Ceridian COBRA Continuation Services Frequently Asked Questions - Web Reporting

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1 1. What reports are available on the web? Ceridian COBRA Continuation Services Frequently Asked Questions - Web Reporting There are different types of reports available on the Ceridian website and each type has its advantages. Queries and status reports automatically generate reports based on the segment of participants selected. The format of these reports is preset and can be downloaded into an EXCEL spreadsheet. Then, the report can be customized by deleting unwanted information, adding columns for more information and sorting by specific criteria. These reports are based on information as of the last update. Rate Reports provide electronic copies of the latest Rate Report. These reports show all of the group s plans including the codes assigned to identify them (Benefits Classes will no longer be valid after the enhanced services are activated) and the 100% rates currently in use on the Ceridian system. The group can review, print or download into an EXCEL spreadsheet this latest report. COBRA reports provide electronic versions of reports supplied by Ceridian. These reports are available as soon as processing is completed. The group must go to the website to retrieve the reports and will not receive any notification that reports are available. The reports can be printed or downloaded into an EXCEL spreadsheet. In addition, three months of the Monthly Participant Status Report and Premium Distribution Reports are available online. By using the web to obtain these reports, the information is obtained faster and can be saved in a paperless format. WebQE reports give the group information about forms submitted using the Ceridian website. Coming soon To obtain additional copies of the Frequently Asked Questions Web Reporting, go to the Blue Cross and Blue Shield of Florida (BCBSF) website, and click on the Ceridian link under the Employers & Benefits Administrators section or call Ceridian at to request an electronic copy of this document. 2. Where does the group find the Queries and Status Reports? Go to the Ceridian website ( Type the group s Ceridian login and password to access the system. Select COBRA/BBS/SCS Queries. (COBRA = Ceridian COBRA Administration Services; BBS = Ceridian Benefits Billing Service; SCS = Ceridian State Continuation Service) Select a Product Menu. Click Ceridian COBRA Services. Click Reports. Select the query to run. General Instructions are the first item on the list of queries. This section tells the group how to download the query results into EXCEL. September 8, 2004Page 1 of 11

2 Many reports have two versions: one with no filters and one with filters. Any report with no filters gives a list of all active COBRA participants and any qualified beneficiaries that are waiting to elect. Any report with filters allows the group to pick the portion of the population that the group wants to see. If the group selects a report with filters, all of the boxes on the filter selection screen must be completed or else no results will be displayed. If a box does not apply to the group, fill in ALL. 3. Where does the group find the Rate Report? Go to the Ceridian website ( Type the group s Ceridian login and password to access the system. Select COBRA/BBS/SCS Administration. Select a Product Menu. Click Ceridian COBRA Services. Click Self-Service Client Reports. Click Rate Reports. 4. Where does the group find the COBRA Reports? Go to the Ceridian website ( Type the group s Ceridian login and password to access the system. Select COBRA/BBS/SCS Administration. Select a Product Menu. Click Ceridian COBRA Services. Click Self-Service Client Reports. Click COBRA Reports. Select the report. 5. Where does the group find the WebQE Reports? Go to the Ceridian website ( Type the group s Ceridian login and password to access the system. Select COBRA/BBS/SCS Administration. Select a Product Menu. Click Ceridian COBRA Services. Click Self-Service Client Reports. Click WebQE Reports. Select the report. 6. What Queries and Status Reports are available on the website? September 8, 2004Page 2 of 11

3 The Queries and Status Reports currently available where the group is able to set the criteria for the report and can download the results into an EXCEL spreadsheet include: Report Name Address List (no filters) Address List (with filters) Benefits Billing Life Premiums (no filters) Benefits Billing Life Premiums (with filters) All participants in an active or waiting status (Ceridian Benefits Billing Service) participants in an active or waiting status BBS Participants in an active status with life insurance BBS Participants in an active status with life insurance To produce mailing labels for open enrollment To produce mailing labels for open enrollment of life insurance premiums to pay the carrier for BBS participants of life insurance premiums to pay the carrier for BBS participants 1 st Line of Address 2 nd Line of Address City State ZIP Code ZIP+4 Code COBRA Termination Date 1 st Line of Address 2 nd Line of Address City State ZIP Code ZIP+4 Code COBRA Termination Date Status Monthly Premium Billed Status Code (## or Ceridian COBRA (## or COBRA Termination Date Greater Than MM/DD/YYYY Status (ACTIVE, WAITING or Code (## or Ceridian COBRA (## or September 8, 2004Page 3 of 11

