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The Texas A&M University System Budget/Payroll/Personnel Operations Center (B/P/P) Insurance Billing Working Error Reports 5/12/2015.

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Presentation on theme: "The Texas A&M University System Budget/Payroll/Personnel Operations Center (B/P/P) Insurance Billing Working Error Reports 5/12/2015."— Presentation transcript:

1 The Texas A&M University System Budget/Payroll/Personnel Operations Center (B/P/P) Insurance Billing Working Error Reports 5/12/2015

2 Reading this Document Shown for each report is – The report – Notes about the report For each message on the report – Report section showing message – Notes about that message – Research – Solutions 5/12/2015

3 The Report DATE: 02/22/2011 TEXAS A&M UNIVERSITY SYSTEM PAGE: 7 P JOB NAME: BILL0008 BUDGET/PAYROLL/PERSONNEL SYSTEM BANK DRAFT REPORT - DRAFTS NOT SENT NAME UIN INVOICE TOTAL BL MED DEN VIS OL ADD LTD DL LTCE LTCS EMPLOYEE NAME EMPLOYEE NAME Notes May not have banking information filled in. Invoices are still created, but draft not created. Drafts Not Sent (BILL0008 BP7500) 5/12/2015

4 Research Solution Change Bill Status to blank or value other than D(draft). 118 TAMUS B/P/P - Billing Info - Inquiry 05/27/11 09:50 Screen: ___ P BPP0005 R082 UIN: Name: EMPLOYEE NAME Bill Status D Bill Addr H Med Carr 05 Den Carr 04 Percent Local Bank Draft Acct Change Date Retired From: Wrk Stn P ADLOC Emp-Loc Chk-Distr Employer Retiree Days FYTD Available Total Amt Due Amt Due Due Past FYTD Paid To Pay Owed Carrier Carrier Date Due Received Carrier Carrier Carrier BL MED DEN VIS OL ADD LTD DL LTCE LTCS Total ADDL-MED ADDL-DEN Comment PF1=Help,PF2=Comm,PF3=Exit,PF4=Main,PF5=Prev,PF6=Next,PF11=Right Drafts Not Sent (BILL0008 BP7500) 5/12/2015

5 Errors for Past Due Process (BILL0006 BP ) The Report BILL0006 PGM BP WORK STATION A PAGE 1 ERROR REPORT - FOR PAST DUE PROCESS -- DUE DATE UIN NAME INVOICE DUE DT PD AMT INV AMT ERROR MESSAGE UIN HERE EMPLOYEE NAME OLDEST DUE DATE NOT = OPTION DUE DT UIN HERE EMPLOYEE NAME BALANCE DUE ON PD NOT = INVOICE TOTALS UIN HERE EMPLOYEE NAME BILL COVERAGE DATES MAY BE INCORRECT UIN HERE EMPLOYEE NAME MED DUE DT NOT = OPTION DUE DT UIN HERE EMPLOYEE NAME DEN DUE DT NOT = OPTION DUE DT UIN HERE EMPLOYEE NAME VIS DUE DT NOT = OPTION DUE DT UIN HERE EMPLOYEE NAME OLDEST DUE DATE NOT = OPTION DUE DT UIN HERE EMPLOYEE NAME BALANCE DUE ON PD NOT = INVOICE TOTALS UIN HERE EMPLOYEE NAME BILL COVERAGE DATES MAY BE INCORRECT Notes Shows invoice and date of invoice that is probably causing past due situation and possible cancellation. Option Due Date is date for which report is run, shown in title. In this example, due date is 2/1/2011. Since this Due Date is the same as that in the report heading, there’s a possible problem in current month Balance due on screen 118 is not the same as the total of all invoices. Prior invoice still overdue. Shows oldest invoice due and due date of that invoice. The zeroes are placeholders and not related to the invoices. 5/12/2015

