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Updating an Online Entry Enrollee Record

The Update function allows users to update online entry enrollee records.

To Update an Online Entry Enrollee Record:

  1. Select the Transmission tab at the top of the CLER Main Menu.
  2. Select the Online Entry option. The Transmission Online Entry page is displayed.

    Transmission Online Entry page

  3. Complete the fields as follows:

    Field

    Instruction

    Payroll Office ID

    Optional, alphanumeric, 8 positions

    Enter the payroll office identification number.

    Year

    Optional, alphanumeric, 4 positions

    Enter the reconciliation year for the requested transmission record.

    Quarter

    Optional, alphanumeric, 1 position

    Enter the reconciliation quarter for the requested transmission record.

    Pay Cycle

    Required

    Select the payroll office pay cycle (Biweekly, Monthly, Other) from the drop-down menu.

    As of Date From

    Required

    Select the from pay period date from the drop-down menu.

    As of Date To

    Required

    Select the to pay period date from the drop-down menu.

    Order By

    Optional, default

    Defaults to the 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:

    ID - Search by payroll office ID.

    Year/Quarter - Search by reconciliation year and reconciliation quarter.

    Pay Cycle - Search by pay cycle.

  4. Click Submit. The Transmission Online Entries Search Results page is displayed.

    Transmission Online Entries page all functions

  5. Complete the fields as follows:

    Field

    Instruction/Description

    Year

    Optional, alphanumeric, 4 positions

    Enter the current reconciliation year. Complete this field only when the enrollment data from a previous quarter is reused for the online transmission of enrollment data in the current quarter.

    Quarter

    Optional, alphanumeric, 4 positions

    Enter the current reconciliation quarter. Complete this field only when the enrollment data from a previous quarter is reused for the online transmission of enrollment data in the current quarter.

    Select

    Optional

    Select the radio button next to the applicable previous quarter's enrollment data record. Complete this field only when the enrollment data from a previous quarter is reused for the online transmission of enrollment data in the current quarter.

    ID

    System generated

    Displays the payroll office identification number.

    Year

    System generated

    Displays the reconciliation year.

    Qtr

    System generated

    Displays the reconciliation quarter.

    Submission Date

    System generated

    Displays the date the transmission was submitted.

    #

    System generated

    Displays the sequential transmission number.

    Code

    System generated

    Displays the the transmission processing code. Initial indicates an initial transmission file, Additional indicates an addition to the transmission file, and Replace indicates a replacement of the transmission file.

    Release Date

    System generated

    Displays the date the record was released 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.

    Records

    System generated

    Displays the number of records contained in the transmission.

    Pay Cycle

    System generated

    Displays the payroll office's pay cycle.

    As of Date

    System generated

    Displays the date the transmitted enrollment data was extracted.

  6. Click List next to the applicable record. The Transmission Online Entry Enrollees Search Results page is displayed.

    Transmission Online Entry Enrollees Search Results Page

    Field

    Description

    ID

    System generated

    Displays the payroll office identification number.

    Year

    System generated

    Displays the reconciliation year.

    Qtr

    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.

    Code

    System generated

    Displays the enrollment code.

    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.

    Pay Cycle

    System generated

    Displays the payroll office's pay cycle.

    As of Date

    System generated

    Displays the date the transmitted enrollment data was extracted.

    Employee/Annuitant Indicator

    System generated

    Displays the value as Interim, Regular or Suspended.

  7. Click Update next to the applicable record. The Transmission Online Entry Enrollees Update page is displayed.

    Transmission Online Entry Update Page

  8. Complete the fields as follows:

    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.

    Pay Cycle

    System generated

    Displays the payroll office's pay cycle.

    As of Date

    System generated

    Displays the date the transmitted enrollment data was extracted.

    Employee/Annuitant Indicator

    System generated

    Displays the value as Interim, Regular or Suspended.

    Agency*

    Required, alphanumeric, 4 positions

    Enter 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).

    POI*

    Required, alphanumeric, 4 positions

    Enter the personnel office identification number where the enrollee's records are maintained.

    Enrollment Code*

    Required, 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.

    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.

    Middle Name

    Optional, alphanumeric, 12 positions maximum

    Enter the enrollee’s middle name/initial.

    Effective Date of Coverage

    System generated

    Displays the effective date of the enrollment.

    Amount

    Optional, numeric, 6 positions maximum

    Enter the withholding/premium amount reported for the pay period extraction date.

    Deceased Annuitant SSN

    Optional, alphanumeric, 9 positions maximum

    Enter the deceased annuitant enrollee’s SSN.

    Pseudo SSN

    Optional,alphanumeric, 9 positions maximum

    Enter the pseudo SSN used by the Agency and carrier to identify the enrollee.

    Other Payroll ID

    Optional, alphanumeric, 15 positions maximum

    Enter the identifier used by the Agency to identify the enrollee.

    Other Carrier ID

    Optional, alphanumeric, 15 positions maximum

    Enter identifier used by the carrier to identify the enrollee.

    Submitter Use #1

    Optional, alphanumeric, 20 positions maximum

    Enter the remarks regarding the creation of this record.

    Submitter Use #2

    Optional, alphanumeric, 20 positions maximum

    Enter the remarks regarding the creation of this record.

    Submitter Use #3

    Optional, alphanumeric, 20 positions maximum

    Enter the remarks regarding the creation of this record.

  9. Click Update Record. If no errors occur, a pop up message is displayed to confirm the record has been updated.
  10. Click OK to close the pop up.

    Note: To update another record, click Cancel to return to the Transmission Online Entry Enrollees Search Results page and click Update next to the applicable record.

See Also

Maintaining Online Entry Records

Adding an Online Entry Record

Viewing an Online Entry Record

Viewing an Online Entry Enrollee Record

Deleting an Online Entry Enrollee Record

Adding an Online Entry Enrollee Record

Updating an Online Entry Record

Releasing an Online Entry Record

Canceling an Online Entry Record