How To Submit Final Cost Data - Updated 10/22/2007
The following document refers to reconciliation and provides questions and answers regarding submitting final cost data to CMS' RDS Center related to reconciliation payment requests. This information will help clarify the process for submission of final cost data so that cost data may be reported to the CMS' RDS Center accurately. This document addresses reporting via the mainframe and data entry in the RDS Secure Web Site.
Note: This document only provides information regarding the process for submission of final cost data to CMS' RDS Center. For information about how to prepare cost data, including the data elements required for submission, go to: How To Prepare Cost Data.
- How are final costs submitted to CMS' RDS Center?
- What applications are eligible for final cost submissions?
- When can cost reports be accessed from the Application List page?
- When must final cost reports be submitted?
- Who may submit final cost reports when using data entry on the RDS Secure Web Site?
- Who may submit final cost reports when using the mainframe submission method?
- How can I tell if CMS' RDS Center received the mainframe final cost report and was able to process it?
- What is the process for submission of final cost reports that were entered using data entry on the RDS Secure Web Site?
- Is there a limit on the number of final cost reports that may be submitted?
- May final cost reports that include less than the full plan year be submitted?
- How is previously submitted final cost data changed?
- What is the difference between the interim cost file format and the final cost file format when using the mainframe submission method?
- What information is needed about cost file formats when using the mainframe submission method?
- May a Vendor mainframe cost file include more than one Plan Sponsor ID, Application ID, and/or months of cost data for the same Unique Benefit Option ID (UBOI)?
- What information is needed about submitting final cost reports using data entry on the RDS Secure Web Site?
- Can estimated premiums be entered as part of final cost data?
- How are gross eligible cost data entered on the RDS Secure Web Site?
- What are the possible statuses of a final cost report?
- How are final costs reports viewed?
- How are previously submitted cost reports viewed?
How are final costs submitted to CMS' RDS Center?
As with interim cost reporting, final cost reports may be submitted to CMS' RDS Center by two methods: mainframe transmission or data entry through the RDS Secure Web Site.
Vendors specify their cost reporting methods when registering with CMS' RDS Center. Note: All Vendors must call the RDS Help Line to obtain a Vendor ID for each new submission method (mainframe or data entry).
The Account Manager or Authorized Representative will specify during Payment Setup the reporting method for Cost Reporters not associated with Vendors. Note: Any cost report that is submitted using a method that is different than that indicated in Payment Setup will be rejected. For more information about Payment Setup, go to: How to Complete Payment Setup.
What applications are eligible for final cost submissions?
A Plan Sponsor can begin submitting final cost reports for an application when all of the following conditions are met:
- The application plan year has ended
- The reconciliation deadline has not passed
- The application is in an "Approved" or "Approved Appeal" status
- Step 1 through Step 5 of the Reconciliation Checklist have been completed
- The application status is "Reconciliation: Cost Reporting Opened"
- Step 6: Manage Submission of Final Cost Reports is incomplete
When can cost reports be accessed from the Application List page?
After Step 1 of the Reconciliation Checklist has been completed, the Final Costs action will replace the Interim Costs action in the drop down list. The user may view the audit trail which will include interim cost reports and final cost reports. Final cost reports will not be accepted until the application status is "Reconciliation Cost Reporting Opened," which occurs when Step 5 of the Reconciliation Checklist is completed.
When must final cost reports be submitted?
Final cost reports must be submitted between the end of the plan year and before the application's reconciliation deadline. Final cost reports are required prior to the submission of the reconciliation payment request. Final cost reports can only be submitted during reconciliation. The Account Manager or Designee with the Request Payment privilege initiates final cost reporting by completing Step 5. The status of the application must be "Reconciliation Cost Reporting Opened" for CMS' RDS Center to accept final cost reports.
Who may submit final cost reports when using data entry on the RDS Secure Web Site?
Account Managers assigned the data entry reporting method may enter final cost data by selecting either the Enter/Update Costs action within Step 6 of the Reconciliation Checklist or the Final Costs action on the Application List page for the assigned benefit options. Designee Cost Reporters assigned the data entry reporting method may enter cost data by selecting the Final Costs action on the Application List page.
Authorized Representatives cannot submit final cost reports because they have the Request Payment privilege, but they will have the ability to view final cost reports for all benefit options.
Who may submit final cost reports when using the mainframe submission method?
