CLER for NFC

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

The Matching button at the top of the Carrier Enrollees View page allows users to view certain enrollee data from a payroll office enrollee record that matches a selected carrier enrollee record. Since there may be more than one matching payroll office enrollee record, a Matching button is displayed for each matching record. The Duplicate button next to the Discrepancy field on the Carrier Enrollees View page allows users to view data from another carrier enrollee record that was submitted for the same enrollee. The Matching and Duplicate functions facilitate the reconciliation process.

To View Matching Payroll Office Enrollee Records or Duplicate Carrier Enrollee Records:

1. Click Carrier at the top of the CLER Federal Employees Health Benefits, Centralized Enrollment Clearinghouse System Main Menu. The Carrier Main Page is displayed.

   

2. Click Enrollees at the top of the Carrier Main Page. The Carrier Enrollees page is displayed.

   

3. Complete the fields on the Carrier Enrollees page and click Submit.

   Field	Instruction/Description
   Carrier ID*	Required Select the carrier identification number from the drop-down menu.
   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.
   Payroll Office	Optional, alphanumeric, 8 positions Enter the payroll office identification number.
   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.
   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 Click the arrows to locate the applicable error code from the list of error codes and select this code. For a list and descriptions of error codes, see Discrepancy Codes Table.
   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: Payroll Office - Search by payroll office identification number. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a record has failed the quarterly edit process. Name - Search by enrollee name. SSNO - Search by enrollee Social Security number.
   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: Payroll Office - Search by payroll office identification number. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a record has failed the quarterly edit process. Name - Search by enrollee name. SSNO - Search by enrollee Social Security number.
   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: Payroll Office - Search by payroll office identification number. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times record has failed the quarterly edit process. Name - Search by enrollee name. SSNO - Search by enrollee Social Security number.
   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: Payroll Office - Search by payroll office identification number. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a record has failed the quarterly edit process. Name - Search by enrollee name. SSNO - Search by enrollee Social Security number.
   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: Payroll Office - Search by payroll office identification number. Enrollment Code - Search by enrollment code. Fail Count - Search by the number of times a record has failed the quarterly edit process. Name - Search by enrollee name. SSNO - Search by enrollee Social Security number.

4. The Carrier Enrollees Search Results page is displayed.

   

   Field	Instruction/Description
   Carrier ID	System generated Displays the carrier identification code assigned by NFC National Finance Center's CLER Federal Employees Health Benefits, Centralized Enrollment Clearinghouse System Operations and Reconciliation Unit.
   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.
   Payroll Office	System generated Displays the payroll office identification number.
   Code	System generated Displays the enrollment code.
   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 Carrier Enrollees View page is displayed.

   

   Field	Instruction/Description
   Carrier ID	System generated Displays the carrier identification code assigned by NFC National Finance Center's CLER Federal Employees Health Benefits, Centralized Enrollment Clearinghouse System Operations and Reconciliation Unit.
   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.
   Payroll Office ID	System generated Displays the payroll office identification number.
   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.
   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	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.

6. Click Matching at the top of the Carrier Enrollees View page. The Payroll Office Enrollees View page containing the data from the matching payroll office enrollee record is displayed. The data displayed on the Payroll Office Enrollees View page is limited to the payroll office identification number, carrier identifier, enrollment effective date, and the year and quarter the payroll office enrollee record was submitted.

   Note: If the carrier enrollee record data displayed on the Carrier Enrollees View page is matched with the data from another carrier enrollee record, Discrepancy Code 166 is displayed in the Discrepancy field. When this discrepancy occurs, the Duplicate button is displayed next to the Discrepancy field. Click Duplicate to display the Carrier Enrollees View page containing the data from the matching carrier enrollee record. The data displayed on the Carrier Enrollees View page is limited to the payroll office identification number, carrier identifier, enrollment effective date, and the year and quarter the carrier enrollee record was submitted.

   

   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.
   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	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.
   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.