine best practices regarding social media. As a system we are working to create a collaborative Iowa AEA website that showcases visual best practices in education organized around key AEA services. We want to accomplish this by using Pinterest, an online bulletin board, with an increasing presence of educators, administrators, districts and universities. As a result, the connections we make on Pinterest should lead to an increased awareness about the value of the AEA system, the strength of our collaboration and the skills and expertise of our staff.
If you are using Pinterest professionally to create boards with educational resources, ideas and best practices, we want to invite you to share and collaborate using the AEA system’s Pinterest boards. If you are interested in participating, contact the Heartland Communications Department at comms@aea11.k12.ia.us.
Iowa AEAs on Pinterest: http://pinterest.com/iowaaea/
If you are using Pinterest professionally to create boards with educational resources, ideas and best practices, we want to invite you to share and collaborate using the AEA system’s Pinterest boards. If you are interested in participating, contact the Heartland Communications Department at comms@aea11.k12.ia.us.
Iowa AEAs on Pinterest: http://pinterest.com/iowaaea/
Reminder: Contact Communications Dept. for Attachments in Past Connections
With the hosting of our agency’s website now being done by an outside vendor, this means some of the technical things behind the scenes have changed as well. Please note that the pdf attachments that have been linked in past issues of The Connection are no longer functional. If you need an attachment from a past issue, contact the Communications Department at comms@aea11.k12.ia.us, and we will do our best to retrieve the attachment for you.
Kabel Business Services Update: Online Accounts & Debit Cards
How to Set Up an Online Account With Kabel Business Services
Do you have money in a medical or dependent care flex spending account or an HRA (health reimbursement arrangement)?
If you have previously set up an account online with Kabel Business, you may have noticed that the company’s website has changed. You now will need to set up a separate login and password for each of the three possible plans that you are participating in.
Follow the instructions below, and if you run into difficulty, please contact Kabel Business directly at (515) 224-9400.
Participants may log on to www.kabelbiz.com.
Select “employee” link. This will take you to the log in website or you will have the option of clicking on Password Re-set and User Name Retrieval.
Enter the following information as it appears on your employer’s records so Kabel can identify you.
• First name
• Last name
• Date of birth mm/yy
• Home ZIP code (first 5 digits)
• Social Security number (last 4 digits)
An image will appear on the page. You must enter the characters from the image above.
Follow the instructions given. Having an online account with Kabel will enable you to log in any time and check your balance, see if they received a claim that you faxed in and help you to monitor how you’re doing at using your balance before the end of the plan year. However, please be aware that the dates Kabel uses on the website are not necessarily correct. For example, if you plan to remain a full-time employee with Heartland, you do not need to use your HRA dollars before the end of the plan year. Those unused dollars will simply roll over to the new plan year.
If you have questions on the beginning and ending dates of your plans, contact Kathy Martin, Benefits Specialist, at kmartin@aea11.k12.ia.us or ext. 14385.
Do You Need a Debit Card for Medical Flex Spending?
Let’s talk about why you may (or may not) need a debit card for your medical flex spending plan.
Possible Benefits
• Swipe your card just like a credit card. It automatically deducts the correct amount from your medical flex spending balance.
• Can be used at doctors, dentists, some pharmacies, optometrists and merchants using an Inventory Information Approval System that automatically substantiates purchases.
• Some purchases (such as drug co-pays) do not need to be substantiated and you never need to turn in receipts for them (although you must keep receipts for tax purposes).
• You can send a debit card with your son or daughter to college so he/she is able to fill a prescription or go to the doctor or dentist without calling home for money. (You can turn in receipts later, if needed.)
Possible Negatives
• Some claims need to be substantiated. That means you will later have to turn in receipts to offer proof that your claim was legitimate. Some of those will be: 1. Optometric and other eye care expenses 2. Dental expenses 3. Hospital bills, outpatient services and office visits
• A debit card may NOT be used on your dependent care plan or on your HRA. How to know if substantiation of a claim is needed:
• Check your account at www.myflexonline.com for flex debit card purchases. You will be informed if a receipt is required.
• If you have not checked your flex account, an email or letter will be sent to you. Save your receipts!
When sending in your flex debit card receipts, you must first go to www.myflexonline.com and log into your account. Once you are logged into your account, follow the steps listed below:
• Click on “View Account”
• Click on “Pending Payments”
• Click on the red oval that says “Review Now”
• Select all
• Click on Print Form to Fax or Mail
• Sign and date the debit card adjudication form and fax to Kabel Business Services at (515) 224-9256 along with copies of the receipts (always keep originals for your records). You may also mail in receipts.
Contact Kabel Business Services at (515) 224-9400 for questions about debit cards and what would work best for you.
How to Order a Debit Card on Your Medical Flex Spending Plan
Did you enroll in the medical flex spending plan effective June 1, 2013? If so, you may want to consider ordering a debit card for easier use on your plan. Check the separate article in this Connection to see whether a debit card would be good for you.
To order a debit card, go to Kabel’s website at www.kabelbiz.com and on the top bar click on Flex Plan>Employee>Myflexonline. If you are a new user (within the last month), click on “New User” and register for the first time.