Anyone who has contacted CMS' RDS Center and followed the appropriate instructions to submit cost reports using the mainframe is eligible to submit cost reports by using the mainframe to mainframe submission method. Vendors specify their cost reporting methods when registering with CMS' RDS Center. Note: All Vendors must call the RDS Help Line to obtain a Vendor ID for each new submission method (mainframe or data entry).
How can I tell if CMS' RDS Center received the mainframe final cost report and was able to process it?
If the mainframe final cost report was received and had no errors, it will display on the RDS Secure Web Site in the Benefit Option Final Cost Report approximately 24 to 48 hours after it was sent.
If the mainframe file was received, and there were critical errors that prevented it from being processed, an RDS Electronic Data Interchange (EDI) Representative will contact the submitter to discuss the errors. As a result, there will be no record of the mainframe file submission in the RDS Secure Web Site.
The following error conditions are considered critical and will prevent the cost report from displaying on the RDS Secure Web Site:
- The Vendor ID is not found in the RDS database
- The Plan Sponsor ID is not found in the RDS database
- A field has an invalid format
- Negative numbers reported in any field
- The file format is invalid
- Trailer totals (Application and File) do not match the sum of the detail records
- The created date and time are earlier than the last processed date and time
- The Application ID is not found in the RDS database
- The Application ID is not associated with the Plan Sponsor
- The Unique Benefit Option Identifier (UBOI) is not associated with the application
A final cost file with any of the error conditions listed above must be corrected and resubmitted to CMS' RDS Center.
If the mainframe file was received but there were non-critical errors, then specific information about the file and the corresponding errors can be viewed on the Audit Trail page. For more information on how to view a mainframe - submitted benefit option cost report, go to: How do I view reported costs?
The following error conditions are considered non-critical but will prevent the cost file from being accepted for inclusion in the reconciliation payment request. These error conditions must be corrected and the cost file must be resubmitted:
- The application status is not "Reconciliation Cost Reporting Opened"
- Reconciliation Step 2 is not complete for the application. Note: CMS' RDS Center processes cost reports at midnight on the day they are submitted. Therefore, if a cost report is submitted at 2:00 pm and then Payment Setup is changed at 6:30 pm and the status of Payment Setup remains "Incomplete" the cost report will not be accepted
- The Vendor or Plan Sponsor's reporting method specified in Payment Setup is data entry
- The file does not contain all months of the plan (zero cost data are accepted)
- The month/year reported falls outside of the application plan year
- Estimated premium cost data must be equal to zero
- An actual cost adjustment amount greater than zero is reported for a month prior to January 2006
- Costs are greater than zero and an eligible retiree does not exist for the UBOI with coverage effective dates that fall within the plan year. Note: Zero cost data will be accepted for a UBOI without an eligible retiree
The following error conditions will prevent the cost file from being accepted as an error-free cost file for inclusion in a payment request. Final cost files with the following error conditions may not be viewed in the audit trail:
- The Vendor is not currently listed as a Cost Reporter on the application
- The Vendor is not currently a Cost Reporter for the UBOI
- This Application ID is not associated with the Plan Sponsor
A cost file with any of the above-mentioned errors must be corrected and resubmitted.
For more information go to: What information is needed about cost reports when submitting using the mainframe?
What is the process for submission of final cost reports that were entered using data entry on the RDS Secure Web Site?
Data entry cost reports may be reported and saved in the RDS Secure Web Site. However, if the cost reports are not submitted, they cannot be included in the reconciliation payment request.
To submit data entry cost reports to CMS' RDS Center for inclusion in the reconciliation payment request, follow these steps:
- Log into the RDS Secure Web Site.
- From the Plan Sponsor List With Application Summary page, select the Plan Sponsor ID.
- Find the Application Number to reconcile on the Application List page.
- To access final cost data, select Final Costs from the Actions dropdown and select Go.
- The Benefit Option Final Cost List page displays.
Note: The Final Costs action will only display in the Actions column for Account Managers and Designees assigned the Report Costs privilege during Payment Setup. Account Managers with the Request Payment privilege and Designees with the Request Payment privilege will not have access to this page. They will have View Only access to all reported costs from the Audit Trail page accessible through Step 6 of the Reconciliation Checklist.
Additionally, this action will not display until the application is placed in "Reconciliation Initiated" status.
