CLER for NFC

Reconciling a Payroll Office Enrollee Record

The Reconcile function allows users to reconcile payroll office enrollee records.

Note: The Reconcile function is not displayed next to records that have no discrepancies.

To Reconcile a Payroll Office Enrollee Record:

1. Select the Payroll Office tab at the top of the the CLER Federal Employees Health Benefits, Centralized Enrollment Clearinghouse System Main Menu.
2. Select the Enrollees option. The Payroll Office Enrollees page is displayed.

   

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.
   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 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, POI, etc.) 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, 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 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 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 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 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.
   Employee/Annuitant Indicator	Select the applicable value from the drop-down menu. The values are Interim, Regular or Suspended.
   Warning Code	Optional Select the applicable warning code from the list of warning codes. For a list and descriptions of warning 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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 Retirement Services Program/OWCP Office of Workers' Compensation Programs 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.

   

   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	Instruction
   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 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.
   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 Reconcile next to the applicable record. The Carrier Payroll Office Enrollees Reconcile page is displayed showing the selected Payroll Office Enrollee Record.

   

   Note: The Reconcile button on the payroll Office Enrollees Search Results page is only displayed next to records with discrepancies.

6. Complete the fields as follows:

   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.
   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.
   Enrollment Code	System generated Displays the enrollment code/carrier enrollment 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 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 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*	Required Select the code that identifies the cause of the discrepancy, from the drop-down list. A short description is displayed next to the code. To view a detailed explanation of the reconciliation reason code, see Reconciliation Reason Codes Table. If the enrollee record is reconciled, the Explain button is displayed next to the code. Click Explain to display a detailed explanation of the code.
   Reconciliation Action*	Required Select the code that identifies the action requested to resolve the discrepancy, from the drop-down list. A short description is displayed next to the code. To view a detailed explanation of the reconciliation action code, see Reconciliation Action Codes Table. If the enrollee record is reconciled, the Explain button is displayed next to the code. Click Explain to display a detailed explanation of the code.
   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	Conditional, alphanumeric, 400 positions maximum Enter comments about this record. Note: If 580 was selected in the Reconciliation Reason field, comments explaining the reconciliation reason must be entered in this field.
   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 matching carrier records for this enrollee record, click Matching at the top of the page.

7. Click Reconcile Record. If no errors occur, a pop up message is displayed to confirm the record has been reconciled.
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 and click Reconcile next to the applicable record.