CLER for Carriers

Viewing a Payroll Office Enrollee Record (Marked with Discrepancy Code 163)

The view function allows carrier users to view payroll office enrollee records marked with Discrepancy Code 163. For a description of Discrepancy Code 163, see Discrepancy Codes Table.

To View a Payroll Office Enrollee Record Marked with Discrepancy Code 163:

1. Select the Payroll Office tab at the top of the CLER Federal Employees Health Benefits, Centralized Enrollment Clearinghouse System Main Menu.

   

2. The Payroll Office Main Page is displayed.

   

3. Select Enrollees at the top of the Payroll Office Main Page. The Payroll Office Enrollees page is displayed.

   

4. Complete the fields on the Payroll Office Enrollees page and click Submit.

   OR

   Click Reset to clear all data entered.

   Field	Instruction/Description
   Payroll Office ID*	Required Select the payroll office identification number from the drop-down menu.
   Year*	Required, default Select the reconciliation year from the drop-down menu. If no year is selected, this field automatically defaults to the current reconciliation year.
   Quarter*	Required default Select the reconciliation quarter from the drop-down menu. If no quarter is selected, this field automatically defaults to the current reconciliation quarter.
   Agency	Optional, alphanumeric, 4 positions Enter the Agency ID code of the office where the enrollee is employed (example: AG90 for U.S. Department of Agriculture, Office of the Chief Financial Officer).
   POI	Optional, alphanumeric, 4 positions Enter the POI of the office where the enrollee’s records are maintained.
   Carrier	Optional, alphanumeric, 4 positions Enter your company’s carrier code. Only the carrier code for your company should be entered in this field. If the carrier code is not entered, this field defaults to your company’s carrier code.
   Enrollment Code	Optional, alphanumeric, 3 positions Enter the enrollment/carrier enrollment code.
   SSN Social Security number - From	Optional, alphanumeric, 9 positions To search for a specific enrollee record by Social Security number (SSN), enter the SSN Social Security number and skip the To field. To search for a range of enrollee records by a range of SSN Social Security numbers, enter the SSN Social Security number that starts the range, then proceed to the To field. Note: A search for enrollee records by complete enrollee SSN Social Security numbers will display the records without the need to complete another optional data entry field (e.g., Agency or POI) on this page.
   SSN Social Security number - To	Optional, alphanumeric, 9 positions To search for a range of enrollee records by a range of SSN Social Security numbers, enter the SSN Social Security number that ends the range; otherwise, leave blank. Note: A search for enrollee records by complete enrollee SSN Social Security numbers will display the records without the need to complete another optional data entry field (e.g., Agency or POI) on this page.
   Other ID - From	Optional, alphanumeric, 15 positions maximum To search for a specific enrollee record by Other ID, enter the Other ID and skip the To field. To search for a range of enrollee records by a range of Other IDs, type the Other ID that starts the range, then go to the To field. Note for RSP: Enter the civil service annuitant (CSA) or civil service final (CSF) identifier without the first two characters (i.e., CS). For example, the CSA identifier is typed as AXXXXXXXX, and the CSF identifier is typed as FXXXXXXXX. These fields are used by the RSP Retirement Services Program and OWCP Office of Workers' Compensation Programs. RSP personnel use these fields to search for enrollee records by CSA or CSF identifier. OWCP Office of Workers' Compensation Programs personnel use these fields to search for enrollee records by claim identifier. To search for enrollee records using these fields, follow the instructions below. Note: A search for enrollee records by complete Other IDs will display the records without the need to complete another optional data entry field (e.g., Agency or POI) on this page.
   Other ID - To	Optional, alphanumeric, 15 positions maximum To search for a range of enrollee records by a range of Other IDs, enter the Other ID that ends the range; otherwise, leave blank. Note for RSP: Enter the CSA or CSF identifier without the first two characters (i.e., CS). For example, the CSA identifier is typed as AXXXXXXXX, and the CSF identifier is typed as FXXXXXXXX. These fields are used by the RSP Retirement Services Program and OWCP Office of Workers' Compensation Programs. RSP personnel use these fields to search for enrollee records by CSA or CSF identifier. OWCP Office of Workers' Compensation Programs personnel use these fields to search for enrollee records by claim identifier. To search for enrollee records using these fields, follow the instructions below. Note: A search for enrollee records by complete Other IDs will display the records without the need to complete another optional data entry field (e.g., Agency or POI) on this page.
   Last Name	Optional, alphanumeric, 25 positions maximum Enter the enrollee’s last name. If the enrollee has a title (e.g., Jr, Sr, I, II, or III), it should be entered after the last name without punctuation (e.g., Smith Jr or Smith III). If there is a case of an enrollee having only one name, enter that one name in this field.
   First Name	Optional, alphanumeric, 12 positions maximum Enter the enrollee’s first name. This must be provided with the exception of an enrollee with only one name.