On the Final Cost Benefit Option List page, find the appropriate benefit option to submit cost reports. From the Actions dropdown list, select the Enter/Update Costs option and select Go.
- The Benefit Option Final Cost Data Entry View page displays. This page displays a list of the most recent final cost reports for each month of the plan year. If final cost figures have been entered, updated, or saved for a plan month, "SAVED" displays under the month/year until the final cost report is submitted. Figures adjusted after submission of the final cost report will appear with the word "UPDATED" in the plan month until the final cost report is resubmitted.
- Select Submit. Only final cost reports that include all months in the plan year may be submitted to CMS' RDS Center. Note: Zero cost data can be reported for any given month.
The Benefit Option Final Cost Data Entry Verification page displays.
- Review the entries carefully to ensure that the data is correct and ready to be included in the reconciliation payment request.
Select Cancel to save the cost data without submitting the cost report to CMS' RDS Center. The Benefit Option Final Cost Data Entry View page will be displayed.
- After carefully reviewing the cost data, select Confirm to complete the submission process.
The Benefit Option Final Cost Data Entry Confirmation page displays. Note: The final cost report is then submitted to CMS' RDS Center for potential inclusion in the reconciliation payment request.
- Select Continue to return to the Benefit Option Final Cost List page.
The Benefit Options Final Cost List page displays with the updated Date of Last Final Cost Report and Status of Last Final Cost Report columns.
Is there a limit on the number of final cost reports that may be submitted?
No. There is no limit to the number of final cost reports that may be submitted while the application status is "Reconciliation Cost Reporting Opened." If multiple files are sent, the most recent error-free cost report will be used to reflect cost figures for all months on the RDS Secure Web Site.
May final cost reports that include less than the full plan year be submitted?
No. Final cost reports must include cost data for every month in the plan year. Zero dollars must be reported for months where no valid cost data were incurred. In addition, zero dollars must be reported for a plan month if no eligible retiree has coverage effective dates that fall within the plan month.
How is previously submitted final cost data changed?
Cost Reporters are required to re-supply the final total cost data aggregated for a month when the Vendor or Plan Sponsor adjusts previously reported final cost data for that month or when an error is detected in a report. Cost Reporters supplying final cost data using data entry may report corrected cost data for a month by replacing previously reported final cost data and resubmitting the final cost reports on the RDS Secure Web Site.
Cost Reporters using mainframe file submission must include re-reported cost data for the entire plan year and the corrected final cost data in the same file. If multiple files are sent, the most recent error-free cost report will be used to reflect cost figures for all months on the RDS Secure Web Site.
What is the difference between the interim cost file format and the final cost file format when using the mainframe submission method?
There is no difference between interim and final cost file formats. Plan Sponsors and Vendors may submit interim cost data for one application and final cost data for another application in the same file. The final Actual Cost Adjustment must be reported in the Estimated Cost Adjustment field. CMS' RDS Center will distinguish interim cost reports from final cost reports based on the status of the application.
What information is needed about cost file formats when using the mainframe submission method?
Interim cost reports and final cost reports are sent using the same file format. Both Vendors and Plan Sponsors can send mainframe cost files. A Vendor file may contain cost reports for multiple Plan Sponsors, applications, and benefit options. A mainframe file reported by a Plan Sponsor may contain cost reports for multiple applications and benefit options, but only for a single Plan Sponsor. Both Vendor and Plan Sponsor files must report the entire plan year of incurred costs for final cost reports. Both Vendor and Plan Sponsor files may contain interim and final cost data for separate applications in the same file.
When a cost report is received using the mainframe, the data cannot be modified on the RDS Secure Web Site. An audit trail of all cost reports submitted without critical errors will be viewable by benefit option on the RDS Secure Web Site.
The overall mainframe cost report file format is as follows:
File organization – Sequential
Record Format (RECFM) – Fixed (F) or Fixed Blocked (FB)
Record Length (LRECL) - 110 bytes
Block Size (BLKSIZE) - Determined by the sender's system
Note: FHDR information, File Creation Time must be preceded by leading zeros if time is less than 8 bytes (to prevent time as "8:11:11")
- View detailed mainframe cost report file information.
- View the mainframe copybook. (pdf, 25KB)
- View a sample mainframe cost file. (pdf, 10KB)
Note: Before transmitting production data to CMS' RDS Center using the mainframe, please contact the RDS Help Line for information on how to send test files to ensure that proper connectivity is established.