6 The Report (used for the pages following) BILL0006 PGM BP WORK STATION A ERROR REPORT - FOR PAST DUE PROCESS -- DUE DATE UIN NAME INVOICE DUE DT PD AMT INV AMT ERROR MESSAGE EMPLOYEE NAME OLDEST DUE DATE NOT = OPTION DUE DT EMPLOYEE NAME BALANCE DUE ON PD NOT = INVOICE TOTALS EMPLOYEE NAME BILL COVERAGE DATES MAY BE INCORRECT EMPLOYEE NAME MED DUE DT NOT = OPTION DUE DT EMPLOYEE NAME ADD DUE DT NOT = OPTION DUE DT EMPLOYEE NAME DEN DUE DT NOT = OPTION DUE DT EMPLOYEE NAME VIS DUE DT NOT = OPTION DUE DT Errors for Past Due Process (BILL0006 BP ) 5/12/2015

7 643 TAMUS B/P/P System - Invoice History Screen Screen: ___ UIN: Select Line Nbr: 0 Name: EMPLOYEE NAME WS: A Start next with: Outstanding Only: _ MM DD YYYY (Enter 'Y' to limit) Select Coverage Line Due-Date-- Month Med Den Balance Nbr Invoice Typ Status MM DD YYYY MM YYYY Comment Carr Carr Due A Paid A Paid A Printed  looks due A Credit A Printed  looks due, this is the oldest A Credit A Credit A Paid A Paid Message 1: Oldest Due Date… UIN NAME INVOICE DUE DT PD AMT INV AMT ERROR MESSAGE EMPLOYEE NAME OLDEST DUE DATE NOT = OPTION DUE DT Notes 1.This error looks only for balances due and does not take into consideration any credits. 2.Reports invoice with oldest due date. Research Solution Apply any credits to the offending invoices. If there are no credits the money is still due and the coverage will be cancelled when cancellations run. Errors for Past Due Process (BILL0006 BP ) 5/12/2015

8 Errors for Past Due Process (BILL0006 BP ) Message 2: Balance on PD not Equal to Invoice Totals UIN NAME INVOICE DUE DT PD AMT INV AMT ERROR MESSAGE EMPLOYEE NAME BALANCE DUE ON PD NOT = INVOICE TOTALS Notes 1.PD Amt is the amount on screen INV Amt is the total of the invoices with balances due (not including credits). 3.Message means the balance due on screen 118 is not the same as the total of all invoices. 4.This error looks at balances due and does not take into consideration any credits. Research 118 TAMUS B/P/P - Billing Info - Inquiry Screen: ___ UIN: Name: EMPLOYEE NAME Bill Status Bill Addr Med Carr 01 Den Carr 03 Percent Local Bank Draft Retired From: Wrk Stn A ADLOC Emp-Loc Chk-Distr Employer Retiree Days FYTD Available Total Amt Due Amt Due Due Past FYTD Paid To Pay Owed Carrier Carrier Date Due Received Carrier Carrier Carrier BL MED DEN VIS OL ADD LTD DL LTCE LTCS Total ADDL-MED 05 ADDL-DEN Comment 5/12/2015

9 Solution Apply the credits to the offending invoice. Errors for Past Due Process (BILL0006 BP ) Research, cont. 643 TAMUS B/P/P System - Invoice History Screen Screen: ___ UIN: Select Line Nbr: 0 Name: EMPLOYEE NAME WS: A Start next with: Outstanding Only: _ MM DD YYYY (Enter 'Y' to limit) Select Coverage Line Due-Date-- Month Med Den Balance Nbr Invoice Typ Status MM DD YYYY MM YYYY Comment Carr Carr Due A Paid  looks due A Paid A Printed  looks due A Credit A Printed  looks due A Credit A Credit A Paid A Paid  Total that looks due 5/12/2015

10 Message 3: Bill Coverage Dates may be Incorrect UIN NAME INVOICE DUE DT PD AMT INV AMT ERROR MESSAGE EMPLOYEE NAME BILL COVERAGE DATES MAY BE INCORRECT Notes Message means this invoice may have incorrect due or coverage dates. The program assumes premiums increase every year. So when the total of all invoices is more than the total on screen 118, the program thinks the due or coverage dates might be wrong. The result is this hint. Research We can see from screen 643 that this error message is incorrect since all the Due and Coverage dates are fine. Errors for Past Due Process (BILL0006 BP ) 5/12/ TAMUS B/P/P System - Invoice History Screen Screen: ___ UIN: Select Line Nbr: 0 Name: EMPLOYEE NAME WS: A Start next with: Outstanding Only: _ MM DD YYYY (Enter 'Y' to limit) Select Coverage Line Due-Date-- Month Med Den Balance Nbr Invoice Typ Status MM DD YYYY MM YYYY Comment Carr Carr Due A Paid A Paid A Printed A Credit A Printed A Credit A Credit A Paid A Paid

