Quick Answer: Your HSA/FSA admin is the company that manages your health savings or flexible spending account. Crates can issue LMNs that work with any admin. For 8 supported admins (Bank of America, Fidelity, FSAFEDS (FSA only), HealthEquity, HSA Bank, Navia, Optum, and WEX), you can also submit from Letters and reimbursements: Add a receipt, then Continue reimbursement.
What Is an HSA/FSA Admin?
Your admin (sometimes called "custodian") is the company that: - Holds your HSA/FSA funds - Processes your claims and reimbursements - Issues your debit card - Reports to the IRS on your behalf
They're the gatekeeper between your purchase and your reimbursement. Understanding how your specific admin works can make the difference between a smooth claim and a frustrating denial.
How to Find Out Who Your Admin Is
Check your HSA/FSA debit card — The admin's name is usually printed on it
Check your pay stub — Look for HSA or FSA deductions and the associated company
Log into your benefits portal — Your employer's benefits website will show your admin
Ask HR — Your human resources department knows
Supported Admins (Crates Fills and Sends the Claim)
For these 8 admins, Add a receipt on Letters and reimbursements, then choose Continue reimbursement. Crates fills and sends the claim when the account type matches. Our in-house claims team reviews and finalizes the submission. The administrator decides the payout and timing. Administrators do not share payout updates with Crates.
Admin | Account Type | Our Guide |
HealthEquity | HSA, FSA | |
Optum / Optum Bank | HSA, FSA | |
Fidelity | HSA | |
WEX | HSA, FSA | |
Navia | FSA, HSA | |
FSAFEDS | FSA only (federal employees) | |
HSA Bank | HSA | — |
Bank of America | HSA | — |
Don't See Your Admin?
If your admin isn't one of the 8 above, don't worry — Crates still works with them. You can get your LMN from Crates for any admin. The difference is the reimbursement step:
Get your LMN from Crates
Make your purchase and save your itemized receipt
Open Letters and reimbursements and choose View the original letter. The letter and the receipt stay available to download.
Log into your admin's portal
Submit a reimbursement claim with your itemized receipt + LMN
Wait for processing
The main difference between admins is what documentation they require and how strict their review is. If you're unsure about your admin's specific requirements, contact us and we'll guide you.
We're continuously working to add more supported admins. Our goal is 100% coverage.
For an administrator that is not one of those 8, you submit the letter and the receipt yourself. Both stay available to download.
Tips for Working with Any Admin
Know their submission process
Some admins have an app, some have a website, and some require mailing documents. Find out before you need to submit.
Submit complete documentation upfront
Don't give them a reason to ask for more. Submit your LMN AND itemized receipt together on the first try.
Keep records of everything
Save confirmation emails, claim numbers, and screenshots of submissions. The IRS can audit you up to 10 years after a transaction — if something goes wrong, you'll want a trail.
Know the contact info
Save your admin's customer service number and website. You may need it if a claim is denied or delayed.
Your employer is your secret weapon
If you're getting nowhere with customer service, go through your HR department. They often have a dedicated account manager at the admin who can move things faster.
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