May a Vendor mainframe cost file include more than one Plan Sponsor ID, Application ID, and/or months of cost data for the same Unique Benefit Option ID (UBOI)?
Yes. A single mainframe file received from a Vendor may include data for multiple Plan Sponsor IDs. A single mainframe file received from a Plan Sponsor may only include one Plan Sponsor ID. More than one Application ID may be submitted in the same file, but they must be separated by an Application Trailer and start with another Application Header. Finally, multiple months of cost data may be submitted for the same Unique Benefit Option Identifier (UBOI), but they must be in separate detail lines.
Files may contain interim cost data and final cost data for separate applications. When submitting final cost data, all months in the plan year must be submitted between a single set of Application Header and Application Trailer records. Interim cost data only need to contain a detail record for each month of newly reported or corrected cost data for a given application.
What information is needed about submitting final cost reports using data entry on the RDS Secure Web Site?
Cost Reporters using the data entry reporting method may enter final cost reports directly on the RDS Secure Web Site. These Cost Reporters will be required to select an application and benefit option prior to entering cost reports. Additionally, an audit trail of all cost reports submitted on the RDS Secure Web Site, will be viewable by benefit option.
Can estimated premiums be entered as part of final cost data?
No. Estimated premiums cannot be entered in final costs during reconciliation. Actual gross costs must be reported at the time of reconciliation.
How are gross eligible cost data entered on the RDS Secure Web Site?
For detailed information on how to prepare cost data for reconciliation, go to: How to Prepare Cost Data.
- Log into the RDS Secure Web Site.
- The Plan Sponsor List With Application Summary page displays.
- Select the appropriate Plan Sponsor ID link. The Application List page displays.
- From the Application List page, find the appropriate Application Number. Select Final Costs from the Actions dropdown and select Go.
Note: The Final Costs action will only display in the Actions column for Account Managers and Designees assigned the Report Costs privilege during Payment Setup. Account Managers with the Request Payment privilege and Designees with the Request Payment privilege will not have access to this page. They will have View Only access to all reported costs from the Audit Trail page accessible through Step 6 of the Reconciliation Checklist.
The Final Costs action does not display until the application is in "Reconciliation Initiated" status.
- Select Go. The Benefit Option Final Cost List page displays. Note: This page provides a list of benefit options for which the user is authorized to enter and view final cost reports.
- On the Benefit Option Final Cost List page, find the appropriate benefit option for which cost data may be entered. From the Actions dropdown list, select the Enter/Update Costs option and select Go.
Note: The Enter/Update Costs option is only available if the Account Manager or Designee has been assigned the Report Costs privilege with the Data Entry method for that benefit option and the application is in "Reconciliation Cost Reporting Opened" status
The Benefit Option Final Cost Data Entry View page displays. Note: This page contains cost figures saved to the RDS Secure Web Site. Data can be added and edited from this page.
- Find the Month/Year for which cost data should be entered or updated and select Edit. Only one month/year may be edited at a time. Cost data for each month in the plan year must be entered prior to submitting the final cost report. Zeros may be entered where appropriate.
The Benefit Option Final Cost Data Entry Edit page displays. Note: This page allows gross retiree cost data entry, per month.
- For the selected month, provide aggregated retiree data in the following fields: Gross Retiree Costs, Threshold Reduction, and Limit Reduction. Complete the Actual Cost Adjustment field as applicable. For detailed information on how to determine these amounts, see How to Prepare Cost Data.
Note: The threshold reduction is required for at least the first month in the plan year where gross costs were reported. For subsequent months, the threshold reduction is not required; however, it must be entered as applicable.
Gross Retiree Costs – Non-administrative costs incurred under the plan for Medicare Part D drugs (as defined in 42 C.F.R §423.100), whether paid by the plan or retiree or a combination. Gross Retiree Costs must be reported for all months in the plan year. Premium costs are not considered Gross Retiree Costs for purposes of final cost reports and cannot be reported in place of or in addition to Gross Retiree Costs.
Threshold Reduction - The amount below the federally defined cost threshold is not eligible for the subsidy. Therefore Plan Sponsors must reduce the amount of gross covered retiree plan-related prescription drug costs. This ineligible subtracted amount is referred to as the threshold reduction.
