Manage your Dependent Care FSA (DCFSA)

A Dependent Care Flexible Spending Account (DCFSA) is a type of pre-tax benefit account savings account where you can set aside pre-tax dollars to pay for qualifying dependent care expenses. These are expenses that allow the employee to be employed or look for work.  

To offer a DCFSA with Gusto, your company must offer health insurance with Gusto. If you already offer a DCFSA and manage it through a third party, admins can set up payroll deductions.

Use your DCFSA (Benefits Card Hub)

Note: This section is for benefits powered by Elevate and managed through the Benefits Card Hub, not the Gusto Benefits Card Manager.

  • To see which applies to you: Sign in to your Gusto employee account and go to the Benefits section. Click the DCFSA tile and check whether Gusto Benefits Card Manager or Benefits Card Hub is listed there.

How to use your Dependent Care FSA funds

Dependent Care FSA funds can be used on care for qualified dependents that allows an employee (and their spouse, if applicable) to work or look for work. There are three ways you can use your funds on eligible expenses:

  1. Swipe your card at an eligible vendor.
    • Save your receipt—we may email you if the IRS requires more documentation for the transaction.
    • Some vendors do not make it possible for the IRS to verify that your purchase is for an eligible expense. If not, the transaction may be denied at the point of sale. Pay out of pocket, save your receipt, then submit a claim for reimbursement by following the steps below.
  2. Pay out of pocket and submit the expense for reimbursement (follow the steps below to submit claims in the Benefits Card Hub).
  3. Pay a bill by sending a check directly to the provider

Eligible expenses

Here's what makes an expense eligible:

  • The service is eligible—check out the list of eligible expenses.
  • The service was rendered during your eligible spending period.
  • You can confirm your specific spending period in the Benefits Card Hub: Go to My Accounts and look in the tile for your account(s).
  • The service is not in the future.

When your plan year ends or you leave your company, you may have extra time to submit claims. Check out the dropdown below for more info. 

Access your Benefits Card Hub

Here's how to set up your Benefits Card Hub account, sign in, and recover your password or username. 

Register for the Benefits Card Hub 

To access the Benefits Card Hub for the first time, follow the steps below to register.

If you've left your company and did not register for the Benefits Card Hub during your employment: It’s not too late to register by using the steps below. But first, contact Gusto to request your registration ID. 

  1. Sign in to Gusto.
  2. Click the Benefits tab.
  3. Click the name of any pre-tax benefit account you currently have—FSA, HSA, DCFSA, or Commuter Benefits.
  4. In the "Benefits Card Hub" tile, copy your Registration ID.
  5. Click Sign In to open the Benefits Card Hub.
  6. Click Register.
  7. Enter your date of birth and the Registration ID you copied in Step 4.
  8. Fill out the remaining fields on the next page.
  9. To avoid paper statement fees, make sure to select Go Paperless.
  10. A verification email will be sent to the email address you provided email. Follow the steps in the email to finish registering.
  11. Finally, you'll need to verify your identity by entering the last 4 digits of your Gusto benefits card. In your Benefits Card Hub, click Cards and follow the prompts to verify your identity. We cannot bypass this step as it is a security requirement. 

Sign in to the Benefits Card Hub

Once you register for the Benefits Card Hub, you can sign in at this link or from your Gusto account.

Here's how to get there from your Gusto account:

  1. Sign in to Gusto.
  2. Click the Benefits tab.
  3. Click the name of any pre-tax benefit account you currently have—FSA, HSA, DCFSA, or Commuter Benefits.
  4. Click Sign In to open the Benefits Card Hub. 
  5. Enter your username and password.

Recover a lost password or username for the Benefits Card Hub

If you do not know your password or username for the Benefits Cards Hub, follow these steps to recover or update it.

  1. Sign in to Gusto.
  2. Click the Benefits tab.
  3. Click the name of any pre-tax benefit account you currently have—FSA, HSA, DCFSA, or Commuter Benefits.
  4. Click Sign In to open the Benefits Card Hub. 
  5. Click Forgot password or Forgot username.
    • For Forgot password, you will be prompted to enter your username.
    • For Forgot username, you will be prompted to enter your email.
  6. A code will be emailed to you. Follow the instructions in the email to recover or change your username or password.
Manage your Gusto benefits card

Here's how to add your card to mobile pay, lock or replace your card, dispute a transaction, and more.

