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Home » How To... » Apply For The RDS Program » Complete An Application

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HOW TO COMPLETE AN APPLICATION - Updated 01/31/08

This document includes information about the following:

• What is the application deadline?
• Must a valid initial retiree list be submitted by the application deadline?
• Who may complete the various sections of an application?
• How do I complete an application?
• What is the Actuary responsible for completing?

What is the application deadline?

For information about the application deadline, including what is required to be submitted by the application deadline, go to Important Application Deadline Information.

Must a valid initial retiree list be submitted by the application deadline?

Yes. For more information about what is required to be submitted by the application deadline, go to Important Application Deadline Information.

Who may complete the various sections of an application?

The majority of the sections may be completed by the Authorized Representative, Account Manager, and/or Designee (if assigned). Note: The following sections have restrictions on who can complete them: Assign Designee(s), Attestation Summary, and Plan Sponsor Agreement.

The following is a list of the different sections of the application.

1. Application Number Assigned (defaults to "Complete")
2. Assign Designee(s) (optional) (Authorized Representative or Account Manager only)
3. Benefit Option(s)
4. Assign Actuary(s)
5. Attestation Summary (Actuary only)
6. Electronic Funds Transfer (EFT) Information
7. Payment Frequency
8. Retiree List Submission Method
9. Plan Sponsor Agreement (Authorized Representative only)

How do I complete an application?

1. Log into the RDS Secure Web Site.

   

2. The Plan Sponsor List With Application Summary page will display.

   

3. Select the appropriate Plan Sponsor ID link. The Application List page will display.

   

4. Select the appropriate Application Number link. The Application Status page will display.

   There are eight sections of an RDS application that MUST have a status of "Complete" before the application can be submitted. (Section b is optional.)

1. Application Number Assigned (defaults to "Complete")
2. Assign Designee(s) (optional) (Authorized Representative or Account Manager only)
3. Benefit Option(s)
4. Assign Actuary(s)
5. Attestation Summary (Actuary only)
6. Electronic Funds Transfer (EFT) Information
7. Payment Frequency
8. Retiree List Submission Method
9. Plan Sponsor Agreement (Authorized Representative only)

   

2. Assign Designee(s) (Optional – can be completed by Authorized Representative or Account Manager only)
1. Select the Assign Designee(s) link. The Designee(s) Summary page will display.

   

2. Select the Add a Designee link. The Assign Designee(s) page will display. Enter the Designee's e-mail address and select Go.

   

3. If the Designee is not in the RDS system, the following screen will display.

   

4. Select Assign New. Complete the following information about the Designee. The fields with an asterisk (*) are required.
   1. First Name*
   2. Middle Initial
   3. Last Name*
   4. E-mail Address*
   5. Re-enter E-mail Address*
   6. Pass Phrase*
   7. Re-enter Pass Phrase*

      In addition, you must choose the privilege(s) you would like the Designee to perform on this application.

      

5. Select Continue. Selecting Cancel will terminate this process.
6. If you choose privilege(s) that allow the Designee to access Protected Health Information (PHI) an E-PHI Agreement screen will display. To accept the E-PHI agreement, select I Accept. Selecting Cancel will allow you to modify the privileges that you want to assign to this Designee.

   

7. The Designee(s) Summary page will display. To add another Designee, select the Add a Designee link and repeat the process.

   

8. The Assign Designee(s) page will display if the Designee is already in the RDS system.

   

9. Select Accept to agree to the person assigned to be the Plan Sponsor's Designee. Select Modify Search to enter another e-mail address.

   

10. Choose the actions for the Designee to perform on this application.
11. Select Continue. Selecting Cancel will terminate this process.
12. If the chosen privileges allow the Designee to access Protected Health Information (PHI) an E-PHI Agreement screen will display. To accept the E-PHI agreement, select I Accept. Selecting Cancel will allow modification of the privileges to assign to this Designee.

    

3. Benefit Option(s)
1. Select Benefit Option(s). The Benefit Option(s) Summary page will display.

   

2. Select Add a Benefit Option. Complete the following information about the benefit option. The fields with an asterisk (*) are required.
1. Benefit Option Name*
2. Unique Benefit Option Identifier*
3. Benefit Option Type*
4. Company Name* (Name of Company Administering this Benefit Option)

   

3. Select Continue. Selecting Cancel will terminate this process.
4. The Benefit Option(s) Summary page will display. To add another benefit option, select Add a Benefit Option and repeat the process.

   Note: Plan Sponsors will NOT be able to add benefit options to an application once it has been submitted. All benefit options that should be associated with your application must be listed.

   

4. Assign Actuary(s)
1. Select Assign Actuary(s). The Assign Actuary(s) page will display.

   Determine if two or more benefit options are being combined for the purpose of demonstrating that the plan meets the actuarial equivalence Net Test.

