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Updating a 2809 Record

The Update function allows users to update 2809 records.

To Update a 2809 Record:

  1. Select the Forms tab at the top of the CLER Main Menu. The Forms Main Page is displayed with the options 2809 and 2810.

    Forms Main page

  2. Select the 2809 option on the Forms Main Page. The Form 2809 page is displayed.

    2809 Form page 1

  3. Complete the fields as follows:

    Field

    Instruction

    Payroll Office ID*

    Required

    Select the payroll office 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.

    Agency ID

    Optional, alphanumeric, 4 positions

    Enter the Agency identification code for the enrollee's employing, personnel, or point of contact office (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.

    Enrollment Code

    Optional, alphanumeric, 3 positions

    Enter the enrollment/carrier enrollment code.

    SSN

    Required, alphanumeric, 9 positions

    Enter the enrollee’s Social Security number (SSN). If the enrollee does not want his/her SSN provided to the carrier, a pseudo SSN may be used if the pseudo SSN is also reported to CLER.

    User ID

    Optional, alphanumeric, 8 positions maximum

    Enter the user identification number of the person creating the report.

    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, 17 positions maximum

    Enter the enrollee’s first name.

    Initial

    Optional, alphanumeric, 1 position

    Enter the enrollee’s middle initial.

    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 - Displays all records related to the search criteria.

    Released - Displays records released for processing.

    Cancelled - Displays records that have been cancelled.

    Not Released - Displays records not released for processing.

    Processed - Displays processed records.

    Order By

    Optional, default

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

    Agency ID - Search by Agency identification code.

    SSN - Search by enrollee Social Security number.

    Name - Search by enrollee name.

    User ID - Search by user identification number.

    Status - Search by status (e.g., released, processed, not released, or cancelled release).

  4. Click Submit. The Form 2809 Search Results page is displayed.

    Form 2809 Search Results 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

    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.

    Release Date

    System generated

    Displays the date the record was released for processing.

    Released By

    System generated

    Displays the user identification number of the individual who released the record for processing.

    Status

    System generated

    Displays the status of the transmission. This field is populated by one of the following: Processed, Canceled, Released, or Not Released.

  5. Click Update next to the applicable record. The Form 2809 Update (Part A) page is displayed.

    Form 2809 Update Part A Page

  6. Complete the fields as follows:

    Field

    Instruction

    Payroll Office ID*

    Required

    Select the payroll office identification number for the 2809 record being created from the drop-down menu.

    Year*

    Optional, default

    Select the reconciliation year for the 2809 record being created 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 for the 2809 record being created from the drop-down menu. If no quarter is selected, this field automatically defaults to the current reconciliation quarter.

    Personnel Office ID

    Optional, alphanumeric, 4 positions

    If access is limited to a specific personnel office identifier code enter that code.

    Note: Although the system allows for a blank field, please complete this field if the condition applies.

    Nature of Action*

    Conditional

    Select the radio button next to one of the following Nature of Action codes:

    Start - To start the enrollment code.

    Change - To change the enrollment code.

    Suspend - To suspend the enrollment code.

    Stop - To stop the enrollment code.

    Last Name*

    Required, 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).

    First Name*

    Required, alphanumeric, 17 positions maximum

    Enter the enrollee’s first name.

    Initial

    Optional, alphanumeric, 1 position

    Enter the enrollee’s middle initial.

    Address Line 1

    Conditional, alphanumeric, 35 positions maximum

    Enter the first line of the enrollee’s domestic or foreign street, apartment number, or post office box, rural route, etc., if applicable. address.

    Address Line 2

    Conditional, alphanumeric, 35 positions maximum

    Enter the second line of the enrollee’s domestic or foreign street, apartment number, or post office box, rural route, etc., if applicable. address.

    Address Line 3

    Conditional, alphanumeric, 35 positions maximum

    Enter the third line of the enrollee’s domestic or foreign street, apartment number, or post office box, rural route, etc., if applicable. address.

    City*

    Required, alphanumeric, 25 positions maximum

    Enter the name of the enrollee’s domestic or foreign city.

    Note: If the address is an overseas military address, type FPO for fleet post office or APO for army post office in lieu of the city.

    State

    Conditional

    Select the enrollee's State, U.S. territory, or overseas military abbreviation from the drop-down menu. For a list and descriptions of State, U.S. territory, and overseas military abbreviations, see State, U.S. Territory, and Overseas Military Abbreviations Table.

    Zip

    Conditional, alphanumeric, 11 positions maximum

    Enter the enrollee's domestic or foreign ZIP Code or foreign postal code.

    Country

    Conditional

    Select the enrollee’s country code from the drop-down menu. For a list and descriptions of country codes, see Country Codes Table.

    SSN

    Required, alphanumeric, 9 positions

    Enter the enrollee’s Social Security number (SSN). If the enrollee does not want his/her SSN provided to the carrier, a pseudo SSN may be used if the pseudo SSN is also reported to CLER.

    Date of Birth

    Required, alphanumeric, 8 positions

    Enter the enrollee’s date of birth (MMDDYYYY).

    Sex

    Required

    Select the radio button next to one of the following values:

    M - Indicates the enrollee is male.

    F - Indicates the enrollee is female.

    Married

    Required

    Select the radio button next to one of the following values:

    Y - Indicates the enrollee is married.

    N - Indicates the enrollee is single.

    Phone

    Optional, numeric, 17 positions maximum

    Enter the enrollee's daytime area code and telephone number.

  7. Click Update Form. If no errors occur, a pop up message is displayed to confirm the record has been updated.
  8. Click OK to close the pop up. After updating Part A, the following options are available:
    • To update data on the Form 2809 Update (Part A Continued) page, select Part A Continued. The Form 2809 Update (Part A Continued) page is displayed. For more information, see instructions in Steps 9 and 10.

    Form 2809 Update Part A Continued Page

    Note: An asterisk (*) indicates a required field. The Plan Name and Enrollment Code fields in Part B-H are marked with * when Start or Change is selected in the Nature of Action field in Part A. The Last Name, First Name, Date of Birth, Code, SSN, and Sex fields in Part A Continued are marked with * when the third position of the Enrollment Code field in Part B-H is 2 or 5, indicating family coverage.

    • To update data on the Form 2809 Update (Parts B-H) page, select Parts B-H. The Form 2809 Parts B-H page is displayed. For more information, see instructions in Steps 9 and 10.

    Form 2809 Update Parts B-H Page

    • To update the Form 2809 Update (Part I) page, select Part I. The 2809 Update (Part I) page is displayed. For more information, see instructions in Steps 9.and 10.

    Form 2809 Update Part I Page

    • To update another record, click Cancel to return to the Form 2809 Search Results page and click Update next to the applicable record.
  9. After completing the applicable fields on the Form 2809 Update (Part A Continued), (Parts B-H) , or (Part I) pages, click Update Form. If no errors occur, a pop up message will be displayed to confirm the record has been updated.
  10. Click OK to close the pop up.

See Also

Maintaining 2809 Records

Adding a 2809 Record

Viewing a 2809 Record

Releasing a 2809 Record

Canceling a 2809 Record