   Middle Name	Optional, alphanumeric, 12 positions maximum Enter the enrollee’s middle name/initial.
   Display (Payroll Office Enrollees)	Optional, default Defaults to All display. This field allows users to display search results by the options listed below. To choose a display option, select the radio button next to one of the following values: All Records - Displays all records related to the search criteria. Matches - Displays all matched records related to the search criteria. No Matches - Displays records with no matches related to the search criteria. No Matches are discrepancies where the carrier record is not found. Discrepancies - Displays all records with discrepancies related to the search criteria. Warnings - Displays all records with warnings related to the search criteria. Unreconciled - Displays all records with unreconciled discrepancies related to the search criteria. Unreconciled discrepancies are discrepancies where the payroll office has not entered a reconciliation reason or reconciliation action code. Reconciled - Displays all records with reconciled discrepancies related to the search criteria. Confirmed - Displays all records with confirmed discrepancies related to the search criteria. Confirmed discrepancies are discrepancies where the carrier is in agreement with the payroll office’s reconciliation reason and reconciliation action. Disputed - Displays all records with disputed discrepancies related to the search criteria. Disputed discrepancies are discrepancies where the carrier is not in agreement with the payroll office’s reconciliation reason and reconciliation action. Not Validated - Displays all records with discrepancies that are not validated. Not Validated discrepancies are discrepancies that the carrier has not yet agreed that the Agency’s reconciliation reason and actions are correct.
   Order By: 1st	Optional, default Defaults to the Name sort option. This field allows users to sort search results by the options listed below. To choose a sort option, select one of the following options from the drop-down menu to display the selected criteria in first sort search order: Agency - Search by Agency code. Carrier - Search by carrier code. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a discrepancy or warning record has failed the quarterly edit process. Name - Search by enrollee name. Pers. Office ID - Search by POI number. SSNO - Search by enrollee SSN. Other ID - Search by the identifier used by RSP Retirement Services Program/OWCP Office of Workers' Compensation Programs to identify the enrollee.
   Order By: 2nd	Optional, default Defaults to the SSNO sort option.This field allows users to sort search results by the options listed below. To choose a sort option, select one of the following options from the drop-down menu to display the selected criteria in second sort search order: Agency - Search by Agency code. Carrier - Search by carrier code. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a discrepancy or warning record has failed the quarterly edit process. Name - Search by enrollee name. Pers. Office ID - Search by POI number. SSNO - Search by enrollee SSN. Other ID - Search by the identifier used by RSP Retirement Services Program/OWCP Office of Workers' Compensation Programs to identify the enrollee.
   Order By: 3rd	Optional Select one of the following options from the drop-down menu to display the selected criteria in third sort search order: Agency - Search by Agency code. Carrier - Search by carrier code. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a discrepancy or warning record has failed the quarterly edit process. Name - Search by enrollee name. Pers. Office ID - Search by POI number. SSNO - Search by enrollee SSN. Other ID - Search by the identifier used by RSP Retirement Services Program/OWCP Office of Workers' Compensation Programs to identify the enrollee.
   Order By: 4th	Optional Select one of the following options from the drop-down menu to display the selected criteria in fourth sort search order: Agency - Search by Agency code. Carrier - Search by carrier code. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a discrepancy or warning record has failed the quarterly edit process. Name - Search by enrollee name. Pers. Office ID - Search by POI number. SSNO - Search by enrollee SSN. Other ID - Search by the identifier used by RSP Retirement Services Program/OWCP Office of Workers' Compensation Programs to identify the enrollee.
   Order By: 5th	Optional Select one of the following options from the drop-down menu to display the selected criteria in fifth sort search order: Agency - Search by Agency code. Carrier - Search by carrier code. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a discrepancy or warning record has failed the quarterly edit process. Name - Search by enrollee name. Pers. Office ID - Search by POI number. SSNO - Search by enrollee SSN. Other ID - Search by the identifier used by RSP Retirement Services Program/OWCP Office of Workers' Compensation Programs to identify the enrollee.
   Order By: 6th	Optional Select one of the following options from the drop-down menu to display the selected criteria in sixth sort search order: Agency - Search by Agency code. Carrier - Search by carrier code. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a discrepancy or warning record has failed the quarterly edit process. Name - Search by enrollee name. Pers. Office ID - Search by POI number. SSNO - Search by enrollee SSN. Other ID - Search by the identifier used by RSP Retirement Services Program/OWCP Office of Workers' Compensation Programs to identify the enrollee.