   Based on the answer, an Actuary will be assigned as follows:

• Select Yes to combine two or more benefit options that are listed on the application. Assign an actuary to attest to the Gross Value Test for each benefit option individually, as well as to attest to the Net Value Test of all benefit options you are combining collectively.
• Select No if no benefit options on the application are being combined. Assign an actuary to attest to the Gross Value and Net Value Test for each individual benefit option.



2. Select Continue.
3. The Actuary Summary page will display. Select the Not Assigned link to assign an Actuary to the benefit option.

   

4. Enter the Actuary's e-mail address and select Go.

   

5. If the Actuary is not in the RDS system, the following screen will display.

   

6. Select Assign New. Complete the following information about the Actuary. The fields with an asterisk (*) are required.
1. First Name*
2. Middle Initial
3. Last Name*
4. Actuary AAA Membership Number*
5. E-mail Address*
6. Re-enter E-mail Address*

   

7. Select Continue.
8. The Actuary Summary page will display. If there are additional benefit options that need to have Actuaries assigned, select the Not Assigned link and repeat the process.

   

9. The Add Actuary page will display if the Actuary is already in the RDS system.

   

10. Select Accept if the person listed is correctly assigned as the Plan Sponsor's Actuary. Select Modify to enter another e-mail address.
5. Attestation Summary (Actuary only)
1. Log into the RDS Secure Web Site with the assigned ID and password.

   

2. From the Plan Sponsor List on the Plan Sponsor List With Application Summary page, select the appropriate Plan Sponsor ID link.

   

3. The Application List page will display. Select the appropriate Application Number link.

   

4. The Attestation Summary page will display. Select the Attest Now link.

   

5. The Attestation page will display.

   

6. Read the Attestation Agreement. Click the Attest Now checkbox and provide the answers to the two security questions to complete the attestation and return to the Attestation Summary page. Select Cancel to return to the Attestation Summary page without completing the attestation.

   

6. Electronic Funds Transfer (EFT) Information
1. Select the Electronic Funds (EFT) link. The Electronic Funds Transfer (EFT) page will display.

   

2. Enter the account information, bank contact, and bank contact address. Fields with an asterisk (*) are required.
Account Information
• Bank Name*
• Account Type*
• Company Name Associated with Account*
• Account Number*
• Bank Routing Number*
• Re-enter Bank Routing Number*
Bank Contact
• First Name*
• Middle Initial
• Last Name*
• Telephone Number*
• Fax Number
• E-mail Address
• Re-enter E-mail Address
Bank Contact Address
• Street Line 1*
• Street Line 2
• City*
• State*
• Zip Code*
3. Select Continue. Selecting Cancel will terminate this process.

   For more information on how to edit EFT information for reconciliation, go to: How to Review EFT Information.

7. Payment Frequency
1. Select the Payment Frequency link. The Payment Frequency page will display.

   

2. Select the appropriate option for the desired payment frequency for the plan. The payment frequency will remain in effect throughout the plan year.

Note: The payment frequency cannot be changed for this plan year after the application is submitted.

1. Interim Monthly: The interim monthly payment frequency allows Plan Sponsors to make a maximum of twelve interim payment requests for a plan year. Although twelve interim payment requests are allowed, a Plan Sponsor may choose to submit fewer than twelve. The first payment request can be submitted 30 days after the plan year start date. Subsequent payment requests can be made if either 15 days have passed since the last payment approval (if the payment amount was greater than zero) or 30 days have passed since the last payment request; whichever is later. Plan Sponsors may not submit an interim monthly payment request once payment reconciliation has been initiated. Plan Sponsors are required to submit a reconciliation payment request by the last day of the fifteenth month following the last day of the RDS plan year specified in the application, unless otherwise specified by CMS. Although up to twelve interim payment requests are allowed, a Plan Sponsor may choose to not submit any interim payment requests and only submit a final payment request (similar to the annual payment frequency option below) using the RDS Secure Web Site payment reconciliation feature.
2. Interim Quarterly: The interim quarterly payment frequency allows Plan Sponsors to make a maximum of four interim payment requests for a plan year. Although four interim payment requests are allowed, a Plan Sponsor may choose to submit fewer than four. The first payment request can be submitted 30 days after the plan year start date. Subsequent payment requests can be made if either 15 days have passed since the last payment approval (if the payment amount was greater than zero) or 30 days have passed since the last payment request; whichever is later. Plan Sponsors may not submit an interim quarterly payment request once payment reconciliation has been initiated. Plan Sponsors are required to submit a reconciliation payment request by the last day of the fifteenth month following the last day of the RDS plan year specified in the application, unless otherwise specified by CMS. Although up to four interim payment requests are allowed, a Plan Sponsor may choose to not submit any interim payment requests and only submit a final payment request (similar to the annual payment frequency option below) using the RDS Secure Web Site payment reconciliation feature.
3. Interim Annual: The interim annual payment frequency allows Plan Sponsors to make a maximum of one interim payment request for a plan year. The interim annual payment request cannot be made until 1 day after the plan year end date. Plan Sponsors may not submit an interim annual payment request once payment reconciliation has been initiated. Plan Sponsors are required to submit a reconciliation payment request by the last day of the fifteenth month following the last day of the RDS plan year specified in the application, unless otherwise specified by CMS. Although one interim payment request is allowed, a Plan Sponsor may choose not to submit any interim payment requests and only submit a final payment request (similar to the annual payment frequency option below) using the RDS Secure Web Site payment reconciliation feature.
4. Annual:The annual payment frequency allows Plan Sponsors to make one payment request using the RDS Secure Web Site payment reconciliation feature. The reconciliation, and thereby the single annual payment request, cannot be made until 1 day after the plan year end date. The payment request must be supported by submitting actual cost and actual rebate and other price concession data for the application. To be accepted, the payment request must be submitted by the last day of the fifteenth month following the last day of the RDS plan year specified in the application, unless otherwise specified by CMS.
3. Select Continue. Selecting Cancel will terminate this process.
8. Retiree List Submission Method
1. Select the Retiree List Submission Method link. The Retiree List Submission Method page will display.

