A dependent care flexible spending account (FSA) allows your employees to save for qualified dependent care expenses. This can make supporting a family or caring for a spouse or dependent less expensive.
Gusto makes payroll, benefits, and HR actually easy.
That’s because dependent care FSAs are funded through pre-tax payroll deductions, which offer two major benefits and tax implications:
- Contributing to a dependent care FSA lowers your employee’s taxable income, and that decreases their tax burden—so they owe less come tax time.
- Because this money isn’t taxed, they’re saving about 30% on qualified expenses.
Setting up a dependent care FSA at your company helps your employees get the most out of their paycheck—and can help promote your company’s work-life benefits.
What can a dependent care FSA be used for?
A dependent care FSA helps shoulder some of the costs of childcare or adult care services.
Generally, this includes expenses involved in caring for either a child under the age of 13 or a physically or mentally incapacitated spouse during the workday.
It can also help your employees care for other eligible loved ones who aren’t physically or mentally able to take care of themselves.
To be eligible, that person must live with your employee for at least six months of the year and be your employee’s tax dependent. They can also qualify if they live with your employee for at least half the year and are not your employee’s tax dependent because of one of the following reasons:
- They had a gross annual income of $4,050 or more,
- They filed a joint tax return, or
- Your employee was someone else’s dependent.
What are qualified dependent care expenses?
Qualified expenses include:
- Adult day care centers
- After school programs
- Babysitting—as long as the babysitter is not a tax dependent, and the babysitting is needed due to work or job requirements
- Elder care
- Nannies or au pairs
- Nursery school or preschool
- Summer day camp
But not all dependent care costs can be reimbursed. Any expense that isn’t directly related to your employee’s job duties is likely to be non-reimbursable.
Here are some examples of ineligible expenses:
- Educational services, such as a tutor
- Hobby-related lessons, like piano or dance
- Kindergarten or school tuition
- Medical care
- Non-work-related babysitting—for example, if your employee and their spouse would like to go to a movie
The full list of dependent care FSA eligible expenses is lengthy—refer your employees to the federal government’s official list.
What are the dependent care FSA contribution limits?
The IRS caps how much money your employees can contribute to their dependent care FSA.
In 2018, the dependent care FSA limit is:
- $2,500 if your employee is married and filing their taxes separately, or
- $5,000 if your employee and their spouse are filing jointly, or if they’re filing taxes as a single person or as the head of household.
If your employee is married, the IRS requires both them and their spouse to have earned income to qualify for a dependent care FSA. This means that both of them must be working or looking for work. The IRS waives this requirement if your employee’s spouse was a full-time student or was either mentally or physically disabled and lived with your employee for at least half the year.
And if either spouse earns less than $5,000 during the year, the IRS cap is lowered. In such a situation, the dependent care FSA limit becomes equal to the smallest earned amount.
For example, if your employee’s husband only made $3,500 in earned income, the couple can only contribute a maximum of $3,500 to their dependent care FSA (assuming they are married filing jointly).
One more head’s up: divorced parents who share custody cannot both seek reimbursement for childcare expenses.
Only the custodial parent—in this case, the one with whom the child spends more nights—can take advantage of a dependent care FSA. That’s true even if the other parent claims the child as a dependent on their taxes.
Once your employee chooses how much they want to contribute each year, they’re not allowed to change the amount until the next plan year—unless they experience a “qualifying event” such as getting married or divorced or having a baby.
What are the rules for dependent care FSAs?
Similar to health FSAs, there’s a “use or lose” rule on these dependent care flexible spending accounts. That means your employees forfeit any funds remaining in their account when the plan year ends.
So your employees should make sure to carefully consider how much they want to contribute each year and then spend and apply for reimbursements promptly.
Some benefits providers may allow you to set up a 2.5-month grace period for employees, which allows extra time to use up remaining benefits after the plan year ends.
You can also allow up to $500 of your employee’s dependent care FSA balance to be transferred into the next year’s plan. That’s called a rollover.
What do I do with employees’ unused funds?
Because the dependent care FSA is a “use it or lose it” plan, your company may find itself left with employee’s unused plan balances.
The IRS offers a few options for handling these excess funds. You can:
- Keep them as part of the company’s funds
- Use the money to help cover the administrative costs of offering a dependent care FSA plan
- Return the funds to your employees on a “reasonable and uniform basis.” That means you can’t decide to allocate different amounts of money to individual employees based on how many claims they made.