11 Errors for Past Due Process (BILL0006 BP ) Message 4: Due Date not Equal to Option Due Date UIN NAME INVOICE DUE DT PD AMT INV AMT ERROR MESSAGE EMPLOYEE NAME MED DUE DT NOT = OPTION DUE DT EMPLOYEE NAME ADD DUE DT NOT = OPTION DUE DT EMPLOYEE NAME DEN DUE DT NOT = OPTION DUE DT EMPLOYEE NAME VIS DUE DT NOT = OPTION DUE DT Notes 1.No Invoice number and no amounts are shown (the zeroes are placeholders only). 2.These warnings are based on the due dates from screen 106 (shown on 118); not based on particular invoices. 3.Usually occurs when payment was made late, or no payment was made, and a bill was created for current coverage. Due dates are advanced only when the person has paid all bills in full and the next month’s bill is created. 4.Also occurs when due dates are set forward to future dates. Due dates should never be future dates! 5/12/2015

12 Research Remember, this report example is for May coverage due May 1, so we expect to see due dates of 05/01. But the due dates on Screen 106 were 04/01. (BL, OL are waived and LTD is turned off) 106 TAMUS B/P/P - Benefit Maintenance - Inquiry Screen: ___ UIN: Name: EMPLOYEE NAME WS: M Status: R SGIP-Rate F SGIP-Dt GS-Sup PreTaxWaive Tob N Ben-Salary D P P C F Certified-other-med OL-Salary Ins e t l a a Cover Deduct Payment Start Due Change Stop d y n r m Amount Amount Amount Date Date Date Date BL W MED R E DEN R N 1 03 E VIS R N E OL W DL Spouse Children ADD R N 1 E LTD N N LTCE LTCS SAHC 0 SADC 0 Direct-Dep MedCr ABO LWOP-Start-Date FMLA-Start-Date Comments Dis ret efft PF1=Help,PF2=Comm,PF3=Exit,PF4=Main,PF5=Prev,PF6=Next Errors for Past Due Process (BILL0006 BP ) 5/12/2015

13 Solution This error/warning occurs when the person still owes for past bills or made a late payment for the current bill. The due dates will automatically catch up when the next bills run (if payment is made in full before that). If not paid in full, the coverage will be cancelled when cancellations run later in the month. The processor need take no action in these cases. This error/warning also occurs when a bill is requested for a new retiree and the due dates on screen 106 were not updated for their new coverage choices. Retirees pay for the coming month’s coverage, whereas employees pay for the current month’s coverage. If bills have been automatically created for the coming month and you create a bill (or two) for a retiree, you may need to update the due dates on screen 106. Always check the due dates of a person current on billing, then back up the date one month for each month of money still due. Infrequently this error occurs due to due dates set to future dates on screen 106 (also seen on 118). Due dates should never have a future date beyond the current billing cycle. Errors for Past Due Process (BILL0006 BP ) 5/12/2015

14 Errors for Cancellation Process (BILL0009 BP7513N-02 ) The Report DATE: 05/16/2011 TEXAS A&M UNIVERSITY SYSTEM BILL0009 PROGRAM: BP7513N-02 BUDGET/PAYROLL/PERSONNEL SYSTEM CAUTION REPORT FOR CANCELLATION PROCESS - DUE DATE NAME UIN INVOICE DUE DATE PD AMT INV AMT MESSAGE Employee Name OLDEST DUE DATE NOT = OPTION DUE DATE BALANCE DUE ON PD NOT = INVOICE TOTALS Employee Name OLDEST DUE DATE NOT = OPTION DUE DATE BALANCE DUE ON PD NOT = INVOICE TOTALS Employee Name VIS DUE DATE AFTER OPTION DUE DATE Notes Most errors same as from Past Due Process (refer to BILL0006 BP , in previous pages). Only the different message is addressed here. 5/12/2015

