How To Change Application Information AFTER Submission - Updated 12/21/2007
Even with the best planning and foresight, it may be necessary for a Plan Sponsor to change information previously provided on an RDS application. This document addresses what information may be changed and how to change it.
Specifically, this document includes information about the following:
- How can I find out if my application is in a Submitted, Approved, Application Error, Re-sign, EFT Re-Sign Application or Denied status?
- What are the definitions for each status of a submitted application?
- What application information may be changed after submission, regardless of the application status?
- How do I change the Retiree List Submission method?
- What application information may NOT be changed after submission, regardless of the application status?
- What application information may NOT be changed while an application is in the "Submitted" status?
- Why am I unable to update the application while it is in the "Submitted" status?
- What are the payment implications for a Plan Sponsor when an application is in the "Submitted" status?
- Can I change a Benefit Option on a submitted application?
- What information may be changed on applications in the "Approved" Status?
- How do I change the Electronic Funds Transfer (EFT) information on a submitted application?
- What is the impact to my submitted application if I change the EFT information?
- How and to whom are changes in EFT information communicated?
- How and to whom is information about an EFT failure communicated?
- Are there other changes that could affect my "Approved" application status?
- What are the payment implications for a Plan Sponsor when an application is in the "Application Error" status?
- What are the payment implications for a Plan Sponsor when an application is in the "EFT Re-Sign Application" status?
- My application is in the "Denied" status. What can I do?
- I have decided not to participate in the RDS Program. How do I delete my application?
How can I find out if my application is in a Submitted, Approved, Application Error, Re-sign, EFT Re-Sign Application or Denied status?
The current application status can be viewed from the Application List page as shown below.
What are the definitions for each status of a submitted application?
Submitted – Application was submitted to the RDS Center for processing.
Approved – Application has been processed by the RDS Center and approved. This is notification from CMS that the Plan Sponsor submitted a valid initial online application and a valid initial retiree list by the application deadline for your plan year. A valid initial retiree list with at least one qualifying covered retiree was processed.
Application Error – Application has been processed by the RDS Center; however, the EFT information did not pass validation. The EFT information must be corrected, and the application resigned and resubmitted by the Plan Sponsor.
EFT Re-Sign Application – Application was in an "Application Error" status, and the EFT information has been revised. The Authorized Representative must re-sign and resubmit the application.
Re-sign – The Authorized Representative associated with the application has changed since the application was originally submitted. In order to receive, or continue to receive subsidy payments, the new Authorized Representative must review the application information, sign, and resubmit the application again
Denied – Application has been processed by the RDS Center and denied.
What application information may be changed after submission, regardless of the application status?
Regardless of the application status, you will always be able to change Designee(s) and Retiree List Submission Method.
Designee(s) – A Designee(s) may be added and/or have their privileges added or removed any time after an application has been submitted. However, you may not delete a Designee while an application is in a "Submitted" status, only after the application has been approved. If you want to make Designee changes, click on the following link and follow the instructions in How To Assign or Delete Designees.
Retiree List Submission Method – The Retiree List Submission Method may be changed any time during the application process. However, if you are changing your retiree list submission method to VDSA or Mainframe, it is imperative that you do not change the retiree list submission method until the appropriate connections to the RDS Center are established and tested. Changing your Retiree List Submission Method before the new connection is established will jeopardize the Weekly Notification file process. The RDS Center uses the current Retiree List Submission Method to determine which file transfer method to use to send the Weekly Notification file to the Sponsor. Consequently, if you select Mainframe or VDSA before the connection is successfully established, the RDS Center will be unable to send the Weekly Notification file to the Sponsor until the Mainframe or VDSA connectivity is established, or until the Retiree List Submission Method is changed back to File Upload.
Additionally, if you change your Retiree List Submission Method to Mainframe or VDSA, or switch vendors, once your new connection is established you are required to submit a valid initial retiree list to the RDS Center using the new submission method. When sending VDSA or Mainframe, each retiree must be associated with a Vendor or a Plan Sponsor in order to receive notifications. This will ensure that information on your retirees and communications from the CMS' RDS Center about them will be accurate and up to date.
Following are the setup times to establish Mainframe connections.
- For Plan Sponsors with an existing AGNS account and an existing connection to GHI, the setup will take 1 to 2 weeks.
- For Plan Sponsors with an existing AGNS account but have no existing connection to GHI, the setup will take 1 to 2 months.
- For Plan Sponsors without an AGNS account, the setup will take 2 to 3 months.
For VDSA, the usual timeframe for completing the agreement and testing with the CMS COB contractor is 60 to 90 days for new agreements.
How do I change the Retiree List Submission method?
To change the Retiree List Submission method, follow the steps below.
