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Home » How To... » Apply For The RDS Program » Apply As A New RDS Plan Sponsor

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How To Apply As A New RDS Plan Sponsor - New 01/11/2007

This document describes what new Plan Sponsors should know before they apply to participate in the RDS Program, including information about the following:

• What do I need to know before applying as a new RDS Plan Sponsor?
• What do I need to know before I complete the registration process for a new Plan Sponsor?
• What are the various RDS secure user roles?
• May a Qualified Actuary who is attesting to the actuarial equivalence for one RDS application also serve as the Account Manager or Authorized Representative on another RDS application?
• How do I create a new Plan Sponsor ID?

What do I need to know before applying as a new RDS Plan Sponsor?

If you are a new Plan Sponsor, you must complete the following:

• Create a new Plan Sponsor ID by completing the registration process for your Account Manager. 
• Complete the registration process for the Account Manager and Authorized Representative.
• Start a new application.
• Complete the registration process for the Actuary.
• Complete the registration process for the Designee(s) if applicable.
• Complete the application.
• Submit the application.
• Submit an initial retiree list to the RDS Center.

What do I need to know before I complete the registration process for a Plan Sponsor?

• The Plan Sponsor must determine who will act as the Authorized Representative and Account Manager. 
• The Account Manager must know the following information about the Plan Sponsor. Fields with an asterisk are required.

1. EIN*
2. Company name*
3. Business telephone number*
4. Fax number (optional)
5. Company home page (optional)
6. Type of organization*
7. Company address*

• The Account Manager must know the following information about the Authorized Representative.  Fields with an asterisk are required.

1. E-mail address*
2. First name*
3. Middle name (optional)
4. Last name*

What are the various RDS secure user roles?

The RDS Secure Web Site requires that users be assigned only one role within the system. The user roles in the RDS Program application process are as follows: Authorized Representative, Account Manager, Designee, and Actuary.

Authorized Representative

An Authorized Representative is an individual to whom the Plan Sponsor has granted the legal authority to bind the Plan Sponsor to the terms of the Plan Sponsor Agreement in the RDS application. Examples of the Authorized Representative include the Plan Sponsor's general partner, CFO, CEO, President, Human Resources Director, or an individual who holds a position of similar status and authority within the Plan Sponsor's organization. For multi-employer plans, the Authorized Representative does not have to be an employee of the Plan Sponsor, but may be a member of the jointly appointed board of trustees, which includes both labor and management trustees. It is important to note, however, that only one individual at a time can serve in the role of Authorized Representative.

Account Manager

The Authorized Representative delegates account management tasks to the Account Manager. The Account Manager has the authority to do everything for the Authorized Representative except sign the Plan Sponsor Agreement, submit the application, and submit final Reconciliation to CMS. For security reasons, the Authorized Representative and the Account Manager must be different people. The Account Manager may be an employee of, or agent for, the Plan Sponsor (HR director/manager, consultant, etc.).

The Account Manager will perform the following during the RDS Program application process:

• Establish Plan Sponsor account.
• Designate the Authorized Representative for the Plan Sponsor.
• Manage account and application process.

Designee

Account Managers and Authorized Representatives can assign Designee(s) in the RDS Secure Web Site to assist in the RDS Program application process. The Designee role is optional; however, if desired, Designee(s) can be assigned to an application to assist with the following application activities: define Benefit Options, assign actuaries, view attestation summary, complete Electronic Funds Transmission (EFT) information, define payment frequency, choose retiree list submission method, view/send/receive retiree data, submit and view payment data, withdraw an application, delete an application, request an extension, and submit an appeal.

Qualified Actuary

The qualified Actuary must be a member of the American Academy of Actuaries (AAA). The Actuary must sign the attestation of the plan's actuarial equivalence to the standard Medicare Part D benefit. An Actuary is designated on each application. When combining Benefit Options, a qualified Actuary must attest to the Gross Value of each Benefit Option and to the Net Value of the combined options. When NOT combining Benefit Options, a qualified actuary must attest to both the Gross and Net Values of each Benefit Option. For security reasons, the qualified Actuary may not serve as the Account Manager or the Authorized Representative for any RDS application.

May a qualified Actuary who is attesting to the actuarial equivalence for one RDS application also serve as the Account Manager or Authorized Representative on another RDS application?

No. For security purposes the qualified Actuary may not serve in the roles of Account Manager or Authorized Representative on the application to which s/he is providing the actuarial attestation or any other RDS application. Each RDS user may be assigned only one role. Further, a qualified Actuary who is providing the actuarial attestation for one particular RDS application may not serve as the Account Manager or Authorized Representative for another RDS application.

How do I create a new Plan Sponsor ID?

1. Click Create a New Account Manager ID on the right side of the RDS Program Web Site home page.

   Note: Create a New Account Manager ID is also available on the Plan Sponsor List with Application Summary page.  The process is the same regardless of the page you access this account setting.