Receiving your card

Your Gusto benefits card will be mailed to your home address on file with Gusto after you’ve completed your enrollment into a pre-tax benefit (FSA, DCFSA, HSA, or Commuter). 

Once mailed, it should arrive within 7–10 business days in a nondescript envelope from Gusto. Sign in to the Benefits Card Hub if you need to report your card lost or stolen. 

You will only receive one card even if you are enrolled in multiple pre-tax benefit accounts. The card will automatically apply expenses to the appropriate account. 

Add your card to mobile pay

Once you’ve activated your card, you can add it to your mobile wallet. Choose your phone provider for instructions: 

If you need help adding your card to your mobile wallet, contact your mobile wallet provider.

Activate your card

You must activate your Gusto benefits card before you can use it. You can activate it by phone or online in the Benefits Card Hub.

You'll set up a PIN during activation, but note that no vendors should require a PIN. 

Activate your card by phone

Call the number on the sticker applied to your card. You will be prompted to provide the following information:

  • Card number
  • Zip code: The zip code of your home address on file with Gusto
  • Date of birth: In MM/YYYY format

Activate your card online in the Benefits Card Hub

  1. Sign in to the Benefits Card Hub.
  2. Click Cards.
  3. Activate your card.

Using your card for multiple benefits

You will only receive one card even if you are enrolled in multiple pre-tax benefit accounts. The card automatically applies expenses to the appropriate account.

Find your PIN

You set up a PIN when you activate your Gusto benefits card. However, you should not have to use it. Always check out using the credit option. If prompted for a PIN, you should always try to bypass the option. 

Most vendors do not require a PIN to complete a transaction, even if prompted. 

Lock, close, or replace a card

You may need to update a Gusto benefits card if one is lost or stolen, or if you no longer wish for your dependent to have an active card. Follow the steps below to manage your cards. 

Lock a card

  1. Sign in to the Benefits Card Hub.
  2. Click Cards.
  3. Under the card you'd like to lock, click Lock Card.

Close a card

Here's how to close one of the cards associated with your account. For example, you may do this if you no longer wish for your dependent to have an active card.

  1. Sign in to the Benefits Card Hub.
  2. Click Cards.
  3. Under the card you'd like to lock, click Close Card.

Replace a card

  1. Sign in to the Benefits Card Hub.
  2. Click Cards.
  3. Under the card you'd like to replace, click Replace Card.
  4. Choose your replacement reason and click Submit.

Dispute a card transaction

You have 60 days from the date of a transaction to dispute it for fraud. After 60 days, the transaction cannot be disputed. If you have a transaction you need to dispute, fill out this form. 

What happens next? 

Your dispute will go through an initial review within 3–5 business days. After the initial review, if deemed eligible for dispute, a provisional credit will be applied within 5–7 business days. If the dispute is approved, the credit will remain. If the dispute is denied, the credit will be removed. In total this typically takes around 60 days.

Order a card for a dependent

You may be able to request a Gusto benefits card for eligible dependents. There are two important consequences to ordering a dependent card that you must be aware of. 

  • First, your dependent will have access to all of your accounts. It’s your responsibility to make sure your dependents are only spending eligible funds. For example, you cannot use your commuting funds to pay for your dependent’s commuting expenses. 
  • Second, you are responsible for managing the status of your dependent’s card. If you remove a dependent from your benefits in Gusto or no longer want them to access your account(s), you must update their card status in the Benefits Card Hub.

Here's how to request a Gusto benefits card for your dependent. 

  1. Sign in to the Benefits Card Hub.
  2. Click Cards.
  3. Click Add Card.
  4. Choose your dependent.
    • If your dependent is not listed, here's how to add them: In the top-right of the page, click on your initials. Choose Manage Account, then go to Dependents.
Submit an expense for reimbursement or pay a bill

You can review and manage your expenses in the Benefits Card Hub: Under "My Accounts," click DCFSA. See the steps above on how to register or sign in to the Benefits Card Hub.

Add or edit a reimbursement method

You can choose to be reimbursed by check or direct deposit. Follow these steps to set up or change your reimbursement method:

  1. Sign in to the Benefits Card Hub.
  2. In the top-right corner, click on your initials.
  3. Click Manage Account.
  4. Click the Reimbursement Options tab.
  5. Choose Add Payment Method.
  6. Fill out the prompts and you’re ready to start getting reimbursed.

Note: Adding a bank account can take 2–3 business days to verify.

