Travis Software Official Blog

We here at Travis know that this time of year is especially busy for some of our TravisFlex system users, and wanted to remind you of how to utilize some of the system functions available for Year End Processing. We also wanted to take this opportunity to inform you of a few upcoming legislative changes regarding Flexible Spending Accounts (FSAs).

In-Flexible Spending Accounts?

As mentioned in a previous Travis blog post, the IRS has issued a notice stating that, effective on or after January 1, 2011, distributions from health FSAs and HRAs will be allowed to reimburse the cost of over-the-counter medicines or drugs only if they are purchased with a prescription (except for insulin). Another change to occur, effective January 1, 2013, is that an employee may only contribute up to $2,500 to his or her individual health FSA. TravisFlex Users can set the $2,500 limit at the Employer level in the system, which will take effect as plan anniversary dates are reached. Flexible Spending Accounts seem to be under siege in the government, while more legislation is passed to limit them.

Overview of the Year End Process in TravisFlex

TravisFlex tracks information by years: prior, current, and future. The Year End Process in TravisFlex is used to move current year claims to the prior year, and the future year will become the current year. For example, we are going into 2011, so the current year, 2010, will become the prior year, 2011 will become the current year and 2012 will be the future year.

Please note that the Prior Year Purge Process and the Year End Process require exclusive use of TravisFlex. No other users may be logged into TravisFlex.

1. First, we highly recommend that you make a backup of the system before running these processes.

2. Run reports on the current Prior Year data (2009 data), as this data will be deleted during the Prior Year Purge Process. Recommended reports to run include:

• Forfeiture Report: Employer Report C
• Pended Claims: Payment Report C
• Paid Claims: Payment Report D
• Pending Claims: Payment Report E
• Account Balance by Category: Payment Report F
• Account Balance by Employee: Payment Report G
• Benefit Account Listing: Benefit Report A
• Medical Expense Overdraft: Benefit Report E

3. In order for the system to move the current year data (2010 data) into the prior year, the records that are currently prior year (2009) must be purged.

To do this, run the “Prior Year Purge Process” from the “Utility” menu. This process will permanently delete all 2009 (Prior Year) data and is done per Employer.

• During the process, you will be asked if you would like to archive the data. If you have already created a backup, this information is already saved. If you chose to archive the data, it will be done on a per Employer basis, so you can view each Employer’s information individually.

4. The final step is to move the future year data (2011) into the current year data. This final step is done by executing the “Year End Process” from the “Utility” menu.

• If you have the Evolution debit card module, you will be prompted during the Year End Process, “Has employee information for the upcoming plan year been sent, and successfully loaded into Evolution?” IMPORTANT: Only click “Yes” if you have sent over future year debit card information to Evolution before starting the Year End Process. This is usually the case if you have been using Evolution throughout the year and future year benefits were added. Choose “No” if you have not sent over future year debit card information. This is usually the case if you are new to Evolution and will be setting up new employees next year.

For more information on system operation functionality for Year End Processing or any questions regarding TravisFlex, please contact the Travis Support Team either by phone, (281) 496-3737, option 3, or by logging into the Self Service Portal.