FSA/HSA/Dependent Care Accounts

[For Guardians] Learn how to add FSA/HSA/Dependent Care Accounts as parent payment methods and how to overcome issues you may encounter

Sabrina avatar
Written by Sabrina
Updated over a week ago

FSA/HSA/Dependent Care accounts are potential options that can be added to a parent's brightwheel account to make payments to a program. It's important to note that each program can choose what type of payments they'd like to accept (ACH and Credit/Debit cards or ACH only), and these settings may limit how certain FSA/HSA/Dependent Care accounts can be utilized.

ℹ️ There may be processing fees associated with either method of payment. Please contact the program for more details on the difference in credit card or ACH fees.


Credit/Debit Card Setup

If your FSA/HSA payment method is in the form of a debit/credit card, complete the steps here to add your payment method to make payments to your program!

If you only see the option to add a bank account, your program may not be accepting Credit/Debit card payments at this time.

Many programs offer more flexibility around accepting payments and may choose to let parents pay in cash, check, or potentially through a 3rd party credit card processing system, these are known as offline payments. Reach out to your program directly to identify if any of these options are available to you.


ACH Setup

All programs using brightwheel billing are set up to process ACH payments. If your FSA/HSA payment method is in the form of a routing and account number, complete the steps to link your bank account or manually add your bank account to make payments to your program!


Report for FSA/HSA Reimbursement

The transaction summary is typically the best fit for payers who need detailed receipts or documentation for reimbursement purposes such as FSA or HSA accounts. When exported, the report will include the School EIN, the school's address, and the student's name. Payers can access and download their payment summary directly from their brightwheel account on the web by following the instructions below.

  1. Navigate to the Payments tab

  2. Confirm the Accounts tab is open (This tab should open by default)

  3. Click on a child’s name

  4. Locate and click the Payments & Credits tab

  5. Click the Export button

  6. Select a date range

  7. Click Export, and the summary will download in your browser. A copy will also be sent to the email address listed in your account

  8. Click Download in the displayed pop-up to download the report immediately as a PDF

  9. Use the Total Payments tile at the top of the exported report to determine the payments made in the selected date range
    Please Note: If you have multiple children, repeat these steps for each child.


Troubleshooting

Due to the nature of FSA providers and their specific regulations or requirements, there may be some others factors limiting your ability to use this payment method. If you have the option to add your FSA/HSA account but are experiencing trouble doing so, we are happy to work with you and our payment processor to see if we can come to a resolution.

If you are in this scenario, follow the steps below so our team can work with you.

  1. Copy and complete the following template:
    Provider Name:
    Classified as Checking or Savings account:
    Purchase amount limits through the provider:
    Any other limitations/requirements that may be limiting your ability to use this payment method through our platform:

  2. Send the completed template to verify@mybrightwheel.com and we'll be in touch!
    Please Note: Since issues related to FSA are account-specific, it may take some time to reach a resolution.

In the meantime, we would suggest adding a different payment method to your brightwheel account or reaching out to your program directly to discuss alternative or offline payment options to cover any existing charges!

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