Set Up a Vendor Designee in Payment Setup

User Roles:

AM

AR

Program Components:

Payment Setup

Many RDS Plan Sponsors assign Vendors and Vendor Designees to report costs during the Plan Year. A Vendor Designee is a Designee with the Report Costs privilege assigned to a Vendor. For Vendors and Vendor Designees to report or view costs, a Plan Sponsor must properly assign both the Vendor and the Vendor Designee to their RDS Application during Payment Setup.

Before you begin Payment Setup and assign a Vendor Designee, your RDS Application must be in an "Approved" status.

In Step 3: Assign Payment/Cost Privilege to Designee(s), you can either add a new Designee with the Report Costs privilege to the Application or assign the Report Costs privilege to an existing Designee. If the system does not let you do this, it may be because that Designee is already assigned as a Cost Reporter for a Benefit Option. Note: You must assign a Designee with the Report Costs privilege to the Application before assigning the Vendor.

In Step 4: Specify Vendors for Cost Reporting, click Specify a Vendor to enter the Vendor ID and assign a Vendor. The Vendor will determine the cost report submission method. Then select Identify Vendor Cost Reporters to assign Designees with the Report Costs privilege to Vendor.

If you cannot assign a Designee to the Vendor, it may be because:

  • The Designee was not assigned the Report Costs privilege
  • The Designee was previously assigned to report costs for a Benefit Option
  • The Designee was the last cost reporter to save or submit costs, which will prevent you from removing the Benefit Option from the Designee

If Step 4 is completed properly, only the Vendor not the Designee will appear in Step 5.

In Step 5: Assign Benefit Options to Cost Reporters, select the Benefit Options for which you want the Vendor to report costs. Benefit Options should only be assigned to the Vendor. If the Designee is attached to the Vendor properly, you will not be permitted to add Benefit Options or assign a reporting method directly to the Designee.

You can complete Step 6: Final Review to Complete Payment Setup after all Benefit Options are assigned to a cost reporter. After the Vendor Designee is properly set up they will be able to report costs for the Vendor.

Avoid the following mistakes when assigning a Vendor Designee in Payment Setup:

  • Assigning a reporting method directly to a Designee
  • Attaching Benefit Options directly to a Designee
  • Forgetting to assign the Designee to a Vendor
  • Forgetting to specify a Vendor

If you have questions or need additional information, contact CMS' RDS Center.