Once you log in you will be asked if you want to order a debit card.
• Our debit cards are employee paid, so click on “Yes” I want to order a 3-year Flex Plan Debit Card.
• Click on “Flex Debit Card tab.”
• Step 1 Click on “Accept” (I accept the Flex Plan card agreement).
• Please read and check off that you understand each of the important tips and click on “continue.”
• Step 2 If you want an additional card you can provide the name and click continue or select no additional card.
• Step 3 Check to make sure your address is correct and click “continue.” If address is incorrect, click on the “Contact Us” and we will update your address.
• Once you click continue, your 3-year flex debit card has been ordered.
Did you have trouble ordering your flex debit card? If so, please call Kabel Business directly at (515) 224-9400.
If you have previously set up an account online with Kabel Business, you may have noticed that the company’s website has changed. You now will need to set up a separate login and password for each of the three possible plans that you are participating in.
Follow the instructions below, and if you run into difficulty, please contact Kabel Business directly at (515) 224-9400.
Participants may log on to www.kabelbiz.com.
Select “employee” link. This will take you to the log in website or you will have the option of clicking on Password Re-set and User Name Retrieval.
Enter the following information as it appears on your employer’s records so Kabel can identify you.
• First name
• Last name
• Date of birth mm/yy
• Home ZIP code (first 5 digits)
• Social Security number (last 4 digits)
An image will appear on the page. You must enter the characters from the image above.
Follow the instructions given. Having an online account with Kabel will enable you to log in any time and check your balance, see if they received a claim that you faxed in and help you to monitor how you’re doing at using your balance before the end of the plan year. However, please be aware that the dates Kabel uses on the website are not necessarily correct. For example, if you plan to remain a full-time employee with Heartland, you do not need to use your HRA dollars before the end of the plan year. Those unused dollars will simply roll over to the new plan year.
If you have questions on the beginning and ending dates of your plans, contact Kathy Martin, Benefits Specialist, at kmartin@aea11.k12.ia.us or ext. 14385.
Do You Need a Debit Card for Medical Flex Spending?
Let’s talk about why you may (or may not) need a debit card for your medical flex spending plan.
Possible Benefits
• Swipe your card just like a credit card. It automatically deducts the correct amount from your medical flex spending balance.
• Can be used at doctors, dentists, some pharmacies, optometrists and merchants using an Inventory Information Approval System that automatically substantiates purchases.
• Some purchases (such as drug co-pays) do not need to be substantiated and you never need to turn in receipts for them (although you must keep receipts for tax purposes).
• You can send a debit card with your son or daughter to college so he/she is able to fill a prescription or go to the doctor or dentist without calling home for money. (You can turn in receipts later, if needed.)
Possible Negatives
• Some claims need to be substantiated. That means you will later have to turn in receipts to offer proof that your claim was legitimate. Some of those will be: 1. Optometric and other eye care expenses 2. Dental expenses 3. Hospital bills, outpatient services and office visits
• A debit card may NOT be used on your dependent care plan or on your HRA. How to know if substantiation of a claim is needed:
• Check your account at www.myflexonline.com for flex debit card purchases. You will be informed if a receipt is required.
• If you have not checked your flex account, an email or letter will be sent to you. Save your receipts!
When sending in your flex debit card receipts, you must first go to www.myflexonline.com and log into your account. Once you are logged into your account, follow the steps listed below:
• Click on “View Account”
• Click on “Pending Payments”
• Click on the red oval that says “Review Now”
• Select all
• Click on Print Form to Fax or Mail
• Sign and date the debit card adjudication form and fax to Kabel Business Services at (515) 224-9256 along with copies of the receipts (always keep originals for your records). You may also mail in receipts.
Contact Kabel Business Services at (515) 224-9400 for questions about debit cards and what would work best for you.
How to Order a Debit Card on Your Medical Flex Spending Plan
Did you enroll in the medical flex spending plan effective June 1, 2013? If so, you may want to consider ordering a debit card for easier use on your plan. Check the separate article in this Connection to see whether a debit card would be good for you.
To order a debit card, go to Kabel’s website at www.kabelbiz.com and on the top bar click on Flex Plan>Employee>Myflexonline. If you are a new user (within the last month), click on “New User” and register for the first time.
Once you log in you will be asked if you want to order a debit card.
• Our debit cards are employee paid, so click on “Yes” I want to order a 3-year Flex Plan Debit Card.
• Click on “Flex Debit Card tab.”
• Step 1 Click on “Accept” (I accept the Flex Plan card agreement).
• Please read and check off that you understand each of the important tips and click on “continue.”
• Step 2 If you want an additional card you can provide the name and click continue or select no additional card.
• Step 3 Check to make sure your address is correct and click “continue.” If address is incorrect, click on the “Contact Us” and we will update your address.
• Once you click continue, your 3-year flex debit card has been ordered.
Did you have trouble ordering your flex debit card? If so, please call Kabel Business directly at (515) 224-9400.
June 2013 Board of Directors Meeting Agenda
Click here to download the agenda for the June 11, 2013 Board of Directors meeting.
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