- From the Application Status page for the application on which you want to make the change, click on the Retiree List Submission Method.
Note: The RDS Center uses the current Retiree List Submission Method to determine which method to send the Weekly Notification file to the Plan Sponsor, and if you select Mainframe or VDSA before the connection is successfully established, the RDS Center will have no way to send them.
Do not change the Retiree List Submission Method to Mainframe or VDSA until the new connections have been established and tested successfully.
The Retiree List Submission Method page will display as shown below.
- Select the new Retiree List Submission Method and click the Continue button.
To cancel any change you have selected and return to the Application Status page, click the Cancel button.
- The Retiree List Submission Method change for your application is now complete.
What application information may NOT be changed after submission, regardless of the application status?
Regardless of the application status, the following application components currently may not be changed after submission.
- Plan Information (including Plan Year Start/End Date and Plan Description)
- The Plan Description is not relevant to the RDS Center and is not used for any reason other than to provide a textual reference to the Application ID that is generated by the Plan Name and Plan Start/End Dates as defined in the application. Consequently, a Plan Sponsor cannot change the Plan Name in its application once it is defined and submitted to the RDS Center.
If the Plan Year Start/End Dates on the submitted application are incorrect, you will need to contact the RDS Help Line. - Benefit Option(s) – It is not possible to add, delete, or change the Benefit Option(s) once the application has been submitted to the RDS Center. This includes renaming the Benefit Option.
- Assign Actuary(s) – Once the actuary completes and submits the online actuarial equivalence test and the application is submitted, you may not change the actuary assigned to the application.
- Attestation Summary - Once the actuary completes and submits the online actuarial equivalence test and the application is submitted, you may not change the actuarial attestation. However, if you later determine that the plan and/or a benefit option do not pass the actuarial equivalence test, you must contact the RDS Help Line.
- Payment Frequency – Once the application is submitted, the payment frequency cannot be changed. Although the chosen payment frequency will apply for the entirety of the application for that plan year, the Plan Sponsor may select a different payment frequency for their next plan year's application.
- Plan Sponsor Agreement – Once the Authorized Representative signs and submits the Plan Sponsor agreement, the Plan Sponsor agreement may not be withdrawn.
If a new Authorized Representative is assigned to the application, that individual is required to re-sign the application and resubmit it to the RDS Center; however, the terms and conditions of the original Plan Sponsor Agreement remain unchanged.
Note: You must also submit an Authorized Representative Verification form for your new Authorized Representative.
What application information may NOT be changed while an application is in the "Submitted" status?
While an application is in the "Submitted" status and being processed by the RDS Center, only two changes are possible: Changes to a Designee(s) and changes to the Retiree List Submission Method.
Why am I unable to update the application while it is in the "Submitted" status?
The RDS Center must be able to make a final decision for an application without information changing during that time.
What are the payment implications for a Plan Sponsor when an application is in the "Submitted" status?
If Initial Payment Setup has been completed on an "Approved" application that has reverted to "Submitted" status, the Plan Sponsor:
- will be able to report costs.
- will not be able to request payment.
- will not be able to start or complete reconciliation.
Can I change a Benefit Option on a submitted application?
No. Benefit Option(s) may not be changed once the application has been submitted to the RDS Center. This includes renaming the Benefit Option.
If you need to remove a Benefit Option(s) from your approved application, it is necessary only to remove the retirees from that benefit option; the benefit option itself can stay within the application. To remove the retirees associated with the benefit option, you will need to send an add/update/delete monthly retiree list with delete transactions for only those associated retirees. If necessary, you can assign those retirees to other UBOI(s) as applicable.
When determining if it is necessary to ignore a benefit option previously defined in your application, remember to consider any impact to the actuarial attestation previously provided to the RDS Center for that application. The application will still need to pass the actuarial equivalence test.
If you need to add a Benefit Option(s) to your approved application, please contact the RDS Help Line for assistance.
What information may be changed on applications in the "Approved" status?
In addition to Designee assignments and the Retiree List Submission Method, which can be changed regardless of status, you may also change the EFT information for applications in an approved status.
Note: EFT information changes to Account Type, Account Number, or Bank Routing Number on an "Approved" application will change the application status and require important follow-up action. For more information about the impact of changing EFT information on an approved application, go to the following question: What is the impact to my submitted application if I change the EFT information?
How do I change the Electronic Funds Transfer (EFT) information on a submitted application?
EFT information may be changed on submitted applications in any of the following statuses: "Approved," "Application Error," and "EFT Re-Sign Application." To change the EFT information, follow these steps.
- From the Application Status page, click Electronic Funds Transfer (EFT) Info in the Application Section.
