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RDS Program Components

Additional Program Tasks

Quick Access Reports (QAR)

Supplemental Information

Reconciliation Checklist

User Roles:

AM

AR

D

Program Components:

Reconciliation

This section provides the following information about the Reconciliation Checklist:

Introduction to the Reconciliation Checklist

A Plan Sponsor uses the Reconciliation Checklist to manage their Reconciliation process. The Reconciliation Checklist and Details box displays on the Reconciliation Checklist page.

Reconciliation Checklist Details Box

The Reconciliation Checklist page Details box contains the following information:

  • Reconciliation Deadline
  • Application Status
  • Application Status Date
  • Date of Last Payment Request
  • Status of Last Payment Request
  • Last Payment Request Amount

Information in the Reconciliation Checklist

The Reconciliation Checklist displays each of the 12 Reconciliation steps, the status of each step, the date the step was last updated or completed, and the RDS Secure Website user who last updated or completed the step.

Screen Shot of Reconciliation Checklist

Icons on the Reconciliation Checklist

Icons appear before each step on the Reconciliation Checklist:

  • Green check mark - The step has been completed
  • Blue arrow - The next step to be completed or the step is in progress
  • Red exclamation point - The step needs attention
  • Yellow dash - The step is incomplete

    Screen Shot of Icons on the Reconciliation Checklist

Step Statuses and Application Statuses on the Reconciliation Checklist

The status of each step displays after each step name on the Reconciliation Checklist. Each step in the Reconciliation process has a status based on the actions taken in that step.

Note: The Application Status changes when Steps 1, 5, 6, and 12 are complete. The following table displays the possible Reconciliation step statuses and the Application Statuses. The Application Status is available in the Details box on the Reconciliation Checklist page.

Step Statuses and Application Statuses on the Reconciliation Checklist
Reconciliation Step Step Status Application Status Upon Completion of Step
Step 1: Initiate Reconciliation Incomplete, Complete Reconciliation Initiated
Step 2: Review Payment Setup Incomplete, Complete, Error - Needs Attention Reconciliation Initiated
Step 3: Request List of Covered Retirees Incomplete, Complete Reconciliation Initiated
Step 4: Finalize Covered Retirees Incomplete, Complete Reconciliation Initiated
Step 5: Start Preparation of Reconciliation Payment Request Incomplete, Complete Reconciliation Cost Reporting Opened
Step 6: Manage Submission of Final Cost Reports Incomplete, Complete Reconciliation Cost Reporting Closed
Step 7: Review Final Costs Incomplete, Complete Reconciliation Cost Reporting Closed
Step 8: Enter Revisions to Final Costs Incomplete, Complete Reconciliation Cost Reporting Closed
Step 9: Finalize Reconciliation Payment Request Incomplete, Complete Reconciliation Cost Reporting Closed
Step 10: Review Electronic Funds Transfer (EFT) Information Incomplete, Complete, Error - Needs Attention Reconciliation Cost Reporting Closed
Step 11: Approve Electronic Funds Transfer (EFT) Information Incomplete, Complete, Rejected Reconciliation Cost Reporting Closed
Step 12: Review and Submit Reconciliation Payment Request Incomplete, Complete, Rejected Reconciliation Request Completed

Last Updated Date and Last Updated by Fields on the Reconciliation Checklist

On the Reconciliation Checklist, the "Last Updated Date" field displays the date the step was last updated or completed. The "Last Updated By" field displays the name of the person who last updated or completed the step.

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Timing for the Reconciliation Checklist

The Reconciliation Checklist is available for Plan Sponsors in "View Only" any time before Reconciliation is initiated in Step 1. The Reconciliation Checklist is active when the Plan Sponsor starts Reconciliation and remains active until the Plan Sponsor completes Reconciliation or until the Reconciliation Deadline date.

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User Roles and Responsibilities in the Reconciliation Steps

A successful Reconciliation submission requires a Plan Sponsor to complete the 12 Reconciliation steps. Reconciliation steps are designed to be completed in order. However, there are many processes that are performed outside of the checklist. These include but are not limited to modifications to a Plan Sponsor's Electronic Data Interchange (EDI) Method, submission of cost reports, and submission and retrieval of retiree files. For more information about the tasks associated with Reconciliation and who can complete them, refer to the Reconciliation Toolkit.

Many of the Reconciliation Checklist steps are performed by the Account Manager, Authorized Representative, or Designee with Request Payment privilege. The following table outlines the Reconciliation steps and the user roles that can complete each step.

Note: Before Reconciliation begins, Plan Sponsors should review the active user roles assigned to each application because each user role has access to various steps within the Reconciliation process. Each user must have a valid email address and should verify their user information before starting Reconciliation. The Account Manager and Authorized Representative must maintain active RDS Secure Website user accounts in order for a Plan Sponsor to receive payment.

User Roles and Responsibilities in the Reconciliation Steps
Reconciliation Step Authorized Representative Account Manager Designee with Request Payment Privilege
Step 1: Initiate Reconciliation Yes Yes View only
Step 2: Review Payment Setup Yes Yes View only
Step 3: Request List of Covered Retirees Yes Yes Yes
Note: Both Request Payment and View/Send/Receive Retiree Data privileges required to access download
Step 4: Finalize Covered Retirees Yes Yes View only
Step 5: Start Preparation of Reconciliation Payment Request View only Yes Yes
Step 6: Manage Submission of Final Cost Reports View only Yes Yes
Step 7: Review Final Costs View only Yes Yes
Step 8: Enter Revisions to Final Costs View only Yes Yes
Step 9: Finalize Reconciliation Payment Request View only Yes Yes
Step 10: Review Electronic Funds Transfer (EFT) Information Yes Yes Yes
Designee with both Request Payment privilege and EFT privileges may complete step
Step 11: Approve Electronic Funds Transfer (EFT) Information Yes View only View only for Designee with both Request Payment privilege and EFT privilege
Step 12: Review and Submit Reconciliation Payment Request Yes View only View only

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Completing the Reconciliation Steps: Constraints and Implications

Reconciliation steps must be completed in numerical order, but are accessible as "View Only" at any time. Each step must be marked "Complete" to proceed to the next step.

Note: Step 2: Review Payment Setup may be revisited throughout the Reconciliation process but must be marked "Complete" to continue with any subsequent steps.

For more information about the constraints and implications of completing the Reconciliation steps and making changes to completed Reconciliation steps, refer to Conditions and Results for Completing Reconciliation Steps.

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