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This section provides the following information about 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.
The Reconciliation Checklist page Details box contains the following information:
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.
Icons appear before each step on the Reconciliation Checklist:
Yellow dash - The step is incomplete
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.
|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|
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.
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.
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.
|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|
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.