5. The Payroll Office Enrollees Search Results page is displayed showing the payroll office enrollee records. Only payroll office enrollee records marked with Discrepancy Code 163 are displayed.

   

   Note: The Payroll Office Enrollees Search Results (Other ID) page is displayed when 24900002, 24900003, or 160099XX is entered in the Payroll Office ID field on the Payroll Office Enrollees page.

   

   Field	Description
   Payroll Office ID	System generated Displays the payroll office identification number.
   Year	System generated Displays the reconciliation year.
   Quarter	System generated Displays the reconciliation quarter.

   Other ID Only Page

   Other ID	System generated Used by the RSP and OWCP Office of Workers' Compensation Programs. RSP personnel use this field to reference an enrollee’s civil service annuitant or civil service final identifier.OWCP Office of Workers' Compensation Programs personnel use this field to reference an enrollee’s claim identifier. Note: The Agency and POI personnel office identifier fields are displayed in lieu of this field when a payroll office identification number other than 24900002, 24900003, or 160099XX is entered in the Payroll Office ID field on the Payroll Office Enrollees page.
   Enrollee SSN Social Security number	System generated Displays the enrollee’s SSN Social Security number.
   Last Name	System generated Displays the enrollee’s last name.
   First Name	System generated Displays the enrollee’s first name.
   Carrier	System generated Displays the carrier code.
   Code	System generated Displays the enrollment code.

   Enrollees Search Results Page Only

   Field	Description
   Agency	System generated Displays the Agency ID code of the office where the enrollee is employed (example: AG90 for U.S. Department of Agriculture, Office of the Chief Financial Officer). Note: The Other ID field is displayed in lieu of this field when 24900002, 24900003, or 160099XX is entered in the Payroll Office ID field on the Payroll Office Enrollees page.
   POI	System generated Displays the POI of the office where the enrollee’s records are maintained. Note: The Other ID field is displayed in lieu of this field when 24900002, 24900003, or 160099XX is entered in the Payroll Office ID field on the Payroll Office Enrollees page.
   Discrepancies	System generated Displays Discrepancy Code 163. For a detailed explanation of Discrepancy Code 163, see Discrepancy Codes Table. Note: Check marks are displayed next to discrepancy codes that have been addressed by Agencies and carriers. Red check marks are displayed next to discrepancies that have been addressed by Agencies. Green check marks are displayed next to discrepancies that have been addressed by carriers. To display the most current check marks, select Refresh at the top of the Payroll Office Enrollees Search Results page.
   Fail Count	System generated Displays the number of times this record has failed the quarterly edit process.

6. Click View next to the applicable record. The Payroll Office Enrollees View page is displayed showing the selected payroll office enrollee record.

   Note: To view another record, click your browser’s Back button to return to the Payroll Office Enrollees Search Results page. Click View next to the applicable record.