Limit Reduction - The amount in excess of the federally defined cost limit is not eligible for the subsidy.Therefore Plan Sponsors are not able to claim this excess amount of gross covered retiree plan-related prescription drug costs. This ineligible excess amount is referred to as the limit reduction.
Actual Cost Adjustment – Enter the actual rebates and other price concessions (discounts, charge backs, etc.) attributable to the gross retiree costs during the year between the threshold reduction and the limit reduction amount. This number is not applicable to 2005 plan months.
- After cost data has been entered into the appropriate fields, select Save. Select Cancel to return to the Benefit Option Final Cost Data Entry View page without saving the information.
On the Benefit Option Final Cost Data Entry View page, "SAVED" displays under the month/year entered if a final cost report has not yet been submitted. "UPDATED" displays if a final cost report is adjusted after being previously submitted.
- Cost data should be entered for all months by repeating instruction 6 through instruction 8. Cost data for all months in the plan year must be entered to submit the cost report. Zero cost data can be entered for any given month. Cost data can be entered and edited as many times as necessary from this page during final cost report preparation.
- After all cost reports are entered, there are two choices:
- Select Return to the Benefit Option List. This option will save cost data but not submit them to CMS' RDS Center.
The Final Cost Benefit Options List page displays with the Date of the Last Report and Status of Last Report columns updated.
- Select Submit to report the cost data. For information on how to submit cost reports for inclusion in the Reconciliation payment request, go to: What is the process for submission of final cost reports that were entered using data entry on the RDS Secure Web Site?
What are the possible statuses of a final cost report?
After the application is placed in "Reconciliation: Cost Reporting Opened" status, the RDS Secure Web Site will permit Cost Reporters to report final cost data.
The following represents the different statuses of final cost reports and defines the possible causes of the status.
Data Entry Statuses
No Reports
- No interim cost reports have been submitted by the benefit option reporting source
- No actions will be made available to the Cost Reporter
Data Entry: Update/Entry Required
- After saving cost data for a plan month and at least one other month has not yet been saved
- The final cost report will remain in this status until figures for all plan months are saved
Data Entry: Saved
- After all months are saved indicating that the final cost report can be submitted
- After submission and subsequent modifications of final cost data for any plan month
Estimated Premium cost data reported during interim cost reporting will not be accepted as final cost data. The Cost Reporter will be required to re-enter all cost data on the Benefit Option Final Cost Data Entry View page.
If gross retiree cost data were reported as interim cost data on the RDS Secure Web Site, the last reported interim cost data will display as final cost data with a status of "Data Entry: Update/Entry Required". A Cost Reporter must update these costs to reflect final reported cost data and save all previously reported months prior to submitting the final cost report. After all plan months are saved, the final cost report status will change to "Data Entry: Saved" indicating that the final cost report can be submitted.
A data entry final cost report may continue to be adjusted on the RDS Secure Web Site after submission of a final cost report, as long as the application remains in "Reconciliation: Cost Reporting Opened" status.
Mainframe Statuses
No Reports
- No interim cost reports have been submitted by the benefit option reporting source
- No actions will be made available to the Cost Reporter
No Final Reports
- No final cost reports have been submitted by the benefit option reporting source
- At least one interim cost report was previously submitted without errors
Mainframe: Errors Detected
- The application status is not "Reconciliation Cost Reporting Opened"
- Reconciliation Step 2 is not complete for the application. Note: CMS' RDS Center processes cost reports at midnight on the day they are submitted. Therefore, if a cost report is submitted at 2:00 pm and then Payment Setup is changed at 6:30 pm and the status of Payment Setup remains "Incomplete" the cost report will not be accepted
- The Vendor or Plan Sponsor's reporting method specified in Payment Setup is data entry
- The file does not contain all months of the plan (Zero cost data are accepted)
- The month/year reported falls outside of the application plan year
- Estimated premium cost data must be equal to zero
- The actual cost adjustment is reported for a month prior to January 2006 is greater than zero
- Costs are greater than zero and an eligible retiree does not exist for the benefit option with coverage effective dates that fall within the plan year. Note: Zero cost data will be accepted for a benefit option without an eligible retiree
Mainframe: Submitted
- A Mainframe submission accepted by CMS' RDS Center
Review Statuses
Once final cost reporting is closed, Account Managers or Designee(s) with the Request Payment privilege must review the final cost data submitted for each benefit option to prepare the final reconciliation request. The following statuses result from the actions taken in Step 7 of the Reconciliation Checklist. Note: If a mainframe final cost report is submitted after final cost reporting is closed, the status of the last final cost report will appear as "Mainframe: Error Detected". If a final cost report was previously submitted without errors, the review status will appear in the audit trail.