15 Solution This is usually due to a typo or misunderstanding of due dates. Due dates should never have a future date beyond the current billing cycle. Correct the due date. 106 TAMUS B/P/P - Benefit Maintenance - Inquiry 05/26/11 16:09 Screen: ___ P BPP0005 R165 UIN: Name: EMPLOYEE NAME WS: H Status: L SGIP-Rate F SGIP-Dt GS-Sup PreTaxWaive Tob Y Ben-Salary D P P C F Certified-other-med OL-Salary Ins e t l a a Cover Deduct Payment Start Due Change Stop d y n r m Amount Amount Amount Date Date Date Date BL M MED M E DEN M N 1 03 E VIS M N E OL DL … Errors for Cancellation Process (BILL0009 BP7513N-02 ) Message: … DUE DATE AFTER OPTION DUE DATE NAME UIN INVOICE DUE DATE PD AMT INV AMT MESSAGE EMPLOYEE NAME VIS DUE DATE AFTER OPTION DUE DATE Notes 1.This error reported based on due dates from screen 106 (shown on 118) 2.Warns of future due dates Research 5/12/2015

16 The Report DATE: 05/19/2011 TEXAS A&M UNIVERSITY SYSTEM BILL0007 PROGRAM: BP BUDGET/PAYROLL/PERSONNEL SYSTEM CAUTION REPORT - BILLING MONTH-END -- PERIOD ENDING UIN NAME INS TYPE ERROR MESSAGE PREM ON BE AMT TO PAY EMPLOYEE NAME MED NO MED CARRIER-CORRECT EMPLOYEE NAME MED NOT PAID-ADDL CARR BLANK EMPLOYEE NAME DEN DEN AMT PAID NOT = PREMIUM EMPLOYEE NAME MED MED AMT PAID NOT = PREMIUM EMPLOYEE NAME MED MED EMPR AMT NOT = BE EMPR , EMPLOYEE NAME BL BL EMPR AMT NOT = BE EMPR Notes 1.NO … CARRIER is also referred to as “blank carrier”. 2.PREM ON BE is deduct amount on screen AMT TO PAY is the amount from screen PREMIUM is the current employee deduct amount from screen BE EMPR is the employer payment amount from screen 106. Caution Report – Billing Month-End (BILL0007 BP ) 5/12/2015

17 Message 1: NO … CARRIER-CORRECT 106 UIN NAME INS TYPE ERROR MESSAGE PREM ON BE AMT TO PAY Employee Name MED NO MED CARRIER-CORRECT Notes Payments are not processed and sent thru if it seems payment might be refunded. When the deduct code on screen 106 is off (an N), processing assumes any payments are for the coming month and no money need be sent since the person’s coverage ended this month or earlier. Research 118 TAMUS B/P/P - Billing Info - Inquiry 05/24/11 16:08 Screen: ___ P BPP0005 R122 UIN: Name: EMPLOYEE NAME Bill Status D Bill Addr Med Carr Den Carr Percent Local Bank Draft C Acct Change Date Retired From: Wrk Stn I ADLOC Emp-Loc Chk-Distr Employer Retiree Days FYTD Available Total Amt Due Amt Due Due Past FYTD Paid To Pay Owed Carrier Carrier Date Due Received Carrier Carrier Carrier BL MED DEN VIS Solution Turn deduct code on so money will flow thru to vendor at next Billing Month-End. Then turn if off before bills run. Caution Report – Billing Month-End (BILL0007 BP ) 5/12/2015

18 Caution Report – Billing Month-End (BILL0007 BP ) Message 2: NOT PAID-ADDL CARR BLANK UIN NAME INS TYPE ERROR MESSAGE PREM ON BE AMT TO PAY EMPLOYEE NAME MED NOT PAID-ADDL CARR BLANK Notes Since no carrier is shown w/the additional med payment on screen 118, we don’t know to which vendor to send payment. Research 118 TAMUS B/P/P - Billing Info - Inquiry 05/24/11 16:15 Screen: ___ P BPP0005 R122 UIN: Name: EMPLOYEE NAME Bill Status D Bill Addr Med Carr Den Carr Percent Local Bank Draft C Acct Change Date Retired From: Wrk Stn I ADLOC Emp-Loc Chk-Distr Employer Retiree Days FYTD Available Total Amt Due Amt Due Due Past FYTD Paid To Pay Owed Carrier Carrier Date Due Received Carrier Carrier Carrier BL MED DEN VIS OL ADD LTD DL LTCE LTCS Total ADDL-MED ADDL-DEN Comment Solution Find the offending invoice and remove amount. Then create new invoice w/proper carrier and indicate this amount. You may want to move the receipt from the offending invoice to the new one. 5/12/2015

