CLER for NFC

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 Federal Employees Health Benefits, Centralized Enrollment Clearinghouse System Main Menu. The Forms Main Page is displayed with the options 2809 and 2810.

   

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

   

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 Social Security number	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.

   

   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 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.
   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.

   

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 Social Security number	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.

   

   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.

   

   • 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.

   

   • 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.