Reviewed: Reject
- This status denotes that the Account Manager or Designee with the Request Payment privilege rejected this cost report but has not yet completed the review of final cost reports for the application
Reviewed: Undo Reject
- This status denotes that the Account Manager or Designee with the Request Payment privilege rejected this cost report and the cost report is currently accepted. This status displays when the review of final cost reports for the application is not yet complete.
Review Complete: Accepted
- This status denotes that the Account Manager or a Designee with the Request Payment privilege completed the review of final cost reports for the benefit option and has accepted this cost report.
Review Complete: Rejected
- This status indicates that the Account Manager or a Designee with the Request Payment privilege completed the review of final cost reports for the benefit option and has rejected this cost report.
How are final cost reports viewed?
Cost reports may be viewed if at least one cost report is submitted using the data entry method or the last mainframe submission was received without errors. The most recent cost report data contains cost figures accepted for a given month, whether the cost data is saved or submitted. For information on how to view all interim or final cost reports submitted for a benefit option, go to: How do I view previously submitted cost reports?
With the data entry process, there are two separate steps: save and submit the entered cost data. Cost reports are automatically submitted via the mainframe. The steps to view mainframe submitted cost reports and saved or submitted data entry cost reports are the same.
To view cost reports follow the instructions below:
- Log into the RDS Secure Web Site.
- The Plan Sponsor List With Application Summary page displays.
- Select the appropriate Plan Sponsor ID link. The Application List page displays.
- From the Application List page, find the Application Number to reconcile. Select the Final Costs option in the Actions dropdown list. Select Go.
Note: The Final Costs action will only display in the Actions column for Account Managers and Designees assigned the Report Costs privilege during Payment Setup. Any user with the Request Payment privilege will not have access to this page. Users with the Request Payment privilege for the application will have View Only access to all submitted costs from the Reconciliation Checklist and Audit Trail pages.
Additionally, this action will not display unless reconciliation has been initiated for the application.
- The Benefit Option Final Cost List page displays. Select the Benefit Option to view the cost. From the Actions dropdown, select the View Cost Summary option and select Go. Note: There must be at least one successfully submitted cost report for the Actions dropdown to display.
The following columns display:
- Cost Reporter - Displays the Vendor Name and Vendor ID if a Vendor has been assigned to the benefit option within Payment Setup. Displays the roles (Account Manager/Designee) assigned to directly report costs for the Plan Sponsor.
- Date of Last Report - Displays the date the Cost Reporter last saved cost figures or last submitted a cost report on the RDS Secure Web Site or the date a mainframe submission containing costs for the benefit option was last processed.
- Status of Last Report - Displays the status of the last cost report.
- Data Entry: Saved - Data Entry status indicating that the last cost report was saved but not submitted.
- Data Entry: Submitted - Data Entry status indicating that the cost report was submitted and is now available for inclusion in a payment request.
- Data Entry: Update/Entry Required - Data Entry status indicating that after saving cost data for a plan month, at least one other month has not yet been saved. The final cost report will remain in this status until figures for all plan months are saved
- Mainframe: Submitted - Mainframe status indicating that the cost report was submitted and is now available for inclusion in a payment request.
- Mainframe: Errors Detected - Mainframe status indicating that errors were detected in the last report.
- No Reports - No cost reports have been processed (mainframe) or saved/submitted (data entry).
- No Final Reports: Mainframe status indicating that no final cost reports have been processed.
- Reviewed: Reject – This status indicates that the Account Manager or a Payment Requester Designee rejected the cost report during preparation of the reconciliation payment request.
- Reviewed: Undo Reject – This status indicates that Account Manager or a Payment Requester Designee rejected the cost report during preparation of the reconciliation payment request and the cost report is now accepted.
- Review Complete: Accepted - Reconciliation status indicating that this cost report was accepted for reconciliation
- Review Complete: Rejected - Reconciliation status indicating that this cost report was rejected for reconciliation
- The Benefit Option Final Cost Summary page displays. This page displays a list of the most recent final costs reported for each month of the plan year.