    

   

2. The Login Warning page will display.  Review the Login Warning. Click I Accept to create a new Account Manager ID.  Clicking Decline will terminate this process.

   

3. The Account Manager Introduction page will display. Review the Account Manager Introduction page.  This information explains the difference between the roles of the Account Manager and the Authorized Representative.  Each RDS Secure Web Site user may be assigned only one role.

   

4. Click Continue to create a new Account Manager ID.  Clicking Cancel will terminate this process.
5. The Plan Sponsor Account Registration page will display.  Complete the following information about the Plan Sponsor.  The fields with an asterisk (*) are required.
   1. EIN*
   2. Company Name*
   3. Business Telephone Number*
   4. Fax Number (optional)
   5. Company Home Page  (optional)
   6. Type Of Organization*
   7. Company Address *

   

   Note: At anytime during this step-by-step process, you need additional information on field definitions or edits, click on the Help about this page link in the Quick Help box at the top right hand corner of the page.

6. Read the User Agreement provided in the scrolling box.  To accept the User Agreement, click the checkbox.  If you choose not to accept the User Agreement you will not be able to continue with the registration process.

   

7. Click Continue. Clicking Cancel will terminate this process.
8. The Authorized Representative Information page will display.  Enter the Authorized Representative's e-mail address and click Go.

   

9. If the Authorized Representative is not in the RDS system, the following screen will display. 

   

10. Click Add New. 
11. Complete the following information about the Authorized Representative. The fields with an asterisk (*) are required.
    1. E-mail Address*
    2. First Name*
    3. Middle Initial (optional)
    4. Last Name*

    

12. Click Continue.  Clicking Cancel will terminate this process. However, if the Authorized Representative is already in the RDS system, the following screen will display.

    

13. Click Accept if the person listed is who you want to assign as your Plan Sponsor's Authorized Representative.  Click Modify Search if you do not want to assign this person.  You will be asked to enter another e-mail address.
14. The Account Manager Personal Information page will display.  Complete the following information about yourself.  The fields with an asterisk (*) are required.  
    1. First Name*
    2. Middle Name (optional)
    3. Last Name*
    4. E-mail Address*
    5. Social Security Number*
    6. Date Of Birth*
    7. Job Title*
    8. Telephone*
    9. Fax Number (optional)
    10. E-mail Address*
    11. Mailing Address*

    

15. Click Continue. Clicking Cancel will terminate this process.
16. The Account Manager Login Information page will display. Choose your Login ID and password.  For security purposes, you will have to enter your password twice.  In addition, choose two security questions and provide answers. 

    Note: Do not share this information.

    

17. Click Continue. Clicking Cancel will terminate this process.
18. The Account Manager Summary page will display.  Review this page to ensure that the data you entered is correct.

    Note: The RDS Center recommends that you print this page for your records.

    

19. If you need to make corrections, click Edit and you will return to the beginning of the registration process.  If the information provided is correct, click Continue.  Clicking Cancel will terminate the process.
20. The Thank You page will display.  This page confirms the receipt of your request to activate your Login ID and password as the Account Manager. 

    

21. Click Exit to conclude this session.
22. After you have completed the registration process, you will receive an e-mail in approximately 48 hours indicating your validation status. At that time, if you are successfully validated, you may use the Login ID and password that you just created to log into the RDS Secure Web Site.

    Dear Account Manager,

    Based on the information you provided to the Medicare Retiree Drug Subsidy (RDS) Center you have been approved as the Account Manager for XYZ Corporation effective [effective date]. 

    To access plan information, you will be required to enter the Login ID and password you created during registration.

    To login, please go to the RDS Program Web Site [http://rds.cms.hhs.gov/].

    If you have any questions, please call the RDS Help Line at (877) RDS-HELP, or (877) 737-4357. TTY for the hearing impaired: (877) RDS-TTY0, or (877) 737-8890.

    Sincerely,

    CMS' RDS Center

    Please Note: This e-mail message was sent from a notification-only address that cannot receive incoming e-mail, so please do not reply to the e-mail.

    If your registration was unsuccessful, you will receive an e-mail indicating that you have been denied. 

    Dear Account Manager,

    The information you provided to the Medicare Retiree Drug Subsidy (RDS) Center during the registration process, for the XYZ Corporation, was either invalid or incomplete.  This has resulted in your login request being denied by CMS' RDS Center. 

    For more information, please contact the RDS Help Line at (877) RDS-HELP, or (877) 737-4357. TTY for the hearing impaired: (877) RDS-TTY0, or (877) 737-8890.

    Please have the following information available to expedite your request: 
    Reference # is: PEGA Interaction Number

    Sincerely,

    CMS' RDS Center

    Please Note: This e-mail message was sent from a notification-only address that cannot receive incoming e-mail, so please do not reply to the e-mail.