   

   Field	Instruction/Description
   Payroll Office ID	System generated Displays the payroll office identification number.
   Year	System generated Displays the reconciliation year.
   Quarter	System generated Displays the reconciliation quarter.
   Submission	System generated Displays the transmission submission for this enrollee record.
   Agency	System generated Displays the Agency ID code of the office where the enrollee is employed (example: AG90 for U.S. Department of Agriculture, Office of the Chief Financial Officer). Note: The Other ID field is displayed in lieu of this field when 24900002, 24900003, or 160099XX is entered in the Payroll Office ID field on the Payroll Office Enrollees page.
   POI	System generated Displays the POI of the office where the enrollee’s records are maintained. Note: The Other ID field is displayed in lieu of this field when 24900002, 24900003, or 160099XX is entered in the Payroll Office ID field on the Payroll Office Enrollees page.
   Carrier	System generated Displays the carrier code.
   Enrollment Code	System generated Displays the enrollment code/carrier enrollment code.
   SSN Social Security number	System generated Displays the enrollee’s SSN Social Security number.
   Last Name	System generated Displays the enrollee’s last name.
   First Name	System generated Displays the enrollee’s first name.
   Middle Name	System generated Displays the enrollee’s middle name or initial.
   Effective Date	System generated Displays the effective date of the enrollment.
   Amount	System generated Displays the enrollee’s withholding/premium.
   Deceased Annuitant SSN Social Security number	System generated Displays the deceased annuitant enrollee’s SSN Social Security number.
   Pseudo SSN Social Security number	System generated Displays the pseudo SSN Social Security number used by the Agency and carrier to identify the enrollee.
   Other Payroll ID	System generated Displays an identifier used by the Agency to identify the enrollee.
   Other Carrier ID	System generated Displays an identifier used by the carrier to identify the enrollee.
   Submitter Use #1	System generated Displays remarks that were entered by the organization that created the record/enrollment record.
   Submitter Use #2	System generated Displays remarks that were entered by the organization that created the record/enrollment record.
   Submitter Use #3	System generated Displays remarks that were entered by the organization that created the record/enrollment record.
   Date Processed	System generated Displays the date the record was processed.
   Time Processed	System generated Displays the time the record was processed (using military time).
   Source	System generated Displays the source of transmission data indicator. The value in the first position equals M for mainframe or S for server. The value in the second position equals T for transmission or M for manual entry.
   Fail Count	System generated Displays the number of times this record has failed the quarterly edit process.
   Select another discrepancy	Optional Select each discrepancy number to view the corresponding code and message if multiple discrepancies are shown.
   Discrepancy	System generated Displays Discrepancy Code 163. A short description is displayed next to the code. To view a detailed explanation of this code, click Explain or see Discrepancy Codes Table.
   Reconciliation Reason	System generated Displays the code that identifies the cause of a discrepancy as reported by the Agency. A short description is displayed next to the code. Select Explain to view a detailed explanation of the reconciliation reason code or see Reconciliation Reason Codes Table.
   Reconciliation Action	System generated Displays the code that identifies the action requested by the Agency to resolve a discrepancy. A short description is displayed next to the code. Select Explain to view a detailed explanation of the reconciliation reason code or see Reconciliation Action Codes Table.
   Corrective Action	System generated Displays the code that identifies the carrier’s response to the reconciliation action code displayed in the Reconciliation Action field. A short description is displayed next to the code. Select Explain to view a detailed explanation of the reconciliation reason code or see Carrier Corrective Action Response Codes Table.
   Payroll Office Comments	System generated Displays the payroll office's or Agency’s comments.
   Carrier Comments	System generated Displays the carrier’s comments.
   Last Payroll Update ID	System generated Displays the user ID number of the payroll office representative who made the most recent change to the record.
   Last Payroll Update Date	System generated Displays the date of the most recent change.
   Last Payroll Update Time	System generated Displays the time of the most recent change.
   Last Carrier Update ID	System generated Displays the user ID number of the carrier representative/individual who made the most recent change to the record.
   Last Carrier Update Date	System generated Displays the date of the most recent change.
   Last Carrier Update Time	System generated Displays the the time of the most recent change.