Note: This is a View Only page and edits may not be made. If the data was supplied via mainframe, a new file must be submitted to contain the corrected data. If the data was supplied via data entry, go to: How is previously submitted final cost data changed?
- After viewing costs, select Continue to return to the Final Cost Benefit Option List page.
How are previously submitted cost reports viewed?
Previously submitted cost reports can be viewed from the Audit Trail on the Benefit Option Final Cost Reports page. The Audit Trail page displays a list of the benefit option final cost reports submitted to CMS' RDS Center by the reporting source and a history of the actions taken on these reports. From this page, Payment Requesters, Account Managers, and Cost Reporters assigned to the benefit option may view all activities related to a cost report and the contents of the report.
- Log into the RDS Secure Web Site.
- The Plan Sponsor List With Application Summary page displays.
- Select the appropriate Plan Sponsor ID link. The Application List page displays.
- From the Application List page, find the appropriate Application Number. Select the Final Costs option in the Actions dropdown list. Select Go.
- The Benefit Option Final Cost List page displays.
- From the Benefit Option Final Cost List page, find the appropriate benefit option. Select the View Audit Trail option in the Actions dropdown list. Select Go.
- The Audit Trail of Benefit Option Final Cost Reports page displays.
Note: Users with the Request Payment privilege for the application will have View Only access to all submitted cost reports from the Reconciliation Checklist and Audit Trail pages.
The following information is displayed on the Audit Trail of Benefit Option Final Cost Reports page for each action taken on a submitted cost report.
- Date/Time Processed – Displays the date and time CMS' RDS Center processed a cost report when an action was taken by a Cost Reporter or Payment Requester.
- Status – Displays the status of the cost report based on the action that was taken
- Data Entry: Submitted – Data Entry status indicating that the cost report was submitted on the RDS Secure Web Site.
- Data Entry: Update/Entry Required - Data Entry status indicating that after saving cost data for a plan month, at least one other month has not yet been saved. The final cost report will remain in this status until figures for all plan months are saved
- Mainframe: Submitted – Mainframe status indicating that the cost report was submitted without errors.
- Mainframe: Errors Detected – Mainframe status indicating that the cost report was submitted with errors.
- Included In Payment Request – Interim payment status indicating that the cost report was included in an interim payment request.
- Report Reviewed – Interim status indicating that the Payment Requester reviewed the cost report.
- Included in Final Reconciliation - Reconciliation status indicating that a cost report was included in a reconciliation payment request
- Reviewed: Reject – Reconciliation status indicating that a cost report was reviewed and rejected during preparation of the reconciliation payment request.
- Reviewed: Undo Reject – This status indicates that Account Manager or a Payment Requester Designee rejected the cost report during preparation of the reconciliation payment request and the cost report is now accepted.
- Review Complete: Accepted - Reconciliation status indicating that this cost report was accepted for reconciliation
- Review Complete: Rejected - Reconciliation status indicating that this cost report was rejected for reconciliation
- Date/Time File Created (Mainframe Submission Only) – Displays the date and time supplied in the mainframe file submission.
- Cost Reporter / Payment Requester –Displays the name of the Cost Reporter if the status of the cost report indicates a Data Entry action. Displays the name of the Payment Requester if the status indicates that the cost report was "Reviewed" or "Included in a Payment Request". If the status indicates a mainframe submission, "Mainframe" will be displayed in this column.
- Errors/Warnings Detected – Displays the number of errors and warning detected in the cost report. The number of errors will only appear if the status of the cost report is "Mainframe: Errors Detected". Data Entry submissions with errors are not permitted on the RDS Secure Web Site.
- To view the contents of a cost report in the list, choose the View Cost Reports action in the Actions dropdown. Select Go.
- The Benefit Option Final Cost Report page displays.
- View the information on this page for specific audit trail information regarding the specified cost report.
The example above is a cost report submitted via mainframe without errors. The Record Errors and Warnings fields indicate None. However, if those fields indicated a specific error or warning, select the Help About This Page link in the Quick Help text box on the top right-hand side of the page to research the error or warning.
The following screenshot is an example of a mainframe submitted cost report with errors. Note: Since this mainframe report has errors, it cannot be included in the final payment request. Any errors can only be corrected by resubmitting the cost report again using the mainframe with corrected cost data.
- Select Continue to return to the Audit Trail of Benefit Option Cost Reports page.