4 Report Name Eligibility Detail (no filters) Eligibility Detail By SSN (with filters) Eligibility Detail By Status and Division (with filters) All COBRA and/or BBS participants All COBRA and/or BBS participants sorted by Participant s Social Security Number All COBRA and/or BBS participants sorted by Participant s Status To compare with bills from carriers To compare with bills from carriers To compare with bills from carriers Monthly Premium Billed Participant ID# Date of Birth Gender Ceridian COBRA Carrier Code Ceridian COBRA Option Code Ceridian COBRA Family Status Code Monthly FSA Contribution Participant ID# Date of Birth Gender Ceridian COBRA Carrier Code Ceridian COBRA Option Code Ceridian COBRA Family Status Code Monthly FSA Contribution WAITING or Code (## or Ceridian COBRA (## or WAITING or Carrier Code (Carrier Code from Ceridian COBRA Flex Sheet or Code (## or Ceridian COBRA (## or September 8, 2004Page 4 of 11

5 Report Name FSA Participant Detail (no filters) FSA Participant Detail (with filters) Headcount (no filters) and Ceridian COBRA Division Code All COBRA and/or BBS participants who have elected to continue their FSA contributions All COBRA and/or BBS participants who have elected to continue their FSA contributions Counts of the number of participants sorted by status, type of coverage, carrier code, option code, family status, and FSA election of contributions that need to be forwarded to your FSA provider of contributions that need to be forwarded to your FSA provider to pay the carriers for participants Participant ID# Date of Birth Gender Ceridian COBRA Carrier Code Ceridian COBRA Option Code Ceridian COBRA Family Status Code Monthly FSA Contribution Monthly FSA Amount Monthly FSA Amount Count (# of participants) Carrier Code Option Code Family Status Code FSA? (Y or N) (If Y, Ceridian is WAITING or Carrier Code (Carrier Code from Ceridian COBRA Flex Sheet or Code (## or Ceridian COBRA (## or WAITING or September 8, 2004Page 5 of 11

6 Report Name Headcount (with filters) Participant Details (no filters) Counts of the number of participants sorted by status, type of coverage, carrier code, option code, family status, and FSA election Participants to pay the carriers for participants To obtain a list of current paid through dates for participants administering COBRA for the health care FSA plan and at least one participant in this category has elected to continue the health care FSA for the remainder of the calendar year. If N, either Ceridian is not administering COBRA for the health care FSA plan or Ceridian is administering COBRA for the health care FSA plan and no participants in this category have elected to continue the health care FSA plan.) Count (# of participants) Carrier Code Option Code Family Status Code FSA? (Y or N) (If Y, Ceridian is administering COBRA for the health care FSA plan and at least one participant in this category has elected to continue the health care FSA for the remainder of the calendar year. If N, either Ceridian is not administering COBRA for the health care FSA plan or Ceridian is administering COBRA for the health care FSA plan and no participants in this category have elected to continue the health care FSA plan.) Code (## or Ceridian COBRA (## or WAITING or Carrier Code (Carrier Code from Ceridian COBRA Flex Sheet or September 8, 2004Page 6 of 11

7 Report Name Participant Details (with filters) Participant Key Date List (no filters) Participant Key Date List (with filters) Participants Participants with key dates Participants with key dates To obtain a list of current paid through dates for participants To check when a General Notice was sent to a participant To check when a notice was sent to a participant QE Code (Reason for the Qualifying Event) COBRA Begin Date (Date COBRA began) COBRA Term Date (Maximum Coverage End Date) Letter Sent (Date of COBRA Qualifying Event Notice) QE Code (Reason for the Qualifying Event) COBRA Begin Date (Date COBRA began) COBRA Term Date (Maximum Coverage End Date) Letter Sent (Date of COBRA Qualifying Code (## or Ceridian COBRA (## or WAITING or Code (## or Ceridian COBRA (## or WAITING or September 8, 2004Page 7 of 11

8 Report Name Event Notice) Participants With Subsidy (no filters) Participants where the group pays a portion of the participant s premium to pay the carriers for participants where part of the premium comes from the participant and part of the premium is paid by the group Carrier Code Option Code Family Status Code Plan Name Subsidy Begin Date Subsidy End Date COBRA Term Date Participants With Subsidy (with filters) Participants where the group pays a portion of the participant s premium to pay the carriers for participants where part of the premium comes from the participant and part of the premium is paid by the group Carrier Code Option Code Family Status Code Plan Name Subsidy Begin Date Subsidy End Date COBRA Term Date Summary By Summary List To get a rough estimate Count (# of participants) Division and Unit sorted by division of the number of active code, unit code and participants by division status Summary By Summary List To get a rough estimate Count (# of participants) Code (## or Ceridian COBRA (## or WAITING or Carrier Code (Carrier Code from Ceridian COBRA Flex Sheet or September 8, 2004Page 8 of 11

