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Viewing a Payroll Office Enrollee Record

The View function allows users to view payroll office enrollee records.

To View a Payroll Office Enrollee Record:

  1. Select the Payroll Office tab at the top of the CLER Main Menu.
  2. Select the Enrollees option. The Payroll Office Enrollees page is displayed.

    Payroll Office Enrollees Page 1

  3. Complete the fields as follows:

    Field

    Instruction/Description

    Payroll Office ID*

    Required

    Select the payroll office identification number from the drop-down menu.

    Transmission Type*

    Select the transmission type from the drop-down menu. The values are Pay Period or Reconciliation.

    Year*

    Optional, 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*

    Optional, default

    Select the reconciliation quarter from the drop-down menu. If no quarter is selected, this field automatically defaults to the current reconciliation quarter.

    As of Date for Pay Period Transmission: From

    Required

    Enter the date the data was extracted from the payroll system. Click the first drop-down menu and select the month; click the second drop-down menu and select the day; and click the third drop-down menu and select the year.

    As of Date for Pay Period Transmission: To

    Required

    Enter the date the data was extracted from the payroll system. Click the first drop-down menu and select the month; click the second drop-down menu and select the day; and click the third drop-down menu and select the year.

    Agency

    Optional, alphanumeric, 4 positions

    Enter the Agency identification 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 personnel office identification number where the enrollee's records are maintained.

    Carrier

    Optional, alphanumeric, 4 positions

    Enter the carrier code.

    Enrollment Code

    Optional, alphanumeric, 3 positions

    Enter the enrollment/carrier enrollment code.

    SSN - From

    Optional, alphanumeric, 9 positions

    To search for a specific enrollee record by Social Security number (SSN), enter the SSN and skip the To field.

    To search for a range of enrollee records by a range of SSNs, enter the SSN that starts the range, then proceed to the To field.

    Note: A search for enrollee records by complete enrollee SSNs will display the records without the need to complete another optional data entry field (e.g., Agency, POI, etc.) on this page.

    SSN - To

    Optional, alphanumeric, 9 positions

    To search for a range of enrollee records by a range of SSNs, enter the SSN that ends the range; otherwise, leave blank.

    Note: A search for enrollee records by complete enrollee SSNs will display the records without the need to complete another optional data entry field (e.g., Agency, POI, etc.) 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 and OWCP. RSP personnel use these fields to search for enrollee records by CSA or CSF identifier. OWCP 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, POI, etc.) 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 and OWCP. RSP personnel use these fields to search for enrollee records by CSA or CSF identifier. OWCP 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, POI, etc.) 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.

    Error Code

    Optional

    Select the applicable error code from the drop-down menu. For a list and descriptions of error codes, see Discrepancy Codes Table.

    Warning Code

    Optional

    Select the warning code from the drop-down menu. For a list and descriptions of these codes, see Warning Codes Table.

    Display

    Optional, default

    Defaults to the All display option. Allows users to display search results by the options listed below. To choose another display option, select the radio button next to one of the following options:

    All Records - Displays all records related to the search criteria.

    Matches - Displays all matched records related to the search criteria.

    No Matches - Displays all unmatched records related to the search criteria.

    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.

    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 that have not been validated.

    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 results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    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 results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    Order By 3rd

    Optional

    Click the drop-down menu and select one of the following options to display the selected criteria in the third sort search order:

    Agency - Search results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    Order By 4th

    Optional

    Click the drop-down menu and select one of the following options to display the selected criteria in the fourth sort search order:

    Agency - Search results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    Order By 5th

    Optional

    Click the drop-down menu and select one of the following options to display the selected criteria in the fifth sort search order:

    Agency - Search results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    Order By 6th

    Optional

    Click the drop-down menu and select one of the following options to display the selected criteria in the sixth sort search order:

    Agency - Search results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    Order By 7th

    Optional

    Click the drop-down menu and select one of the following options to display the selected criteria in the seventh sort search order:

    Agency - Search results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    Order By 8th

    Optional

    Click the drop-down menu and select one of the following options to display the selected criteria in the eighth sort search order:

    Agency - Search results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

    Order By 9th

    Optional

    Click the drop-down menu and select one of the following options to display the selected criteria in the ninth sort search order:

    Agency - Search results 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 personnel office identification number.

    SSNO - Search by enrollee Social Security number.

    Other ID - Search by the identifier used by RSP/OWCP to identify the enrollee.

    Transmission Type - Search by Transmission Type

    Employee/Annuitant Indicator - Search by indicator.

    As of Date - Search by date.

  4. Click Submit. The Payroll Office Enrollees Search Results page is displayed.

    Payroll Office Enrollees Search Results Page

    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.

    Payroll Office Enrollees Search Results (Other ID) Page

    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.

    Other ID

    System generated

    This field is used by the Retirement Services Program (RSP) and Office of Workers' Compensation (OWCP). RSP personnel use this field to reference an enrollee's civil service annuitant or civil service final identifier. OWCP personnel use this field to reference an enrollee's claim identifier.

    Note: The Agency and POI 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

    System generated

    Displays the enrollee’s SSN.

    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.

    Agency

    System generated

    Displays the Agency identification 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 personnel office identifier 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 an error or warning. For lists and descriptions of error and warning codes, see Discrepancy Codes Table and Warning 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 Carrier Enrollees Search Results page.

    Fail Count

    System generated

    Displays the number of times this record has failed the quarterly edit process.
  5. Click View next to the applicable record. The Payroll Office Enrollees View page is displayed.

    Payroll Office Enrollees View Page

    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 identification 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 personnel office identifier 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.

    SSN

    System generated

    Displays the enrollee’s SSN.

    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/initial.

    Effective Date

    System generated

    Displays the effective date of the enrollment.

    Amount

    System generated

    Displays the enrollee’s withholding/premium.

    Deceased Annuitant SSN

    System generated

    Displays the deceased annuitant enrollee’s SSN.

    Pseudo SSN

    System generated

    Displays the pseudo SSN 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 an error or warning. A short description is displayed next to the code. For a detailed explanation of the discrepancy code, click Explain or see Discrepancy Codes Table. If Discrepancy Code 166 is displayed in the Discrepancy field, the Duplicate button is also displayed. Click Duplicate to display the duplicate carrier enrollee record for this enrollee record.

    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 identification 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 identification 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.

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

See Also

Maintaining Payroll Office Enrollee Records

Viewing a Matching Carrier Enrollee Record or Duplicate Payroll Office Enrollee Record

Reconciling a Payroll Office Enrollee Record