Skip to Main Content

CLER for NFC

Previous Topic

Next Topic

Book Contents

Book Index

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 Main Menu.
  2. Select the Enrollees option. The Carrier Enrollees page is displayed.

    Carrier Enrollees Page

  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 - 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.

    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.

    Carrier Enrollees Search Results Page

    Field

    Instruction/Description

    Carrier ID

    System generated

    Displays the carrier identification code assigned by NFC's CLER Operations and Reconciliation Unit.

    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.

    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.

    Carrier Enrollees Validate Page

    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's CLER 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

    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.

  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.

See Also

Maintaining Carrier Enrollee Records

Viewing a Carrier Enrollee Record

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