19 Message 3: … AMT PAID NOT = PREMIUM UIN NAME INS TYPE ERROR MESSAGE PREM ON BE AMT TO PAY EMPLOYEE NAME DEN DEN AMT PAID NOT = PREMIUM Notes This is a warning that the employee portion of the amount sent thru to the vendor (amount that was on screen 118) was not equal to the amount of the employee portion shown on screen 106. Since the amount in this example is negative, we know it was a credit to the employee/retiree that resulted from an adjustment a processor entered. Solution The amount was sent to the vendor. No action needed unless the action was unexpected. Caution Report – Billing Month-End (BILL0007 BP ) 5/12/2015

20 Message 4: … EMPR AMT NOT = BE EMPR UIN NAME INS TYPE ERROR MESSAGE PREM ON BE AMT TO PAY EMPLOYEE NAME BL BL EMPR AMT NOT = BE EMPR Notes This is a warning that the employer portion (SGIP) of the amount sent thru to the vendor (amount that was on screen 118) was not equal to the amount of the employer portion (SGIP) shown on screen 106. Since the amount in this example from screen 106 is zero, it’s possible this person was not getting SGIP. Solution The amount was sent to the vendor. If this person was not to receive SGIP, then the offending invoice(s) would need to be adjusted so money would return from the vendor. Caution Report – Billing Month-End (BILL0007 BP ) 5/12/2015

21 PRTY CODE, PREMIUM UPDATE FOR EMP REACHING SGIP ELIG DATE (BILL0015 BP7005N) The Report Date: 05/24/2011 THE TEXAS A&M UNIVERSITY SYSTEM - B/P/P SYSTEM BILL0015 BP7005N PRTY CODE, PREMIUM UPDATE FOR EMP REACHING SGIP ELIG DATE SGIP SGIP CERT SGIP UIN NAME DATE ELIG OTHR RATE ERROR MESSAGE Employee Name Y F --> LTD PRTY N MAY NEED MANUAL UPDATE Employee Name F NO BL UPDATE, DUE DATE PRIOR TO SGIP DATE NO DEN UPDATE, DUE DATE PRIOR TO SGIP DATE NO MED UPDATE, DUE DATE PRIOR TO SGIP DATE Notes You must take action, since the person listed and the message shown will not appear on any other report. SGIP date has been reached so premiums and priority codes have been updated. 5/12/2015

22 PRTY CODE, PREMIUM UPDATE FOR EMP REACHING SGIP ELIG DATE (BILL0015 BP7005N) Message 1: --> LTD PRTY N MAY NEED MANUAL UPDATE SGIP SGIP CERT SGIP UIN NAME DATE ELIG OTHR RATE ERROR MESSAGE Employee Name Y F --> LTD PRTY N MAY NEED MANUAL UPDATE Notes As the message states, LTD priority code may need updating. It’s currently an N but the employee may want a 6 (meaning use SGIP for the premium). Research Check submissions from the employee, either in iBenefits or on paper forms. Solution You must take action, since this will not be reported elsewhere. If the employee wanted SGIP applied to LTD premiums, update the priority for LTD on screen 106 to 6. 5/12/2015

23 PRTY CODE, PREMIUM UPDATE FOR EMP REACHING SGIP ELIG DATE (BILL0015 BP7005N) Message 2: NO … UPDATE, DUE DATE … PRIOR TO SGIP DATE SGIP SGIP CERT SGIP UIN NAME DATE ELIG OTHR RATE ERROR MESSAGE Employee Name F NO BL UPDATE, DUE DATE PRIOR TO SGIP DATE NO MED UPDATE, DUE DATE PRIOR TO SGIP DATE NO DEN UPDATE, DUE DATE PRIOR TO SGIP DATE Notes 1.You probably won’t see these messages (from BILL00015). 2.This message means the employer portion (SGIP) was not applied on screen 106, so the full premium amount is shown as the employee/retiree’s deduction amount. The SGIP wasn’t applied since it appears the person’s payments are not up to date. 3.Any invoices created for the coming month’s coverage are probably incorrect, since deduct amounts on screen 106 are incorrect. 5/12/2015