- The Electronic Funds Transfer (EFT) Information page will display as shown below. Make the necessary changes and select the Continue button. This action will record your changes and return you to the Application List page.
To cancel your changes and return to the Application List page, select the Cancel button.
Note: Please check all your EFT information carefully and exercise care when entering it to ensure prompt verification of your EFT information and avoid unnecessary rework on your application. Some helpful hints when changing EFT information are:
- Verify that your bank has not merged or been purchased by another bank. If so, your Bank Routing Number may have changed.
- Verify that your Bank Routing Number is for ACH, not Wire Transfers.
- Verify that your account is active.
- The Electronic Funds Transfer (EFT) Information page shown below confirms your changes and alerts you that your changes require a review and signature of the Authorized Representative.
To let the system know you will notify your Authorized Representative of this, check the box.
To record your agreement to this, click the Continue button.
To cancel your agreement and return to the Electronic Funds Transfer (EFT) Information page for additional edits, click the Cancel button.
To return to the Electronic Funds Transfer (EFT) Information page for additional edits, click the Edit button.
- You have completed changes to your EFT information.
What is the impact to my submitted application if I change the EFT information?
Once the EFT information on a submitted application is changed and submitted to the RDS Center for processing, the following occurs:
- The application is placed into the "EFT Re-Sign Application" status until the Authorized Representative logs in to the RDS Secure Web Site, approves the revised EFT information, and resubmits the application by completing the act of re-signing the Plan Sponsor Agreement.
- Once the application is resubmitted with the new EFT information, the application is placed back into the "Submitted" status until the EFT information can be verified.
- Once the new EFT information is verified by the RDS Center, the application will be placed back in the "Approved" status.
Note: If the EFT verification does not pass, the application will be placed in the "Application Error" status.
How and to whom are changes in EFT information communicated?
E-mail confirmations of application changes are sent to the Authorized Representative, Account Manager, and Designee with Complete Electronic Funds Transfer privilege.
How and to whom is information about an EFT failure communicated?
E-mail notifications regarding EFT failures are sent to the Authorized Representative, Account Manager, and Designee(s) with Complete Electronic Funds Transfer privilege.
Are there other changes that could affect my "Approved" application status?
Yes, changing your Authorized Representative could potentially affect your "Approved" application status.
If you assign a new Authorized Representative, all applications that have been approved will revert to the "EFT Re-Sign Application" status. In order to receive, or continue to receive subsidy payments, the new Authorized Representative must review the application information, sign, and resubmit the application again.
Note: You must also submit an Authorized Representative Verification form for your new Authorized Representative.
What are the payment implications for a Plan Sponsor when an application is in the "Application Error" status?
Plan Sponsors with applications in the "Application Error" status will not be able to perform Payment Setup, Cost Reporting, Payment Requests, and Reconciliation actions for such applications.
Note: Information on Payment Setup, Cost Reporting, and Payment Requests is available on the RDS Program Web Site.
What are the payment implications for a Plan Sponsor when an application is in the "EFT Re-Sign Application" status?
If Initial Payment Setup has been completed on an "Approved" application that has reverted to "EFT Re-Sign Application" status, the Cost Reporting functionality will remain active. You will only have access to Payment Request and Reconciliation functionalities on approved applications.
My application is in the "Denied" status. What can I do?
If your application is in the "Denied" status, please contact the RDS Help Line for more information.
I have decided not to participate in the RDS Program. How do I delete my application?
At this time, the feature to delete an application is not available. However, the RDS Center will eventually delete abandoned applications from the RDS Secure Web Site, but until that time, the RDS Center recommends that you determine which of the following scenarios applies to your application and follow the provided suggestion.
Scenario 1: Submitted an application, a retiree list, and received a response file from the RDS Center, but have not and will not submit a subsidy payment request.
It is imperative that Plan Sponsors who submitted an application, a retiree list, and received a retiree response file from the RDS Center, but has not and will not submit a subsidy payment request, send a monthly ADD/UPD/DEL file with a delete transaction for all the retirees associated with that application. This ensures that each retiree's subsidy period is deleted in the Medicare Beneficiary Database (MBD). Once the retiree list is sent with the delete transactions for all the associated retirees, the Plan Sponsor may abandon the application. Please contact the RDS Help Line to notify them that no subsidy payment will be requested.
Scenario 2: Submitted an application, but never submitted a retiree list.
Plan Sponsors who had their Authorized Representative submit an application, but never submitted a retiree list may abandon the application. Please contact the RDS Help Line to notify them that no subsidy payment will be requested.
Scenario 3: Started an application, but it was never submitted.
Plan Sponsors who started an application, but never had their Authorized Representative submit it to the RDS Center may abandon the application. Please contact the RDS Help Line to notify them that no subsidy payment will be requested.