9 Report Name Status sorted by status of the number of active participants Summary FSA Summary List To get a rough estimate sorted by FSA of the number of active election and status participants who elected to continue their FSAs Summary Qualifying Events Summary List sorted by reason for the qualifying event To get a rough estimate of the number of participants who had a qualifying event due to layoff Count (# of participants) Count (# of participants) Qualifying Event 7. What Rate Reports are available on the website? The Latest Rate Report is available on-line. This is the same report that is printed and mailed to the group. Because rate information is updated each time the group opens a session, the rate report reflects the group s plan information as of that moment in time. As plans are added or rates are updated, the rate report is updated immediately. This up-to-the-minute report gives the group the appropriate codes for all of the plans administered by Ceridian with the 100% rates. The Ceridian system automatically adds the 2% administrative fee to the rates when communicating with the participant. 8. What COBRA Management Reports are available on the website? Monthly Status Reports Monthly Participant Status Reports are available on-line. These are the same reports printed and mailed to the group. The group has the option to receive the report on-line or as a paper report. Three reporting periods are available on-line. These reports represent a snapshot of the COBRA population as of the date of the report. The group simply looks on-line after the 8 th of the month following the end of the reporting period for the new report. For example, if the group is looking for the report for the September reporting period, the group would check the web on or about October 8 th for the report. No s are sent advising the group that the reports are available. Printable Reports The group can print the report at a local printer. The group has a choice of printing the following: Participant Status Report (Action Required) All active participants, elections, reinstatements, cancellations, etc. Participant Status Report (Information Only) All participants who have been notified and not elected, all participants who have elected but not paid, and all participants who have let their election rights expire. Participant Status Summary Report A summary for each Division and Unit of all participants by Status for each carrier. September 8, 2004Page 9 of 11

10 Search by SSN The group can search the appropriate section of the report for a particular participant and print a report for that individual. The group can search the following sections: Participant Status Report (Action Required) All active participants, elections, reinstatements, cancellations, etc. Participant Status Report (Information Only) All participants who have been notified and not elected, all participants who have elected but not paid, and all participants who have let their election rights expire. Request XML Data File The group can request a data file for the appropriate sections of the report that can be downloaded into a spreadsheet. The group first saves the file as an XLS file (an EXCEL spreadsheet file) before opening it in EXCEL. Once the group has saved the file as an XLS file, the group can open it into an EXCEL spreadsheet. Now the group can sort and rearrange the data to suit its individual needs. Participant Status Report (Action Required) All active participants, elections, reinstatements, cancellations, etc. Participant Status Report (Information Only) All participants who have been notified and not elected, all participants who have elected but not paid, and all participants who have let their election rights expire. Participant Status Report This is a one-page report about a particular participant. The group can request the report by or Participant ID Number. Population Status This report allows the group to get information about the group s participants based on predefined selection criteria. The report also allows the group to choose the sorting criteria. Search Criteria includes: Participant Last Name QE Date Range (the group selects the month and year from drop down boxes) Sorting Options: Participant Last Name Qualifying Event Date Premium Disbursements Premium Disbursement Reports are available on-line. These are the same reports printed and mailed to you. Three reporting periods are available online. These reports are an itemized accounting statement of the premiums collected and disbursed to the group for the reporting period. A check will be mailed for the amount shown on the report. The group simply looks on-line after the 8 th of the month following the end of the reporting period for the new report. For example, if the group is looking for the report for the September reporting period, the group would check the web on or about October 8 th for the report. No s are sent advising the group that the reports are available. September 8, 2004Page 10 of 11

11 Printable Reports The group can print the report at a local printer. The group has the choice of printing the full report or a summary report. Request XML Data File The group can request an XML data file for the appropriate sections of the report that can be downloaded into a spreadsheet. The group first saves the file as an XLS file (an EXCEL spreadsheet file) before opening it in EXCEL. Once the group has saved the file as an XLS file, the group can open it into an EXCEL spreadsheet. Now the group can sort and rearrange the data to suit the group s individual needs. 9. What WebQE Reports are available on the website? Monthly Submission Reports These reports give the group information about forms submitted via the web. There is a choice of the type of form, the sorting option and the month of submission. Types of Forms: COBRA Qualifying Event COBRA Takeover HIPAA Certificate Notification New Hire Notification Sorting Options: Date Submitted Employee Participant Name Participant Document This report allows the group to print a copy of the forms submitted via the web for the group s files. The group has the choice of the type of form submitted and the search criteria. Types of Forms: COBRA Qualifying Event COBRA Takeover HIPAA Certificate Notification New Hire Notification Search Criteria: Employee Document Identification Number September 8, 2004Page 11 of 11