CLER for NFC

Validating a Carrier Enrollee Record

The Validate function allows users to validate carrier enrollee records.

To Validate a Carrier Enrollee Record:

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

   

3. Complete the fields as follows:

   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. Click Submit. 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 Validate next to the applicable record. The Carrier Enrollees Validate page is displayed.

   Note: The Validate button on the Carrier Enrollees Search Results page is only displayed next to records with discrepancies.

   

   Note: To view matching payroll office records for this enrollee record, click Matching at the top of the page.

   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 Validate Record. If no errors occur, a pop up message is displayed to confirm the record has been validated.
7. Click OK to close the pop up.

   Note: To validate another record, click Cancel to return to the Carrier Enrollees Search Results page. Click Validate next to the applicable record.