Receipt requirements

Make sure your receipt includes:

  • Dependent name
  • Name of the service provider
  • Address of the service provider
  • Social Security number or tax ID of the service provider
  • Date of service
  • Description of services received
  • Cost of service

Submit an expense for reimbursement

If you paid out of pocket for an eligible expense, you may submit it for reimbursement as long as the service was rendered during your coverage period, and the final date to submit claims has not passed. 

To submit an expense for reimbursement:

  1. Sign in to the Benefits Card Hub.
  2. Choose Reimburse Me.
  3. Upload your receipt, bill, or explanation of benefits (EOB).
  4. Review the information on the next page. If all looks correct, you can submit the request. If anything needs to be corrected, you can edit the field directly.
  5. Choose your reimbursement method and submit the request.

If the information can be validated immediately, your claim will be approved on the spot. If additional review is required you will receive an email when the claim has been processed. This is typically 3-5 business days

When you'll be reimbursed

If your claim is approved, you’ll be reimbursed using the reimbursement method you selected above.

Here's how the reimbursement is sent, based on the reimbursement method you've chosen:

  • Check: A check will be mailed to your home address in a plain envelope. If the check has not been cashed, you can update your reimbursement method to direct deposit in the Benefits Card Hub.
  • Direct deposit: Your chosen bank account will receive the ACH within 1–3 days. It will appear on your bank statement as “Gusto PayClaim.”

Submit an expense for reimbursement after leaving your company

If your benefit has a runout period, you may have extra time to submit claims for qualifying expenses incurred during your employment. You can confirm your last day to submit an expense in the Benefits Card Hub.

If you did not register for your Benefits Card Hub during your employment, contact Gusto for help.

Pay a bill directly

If you receive a bill for an eligible expense, you can pay it via check directly from your associated pre-tax benefit account.

If you've already paid the bill and want to be reimbursed, go to the header above titled "Submit an expense for reimbursement."

Here's how to pay a bill:

  1. Sign in to the Benefits Card Hub.
  2. Choose Pay a bill.
  3. Upload your receipt.
  4. Review the information on the next page. If all looks correct, you can submit the request.

If all the required information can be identified in the receipt, your claim will be automatically approved and the payment will be made to the provider by check. If not, the claim will be manually reviewed within 3-5 business days. You will receive an email once the claim has been reviewed and processed.

Note: Checks expire after 180 days. You will receive an email if a check is about to expire. If the check was sent to your provider please connect with them first about the payment. 

Resolve an expense that requires action

The IRS requires that we validate the eligibility of each DCFSA expense. If an expense requires additional information to complete this validation, we’ll email you. You’ll also see it as a notification on your Benefits Card Hub homepage.

Here's how to resolve an expense requiring action: 

  1. Sign in to the Benefits Card Hub.
  2. Click on Expense Details.
  3. Filter for the status “Needs help.”
  4. Click the expense that needs help.
  5. You’ll see a note that provides more detail on what is needed. If additional documentation is needed, you can upload the documentation right there.

We'll review your documentation and email you with an update within 3–5 business days.

Here's what your documentation should include:

  • Dependent name
  • Name of the service provider
  • Address of the service provider
  • Social Security number or tax ID of the service provider
  • Date of service
  • Description of services received
  • Cost of service
Pay back an ineligible expense

If you used your Gusto Benefits Card on an ineligible expense, we’ll email you. To make sure you're using the account’s funds by IRS standards, you should resolve this expense before the account expires. 

To resolve an ineligible expense, you can either offset the balance with an eligible expense, or you can pay it back with a check.

Option 1: Offset the balance with an eligible expense

  1. Pay for an eligible expense out-of-pocket and save the receipt.
  2. Submit the expense for reimbursement in the Benefits Card Hub.
  3. The claim will be reviewed within 3-5 business days and applied to the ineligible expense.
    • If the eligible expense you submitted is more than the balance you owed, you'll be reimbursed for the remainder. For example, if you owe $10 for an ineligible expense and submit an eligible $15 expense to offset it, your balance owed will be $0 and you'll be reimbursed $5 from your account.

Option 2: Pay the expense back via check

Mail a check for the amount of the transaction to:

  • Elevate HCS
  • PO Box 875050
  • Kansas City, MO 64187-5050
Submit an expense for more than your balance

You can submit a Dependent Care FSA expense for reimbursement that is over the balance that you have available. If approved, you'll only be reimbursed up to the amount you have in the account. Then you'll be reimbursed for the remaining balance over time, or until you reach your annual DCFSA contribution.