   

2. Select the appropriate retiree list submission method to submit the valid initial retiree list.
1. Plan Sponsor Mainframe to RDS Center Mainframe
2. VDSA via COB Contractor
3. Secure Web Site to RDS Center
1. Select the Secure Web Site to RDS Center radio button.

   

2. Select Continue. Selecting Cancel will terminate this process.
3. The Application Status page will display. To upload a valid initial retiree list, select the Manage Retirees link.

   

4. The Manage Retirees page will display.

   

   Note: For detailed information on uploading a valid initial retiree list, go to: How to Upload a File

4. Plan Sponsor Mainframe to RDS Center Mainframe
1. Select the Plan Sponsor Mainframe to RDS Center Mainframe option. The Send file mainframe to mainframe via AGNS page displays.

   If there is an existing AGNS (AT&T Global Network Services) account, the connectivity to and from CMS' RDS Center can be established and tested within 5 to 10 business days.

   If there is no existing AGNS (AT&T Global Network Services) account, the entire setup process will take between 30 and 45 days. The following Technical Contact information must be completed so that CMS' RDS Center can assist you with the necessary setup. Please allow 2 to 3 business days for contact.

1. First Name*
2. Middle Initial
3. Last Name*
4. E-mail Address*
5. Re-enter E-mail Address*
6. Telephone Number*
7. Fax Number

   

   Note: For more information about submitting a valid initial retiree list using the mainframe, go to: How to Communicate Retiree Information Using the Mainframe.

2. Select Continue. Selecting Cancel will terminate this process.
5. VDSA via COB Contractor
1. Select the VDSA via COB Contractor option. The COB Voluntary Data Sharing Agreement (VDSA) displays.

   Contact the CMS Coordination of Benefits (COB) Contractor at cobva@ghimedicare.com to get additional VDSA information. The usual timeframe for completing the agreement and testing with the CMS COB contractor is 60 to 90 days for new agreements.

   

2. Select Continue. Selecting Cancel will terminate this process.
9. Plan Sponsor Agreement
1. Select the Plan Sponsor Agreement link. The Plan Sponsor Agreement page will display. Note: Only the Authorized Representative can complete this step.

   

2. Read the Plan Sponsor Agreement. Scroll to the bottom, check the Approve checkbox, and provide the answers to the two security questions.

   

3. The Submit button will be activated after successfully completing all of the required application sections. Select the Submit button to complete the Plan Sponsor Agreement thus submitting your valid initial online application to the RDS Center. The valid initial retiree list must also be submitted by the application deadline. For information about the application deadline, including what is required to be submitted by the application deadline, go to Important Application Deadline Information. Select Cancel to return to the Application Status page without completing the Plan Sponsor Agreement.

What is the Actuary responsible for completing?

The Actuary is responsible for attesting to:

• The "gross" value test, i.e., that the total value of benefits provided to retirees under the employer plan is at least as generous as what they could receive under standard Medicare Part D coverage.
• The "net" value test, i.e., that, taking into account what the retirees pay in premiums and what they would pay in premiums under the standard Medicare Part D coverage, the net value of the employer plan to the beneficiaries is at least equal to the net value of what they would receive under Medicare Part D standard coverage.

For more information on the Actuary's responsibilities and the attestation process, go to: How To Attest Actuarial Equivalence.