CLER for Carriers

Reconciling a Payroll Office Enrollee Record (Marked With Discrepancy Code 163)

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

To Reconcile 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.

   

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.

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.
   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 submitted by the payroll office/carrier.
   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 Reconcile next to the applicable record. The Carrier Enrollees Reconcile page is displayed showing the selected payroll office enrollee record.

   

7. Complete the fields on the Carrier Enrollees Reconcile page and click Reconcile Record. If no errors occur, a pop-up message is displayed to confirm the record has been reconciled.

   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 Click from the drop-down menu and select. 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	Conditional, alphanumeric, 400 positions maximum Enter comments about this record. Note: If 724 was selected in the Corrective Action field, comments explaining the corrective action must be entered in this field.
   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.

8. Click OK to close the pop-up.

   Note: To reconcile another record, click Cancel to return to the Payroll Office Enrollees Search Results page. Click Reconcile next to the applicable record.