24 PRTY CODE, PREMIUM UPDATE FOR EMP REACHING SGIP ELIG DATE (BILL0015 BP7005N) Research 106 TAMUS B/P/P - Benefit Maintenance - Inquiry Screen: ___ UIN: Name: Employee Name WS: H Status: A SGIP-Rate F SGIP-Dt GS-Sup PreTaxWaive Tob N Ben-Salary D P P C F Certified-other-med OL-Salary Ins e t l a a Cover Deduct Payment Start Due Change Stop d y n r m Amount Amount Amount Date Date Date Date BL MED E DEN 2 N 1 03 E VIS OL DL Spouse Children ADD LTD LTCE LTCS SAHC 0 SADC 0 Direct-Dep MedCr ABO LWOP-Start-Date FMLA-Start-Date Solution You must take action, since this will not be reported elsewhere. Actions might include: Create any past invoices needed for past coverage not paid Correct invoices, being sure SGIP and premiums have been adjusted (if after the SGIP date) 5/12/2015

25 Errors in updating insurance coverage because of stop date (BILL0015 BP8049N ) The Report Date: 05/24/2011 THE TEXAS A&M UNIVERSITY SYSTEM BILL0015 BP8049N - 02 BUDGET/PAYROLL/PERSONNEL SYSTEM Errors in updating insurance coverage because of stop date Due Stop Name UIN Ins Date Date ______________________________ _________ ____ ________ ________ Employee Name BL MED DEN Employee Name MED Notes 1.Not unusual to have no errors to report. 2.Coverage is still turned off. 3.Due date earlier than stop date means person probably owes premiums. 4.Terminated persons paid biweekly often show here w/due dates of the 15th. 5/12/2015

26 Errors in updating insurance coverage because of stop date (BILL0015 BP8049N ) Research 757 TAMUS B/P/P - Benefit History - Status As Of Date Listed 05/27/11 14:19 Screen: ___ UIN: As Of: :03:24 P BPP0005 R082 Name: Employee Name LCD: :03:24 WS: A Status: T SGIP-Rate SGIP-Dt GS-Sup PreTaxWaive Tob N Ben-Sal D P P C F SGIP-Elig N Cert-othr OL-Sal Ins e t l a a Cover Deduct Payment Start Due Change Stop d y n r m Amount Amount Amount Date Date Date Date BL N N MED N N DEN N N 1 03 E Solution In this case, since the person didn’t pay their premiums, stop date was set to end of month last for which the premium was received. 757 TAMUS B/P/P - Benefit History - Status As Of Date Listed 05/27/11 14:16 Screen: ___ UIN: As Of: :19:28 P BPP0005 R082 Name: Employee Name LCD: :19:28 WS: A Status: T SGIP-Rate SGIP-Dt GS-Sup PreTaxWaive Tob N Ben-Sal D P P C F SGIP-Elig N Cert-othr OL-Sal Ins e t l a a Cover Deduct Payment Start Due Change Stop d y n r m Amount Amount Amount Date Date Date Date BL N N MED N N DEN N N 1 03 E VIS OL DL Comments insur ended 3/31/11 due to non-payment 5/12/2015

27 Errors in updating insurance coverage because of stop date (BILL0015 BP8049N ) Solution, cont. In this case, since the person didn’t pay the second half of their premiums, stop date was set to end of month last for which the premium was received, and refund given. 106 TAMUS B/P/P - Benefit Maintenance - Inquiry 05/27/11 14:26 Screen: ___ P BPP0005 R082 UIN: Name: Employee Name WS: M Status: T SGIP-Rate SGIP-Dt GS-Sup PreTaxWaive Tob S Ben-Salary D P P C F Certified-other-med OL-Salary Ins e t l a a Cover Deduct Payment Start Due Change Stop d y n r m Amount Amount Amount Date Date Date Date BL N N MED N N DEN Comments EE refused to pay 2nd 1/2 of May prem. refund and rolled end date back 5/12/2015


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